07-27-17Ask & Learn MH-2103
Recap and agenda overview
Summary of decisions: Reconfiguration and renovation of mission hall. Flexibility for departments occupying the space. Once leadership makes a final decision Adrian will meet with blocks and sub blocks on all floors.
Timeline: Winter 2017 to ensure access to building when folks are out of the office during the winter holiday. All noisy work will be conducted in evenings/weekends.
UPDATES
Digital signage is ordered. Once they arrive they will be installed on each floor. Each floor will decide what they want to include on the signage.
Monitors in the rooms: provide quickstart on each one so folks know what they are used for and how to use them. We can then check back with folks in the fall – folks prefer more technology vs less technology.
Q&A
What does the 10% space growth space mean? It will mean something different for each department. TBD spaces and underutilized space will be released for the 10% as well as the space request process.
What is the timeline for the space request process? Communication will go out by mid-August explaining what space will be released for each department. At that point departments will have one month to review the allocation then make their request. The Space Management subcommittee will take 1 month to review the requests – will provide updated timeline to all Blocks/Departments.
Each sub-block will be moving folks into private offices, and also re orienting work stations to create bullpens to accommodate more folks. Adrian will meet with sub-blocks to work on how to improve space orientation for all occupants within that department/unit.
Concern on ratio of 1:11 focus rooms and they are key to making the space manageable. How was this number come to? Once we put technology in the rooms they are being used more. This is one template for how people work – for some not having private offices has been very challenging. Need to recognize that groups work differently and have different needs. The opportunity now is to move groups who use focus rooms a lot in areas that have more focus rooms Move groups who have a higher need for private offices near the bank of private offices. Groups who need more focus rooms and those are being converted to private offices can also leave those outfitted rooms as focus rooms.
Some groups are withholding hiring because they are already out growing their space. On the 7th floor there are times when we have 3 people assigned to a space. The cost of construction will not be paid for by certain departments and we are running out of space. We are trying to find solutions for big picture solutions using entire floor plates.
We are trying to maximize the utilization of the building while also acknowledging that each group, even each individual uses the building differently.
How many people are coming from the Cancer Center and where will they be? It is 173 people currently, with 101 growth by 2019. We don’t know where they are going yet.
Can you explain that growth fitting into the building? Opinion is that the building was poorly designed and we recommend we be cautious with the timeline. There may be an increase in problems. The densification is going to be a struggle. Based on current numbers the expectation is that these folks will fit in the building. And we also want to improve situation for existing departments in the building. If we need more time to understand the situation, we will slow the timeline.
Based on what I’ve heard so far the issues won’t be fixed. Someone raised the point of medical center staff – call center folks makes it impossible for those in that area to work effectively. Consider work styles and move noisy groups into areas together – perhaps one corner of the building with more acoustical treatments. We are working to resolve how groups work and where they should sit.
What is the best communication channel for sharing our concerns, specifically for staff? One is to email Adrian. Also sub block meetings should have staff representation – when those are scheduled want to have staff there. Also working with administrative managers. Email Adrian and let him know where you sit.
How were private office locations decided? The plan omits window line and column to allow natural daylight for everyone to benefit from. If private offices are on the window line there is a chance that folks will not have access to light equally. Adopting a community based principle to maximize light for all users.
What is the situation with HDFCCC and faculty moving to that building? That building is optimally utilized.
Are there guidelines or suggestions on how to reconfigure cubicles? There are a lot of choices and we can work together on ideas to accommodate the needs of groups. Can some ideas be developed to share with groups when we have those sub-block meetings?Digital mock ups are being created and we can add this to the list
Are there options for higher cubicle walls? The department could pay for higher cubicle walls.
How will the conference rooms be maintained? Can we add furniture to the patio area? How can we maintain the building in a better way…..Will find a place we can put ITFS Help Desk rather than in the lobby? Building residents can be more accountable to leaving rooms better than they find them. Some of the focus room furniture isn’t so useful and we’ll be able to move some of those around and out of the building. Can repurpose some of the furniture to improve usage.
What is the deadline to submit space requests? We will announce when we have final dates.
Building reconfiguration web page in a couple of weeks with updated information.
Why were all those trees cut down? There is a utility relocation for the Weill Building.
How is the university dealing with transportation and growth both at UCSF and within the city?Resend presentation from Erick Villalobos. The Chancellor speaks with the Mayor regularly. Ask Eric about crosswalk and state law signage