University College London

Johnsons Lab Logistics’ A grade performance for University College London (UCL)

The Situation

UCL’s Charles Bell House is an Edwardian building named after the Professor of Physiology, who gave UCL’s first inaugural lecture in 1828.

In 2017, the building was fully refurbished to deliver a new centre for world-class scientific research – the first time that engineers, researchers, and clinicians from UCL’s School of Life and Medical Science (SLMS), the Centre for Medical Imaging and Institute of Healthcare Engineering could work together under one roof on ground-breaking collaborative research projects.

The new facilities available include a mixture of permanent and hot desks across 248 desk spaces, a student hub, teaching and seminar spaces, the latest technologies and specialist laboratories including an integrated test operating theatre.

Approximately 205 people needed relocating from several locations across the UCL campus to the newly-refurbished building.

Within the laboratory in The Cruciform Building, there was some laboratory equipment (mainly analytical) that needed a variety of OEM technicians to complete decommissioning and recommissioning/recalibration work. Lead times for booking in OEM technicians can sometimes be in the region of six to ten weeks.

The Solution

To control the project, our Project Manager developed a full migration strategy and move programme, which was continually reviewed throughout the scope of works. He also developed and agreed relocation strategies and contingency plans for all items being relocated.

We managed the project in accordance with best practice, including drafting and updating the following documents:

• Project Control Plan;
• Move Schedule detailing each occupancy and move phase;
• Relocation Project Business Continuity Plan, Risk Assessments and Risk Log;
• Project Risk and Hazard Log;
• Monthly Highlight Reports to include move management progress, cost status, anticipated changes, approvals and outstanding actions;
• Project Move Cost Plan, showing costs associated with all aspects of fulfilling the relocation.

Due to the tight timescales of the project, our Project Manager submitted a list of key elements to provide us with the best knowledge and preparation for a successful project. These included:

• Employing a support Move Manager to assist the lead Move Manager with obtaining all necessary information for the relevant sub-contractors/key stakeholders to be engaged and managed;
• Early engagement with the lead UCL Project Manager and Construction Manager to understand the handover programme of the new building; and allow us to understand any constraints;
• Involving our in-house DGSA early in the process, to highlight key specialist project risks and legal requirements for road transport. We included these in the scope of work requirements for specialist/removal contractors to tender on within their required scope of works.

In addition to the above, our relocation programme also encompassed:

• Initial intensive fact-finding and familiarisation and confirmation of numbers and phasing;
• Setting up and running relocation project meetings;
• Developing the full migration schedule, including requirements for any dual operation during the relocation period;
• Developing and running a comprehensive staff communications programme;
• Detailed planning work to capture the full detail of all laboratory equipment, samples, and hazardous materials to relocate;
• Filing audits and reduction programme;
• Procurement of and overall management of any further removal contractor(s);
• Full site supervision during the relocation period.

The Outcome

Despite the large number of staff, furniture, and assets to be moved, we completed the project on schedule allowing for the successful operation of the new state-of-the-art facilities in Charles Bell House.

Client Quote

A spokesperson from UCL said:

“From project inception through to the last staff moving in and furniture and assets being installed we remained continually impressed by the team’s motivation, dedication, advice, and support.”

“Johnsons Lab Logistics certainly played a major part in developing our world-class scientific research centre, and we remain extremely grateful for all their help.”