annual report 2009
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 64 were based in Parow, Cape Town and four in Isando, Johannesburg.
The properties owned or leased by the group, other than leased stores, are managed by the division, including the Stanley Lewis building and nearby buildings in Parow where the group has it headquarters, and the 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 100 000 square metres. Outsourced suppliers are used for the management of other properties occupied by the group and where the division has responsibilities.
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. Warehouses and offices are supplied with fittings and equipment.
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.
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 back-up power generators. Isando has extended uninterrupted power supply (UPS) battery life.
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.
Monitoring of mailrooms, reception areas, switchboards and store alarms are among the services provided.
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.
