Following Strategy Day in September 2006, an Efficiencies Working Group was established. Subsequently an Efficiencies Focus Group (EFG) was set up to investigate and instigate methods of achieving efficiencies in selected areas considered viable on an organisation-wide basis.
The estimated target is 20%, any savings made will remain with the individual service and it is up to the service to identify where the savings can help.
The areas originally identified where efficiencies can be made are as follows:
- Corporate Stationery
- Copy Paper
- Ink Cartridges/Toners
- Telephone Rental
- Internet Providers
- Mobile Phones
- Vehicles
- Gas & Electricity
- Payroll/IT Systems
- Property Maintenance
- PAT Testing
- Business Equipment - copiers, faxes, printers etc
- Food Supplies in Residential Services
- Furniture Supplies in Residential Services
- Travel
What has happened so far?
- Corporate Stationery - we have sourced a new supplier and as part of the new branding we have new corporate stationery. Savings of 25% have been made by this exercise with potential further savings by forgoing the green colour on the reverse of the paper.
- Office Stationery - After feedback from the Admin Forum, it was agreed that the service provided by Lyreco offered better value. All services are now using Lyreco for Office Stationery.
- Phones - Highnet will become our supplier for all landlines. They are offering competitive tariffs and phone calls to and from TPS landlines will be free. Highnet are currently transferring over the lines as per contracts that are in place in order to avoid any penalty charges for services.
- Mobiles - LPL are now our supplier for mobiles. The majority of mobiles will be on Orange network with the exception of those where there is reception difficulties. Again they are offering competitive tariffs and there are huge savings of approximately £13,000 per annum to be made by changing to one supplier for mobiles across the organisation. Services have received £100 credit for each new connection to Orange which has been allocated to their individual budgets, this was a total of £11,900 as at 31st March 2008.
- Gas and Electricity - Suppliers have been appointed for gas and electricity for the organisation. As from 1st April we will moving to Total Power for gas and British Gas for Electricity - see briefing paper for further details.
- Accommodation - The Scotland Office Admin have carried out their annual accommodation tender and have manager to secure a rate of £63 per night bed and breakfast at the Campanile Hotel. This is £11 less than the rate we have with our current hotel. Meals and beverages will also be cheaper at the Campanile.
- Portable Appliance Testing - Representatives from the Efficiencies Focus Group interviewed three companies on 10th April 2008. White Testing have now been appointed to carry out our portable appliance testing, for further information please read briefing paper. PAT briefing paper
For further information on Business Efficiencies please contact your EFG representative.
Waste Management
TPS Waste Policy was introduced in April 2007. The policy deals with waste minimisation and management. To view the policy please click here.
Currently the EFG are looking at ways of recycling with the aim of assisting Waste Champions in services.
The Scotland Office has started an initiative to reduce mail being posted to services to save paper, envelopes and also to reduce postage costs. Services are also encouraged to e-mail where possible rather than post when sending information to the Scotland Office.
Discussion Forum
Each area has an EFG representative and each service should have a Waste Champion. The discussion forum is an opportunity for all staff to feedback ideas and suggestions on how cost savings can be made and how waste can be reduced and managed in the organisation. To access the forum please click here .