Reducing the Federal Office
Footprint
Low Cost / High Impact Design
GSA WorkPlace PMO
About GSA
GSA WorkPlace PMO
About GSA
3
1,576 government owned buildings totaling 182 million s.f.
$71.1 billion in owned value
7,435 leased buildings totaling 195 million square feet
81% of our rentable s.f. is Office Space
7 courthouses under construction at an estimated $1.5
billion
100+ owned Land Ports of Entry
31% of our inventory are historic buildings
GSA WorkPlace PMO
4
•
Shrinking Budgets - Less spent on space, more on
Mission
•
Technology - led to increased telework, which led to
decreased use of office space
•
Changing Workplace / Workforce - more electronic, less
paper means less storage / less work surface per person
•
Environmental Benefits – The most efficient space is the
space an Agency gets rid of
•
Executive Orders / Policy Changes
GSA WorkPlace PMO
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Presidential Memo: Disposing of Unneeded
Federal Real Estate, June 2010
Telework Enhancement Act, December 2010
OMB’s “No Net New” Policy, May 2012
OMB’s “Freeze the Footprint”, March 2013
(Clarification of “No Net New”)
Memorandum From GSA’s Administrator,
Internal GSA Space Allocation Goal:
150 USF/Person by October 1, 2017,
Issued September 2013 (For GSA space only)
GSA WorkPlace PMO
6
Federal Real Property Council (FRPC) focusing on Space
Utilization as one of their 4 metrics.
OMB is pursuing improved benchmarks, metrics, and
accuracy in calculations. Agencies had 90 days to
respond to a data call that went out April.
GSA’s Office of Government wide Policy is playing a
significant role in this initiative, writing a guidance paper.
OPM is assisting by validating official personnel and
defining the parameters that determine what employee
types can be included.
OMB is planning to have a revised Freeze the Footprint
Policy.
GSA WorkPlace PMO
What is Total Workplace?
7
Total Workplace
is a national GSA initiative that integrates
FAS and PBS resources into a new service offering. The
offering includes comprehensive solutions for:
Space
People
Technology
Total Workplace is an offering of workplace strategy and
GSA WorkPlace PMO
GSA WorkPlace PMO
GSA.GOV – Total Workplace
GSA WorkPlace PMO
GSA Total Workplace Resources
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GSA WorkPlace PMO
GSA Total Workplace Resources
11 Total Workplace Website gsa.gov/totalworkplace Total Workplace Presentations to FEBs and Clients Total Workplace Monthly Newsletters
Internal and Customer Editions
Total Workplace Bulletins
Total Workplace Client Tours
GSA WorkPlace PMO
GSA Total WorkPlace Tools
•Best Practice Process Map
•Needs Assessment Interview tool
•Employee Surveys
GSA WorkPlace PMO
STRATEGY
Strategy Consultant
GSA workplace strategists assist agencies in design, educational meetings, focus groups, design workshops, change management, and strategic planning. Assess workplace performance and quality before and after
client engagements.
Workplace Investment & Feasibility Modeling (WIFM) Tool
Scenario-based planning tool that provides customized calculations
for different workplace scenarios. Calculations include area, rent,
return-on-investment, implementation costs, and sustainability
impact. (No cost tool)
13
GSA WorkPlace PMO
To house 1000 people, it takes this many floors
GSA WorkPlace PMO
To house 1000 people, it takes this many floors
GSA WorkPlace PMO
To house 1000 people, it takes this many floors
GSA WorkPlace PMO
IMPLEMENTATION
Furniture & IT (FIT) Initiative
Provide up-front funding for furniture and IT where
agencies are interested in developing more effective and
efficient work space. (GSA funded client reimbursed)
Essentially an Interest-free loan from one Agency to
another.
17
GSA WorkPlace PMO
What is Total Workplace’s FIT Program?
• GSA’s new offering to assist Agencies in managing footprint
• Addresses Agency’s Furniture and IT requirements
• Minimize Agency’s initial capital investment
• Multi-year term agreement with the customer agency
• All agreements intended to be installment-based
• Ownership transfers to customer at end of agreement
GSA WorkPlace PMO
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Note: Ancillary items such as chairs, file storage, collaborative seating, etc. are not listed but will be included in the BPA.
Workstations (8 types)
• Lower Range: 4.5ft x 6ft (27sf)
• High Range: 7ft x 8ft (56sf)
• Panel Height: 42” – 54”
Conference and/or Office Space (4 types)
• Lower Range: 8x10 (80sf)• High Range: 12x15 (180 sf)
• Demountable Partition
Conference Room (3 types)
• Lower Range: 12 x 18 (216 sf)
• High Range: 15 x 30 (450 sf)
• Demountable Partition
Recommended Furniture Components for Sourcing TWP
FIT Program (and BPA)
GSA WorkPlace PMO
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Information Technology Equipment required to meet the goals
of the Total Workplace program such as:
• Tablets
• Laptops
• Notebooks
• Mobile Computing Devices (Smart Phones)
• Networking and Telecommunications Equipment
• Video Tele-Conferencing (VTCs) Equipment
GSA WorkPlace PMO
IMPLEMENTATION
National Workplace Engagement
Partnering with agencies in creating a customized workplace program
to advance new workplace strategies across their real estate portfolio
to meet the client’s business, sustainability, and real estate goals.
(GSA funded strategy/Client funded implementation)
Pilot /Demonstration Program
Targeted program working with agencies to develop a small-scale
demonstration work space to test and demonstrate new workplace
strategies and serve as a catalyst for broad implementation across
their real estate portfolio. (GSA funded strategy/Client funded
implementation)
21GSA WorkPlace PMO Direction of Agency/ Exterior Drivers Work Patterns/ What elements work / What doesn’t Verify survey results/ engage with staff / feed results back to leadership
Workplace Engagement
Workplace
Engagement
Activities
Findings
Leader
Interviews
Employee
Surveys
Employee
Focus Group
Direction to designers and to offerors to achieve good “fit”…GSA WorkPlace PMO
STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 STEP 1 STEP 2 advance research review & refinement Organization Charts Individual Leader Refinement Sessions Leader Questionnaires Headcount Data Space Management Standards Existing Space or Furniture Plans on-site research Individual Leader Interviews Assessment Walk Through Joint-Leader Kick-Off & Visioning Session Draft Occupancy Agreement background information draft deliverables WorkPlace Recommend. Report Space Program SFO Special Requirements final deliverables WorkPlace Recommend. Report Space Program SFO Special Requirements Employee Web Survey Employee Focus Group Joint-Leader Debrief Session
Workplace Engagement
Participants Group Leader Group Rep. Facilities or Real Estate POC Group EmployeesGSA WorkPlace PMO
Workplace Engagement
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Sample
Report
GSA WorkPlace PMO
Most preconceptions can be addressed
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Common preconception Strategies to pursue
Can’t upgrade our technology
• Explore national changes to technology policies
• Investigate use of the GSA FIT program to fund technology
Can’t get new furniture
• Focus workplace improvements to non-furniture activities, such as technology and telework
• Investigate use of the GSA FIT program to fund furniture
Employees won’t like the new workplace
• Solicit their feedback throughout the requirements development / workplace engagement
• Have them shape new office protocols and work processes
GSA WorkPlace PMO
Most preconceptions can be addressed
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Common preconception Ways of addressing it
The union will object to anything different than the established standards
• Conduct preliminary discussions with them before the engagement starts; identify
sources of concern
• Allow them to participate in every step, especially employee forums
Can’t trust employees to work when away from the office
• Establish performance measures and policies for telework employees
• Investigate methods that other agencies are using
• Address deeper organizational and cultural issues
GSA WorkPlace PMO
Most preconceptions can be addressed
27
Common preconception Ways of addressing it
Can’t concentrate in an open floor plan
• Visit open floor plan workplaces with similar organizations / industries
• Conduct acoustic evaluation of the current workplace; determine true cause for noise problems
This space can’t change because its “special”
• Assess the policies governing the space and determine flexibility in design
• Determine actual space usage
• Investigate how similar industries are
handling the space (e.g., law enforcement agencies)
GSA WorkPlace PMO
GSA Smart Workplace – the future of Federal Space?
Based on Private Sector Co-Work spaces such as Workspring &
NextSpace
Restricted to government agencies & employees
Usage contracts, not space leases
Contracts tailored to agency needs – # of employees,
usage modeling
Subscriber access to City/Regional/National network of
‘Places (eventually)
Community relations orientation
Early stages of developing a pilot project in Chicago using
excess space in GSA’s inventory.
GSA WorkPlace PMO
GSA Public Buildings
Service
Region 5 Headquarters
Mobility Project
%
Utilizionaeon Fridays and
Holidays
55
%
Reduction in
Space
v
GSA WorkPlace PMO
%
v
GSA WorkPlace PMO
GSA Objectives
31
•
Create a place where people
want to come to work
•
Encourage and support
collaboration
•
Improve productivity
•
Improve space utilization
•
Produce energy & carbon
savings
GSA WorkPlace PMO
GSA’s new look
32
Option 1
Option 2
GSA WorkPlace PMO
GSA’s new look
GSA WorkPlace PMO
GSA WorkPlace PMO
GSA WorkPlace PMO
How did we do this?
•
Offered expanded telework opportunities
•
Provided mobility tools and training
•
Developed team charters that include the team’s face
day(s) and individual’s telework schedules
•
Conducted focus groups and surveys to gather
information
•
Piloted the spaces
•
Gathered and applied lessons learned
•
Communicated frequently
GSA WorkPlace PMO
GSA WorkPlace PMO
GSA WorkPlace PMO
GSA by the numbers
GSA WorkPlace PMO
GSA by the numbers
GSA WorkPlace PMO
GSA WorkPlace PMO
GSA WorkPlace PMO
GSA WorkPlace PMO
GSA WorkPlace PMO
GSA WorkPlace PMO
GSA WorkPlace PMO
GSA WorkPlace PMO
