GROUP SERVICES
The function of the Group Services division is to add value to the operations of other divisions by providing expert and streamlined facilities management services on a cost-effective basis, so enabling the other divisions to achieve optimal efficiency in their operations and the optimal well-being of staff members in the workplace.
The division comprised 68 staff members at the year-end, of whom 65 were based in Parow, Cape Town and three in Isando, Johannesburg.
The properties owned or leased by the group, other than leased stores, are managed by the division, including the Stanley Lewis Centre and nearby buildings in Parow where the group has its headquarters, and three “legacy” buildings in Cape Town, Johannesburg and Durban which have been owned by the group for many decades. The total area of the built space managed by the division is approximately 120 000 square metres.
Benefits are extracted for the group by implementing strict service level agreements with all external service providers and by utilising only a limited number of suppliers well known to the group who have appropriate retail experience. Service level agreements incorporate provisions recognising the uniqueness of the group and addressing its special needs and methodologies.
The division supplies all stores in the group with office equipment and stationery.
Long-term space forecasting is undertaken each year and warehouses and offices are built to the group’s specifications to meet capacity growth requirements.
Another function of the division is to ensure that ongoing maintenance of all buildings, plant and equipment takes place in 19 properties owned or rented by the group. Data centres and critical functions in the buildings and warehouses are supported by uninterrupted power storage units (UPS) and power generators.
In properties for which it has responsibility the division manages the installation and maintenance of all security, fire detection and access control systems, and implements and manages the occupational health and safety programme.
From a governance perspective all security and fire evacuation systems in properties managed by the division are tested on a regular basis. All offices, with the exception of the non-critical Isando property, have backup power generators. Isando has a UPS unit.
The Group Services division also attends to the procurement of standardised office automation equipment (printers, copiers, audiovisual), vehicles and capital equipment other than computers.
The fleet department operates within the mandated capital budget, monitors expenditure levels and negotiates volume discounts through approved suppliers.
Managing of mailrooms, reception areas, switchboards and store alarms are among the services provided.
A critical alarm monitoring system is installed in the group’s data centres to monitor equipment and environmental conditions critical to the continuous operation of these facilities. Signals are relayed according to a calling tree to ensure that appropriate action is taken by key decision-makers in the event of an alarm.
Outsourced contractors managed by the division include those providing catering, physical guarding, gardening, architectural, mechanical, electronic and electrical, and travel services.
In the current stringent economic climate there is particularly close monitoring of all expenditure, the chief items of which in the division’s budget are rentals, electricity and refurbishment costs.
Regional offices have been reduced in size by enabling the regional and area managers to work remotely with the use of mobile technology.
