Overview
- Efficiently integrated cleaning, hard services, and pest control contracts for the client’s estate in a 9-week period.
- Achieved compliance three weeks ahead of the ‘go live’ date through redesigned contract bases and enhanced security measures.
- Maintained transparency and efficiency with streamlined processes, reliable tracking tools, and tailored communication strategies, leading to a successful mobilisation.
The Challenge
Our customer engaged with OCS to provide integrated services across it’s entire estate with three contracts. The three contracts were, Cleaning services across the entire estate, Hard Services-mechanical and electrical maintenance, general building works and reactive plumbing- to the North of the estate and Pest Control services across its entire estate.
The three contracts were mobilised at the same time with the plan to transfer over 700 colleagues across. The mobilisation period was reduced to 9 weeks, leading the team to be more strategic and efficient.
We immediately hit the ground running mobilising the colleagues, including interviews, Non-Police Personal Vetting (NPPV) and right-to-work checks. Extra security and data protection measures also had to be put in place to safeguard the sensitive nature of the work the customer does. We did this by refitting and redesigning our contract base to meet the necessary security standards. this led to us being approved three weeks in advance of the ‘go live’ contract date.
The Solution
With the scale of the project in mind and multiple stakeholders invested in the progress, we made sure from the onset to create clear and streamlined processes around tracking and communication. As a solution, we employed reliable and updated tracking tools to allow stakeholders real-time reports.
A communications strategy was agrees from the kick-off of mobilisation which was adapted to suit each stakeholder’s role. Within this communication strategy a Risk and Issues register and Promises and Offers document were utilised between operational teams and relevant stakeholders. This helped keep tasks on track and ensured expectations were met across the teams.
Finally, early positive engagement with colleagues via road shows and one on one meetings we created an engaged and motivated workforce and completed 100% of inductions by the end of day one.
The Outcome
The contract was successfully mobilised within the 9-week timescale, with 100% of staff being available on the contract ‘go live’ date. Ocs’s appointed management team have formed a close working relationship with the customer and has resulted in an addition contract covering Fire & Emergency Planning estates.