WELCOME TO THE
WELCOME TO THE
Property and Planning Team YOUR GUIDE TO YOUR FIRST FEW MONTHS IN THE TEAM
ASK THE MANAGEMENT TO FIX IT
introduce yourself
WORK HOW YOU LIKE TO WORK
WALK OVER AND ASK SOMEONE FACE-TO-FACE
HAVE DAYS, TO TALK, JOKE AND LAUGH
SING
have quiet days
say “I don’t know”
HAVE DAYS OFF
STAY AT HOME WHEN YOU FEEL ILL
challenge things you are not comfortable with
SAY YOU DON’T UNDERSTAND
ASK FOR HELP
ASK WHAT ACRONYMS STAND FOR
offer feedback on other people’s work
AND YOUR INTRODUCTORY GUIDE
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Contents Welcome
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An overview of the first three months
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Helping you navigate this guide
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Key people
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Your Buddy
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Where am I
10
Me and my role
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Where does AT fit with Auckland Council?
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Broad AT divisions
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Where do we fit in?
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Our team
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Property and planning group - five units
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AT’s story
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AT’s purpose & mission
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AT's values
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Property & planning team – vision framework
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Create your own bio
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We are better together
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Keeping current
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Workplace health and safety
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Day two overview
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Key policies
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Learn a bit more about key technology systems
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20 Viaduct Harbour avenue
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End of week one
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Months one to three
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Finalising your induction
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My feedback notes
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Welcome to your new role in Auckland Transport and the Property and Planning Team Welcome aboard to Auckland Transport and your new role in the Property and Planning group. It’s great to finally meet you. I am pleased to introduce you to our induction programme. It will support you to learn about your new role, team expectations and people you work with. The Property and Planning group has a significant and interesting work programme. Our purpose is to provide timely property and statutory planning expertise to help deliver sustainable outcomes and value for our customers and the communities who use Auckland’s transport system. It is important to me that a strong sense of team work and collaboration is displayed within the team and that team members demonstrate integrity and professionalism in their roles and when dealing with customers and stakeholders. We all need to be innovative in the way we undertake our work and you will be given the opportunity for personal development and growth as we deliver on our programmes. I wish you all the best for a satisfying role in the team. Yours sincerely,
WELCOME
Jane Small Group Manager Property & Planning
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WE ARE UPFRONT, HONEST AND OPEN AND TREAT EACH OTHER WITH RESPECT
OUR PURPOSE
WE PROVIDE TIMELY PROPERTY AND STATUTORY PLANNING EXPERTISE TO HELP DELIVER SUSTAINABLE OUTCOMES AND VALUE FOR OUR CUSTOMERS AND THE COMMUNITIES WHO USE AUCKLAND’S TRANSPORT SYSTEM.
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AN OVERVIEW
An overview of the first three months
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DAY ONE
WEEK ONE
NEXT STEP
You’ll be introduced to your team, the Group Manager Property & Planning and her PA, get an induction to the building, get to know your environment, get the technology basics sorted, discover AT’s intranet, complete some Health & Safety Inductions and start to access some role specific learning.
You’ll start training on our information management system which is critical to our success, start using our systems and your key resources and be introduced to your work programme and employee self-service (ESS) – time sheets, leave applications and home of your personal details.
You’ll work with your manager to review your performance and development to help you achieve your full potential.
DAY TWO
MONTHS ONE TO THREE
You’ll be introduced to some key policies, technology systems, our work programme, and policies for getting out and about.
You’ll continue learning, growing your networks, understanding our processes and set a plan for the next 90 days and your future success. You will attend regular team meetings, a corporate induction session and learn more about the business. You will go on site with a team member and depending on your experience, be meeting or corresponding directly with members of the public who are impacted by our projects or require a property service from us. The training programme will continue to be rolled out.
Helping you navigate this guide We hope you find this introductory guide and the induction programme logical and helpful. We have outlined what we would like to introduce you to on your first day. On day one and in your first weeks you can expect a lot of guidance from others. Where you see the symbol on the left, it means someone will be guiding you through those elements of your introduction. We realise there is a lot of new information to absorb and we will try and pace this so it does not overwhelm you. It will be important you take opportunities on your first day and during the first month or two in particular, to explore and access new information on your own. Where you see the symbol on the left it indicates an opportunity for you to explore and access the information / resources provided on your own. Feel free to ask for guidance, if needed.
PAY CYCLES ARE FORTNIGHTLY. PAID ON THURSDAYS.
NAVIGATE
There are some specific actions you need to take. These are indicated by the use of the symbol on the left. Look out for this and follow the step by step instructions. If you are unsure ask your buddy.
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Key people By now you should have met your manager and buddy. Write their details below. YOUR MANAGER WILL PLAN YOUR INDUCTION WITH YOU AND GRADUALLY INTRODUCE YOU TO THE REQUIREMENTS OF YOUR ROLE.
MANAGER
PHONE NUMBER
WHAT TO EXPECT ON DAY ONE
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KEY PEOPLE
DAY ONE IS FULL OF INTRODUCTIONS AND GETTING SET UP FOR THE REST OF THE WEEK. THERE IS A LOT TO TAKE IN. TAKE NOTES IF NECESSARY.
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Your Buddy YOUR BUDDY WILL SUPPORT YOU AND MAKE YOU FEEL WELCOME AND SETTLED IN, THEY WILL HELP YOU MAKE SENSE OF EVERYTHING AND UNDERSTAND HOW WE WORK AT AUCKLAND TRANSPORT.
THEY WILL: • C heck in with you each morning. A friendly face and a quick chat to frame up your day and help you get off on the right foot • S hare feedback with you. It’s always encouraging to hear when you’re doing things right • A nticipate your needs and be proactive. They’ve been through all this before so they will know some of the challenges you face, and be able to help you prepare for them • I nvite you to join in things like lunch and team discussions, to help you fit into the team • A sk how you’re going. Informal discussions give you a chance to ask questions you might have been holding back • A nswer your questions. Or help you find the answers. Your buddy is a valuable resource in helping you learn about our business • T ell you if they are going to be away. If they plan to be away for more than a day, they will update you on their whereabouts and introduce you to someone who can support you until they are back.
PHONE NUMBER
YOUR BUDDY
BUDDY
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Where am I? You will be scheduled to attend an induction with the Corporate Accommodation team on your first day where your photo will be taken for the building access/printer card. A temporary card will be provided until your new card is produced by the HOP Card supplier. https://aucklandtransport.sharepoint.com/ sites/engineroom/Pages/id-cards.aspx After the induction your Manager will meet you downstairs and introduce you to your team and your buddy. They will also give you a tour of the following:
am MORNING
Your neighbourhood work area
Have a coffee with your Manager.
Meet and greet the team including: • T he Group Manager Property & Planning and PA • Other Team Leaders Tour of work area and facilities on Level 5 • Kitchen/Kitchenette • Toilets • Meeting Rooms • Stationery (Printer Rooms)
FIRST DAY
• Storage/Lundia Bay
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THERE IS A LOT TO TAKE IN. IF YOU DON’T COVER ALL THIS ON DAY ONE, PLEASE LET YOUR BUDDY KNOW. YOUR BUDDY CAN HELP YOU PRIORITISE WHAT IS MOST IMPORTANT SO YOU CAN MAKE TIME FOR THOSE THINGS.
1 DAY
Technology set up - Technology Induction • Printer: your buddy will help set you up for printing and demonstrate how to use the printer • Computer: your buddy can help with your login details. When you first log on you will be asked to provide your own 4-digit security code or bit locker number. Each time you start your device you will need to enter this code. Change your password and then log out and back in. • Overview of computer, how to book meeting rooms, email usage, team site and other quick links • Skype for Business: Policy and Phone system explained. Voicemail message setup - Skype Voicemail Setup
resources you might need in your day-to-day role. Becoming familiar with what’s available on the intranet will help you become more efficient and effective in your role. Your buddy will show you how to access the intranet and some of the key links available within it. Organisation chart Quick Link http://orgchart.aucklandtransport.govt.nz/ Update your details Quick Link – Intranet Update your details
Where to find staff contact details https://aucklandtransport.sharepoint.com/ sites/engineroom AT Assist Quick Link - https:// aucklandtransport.service-now.com/sp
Our Intranet – https://aucklandtransport. sharepoint.com/sites/engineroom
This is the help desk if you are having software, hardware or phone issues. Simply log and submit your problem. A receipt and ID number will be emailed to you. If you need to phone the Helpdesk dial 0800 28 277478.
The intranet known as the “Engine Room” is your portal to the online world of AT. It’s your first port of call for any information or
Signature Set Up (In outlook go to File – Options – Mail – Signatures). Your buddy can provide you with a template signature.
pm AFTERNOON
Health and Safety is the first focus of the afternoon. Two key actions you need to take: Completion of a Health & Safety Induction and Site Specific H&S Induction Checklist Completion of the H&S eLearning Induction Module More details in the following pages.
Employee Self Service (ESS) explained – timesheets, leave application and check personal details including phone numbers/ addresses.
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Me and my role Discuss your role and what your manager expects of you. Use the questions below to cover key information.
WHAT ARE MY KEY ROLE REQUIREMENTS? Discuss your job description and support available to you.
ME AND MY ROLE
WHAT DOES MY MANAGER EXPECT?
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HOW WILL MY PERFORMANCE BE MEASURED?
TAKE SOME TIME TO BROWSE THE FOLLOWING PAGES OF THIS GUIDE TO HELP ORIENTATE YOURSELF. 13
Where does AT fit with Auckland Council?
Auckland Council
CCO Governance & External Partnerships Team
Auckland Transport
Auckland Tourism Events & Economics Development Ltd
BROWSE
The Auckland Council model of local government helps meet both regional and local needs, and gives Auckland the resources it needs to grow and develop. Auckland Council has two complementary decisionmaking parts that make decisions within their respective areas of responsibility; the governing body and local boards.
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Watercare Services Ltd
Council Committee
Panuku Development Auckland Ltd
The governing body consists of the mayor and 20 governing body members and focuses on the big picture and regionwide strategic decisions. The local boards (21) represent the communities in their area and make decisions on local issues, activities and facilities. Although they are responsible for different decisions, it is critical there is an effective working relationship between them.
Regional Facilities Auckland
Auckland Council Investments Ltd
The mayor plays a leadership role, principally through articulating and promoting a vision for Auckland and leading the development of Council plans, polices and budgets and is a member and chair of the governing body. As the leader of the governing body, the mayor cannot be a member of any local board.
COUNCIL CONTROLLED ORGANISATIONS
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Auckland Transport is responsible for the planning and funding of public transport, promoting alternative ways to get around the city and operating the local roading network. It is also responsible for preparing the Regional Land Transport Plan which sets out projects and services to be funded by Auckland Council and the NZ Transport Agency over the next three year period.
Auckland Tourism, Events and Economic Development (ATEED) is responsible for attracting and planning major events like the Rugby World Cup 2011. It is also responsible for marketing Auckland as a destination, developing tourism products and running visitor information centres.
Panuku Development Auckland is responsible for the facilitation and masterplan redevelopment of urban locations. It also includes the accommodation of residential and commercial growth, creation of resilient places that inspire wellbeing, promote health and safety, are fully accessible and harness the local community’s unique identity, attributes and potential to create vibrant communities. This includes continuing to lead the development of the Auckland Waterfront.
Watercare Services is responsible for providing reliable water and wastewater services to the people and businesses of Auckland. A key focus is planning, constructing and delivering new water and wastewater infrastructure in a cost-efficient manner to meet future needs.
Regional Facilities Auckland is responsible for engaging people in the arts, environment, sport and events. Landmark venues include; ANZ Viaduct Events Centre, Aotea Square, Auckland Art Gallery and Western Springs Stadium.
Auckland Council Investments Ltd is responsible for the management of Auckland Council’s major equity investments. Major investment assets include: Ports of Auckland Ltd (100%); Auckland International Airport Ltd (22.4 % owned); and Auckland Film Studios Ltd (100% owned).
While each CCO has its own specific objectives, CCO’s are required to work within the framework of regional strategies, such as the spatial plan, adopted by Auckland Council, and are accountable to the governing board. The Auckland Council CCO Governance and External Partnerships department is responsible for managing the relationship between council and the CCOs and working with other Finance teams to monitor CCOs’ performance and negotiate their Statement of Intents.
BROWSE
Each CCO board must nominate two meetings every year to be open to the public. One meeting must be before 30 June to consider the draft Statement of Intent, and the other after 1 July to consider the CCO’s performance under the Statement of Intent for the previous financial year. The board also has to allow reasonable time for the public to address the meetings.
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https://acintranet.aklc.govt.nz/EN/About/council/Pages/home.aspx AT is one of six council controlled organisations of Council. AT is governed by a Board of Directors and has around 1,500 staff.
Broad AT divisions ELT and Core Activities Shane Ellison Chief Executive
Finance Mark Laing Executive General Manager Culture & Transformation Karen Lysaght Acting Executive General Manager CE Support Narelle Cooper EA to the Chief Executive Customer Experience Vanessa Ellis Executive General Manager Business Technology Roger Jones Executive General Manager Integrated Networks Mark Lambert Executive General Manager Planning & Investment Cynthia Gillespie Executive General Manager Risk & Assurance Rodger Murphy Executive General Manager
Stakeholder, Communities & Comms Wally Thomas Executive General Manager
AT DIVISION
Service Delivery Andrew Allen Executive General Manager
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Where do we fit in? The Property and Planning Group sits within the Integrated Networks Division managed by Mark Lambert
INTEGRATED NETWORKS
WHERE DO WE FIT IN
Mark Lambert Executive General Manager
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Michael O'Halloran Chief Engineer
Mass Transit
Andilee McCallaghan Compliance Lead
Lloyd Major EMU Project Director
Tony McCartney Group Manager Assets & Maintenance
Jane Winterman Group Manager Project Management Office
Jane Small Group Manager Property and Planning
Stacey Van Der Putten Group Manager Metro Service Delivery
David Nelson Group Manager Major Projects
Mike Beck Manager LRT Operations
Colin Homan Group Manager Transport Services Development
Kylie Brown EA to Executive General Manager Integrated Networks
Our team PROPERTY & PLANNING Jane Small Group Manager
Peter Beckerleg Programme Delivery
Dean Ingoe Planning Integration
Irene Tulloch Property Management
Emma Cheetham Real Estate Optimisation
Sean Corbett Property Operations
Charmaine Vessaokar PA to Group Manager
OUR TEAM
Cathy Bebelman Environmental Specialist
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Planning Integration Dean Ingoe
WITHIN THE PROPERTY & PLANNING GROUP THERE ARE FIVE UNITS
Property Operations Sean Corbett
FIVE UNITES
The Property Operations team provide professional property management and commercial use advice for Auckland Transport’s Metro operations property portfolio and related property interests. The team adopts a customer driven focus by looking at all tenancy spaces, amenities and building operations from the customer’s view. The goal is to attract increased public transport patronage by providing customer convenience retail growing the net revenue income across the portfolio.
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Our strength is our professional experience in valuation, property development, commercial lease management and retail specialisation. We play a critical role in optimising the design and function of commercial spaces within transport terminals to ensure delivery to the highest standard, consistency of service and amenity.
The Planning Integration team contributes to the success of Auckland Transport projects through an integrated approach, innovation and a focus on solutions to achieve great planning outcomes. The team is responsible for obtaining the statutory consents for AT’s critical infrastructure projects including CRL, AMETI, Mill Road, New Public Transport Network, Route Optimisation, development of safe cycle ways and walk ways. We provide quality, professional planning advice and we are a trusted partner within the Integrated Networks Division.
Real Estate Optimisation Emma Cheetham The Real Estate Optimisation (REO) team focus on identifying and realising opportunities within the AT portfolio to create and capture value to enable transport outcomes to be achieved and recycle capital to Council where AT assets are not required for transport outcomes. The Team does this with their planning, strategy and operations colleagues to ensure opportunities for strategic outcomes are considered early in project planning so that opportunities are created and future proofed and properties no longer required for a core transport purpose are made available for transfer to Council. The REO team also manages the AT Facilitation Portfolio (properties acquired for AT projects with a current net rental stream of over $8 million per annum).
Property Asquisition Peter Beckerleg The Property Acquisitions Team is responsible for obtaining the property interests needed to give AT the ability to shape its strategic programme and deliver its capital programme. An early and ongoing partnership with the team is a critical key influencer of programme and project success including what gets delivered, how it gets delivered and when it gets delivered. Our strength is in our professional and organisational expertise, wider networks and working with planning to provide integrated and innovative solutions, challenging the status quo to enable the capital infrastructure programme to be delivered in the fastest possible time with the minimum of risk.
Property Management Irene Tulloch The Property Management team provides statutory advice relating to use of the road corridor. Removal of building line restrictions, affected party consents, road stopping and licensing of road encroachments are managed by this team. In addition, the Property Management team is responsible for the management of a portfolio of commercial leases and licences relating to third party use of roading land. Revenue generated through the prudent management of this portfolio contributes towards AT’s cash flow.
AT STORY People come first
There is a plan
Working to shape our city
Taking leadership
https://aucklandtransport.sharepoint.com/sites/engineroom/Pages/at-storyaspx
AT STORY
Catalysts for change
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AT'S PURPOSE
ENABLING EVERYONE TO GET THE MOST OUT OF AUCKLAND'S TRANSPORTATION SYSTEM AT'S MISSION
OUR VISION AND MISSION
WORKING TOGETHER TO DELIVER SAFE INOVATIVE AND SUSTAINABLE TRANSPORT FOR A GREAT CITY
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AT VALUES
STAFF BENEFITS, DISCOUNTS AND VALUE CHAMPION REWARDS You can find an online copy by navigating to the engine room > Staff Matters > Benefits or use the link provided below https://aucklandtransport.sharepoint.com/ sites/engineroom/staff-matters/benefits
https://aucklandtransport.sharepoint.com/sites/ engineroom/Pages/vision-mission-values.aspx
AT VALUES
To find out more navigate to the engine room > About AT > Organisation > Vision, Mission, Values or use the link provided below:
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Property & Planning Team – Vision Framework OUR PURPOSE We provide timely property and statutory planning expertise to help deliver sustainable outcomes and value for our customers and the communities who use Auckland’s transport system.
OUR KEY FOCUS AREAS
Integrated technical specialists
Proud and engaged staff
OUR VALUES
Outcome and delivery
Commercial value
Outstanding customer experience
OUR STORY THREADS
We collaborate, support each other and work together to deliver outstanding outcomes
PEOPLE COME FIRST
We look after ourselves and each other, focusing on well-being and safety
WORKING TO SHAPE OUR CITY
We are champions for the P&P Team and AT, take pride in our work and promote a high performance culture
THERE IS A PLAN
We take ownership, hold ourselves accountable, focus on solutions and speak up when we don’t understand We are upfront, honest and open and treat each other with respect
Respect, collaboration, learning, well-being, fun Big picture, clear purpose, fantastic projects, technical expertise Share our plan and deliver on it
TAKING LEADERSHIP Authentic, embracing change, trust, role modelling
CATALYSTS FOR CHANGE Outstanding teamwork, flexible, enquiring, customer focus
VISION FRAMEWORK
Enabling everyone to get the most out of Auckland's transportation system
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Take time to read and reflect on our 1 page framework, it explains at a high level what we do, how we want to behave and what our key focus areas are. Our values and story threads are linked to the wider organisation’s. We take them seriously particularly the behaviour we expect all of our team members to exhibit. Ask questions and discuss the framework with your team. It is an evolving document which we use to help us grow as a team and deliver the services our team provides. We welcome any feedback on the framework.
Create your own bio Members of the Unit each have their own professional bio. Check out the rest of the Unit’s bio’s in the link below:
INTEGRATED TECHNICAL SPECIALISTS
Link to Team Profiles
Create yours and send it to charmaine.vessaokar@at.govt.nz
CREATE YOUR BIO
IDEAS TO SHAPE MY BIO
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We are better together
WE ARE BETTER TOGETHER
Here are some key people you will need in your day to day work.
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Mario Zambuto
Charmaine Vessaokar
Mario is the AT General Counsel and heads up the legal team
Charmaine is the PA to the Group Manager Property & Planning
John Blower
Jaimee Kinzett
Andrea Pryce
John sits outside the Property Acquisitions team and has overall responsibility for all things financial.
Jaimee is the statutory specialist. She manages legalisation of land.
Andrea is the procurement specialist supporting the team's procurement needs.
Murray Campbell
Gaylene Pinker
Stanly Edward
Murray can help with legal search requirements, search legal titles and clarify legal interests.
As part of the legal team Gaylene helps with finalising a range of property documents (agreements, easements, encumbrances and the like) and actions property settlements with third party solicitors.
Stanly is part of the Property Acquisitions Team and is the first port of call for any acquisition information.
Keeping current
https://aucklandtransport.sharepoint.com/sites/ pro-PropPlan/SitePages/Newsletters.aspx
Integrator The
Property and Planning Newsletter | Issue 24 | April 2018
Our Plan It was great to share our team vision framework with you all at the workshop last month and receive your feedback. The final version forms part of this Newsletter. Managers and team leads have put together our 90-day, High Performance and Communications plans to deliver on our 5 key Property & Planning Team – Vision Framework focus areas. We will be sharing these plans with you shortly. In the meantime, I have met with the consultants preparing the Enterprise Business Plan for AT to ensure our plans are captured in the organisation wide initiatives.
OUR PURPOSE We provide timely property and statutory planning expertise that focuses on delivering sustainable outcomes and value for our customers and the communities that use Auckland’s transport system. OUR KEY FOCUS AREAS
Integrated technical specialists
Proud and engaged staff
OUR VALUES
Outcome and delivery
Outstanding customer experience
Commercial value
OUR STORY THREADS
It has been a busy start to the year for the whole Team. Acquisitions on AMETI, Lincoln Road and Mill Road have been ramping up and we have lodged a significant number of resource consents, the Matakana Link Road Requirement For Designation and received the Council’s positive recTransport Choices for a growing and vibrant Auckland ommendation on EB1. There has also been some great collaborative and integrated work happening on the Downtown works programme and the SAP RE and Proaction enhancement projects. Fantastic work everyone, we really have been delivering on our purpose: We collaborate, support each other and work together to deliver outstanding outcomes
• PEOPLE COME FIRST Respect, collaboration, learning, well-being, fun
We look after ourselves and each other, focusing on well-being and safety
• WORKING TO SHAPE OUR CITY Big picture, clear purpose, fantastic projects, technical expertise
We are champions for the P&P Team and AT, take pride in our work and promote a high performance culture
We take ownership, hold ourselves accountable, focus on solutions and speak up when we don’t understand We are upfront, honest and open and treat each other with respect
Providing timely property and statutory planning expertise that focuses on delivering sustainable outcomes and value for our customers and the communities that use Auckland’s transport system. There has also been a bit of sprinting for Irene's team and Dean was an integral part of a separate “consultation” sprint. These sprints are a great tool for quickly defining problems with some of our customer facing services and the potential solutions to enhance our customers’ experience with us. However, they require significant time commitment from both those involved and the rest of the team who “hold the fort” while others are sprinting. Thank you to all of you for this and I am particularly looking forward to us reaping the rewards of an enhanced encroachment process. Amongst all this action, I have been impressed with the way the whole team has been delivering on our values. Particularly the way in which we have been focusing on solutions and taking ownership of the various issues that arise on all of our projects and the support we have provided to each other. This will become more important as we embrace the changes that will be occurring over the next few months.
Jane
• THERE IS A PLAN Share our plan and deliver on it • TAKING LEADERSHIP Authentic, embracing change, trust, role modelling • CATALYSTS FOR CHANGE Outstanding teamwork, flexible, enquiring, customer focus
J003139_13.04.18
Keeping Current.................................... 2 Property Operations Update .................. 2 Planning Integration Update ............... 3 Property Management Update ............ 3 Property Acquisitions Update ............. 4 Real Estate Optimisation Update ........ 5 Retail Update ........................................ 5 Learning and Development opportunities ........................................ 6 (click here)
Property and Planning Newsletter | Page 1
KEEPING CURRENT
Need2Know
You can find an online copy by navigating to the engine room > Teams > Infrastructure > Property and Planning > Property and Planning SharePoint Site > Newsletters or use the link provided below:
J003490_16.04.18
Look out for Need 2 Know emails. These are a must read providing valuable organisational news including Learning and Development opportunities, latest news, etc.
The Property and Planning Group create a bi-monthly newsletter called the “Integrator”. This is available for the whole organisation to read. It includes updates from each Unit within the Group, articles for “Keeping Current”, breaking news, celebrations and learning and development training people want to share with the group. All contributions are welcome. Talk to your team leader in the first instance. When contributing to the Integrator remember it could end up in circulation outside the organisation.
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Workplace health and safety Mandatory Site Specific Health & Safety Induction A Health and Safety Rep is booked to meet with you in your first week to provide you with your Health and Safety Office Induction. The induction will enable you to complete the Site Specific H&S Induction Checklist, which both you and the H&S Rep sign. You can access this via the link below: Site Specific Health and Safety Induction Checklist Once you have completed the checklist please email the signed copy to AskHR@at.govt.nz and cc your Manager. The completed form is held on your HR File.
Mandatory Health & Safety Essentials Module Separate to the Site Specific Health and Safety Checklist above and induction with the H&S rep, you also need to complete an online Health and Safety Induction Module. • It takes about 20 minutes • You must score 100% to obtain your certificate of achievement • Send a scanned copy of your certificate of achievement to AskHR@at.govt.nz and cc your manager. • Keep a copy for yourself. You can find an online copy by navigating to the Engine room > Staff Matters > Learning and Development > AT Induction or use the link provided below:
HEALTH AND SAFETY
Online Health and Safety Induction Module Please complete in your first week
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WE LOOK AFTER
OURSELVES AND EACH OTHER, FOCUSING ON WELL-BEING AND SAFETY
WELL-BEING Your well-being is important to us. AT offer a Resilience at work Training. To register Book via Think Tank Your site specific health and safety induction will have provided you with information on how to go about getting a workstation assessment. AT Staff have access to an Employee Assistance Programme (EAP). This service is available to staff for free (first 3 visits) should a staff member want help to deal with either a personal or work issue.
DEALING WITH A MEDICAL EMERGENCY FIRST AID
AED
Medical emergencies can strike at any time and if you happen to be first on the scene it always helps to have some knowledge about what to do and where to get help if you are in the office.
Everyone in the organisation should know: • who their nearest First Aider is First Aiders, H&S Reps, Emergency Wardens information • where the nearest defibrillator (AED) is • where the First Aid kit is kept More information is available in the link above. There is a sick bay situated on Level 4.
EMERGENCY EXIT In the event of the fire alarm sounding, staff are to exit the building calmly using either the stairs in the central core or the main fire exit stairs and make their way to the assembly point on Bouzaid Way (outside KPMG building). Do not use the foyer or atrium stairwells during an evacuation as they have fire curtains. If you are on one of these stairwells when the alarm sounds please get off as soon as possible and use one of the emergency exits. Staff are not to reenter the building until specifically advised to by the building wardens. All evacuations should be treated seriously.
In the event of a fire evacuation: Don't hang around–this directly affects our evacuation times. Don't wait for your mates or go back to change your shoes. Get yourself out of the building immediately. Use the nearest marked fire exit– only use a different exit if specifically told to by a building warden. Don't go to your desk first to grab something– things can be replaced, lives can't. Save the chat for later–it delays the evacuation and, in a real situation, delays cost lives. Don't use your mobile during evacuation. Leave your food and drink behind–if you spill anything in a stairwell you could cause someone to slip and fall. Obey the instructions of the building wardens and emergency services–they won't tell you do something without good reason.
HEALTH AND SAFETY TIPS FOR WORKING OFF SITE • Do not go alone • You are responsible for others you take on site • Take 5 minutes to assess potential site hazards before going on site • Where appropriate ask the landowner to identify key hazards before going on site • Wear appropriate PPE gear • Don’t take risks. If in doubt, don’t go! • Refer to the documents in the links below if you are going to be working in the road corridor Health-safety-PPE-guide Inspections TMP
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Day two overview The aim on day two is to introduce you to the following:
MORNING
Familiarise yourself with some key policies Ensure your calendar is up-to-date – it is suggested you put the PM Forum events in your calendar. Check you have regular Unit meetings in your calendar. Share your calendar with the members of your team. Learn a bit about key technology systems
DAY TWO
Check in with your Team Leader to learn more about the programmes and projects you might be working on
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pm AFTERNOON
Register to use Fleet Car Services and learn more about it
2 We aim to do a site visit with you on day 2, where possible.
DAY
am
AT wide Policies and Forms are available by navigating to the Engine room > About AT> Policies & Guidelines or using the link provided below: Link to All AT Policies and Guidelines on the Engine Room
Familiarise yourself with the HR Policies: Link to HR Policies & Guidelines on the Engine Room
Declaration of Interest Policy and Guidelines Read the declaration of interest policy and guidelines here, then Complete this online Employee Declaration of Interest
Gifts & Inducements Policy The policy clarifies how Auckland Transport employees and representatives manage the giving and receiving of gifts, and what to do when offered bribes or inducements by other organisations or individuals. Link to Gifts & Inducements Policy
Familiarise yourself with the Health & Safety Policies: Link to H&S Policies and standards on the Engine Room Read the AT Drug & Alcohol Policy here
KEY POLICES
2
Key policies
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Learn a bit more about key technology systems Skype for Business
Proaction
Harmonie
lets you connect with co-workers within AT. Start conversations with IM, voice, or video calls. See when your contacts are available online, in a meeting, or presenting. Link to Skype for Business Training
is a subset of SharePoint. This is where Property Acquisitions holds key information about its programmes, projects and properties. This information is only accessible to the Property Acquisitions Unit with some authorised consultants having limited access. This tool allows the Unit to better monitor how the various programmes and projects are tracking and the overall Unit Acquisition Programme. If you feel you need more assistance with Proaction at any time, just ask.
is a nifty sidebar that sits alongside outlook and allows you to easily transfer key documents etc. to the relevant place in Proaction. Go to the Engine Room -Think Tank -Technology Library to complete an eLearning module that shows you how to use Harmonie to save files from Outlook to SharePoint.
SharePoint is AT’s centralised web portal for sharing and document management. Different Groups within the business, such as Property and Planning, each have their own SharePoint portal. This is where team information rather than project information is held – for example team templates.
Check in with your Manager/ Team Leader to learn more about the programmes and projects you might be working on
KEY TECHNOLOGY SYSTEM
PROGRAMME
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PROJECT
Snip IT is a nifty tool that allows you to snip information from a document or online and easily transfer it to an email, report or word document. Ask your buddy to give you a demo.
ASK YOUR MANAGER/ TEAM LEADER IF THEY HAVE A FILE YOU CAN BROWSE WBS
Legend
20 Viaduct Harbour Avenue Ferry Ports
Train Stations
https://aucklandtransport.sharepoint.com/ sites/engineroom/locations-travel/ 20-viaduct-harbour
Whilst due care has been taken in preparing this map,all information should be considered as illustrative and indicative only.
Title
Subtitle
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Scale1:3,617
120 m
@ A1
Date: 09/01/2018 Job Code: Job Code Rotation Angle:
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• Standard opening hours - Monday to Friday 7.30am - 5.30pm • All visitors must sign in at Reception • Access to bicycle racks are available for staff on request. Please email CorporateAccommodation@at.govt.nz • Bike/Gym lockers are available. To reserve a locker and receive your key; please contact AT.Travelplan@at.govt.nz https://aucklandtransport.sharepoint.com/sites/ engineroom/Pages/cycling.aspx • Parking options in the link below. Also indicates where there is on-street parking. https://at.govt.nz/driving-parking/ find-parking/parking-in-central-auckland/
Register to use Fleet Car Services and learn more about it in the link below LINK to all information regarding Fleet Cars
LINK to Smartrak Fleet Booking System
• Work Travel HOP cards are available from Charmaine https://aucklandtransport.sharepoint.com/sites/ engineroom/Pages/work-travel-using-hop-cards.aspx • AT have a pool of Fleet cars available to use on a first in first served basis. The aim is to introduce you more fully to the Fleet Car system when you go out on site within your first few days. You will need your driver’s license to register for fleet services.
WE COLLABORATE,
SUPPORT EACH OTHER AND WORK TOGETHER TO DELIVER OUTSTANDING OUTCOMES
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WEEK 1
End of week one Visit from AT Health and Safety Rep Complete Health and Safety on-line training Arrange for staff photo Catch up with your manager to review your induction so far. They will review your role specific and professional development activities from the past week. Together you’ll plan new activities for the three months. Also take this opportunity to ask any questions you have and discuss how you’re finding your new role and the induction process. Remember, your induction needs to meet your needs, so if something requires adjustment, your manager will be more than happy to see what they can do to help out.
QUESTIONS I HAVE FOR MY MANAGER/TEAM LEADER
WEEK ONE
QUESTIONS I HAVE FOR MY BUDDY
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YOU WILL BE A PART OF DELIVERING OUR 90-DAY PLANS AND OUR BUSINESS AS USUAL. YOUR BUDDY WILL PROVIDE YOU WITH COPIES FOR OUR TEAM PLANS.
Months one to three Check-in Buddy or manager Throughout the first three months you’ll have a buddy or manager checkin at the beginning and end of each week. This helps you to plan your week and gives you the support you need to complete your induction tasks. It’s also an opportunity to ask any questions you have. Your buddy will run through your induction planner tasks; discuss which ones need to be completed for the week and check that you know what you need to do. Make a note of any key points and add any extra tasks to your planner. Also ask any questions that remain from last week. Catch up with your buddy or your manager and work out a plan for each week. Remember you can talk to your buddy or manager if you need help at any time.
Get your Buddy to take a front face, head and shoulder photo against a white background or you can ask Corporate Accommodation to provide the photo taken for your access card and send it to Charmaine.vessaokar@at.govt.nz This will be used in the organisation chart, skype and the intranet.
MONTHS 1-3
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Finalising your induction WHERE TO FROM HERE?
WELL DONE! YOU HAVE NOW REACHED THE END OF YOUR INDUCTION. WE HOPE YOU HAVE ENJOYED IT. The learning doesn’t stop here though. There are many more learning and development opportunities to come. Discuss the next steps with your manager. YOUR FEEDBACK
WELL DONE
We would really appreciate you sharing your experiences and thoughts about your induction with us. Please take time to review your induction and contact your manager to share your feedback. Your feedback will help us to continue to provide a great induction programme for our new employees.
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WE TAKE OWNERSHIP, HOLD OURSELVES ACCOUNTABLE,
FOCUS ON SOLUTIONS AND SPEAK UP WHEN WE DON'T UNDERSTAND
FEEDBACK
MY FEEDBACK NOTES
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SAY “NO” WHEN YOU’RE TOO BUSY
SIGH
SAY YES WHEN ANYONE DOES A COFFEE RUN go somewhere else to CONCENTRATE
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SNACK
MAKE MISTAKES
put your headphones on
on the team
prefer tea
ASK FOR MORE CLARITY
DEPEND not check your email out of hours
FORGET THINGS
NOT KNOW EVERYTHING
it’s ok to...