MINISTRY OF JUSTICE SHARED SERVICES - PHOENIX HOUSE TRAVEL PLAN OCTOBER 2012 - (REVISED MAY 2013)
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PROTECT - MANAGEMENT
MINISTRY OF JUSTICE
SHARED SERVICES – PHOENIX HOUSE
TRAVEL PLAN
OCTOBER 2012
(REVISED MAY 2013)
Version: 0.4
Prepared by: Craig Powell
Distribution: Kevin Knight Chris Breakwell
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PROTECT - MANAGEMENT CONTENTS Pg 3 Background Pg 4 Travel Plan Objectives Pg 5 Existing Provision Pg 8 Existing Costs Pg 9 Travel Survey Results Pg 21 Options Pg 24 Appendices Page 2 of 27 PROTECT - MANAGEMENT
PROTECT - MANAGEMENT BACKGROUND In 2006 HM Prison Service (part of Ministry of Justice) launched its Shared Service facility in Newport, based at Phoenix House, Celtic Springs Business Park. The service was designed to deliver centralised HR, Finance, Procurement and IT functions to the prison estate and HQ offices supporting circa 52,000 employees. At this time the facility created 320 jobs which were recruited for from the local and surrounding areas. In 2008 the service expanded its client base and started providing similar services to the Home Office and has rolled these services out supporting some 46,000 members of staff, resulting in an additional 260 members of staff employed in the Newport office. The service has continued to expand and Shared Services at Newport employs some 680 members of staff from the local area. In addition to these a further 80 members of staff are employed by other government functions who are based within the building and currently lease building space from Shared Services. This gives a total of 760 members of staff based out of the Newport office. The original building was leased with 218 parking spaces for staff all of which were quickly utilised; to support the Home Office expansion in 2008 an additional car park was built at the rear of the building providing an additional 182 parking spaces. All these spaces are now utilised and as of August 2010 the business is renting another car park on site which is associated to a currently empty office building (CS3000). This car park is providing the business with an additional 160 spaces; however these are on a short-term lease basis and could be lost within a 2 month period if the office building was to be leased. In total Shared Services have 400 permanent parking spaces compared to a workforce of 760 and a temporary allocation of 160 spaces. Page 3 of 27 PROTECT - MANAGEMENT
PROTECT - MANAGEMENT This means the building has a significant shortfall in parking space allocation compared to the number of staff who work in the building. The business is also continually looking to take on new business and expand and this would mean additional burdens on the current parking provision. To ensure best value for money when it comes to parking arrangements for staff and to ensure the business supports local and central government agendas and targets on sustainable transport this travel plan has been produced to help the business: 1. Understand the current travel arrangements of staff 2. Develop options to move staff to more sustainable modes of transport 3. Ensure costs associated with parking are best value for the business 4. Develop an action plan for the business to take forward A travel survey and plan was produced in 2007, 2010 and this plan looks to update and further progress actions from these. TRAVEL PLAN OBJECTIVES The travel plan aims to reduce the dependency of employees upon the private car, encouraging more sustainable modes of transport such as bus or cycle, or to reduce the number of single occupancy travellers by encouraging car sharing amongst staff. The travel plan has been based primarily on existing facilities within the locality and the travel plan survey undertaken during September 2012. The survey information has been used to help determine which options are most likely to aid in a change in travel habits based on the views of staff themselves. Page 4 of 27 PROTECT - MANAGEMENT
PROTECT - MANAGEMENT This document should be seen as a live article and should be updated and developed over time as business needs dictate and staff travel habits change. EXISTING PROVISION Public Transport – Bus The following bus services operate close to the Phoenix House building. Services 30 & 36 provides a regular service to the site from Newport Central station with the number 30 service running regularly from Cardiff main bus terminus. The other services provide additional transport but not at regular intervals. Service Origin Destination Via Frequency 30 Cardiff Central Newport Central 20-40 mins 31A Newport Central Marshfield Castleton 2-5 hours 31C Newport Central Marshfield Wentlooge 2-4 hours 36 Newport Central Celtic Springs 10 mins X16 Brynmawr Central Cardiff Central 2 hours There are bus stops close to Phoenix House (with in 300m) which these services use. The bus shelters are of a new design and provide shelter, timetables, raised kerbs and lighting. Additionally a pelican crossing has been installed close to the site to help people safely reach the bus shelter on the opposite side of the road. It should be noted that the number 36 service picks up from an onsite road on the Celtic Springs Estate which is not serviced by any bus shelter or associated amenities. Staff travelling from outside of the number 30 / 36 route are likely to need to get at least 1 other bus connection to this main service, with most services requiring them to travel into either Cardiff or Newport main station and then travel onward to the site. Page 5 of 27 PROTECT - MANAGEMENT
PROTECT - MANAGEMENT Public Transport – Rail There are no rail stations in close proximity to the site. Both Cardiff and Newport rail stations are in close proximity to their bus terminuses meaning staff that may use the train would also need to catch a bus from either Cardiff or Newport into the site via one of the above buses. The local area is not currently served well with local train stations and at present there appears to be no plans to address this by the associated authorities. It should also be noted that a new service running from Ebbw Vale does not stop at Newport and anyone travelling from this area would first have to travel to either Rogerstone or Cardiff Central and then on to Newport Station. Car Sharing Car sharing has not been actively encouraged on site. Although a percentage of people do currently car share no schemes or strategy exists to encourage or sustain this. Cycling Cycling is currently encouraged by the provision of sheltered, secure parking and showers / changing facilities on site. Off-site facilities / routes are very limited due to the nature of the local highway network. The roads immediately adjacent to the site are lightly trafficked at off-peak times but during core commuter times the roads around the site are extremely busy. The site is served by a dual carriage way with no provision for cycle lanes. The other major artery to site is the M4 on which cycling is not allowed. In terms of off-road paths there is a Sustrans National cycle Network traffic free route within 2 kilometres of Phoenix House, however getting from this to the site is met with the difficulties mentioned above. Page 6 of 27 PROTECT - MANAGEMENT
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Walking
There is a comprehensive network of footpaths in the vicinity of Phoenix
House, these are accompanied by appropriate levels of street-lighting.
Phoenix House is located on a business park on the outskirts of Newport and
is not in close proximity to the majority of the local population.
Parking
Phoenix House currently has two permanent car-parks, one associated with
the building and a 2nd car park that is leased on a permanent basis. The
building also leases a 3rd car-park associated with a currently vacant building
on site. This 3rd car-park is a temporary solution and could be lost within a 2
month period due to the notice on the lease. If the vacant building was to be
leased then we would lose this car-parking facility, this poses a risk to the
business and a more permanent solution should be found. We have been
advised that there have been perspective tenants reviewing the lease for
CS3000.
Car Park Staff Spaces Visitor Disabled
Phoenix Main 218 7 4
Phoenix 2nd 182 0 0
CS3000 160 (leased) 0 0
Total 549 7 4
In total the building currently has use of 560 spaces, this is compared to a
staff base of 760.
Work has been undertaken in recent months to introduce better controls over
the parking to ensure staff are using the correct car-park that they are
assigned to and that no other members of the public are using them.
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A survey undertaken in 2010 was carried out over a 2 week period and the
car-parks surveys on an hourly basis. The survey found that across the 3 car
parks we were underutilised with at peak times up to 94 spaces free.
However if we exclude the parking provision in the temporary car-park
CS3000 then we would be 66 spaces short at peak periods. There is clearly a
need to find a permanent solution and a way of accommodating the potential
short-fall in spaces.
It should also be noted that the organisation is continually seeking options to
expand and grow the business. This would result in potentially an additional
demand for staff requiring parking facilities, although it would be hoped that a
% of these staff would seek other travel arrangements.
EXISTING COSTS
As already covered Phoenix House has 2 permanent parking facilities and 1
temporarily leased.
Car Park Number of Spaces Lease Cost Cost per space
Phoenix Main 218 N/A N/A
Phoenix 2nd 182 £119,000 £653
CS3000 Temp 160 £16,000 £100
Total 560 £135,000
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PROTECT - MANAGEMENT TRAVEL SURVEY RESULTS A travel survey was undertaken during September 2012 to further help understand the travel habits and patterns of staff currently based in Phoenix House, Newport. A copy of which is attached in Appendix 1. The survey was posted on the Shared Services intranet site and staff invited to take part, 353 surveys were returned for analysis. Postcode Data The first part of the staff questionnaire was to identify where existing employees travel from, this was achieved using postcode information. Figure 1 presents a plan of the local area with postcodes plotted on it with the associated percentage of staff that travel from these areas. From the numbers indicated from the postcode data it can be estimated that approximately 37 % travel from the immediate Newport area and 14% of staff travel from the immediate Cardiff area. Page 9 of 27 PROTECT - MANAGEMENT
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LD2 NP23 NP7 NP8
Fig 1: Employees home locations 0.3% 1.8%
0.9% 0.6% 0.3%
HR9
0.3%
GL16 GL4 GL19 IP4
0.3%
0.3% 0.3% 0.3%
CF47
NP13
0.3% NP24
0.9%
0.6%
CF44 0.3% GL15
NP4 NP15
0.3%
0.6% 0.3%
4.9%
4.3% 1.5%
0.3%
CF46
0.3%
CF81
0.3% NP16
1.2%
0.9%
NP12
2.7%
3.4%
GL12
CF82 NP44 0.3%
CF37 NP11
1.2%
0.6% 7.9%
8.9%
0.3% 7%
5.8%
NP20 NP26
CF34 12.6%
14.3% 5.2%
5.5%
0.3% NP18
CF83 NP19 2.7%
4.9%
CF38
3.6%
3.7% 8.5%
11.4%
CF32 1.2%
0.8%
CF35
0.9% CF15 NP10
0.6%
0.3%
CF72 0.9%
0.6% 8.5%
8.3%
1.2%
1.8% CF14 CF23 CF3
CF31 4.6%
3.4% 1.8% 4.0%
4.9% Phoenix
0.6%
0.9%
SA13 CF24 House
0.6%
0.3% 0.9%
1.5%
CF11
CF5 CF10
1.5%
1.2%
2.1% 0.6%
0.3%
CF64
0.9%
2.8%
CF62 CF63
1.2%
1.5% 0.3%
0.6%
Page 10 of 27 PROTECT - MANAGEMENTPROTECT - MANAGEMENT Working Patterns The survey also looked at the working patterns of staff to determine when staff made their journey to work. The questionnaire asked for start times, finish times or if the employee worked on a rota basis. The following graph provides a summary of the split between, non-rota and ‘rota’ staff. Rota and Non Rota Staff This shows that 46% of respondents work on a rota basis. It should be noted that in the 2010 survey 47% of staff indicated that they worked on rota basis. This suggests that there has been a slight decrease in the number of staff who now work on a rota basis. Page 11 of 27 PROTECT - MANAGEMENT
PROTECT - MANAGEMENT The following graphs shows the start and finish times for non-rota employees, it also shows the previous start and finish times from the 2010 survey data. Start times of staff It can be seen that in both 2010 and 2012 the majority of staff arrive between 07:30 – 09:30 however there appears to have been a slight shift since 2010 with more staff stating before the 07:30 time slot and between 08:30 – 09:30. There has also been a slight decline in staff starting between 07:30 – 08:30 compared to 2010. Page 12 of 27 PROTECT - MANAGEMENT
PROTECT - MANAGEMENT Finish times of staff We can also see that the majority of staff depart between 15:30 – 17:30 each day, however staff departing between 15:30 – 16:30 has remained the same as in 2010. This would suggest that more staff now start and finish earlier than in 2010. Travel-to-work modes The survey asked employees to identify how they travelled to work. It split the response between ‘usual’ travel method and ‘occasional’ travel method. The following chart shows respondents main travel mode choice. Page 13 of 27 PROTECT - MANAGEMENT
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Usual Travel-to-Work modes
It can be seen that 87.5% of staff currently drive themselves to work as the
main mode of transport, with 5.2% being a car passenger (car sharing).
The table below shows the responses received from the 2010 survey
compared to the 2012 survey.
2010 2012 Change
Car driver 86.1% 87.5% 1.4%
Car
Passenger 5.9% 5.2% -0.7%
Motor Bike 0.3% 0.3% 0.0%
Rail 0.0% 0.0% 0.0%
Bus 5.0% 5.5% 0.5%
Cycle 1.5% 0.3% -1.2%
Walk 1.2% 0.6% -0.6%
Taxi 0.0% 0.6% 0.6%
It can be seen that the majority of travel methods have remained the same
even with an increase in staff numbers, however there has been a slight
increase in the % of people driving themselves to work and an associated
decrease in the number of people car-sharing.
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The following chart shows respondents occasional travel mode choice.
Occasional Travel-to-Work modes
The above chart shows that 50.1 % of respondents occasionally travel to work
as a car passenger.
The following table compares the 2010 survey results for occasional travel to
the 2012 results.
2010 2012 Change
Car driver 15.9% 9.1% -6.8%
Car
Passenger 45.1% 50.0% 4.9%
Motor Bike 4.9% 1.5% -3.4%
Rail 0.0% 3.0% 3.0%
Bus 23.2% 19.7% -3.5%
Cycle 3.7% 9.1% 5.4%
Walk 6.1% 3.0% -3.1%
Taxi 1.2% 4.5% 3.3%
Page 15 of 27 PROTECT - MANAGEMENTPROTECT - MANAGEMENT It can be seen that there has been a change in peoples occasional travel modes. There has been a decrease in the number of people who occasionally are car drivers whilst an increase in the number who are occasionally car passengers. Cycling as a form of occasional travel has also increased. Staff Parking Parking provision for Phoenix House is made up of 3 car parks, two being leased on a permanent basis and the 3rd on a short term lease. The following results were obtained from respondents indicating which parking facility they currently used. Based on spaces per car-park these results show a varied split of respondents across all 3 car-parks. Phoenix main car park is quite clearly the most used from respondents who replied. Page 16 of 27 PROTECT - MANAGEMENT
PROTECT - MANAGEMENT Changes to travel modes The survey looked to see if any employees had changed their travel habits during the last 12 months. The results showed that 16 respondents (5%) had changed the travel method in the last 12 months. The following reasons were given: Page 17 of 27 PROTECT - MANAGEMENT
PROTECT - MANAGEMENT Preferred Modal Shift Measures The survey also sort to identify what might attract people to change their current travel arrangements for more sustainable modes of transport. Employees were asked to fill-in no more than 2 options per category. The following graphs show the number of response for each option. Car Sharing Page 18 of 27 PROTECT - MANAGEMENT
PROTECT - MANAGEMENT Public Transport Cycling Page 19 of 27 PROTECT - MANAGEMENT
PROTECT - MANAGEMENT For the above categories the following responses were received: • Car Sharing - 196 • Public Transport - 193 • Cycling - 70 Based on these responses it is considered that existing employees would find car sharing followed by public transport the more attractive change in travel habits. Car Sharing It can be seen that the most popular car-sharing initiative would be a guarantee lift home if needed in an emergency. This matches the responses back during the 2010 survey where guarantee emergency lift was also the most popular. 2nd would be a car-share co-ordinator the same as the 2010 survey results. Public Transport The results show that the most popular public transport option would be more direct services to the site which is matched by the 2010 survey. The 2nd most popular option from the 2012 survey is discounted tickets which again mirror the 2010 survey results. Cycling The most popular options for cycling were improved shower and changing facilities along with better off site routes, these match the 2010 survey results. Although not on the survey a number of respondents also indicated that lockers would also encourage them to cycle as they would have somewhere secure to store clothes and equipment. Page 20 of 27 PROTECT - MANAGEMENT
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OPTIONS
Car Sharing
1. Implement and promote a guaranteed lift scheme home for people in
emergency. Could use staff to do this or allocate small funds for taxi
travel. Cost Minimal
2. Lift share co-ordination between staff and departments. This would
require resource / funding. See later options under general for income.
Medium Cost
3. Allocate preferential parking spaces for car sharers at front of Phoenix
House. Nil Cost
In conclusion, staff will be encouraged by the above privilege’s, to sign up to a
car sharing programme, the scheme will be managed by the in house facilities
team and the number of participants and areas they reside, will be monitored
to further increase car sharing. The car share programme will be
communicated via the in house com’s team and added to the staff induction
process to make all new starters aware of its existence and how to sign up.
Public Transport
A high % of respondents said they occasionally travelled to work by public
transport. This suggests that people are able to do this if they want. A
number of respondents also indicated that they would be more willing to
switch to public transport if it was more financially viable than the car. Exploit
peoples occasional travel modes.
1. Explore discounted tickets from Cardiff and Newport bus companies.
Nil Cost
2. Promote current bus services to staff. Weekly bulletins / my services.
Look to accommodate staff start times to match bus times. Nil Cost
3. Look at providing staff with advances for travel tickets or providing
financial incentives for using public transport. See later options under
general for income. Medium Cost
4. Look at providing staff with canteen vouchers for using public transport,
this would provide some benefit to employees and potentially increase
usage of canteen. See later options under general for income. Medium
Cost
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Cycle
Most respondents said that improved changing / washing and storage facilities
would help encourage them to cycle. The site already has washing and
changing facilities however some respondents didn’t like the fact that they
were located in the toilet facilities.
• Look at options for dedicated changing / washing facilities for cyclists.
Med Cost
• Look at options to install lockers for staff cycling. Low Cost
• Look at MOJ cycle to work scheme and if suitable promote. Nil Cost
External
Raise the following issues with SEWTA:
1. More direct bus routes to the site
2. Better and safer cycle ways (Phoenix House however, is currently
accessible via a combined cycleway/footway along the A48, this has
links to the cycleway running along Forge Lane and also South along
Pencarn Way).
Site Options
The site needs to either significantly reduce the amount of people driving to
work or to invest in more permanent parking arrangements for staff. Or to
decide that it will no-longer provide parking to all staff.
It can be seen that car parking costs the organisation anywhere between £100
per space to £653 per space depending on the car park.
1. Explore options for building multi-storey car park on 2nd car park site.
Initial conversations with landlord commenced, estimated costs are
between £700 & £800 per space with extra spaces expected between
110 – 130.
2. Charge staff to use the parking facility. Charge of £1 per day would
equate to an income of £260 per year per employee which equates
based on current permanent spaces £100k per year. This money could
be used in a number of ways:
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a. Income towards current parking lease costs
b. Income towards cost of additional parking if multi-storey car park
is built
c. Income to cover cost of travel co-ordinator post
d. Income to provide staff with an ‘allowance’ for public transport
3. No longer guarantee parking for staff on-site
4. Explore options for off-site parking arrangements as per the Tredegar
House solution. Also if shuttle transport to site should be considered.
5. Explore the possibility of building a car park on disused adjacent land
6. Due to the lack of a footway between Car Park 3 on Celtic Way and
Phoenix House, a shuttle bus service has been engaged for safety
reasons. The shuttle bus operates from Monday to Friday 06.45 until
10.00, and 15.45 to 18.15. An on demand service operates between
10.00 and 15.45.
Staff working outside these hours will be instructed to park in
alternative facilities with safer access and egress.
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Appendix 1
Staff Travel Survey
MoJ Shared Services is currently undertaking a study to better understand the travel
habits of staff working in Phoenix House to help us plan for future staff travel
requirements. We would be grateful if you could complete this short survey and return
it to Phoenix House Facilities by Friday 14 September 2012 using the email button
at the end of the survey.
1. Your Postcode:
2. What area of the building do you work in? (Please tick)
Ground South 1st South 2nd South 3rd Core
Ground Core 1st Core 2nd Core
Ground West 1st West 2nd West
3. What hours do you usually work? (Tick one start and one finish OR ‘Rota Basis’
option and select best fit for current week)
Start time Finish time
Before 07:30 Before 15:30 Rota Basis
07:30 – 08:30 15:30 – 16:30 Current week:
08:30 – 09:30 16:30 – 17:30 08:00 – 16:00
09:30 – 10:30 17:30 – 18:30 09:00 – 17:00
After 10:30 After 18:30 10:00 -18:00
Other (please specify):
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4. How do you travel to work? (Tick one for Usually and one for Occasionally)
Usually Occasionally
Car driver
Car passenger
Motor bike
Rail
Bus
Cycle
Walk
Taxi
5. If you ticked either car driver or car passenger, do you car/ lift share?
Yes No N/A
6. If you answered Yes to the above, do you car/ lift share with a Shared Services
employee, or an employee working for an outside organisation located nearby
(e.g. Lloyds TSB, EADS, Wales & West etc)?
I car/ lift share with an employee of…
Shared Services
An outside organisation nearby
Please specify org name:
N/A
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7. If you drive in, which Phoenix House car park do you currently park in?
Car park 1 Car park 2 Car park 3
8. Have you changed how you travel to work in the last 12 months?
Yes No
9. If ‘Yes’ what were the main reasons for that change? (Tick all that apply)
Change of home location
Healthier
Cheaper
Faster
More environmentally friendly
Lift share
Other
If other, please specify:
10. Which measures would attract you to changing to car sharing / rail / bus or
cycling? (Please select a maximum of two for each category)
Car Sharing
Guaranteed lift home in case of emergency
Preferential parking (guaranteed parking close to building)
Lift share co-ordination (organising car sharing)
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Other (please state)
Public Transport
Information on services
More direct bus services
More frequent services
Discount tickets / passes
Better connection to work from the station
Better connection from home to the station
Other (please state)
Cycling
Improved cycle ways onsite (lighting/ surface)
Improved cycle ways off site (lighting/ surface)
Improved changing/ washing facilities
Improved secure cycle park
Discount bicycle purchase scheme
Other (please state)
11. Are there any other reasons that would encourage you to consider a different mode
of transport to work other than by car?
Thank you for completing the travel survey
Please submit to Phoenix House Facilities by clicking the email button below
by
Friday 14 September 2012:
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