Who does the new approach cover?
These principles and arrangements apply to the core Scottish Government, its Agencies and NDPBs and those parts of the Health Service with national remit requiring office-based HQ accommodation, including the HQ of NHS National Services Scotland, NHS Quality Improvement Scotland, NHS Health Scotland, NHS Education Scotland and NHS 24.
How will the new approach work?
All organisations requiring new or modified accommodation will complete a business needs analysis, aided by officials in Facilities and Estates Division of the Scottish Government. This will enable us to acquire better information about the organisation's requirements and thus to hone the search for suitable property. Where possible, we will seek to accommodate organisations on existing Scottish Government estate; where this is not possible we will seek suitable accommodation that represents good value for money.
When will you relocate organisations?
We will relocate organisations when:
- it has been determined, following transparent review that the organisation is suitable for relocation; and
- the Cabinet Secretary for Finance and Sustainable Growth, in conjunction with the Ministers with policy responsibility for the relevant organisation, have determined that this is the right course to pursue on the basis of the available evidence; and
- we can identify potentially suitable premises for the organisation that enable us to achieve efficiencies, meet the needs of the organisation and contribute to our broader goals.
How will you take forward plans for organisations that are less than 2 years from lease break?
We will begin discussions as soon as possible with these organisations to identify a way forward. In some instances this will lead to a quick review; in others, we may decide to make interim arrangements to allow a more thorough consideration. A decision on how to proceed will be made in conjunction with the relevant organisation.
What specific process will you follow to identify a suitable building/site?
Within locations in which the Scottish Government already has a presence, the Property Advice Team will continue its normal market search to identify suitable buildings and sites. (This includes a value for money appraisal).
When we are seeking properties or sites in new locations, Ministers will set the parameters for the new location; Property Advice will carry out a market search as usual, and the particulars will be publicised on our website to enable authorities across Scotland to put forward suitable locations where these meet the key criteria. Decisions on new locations will be taken by Ministers.
Does the Relocation Guide still apply?
No - new guidance on the new processes and procedures will be prepared to replace the Relocation Guide.
So the Civil Service will continue to be Edinburgh-biased?
The Scottish Government, wherever its staff are located, will continue to take account of what is best for Scotland as a whole.
It is likely that the distribution of civil service posts will remain broadly as it is at the present time unless distribution can be demonstrated to bring efficiencies. However, there will be no presumption that new organisations should be set up in Edinburgh and the Small Units initiative will continue, establishing small numbers of posts in fragile, rural and remote communities across the country.
What about decisions that have been taken but not implemented?
There are no plans to reverse decisions that have not yet been implemented unless there are clear business reasons to do so.
Will staff be consulted?
We will continue to ensure that staff and unions are consulted, in line with our partnership agreement with the unions.
How can you justify continuing with the Small Units initiative as part of a policy based on efficiency?
The policy is based on efficiency and an analysis of efficiency includes a cost/benefit analysis.
The Small Units initiative contributes to the aim of job dispersal to which the Scottish Government remains committed in principle, provided that there is a benefit commensurate with the cost incurred. The benefit to the receiving communities of the seven Small Unit moves that have taken place to date appears to be significantly greater than the benefits flowing from the larger-scale relocations and thus justifies the additional spend.
My organisation started a location review - what will happen now?
Facilities and Estates Division will work with those organisations who have started a location review in line with our new relocation policy and the recommendations of the asset management review. There is no longer a presumption of relocation out of Edinburgh for organisations based in Edinburgh, and organisations will only be relocated when:
it has been determined, following transparent review that the organisation is suitable for relocation; and
the Cabinet Secretary for Finance and Sustainable Growth, in conjunction with the Ministers with policy responsibility for the relevant organisation, have determined that this is the right course to pursue on the basis of the available evidence; and
we can identify potentially suitable premises for the organisation that enable us to achieve efficiencies, meet the needs of the organisation and contribute to our broader goals.
My council expected to get some civil service jobs. What happens now?
When we are seeking properties or sites in new locations, Ministers will set the parameters for the new location; Property Advice will carry out a market search as usual, and the particulars will be publicised on our website to enable authorities across Scotland to put forward suitable locations where these meet the key criteria. Decisions on new locations will be taken by Ministers.
In selecting a location, greatest weight will be placed on the following factors:
- suitability of the location for the organisation's identified needs including business continuity, potential for recruitment/match with local employment trends, skill-sets and available local housing
- availability of suitable property or site at reasonable cost and available within reasonable timescale (in some cases this may imply that an organisation will require to inhabit interim accommodation in the location)
- potential to achieve efficiencies and achieve value for money
Consideration will also be given to:
- opportunity afforded to contribute to demonstrably/stimulate local regeneration/economic growth
- potential to contribute to the development of a local centre of excellence
- opportunity to achieve a potential reduction in carbon emissions and to contribute to the Greener Scotland programme
- other factors relevant to the specific relocation as announced by Ministers at the outset of the location search: these factors may include geographical parameters for the location search
In the case of Small Unit relocations, particular weight will be given to communities deemed remote, rural or fragile and to fit with other rural initiatives