employee workspace project all hands presentation

EMPLOYEE WORKSPACE PROJECT

All Hands Presentation Workspace That Supports The Way We Work

September 2017

2 Employee Workspace Project: All Hands Presentation

1 CONTEXTWhat Is the Employee Workspace Project and Why Is It Important?

3 STRATEGYWhat Are We Doing With This Information?

4 NEXT STEPSWhat is coming next?

2 ASSESSMENTWhat Are We Studying?

1 CONTEXTWhat Is The Employee Workspace Project and Why Is It Important?


EMPLOYEE WORKSPACE PROJECT: PROJECT TEAM

++


EMPLOYEE WORKSPACE PROJECT: WHY?SCVWD facilities are at or approaching full capacity under current standards and practices, and some facilities are at or approaching the end of their useful life.

Headquarters Building Administration Building Maintenance Office Building Blossom Hill Annex Crest Building Water Quality Lab Santa Teresa Office

01-A-1 01-A-2 01-A-3 01-B-1 01-B-2 01-D-1 01-D-2 01-G-1 01-C-2 01-L-1 11-A-010

10

20

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170

Seat

s

0

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140

150

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Hea

dcou

nt

114 112

12

1934

21

11

43

12

10

5260

5

47

2332

4

17

5

22

Facility Capacity Versus Approved Positions (2017)

Building Capacity (Seats)

Approved Positions (People)

Workstations - Multiple Occupancy

Workstations - Single Occupancy

Contractor

Intern

Temp

Regular

Approved positions outnumber seats, leading to doubling up of temps, interns, and contractors in multiple occupancy workstations

Leased office space at Santa Teresa will be occupied in Fall 2017 by employees from the Headquarters and Administration Buildings


Headquarters Administration Maintenance Office Building Blossom Hill Annex Crest Water Quality Lab Santa Teresa Office

2015

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acity

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340

Seat

Dem

and

(0%

)

203

-6 5

-1

1

0 0

-4-4 -2 -2

71 24

Capacity and Seat Deamand Projections - 0% Growth, 2017 - 2030

ALMADEN CAMPUS CAPACITY AND SEAT DEMAND PROJECTIONS


Seat Demand

Workstations

Regular Employees

Employees from Headquarters and Administration buildings will be moving to Santa Teresa Office Space in Fall 2017

Most office buildings on Almaden Campus are already at or beyond capacity

Temps, Interns, & Contractors

0% Growth, 2017 - 2030


Headquarters AdministrationMaintenance Office

Building Blossom Hill Annex Crest Water Quality Lab Santa Teresa Office

2015

2020

2025

2030

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2015

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0

50

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acity

0

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250

300

350

Seat

Dem

and

(0%

)

203

-65

-11

0 0-4-4 -2 -2

71 24

Capacity and Seat Deamand Projections - 0% Growth, 2017 - 2030Seat Demand (Seats)

Workstations (TIC)Workstations (regular)

Building Capacity (Seats)Capacity

Headquarters Administration Maintenance Office Building Blossom Hill Annex Crest Water Quality Lab Santa Teresa Office

2015

2020

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2030

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2015

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2030

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0

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40

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340

Cap

acity

0

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100

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220

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260

280

300

320

340

Seat

Dem

and

(1%

)

-20

3

-12-6

-9

1

-40-8-10

-5-2

71 19


ALMADEN CAMPUS CAPACITY AND SEAT DEMAND PROJECTIONS


Seat Demand

Workstations

Regular Employees

1% growth projections show that all campus facilities will be beyond capacity by or before 2024, even if the current practice of doubling up temps, interns, and contractors continues


Leased office space at Santa Teresa will have 19 available seats in 2030, but the available seats here will not be enough to accommodate overcapacity issues in other District facilities

1% Growth, 2017 - 2030


CURRENT CAPACITY VERSUS SEAT DEMAND - WINFIELD

Winfield Modular2 F acilities Annex F leet Maintenance F acility Winfield V egetation B uilding Winfield Modular1 Winfield Warehouse0

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30

Cap

acity

0

2

4

6

8

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12

14

16

18

20

22

24

26

28

30

Sea

t Dem

and

(0%

)

14

11

8

2

2

98

43

C urrent S eat Demand - Winfield





Contractor

Intern

Temp

Regular

Winfield facilities are at or beyond capacity, and many of the buildings are in need of maintenance and security updates.


Winfield Modular2 F acilities Annex F leet Maintenance F acility Winfield V egetation B uilding Winfield Modular1 Winfield Warehouse

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Cap

acity

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24

26

28

30

Sea

t Dem

and

(0%

)

-12 -12

-2 -2

-5 -5

-3 -3

0 0

-1 -1

C apacity and S eat Deamand P rojections - 0% G rowth, 2017 - 2030

WINFIELD CAPACITY AND SEAT DEMAND PROJECTIONS


Seat Demand

Workstations

Regular Employees


0% Growth, 2017 - 2030


Winfield Modular2 F acilities Annex F leet Maintenance F acility Winfield V egetation B uilding Winfield Modular1 Winfield Warehouse

2015

2020

2025

2030

2015

2020

2025

2030

2015

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2030

2015

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2030

2015

2020

2025

2030

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30

Cap

acity

0

2

4

6

8

10

12

14

16

18

20

22

24

26

28

30

Sea

t Dem

and

(1%

)

-12

-18

-2

-5

-5

-8

-3

-5

-1

0

-1

-2

C apacity and S eat Deamand P rojections - 1% G rowth, 2017 - 2030

WINFIELD CAPACITY AND SEAT DEMAND PROJECTIONS


Seat Demand

Workstations

Regular Employees


1% Growth, 2017 - 2030


Rinconada Treatment Facility Coyote Modular1 Santa Teresa TreatmentFacility

PWTP Ozonification Facility Coyote Modular2 Vasona Pump Facility AWPC Trailer1 Penitencia Treatment Facility0

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40

Cap

acity

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26

28

30

32

34

36

38

40

Seat

Dem

and

(0%

)

35

18

11

98

7

6

2

Current Seat Demand - Plants





Contractor

Intern

Temp

Regular

CURRENT CAPACITY VERSUS SEAT DEMAND - OPERATIONS FACILITIES


PROJECTED GROWTH AND FACILITY NEED

193,104

246,888

212,976223,560

202,608

171,936172,584

183,600202,608

176,040179,064

2013 2014 2018 2019 20202015 2016 2017 2021 2025 2026 20272022 2023 20240

20K

40K

60K

80K

100K

120K

140K

160K

180K

200K

220K

240K

260K

US

F N

eed

Bas

ed O

n A

pp

rove

d P

osi

tio

ns O

n A

lmad

en C

amp

us

Existing Facility AreaOn Almaden Campus

158,682

Almaden Facility AreaPlus Santa Teresa

Leased Space176,530

The District will need to acquire additional space and/or use existing space more effectively to meet future growth.

SCVWD could need between 26,000 and 70,000 additional square feet of facility space to accommodate future growth just on the Almaden campus if current space standards are retained


GOAL 5 RE-DESIGN EXISTING WORKSPACES AND PROVIDE ALTERNATIVES IF NECESSARY

GOAL 1 DEVELOP COMPREHENSIVE STRATEGY FOR USE/REUSE OF EXISTING DISTRICT FACILITIES AND INVESTMENT IN FACILITY UPGRADES TO ALIGN PHYSICAL ASSETS WITH WORK NEEDS

GOAL 4 CONSIDER ALTERNATIVE WORK SPACE CONCEPTS, SUCH AS HOTELING, MOBILE WORKING, SHARED AND PRIVATE SPACES, AND SATELLITE OFFICES

GOAL 3 UPGRADE AND IMPROVE WORKSPACES SO THAT THEY ARE EFFECTIVE AND ENABLE EMPLOYEES TO ACHIEVE THE DISTRICT’S CORE MISSION AND RESPONSIBILITIES

GOAL 2 INTRODUCE FLEXIBILITY AND EFFICIENCIES IN THE USE OF SPACE TO REDUCE REAL ESTATE AND BUILDING OPERATION COSTS AND TO OBTAIN LEED CERTIFICATION

EMPLOYEE WORKSPACE PROJECT: GOALSGuiding principles and boundaries.


This isn’t about a building. It’s not about cubicles or walls or doors. It’s about the way we work. We’ll recommend an approach that inspires, nurtures, and supports our work. We’ll build a way to work better.

SCVWD has the opportunity to update its workspace to further support the District’s work and

mission to provide Silicon Valley safe, clean water for a healthy life, environment, and community.

“IT’S ABOUT THE WAY WE WORK”

2 ASSESSMENTWhat Are We Studying?


ANALYTICAL FRAMEWORK

Architecture

ResourcesCulture

What are the physical, technological, and cultural elements affecting the District’s space needs?

FACTORS AFFECTINGHOW WE WORK

ORGANIZATIONALCULTURE

FIELDSTAFF

OFFICESTAFF

MANAGEMENTSTYLES

# OFEMPLOYEES AGE AND TENURE

OF WORKFORCE

TECHNOLOGY

MOBILETECHNOLOGY

PAPER

DRAWINGS /DOCUMENTS

PRINTERS/COPIERS

DIGITALSTORAGE

HARDWARE

SOFTWARE

REMOTEWORKING

UNWRITTENRULES

WRITTEN POLICIES& PROCEDURES

FLEXSCHEDULE

COMMUNICATIONSTYLES

JOB FUNCTION

PEOPLE

FACILITIES

RESOURCES

SURVEY,CONSTRUCTION, &

FIELD WORK

LEEDACCREDITATION

FACILITY AGE

AMENITIES

USABLESQUARE FEET

WORKSPACESTANDARDS

COLLABORATIVEWORKSPACE

DESIGN &ENGINEER

MAINTENANCE &OPERATIONS

LAB WORK

GENERAL OFFICE &ADMINISTRATION


ASSESSING CURRENT CONDITIONSWe compiled and reviewed quantitative data

• Facility Type

• Space Allocation

• Utilization

Space and Facilities People and Culture Technology and Policy

• Employee Headcount

• Unit Composition

• Demographics

• Commute Times

• Flex Schedule

• Smartphone Policy

• Computer Standards

• Remote Working

• Current Software and Hardware


0

10

20

30

40

50

60

70

80

90

100

31,965

97,043

39,496

24,903

17,64115,112

13,170

1,343 443

12,799

17,940

11,184

13,061

1,885

8,0655,399

8,928

1,909

2,899 1,839

5,023

2,3176,467

2,056 2,100

6,730

9,020

3,584

4,884

7,5042,312

5,972

5,162

4,932

2,501

1,961

HeadquartersBuilding

AdministrationBuilding

CrestBuilding

WaterQuality Lab

Blossom HillAnnex

MaintenanceO�ce Building

WinfieldModular 2

WinfieldModular 1

Bui

ldin

g A

rea

(tho

usan

ds

of

squa

re f

eet)

Some District facilities on the Almaden campus are at or approaching the end of their useful life.

FINDINGS: FACILITIES AND SPACE TYPES

Blossom Hill Annex

Headquarters Building

Crest Building

Administration Building

Water Quality Lab

MaintenanceOffice

Building

Fleet Maintenance

Facilities Annex

Field Maintenance

Winfield Warehouse

Winfield Vegetation

BuildingWinfield Modulars

KEY

Open Office Workspace Open Office Circulation Closed Offices Conference Rooms Interaction Areas User SupportSpecialized Facilities Building Circulation Building Support Building Parking

28.1%

10.2%

5.6%5.6%

4.5%

15.0%

4.6%

15.1%

5.0%6.2%


A173

C209C212

C225A12

4A226

A235A236

A345A346

B124

B207B232

D131

G1111

G112 G119A13

6A318

D102

G120

A168

B228R316

A143

G122

B108

A120

0

10

20

30

40

50

60

70

80

90

100

Co

nfer

ence

Ro

om

Cap

acit

y an

d O

ccup

ancy

Conference Room

Headquarters Building Administration BuildingCrest BuildingMaintenance Office Building Blossom Hill AnnexRinconada

KEY

room capacitymax occupancy

min occupancy

median occupancylower quartile

upper quartile

FINDINGS: ROOM CAPACITY AND OCCUPANCY

Current utilization patterns indicate a need for a different mix and type of conference rooms and meeting spaces.

District facilities need more 10-20 seat conference rooms, and more 2-4 seat conference rooms


District offices on the Almaden Campus are in a good location relative to the home locations of District employees, but there may be opportunities for satellite offices in locations nearer to some employees.

FINDINGS: EMPLOYEE COMMUTE TIMES

7:00 AM 5:00 PM

The majority of District employees have a commute time of under 40 minutes by car in the morning.


20 22 24 26 28 30 32 34 36 38 40 42 44 46 48 50 52 54 56 58 60 62 64 66 68 70 72 74 76 78 80

Employee Age

0

2

4

6

8

10

12

14

16

18

20

22

24

26

28

30

32

34

36

Ser

vice

Yea

rs

eligible forretirement now

eligible forretirement

within 5 years

eligible forretirement

within 10 years

49.5 54.5 59.5

19

9

FINDINGS: EMPLOYEE DEMOGRAPHICSDistrict employees span four generations. New ways of working and types of workspaces should be considered as the demographics of the workforce change.

42% of SCVWD employees are or will be eligible for retirement within the next ten years


Retain, Enhance, Introduce, Discard (REID) Exercise and surveys shed light on employee satisfaction, personal workspaces, campus environment, technology, culture, and sustainability.

QUALITATIVE ASSESSMENT: DISTRICT EMPLOYEE FEEDBACK

UNITS ENGAGED

68 of 74

SITES VISITED

23POST-ITS USED

2,493

• Retain• Enhance • Introduce• Discard


KEY # %

FEEDBACK: PERSONAL WORKSPACEMost employees wish to retain their cubicles and adjacency to their units, but need better storage, lighting, and ergonomics. This is the central challenge for this work, as the District is running out of space.

0

10

20

30

40

50

60

70

80

90

100

110

120

Num

ber

of

Res

po

nses

2027

19

1913

5121

1221

4

2710

1311

2424

11

1413

98

2085

113

53

3327

163

313

33

45

2

3214

172

52

47

229

2 2 2

1321

92

61

71 12

1

82

21

1

184

21 2

22

1

47

1

72

1

124

111

111 1

Cubicl

es

Stora

ge

Unit A

djacen

cy

Ergono

mics

Light

ing

Quiet

/ Aco

ustic

s

Natur

al Li

ght /

Win

dows

Collabora

tion

SpaceSpac

e

Furni

ture

Ther

mal

Comfo

rt

Privac

y

Décor

Privat

e O�

ce

Layo

ut

Equipm

ent

Cleanl

ines

s /

Cleani

ng S

ervic

e

Libra

ry S

pace

Confiden

tialit

y

Ventil

atio

n / A

ir

Flow

Bullp

en /

Share

d

Cubicl

es

Perso

nal

Work

spac

e

Recep

tion

Mobile

Work

stat

ions

Open W

orksp

ace

Copy Room

Lab F

acilit

ies

Work

Veh

icles

Hardwar

e

36.7%

35.8%19.3%

8.1%

Cubicles and storage together make up 24% of all Personal

Workspace responses

Retain 330 35.8%Enhance 338 36.7%Introduce 178 19.3%Discard 75 8.1%Total 921 100%


1014

1811

96

48

63 3

223

1411

3

117

204

37

2

323

2

42

2 121

1

239

1

32

1

31

1 1

11

131

21

153

1218

71

1013

4115

211

48

51

81

32

11

21

1 10

10

5

20

15

25

30

35

40

45

50

55

Printe

rs/P

rinte

r Sec

urity

Mobile Te

chno

logy

(Tab

lets,

Smar

tpho

nes)

Softwar

e

Tech

nolo

gy

Dual M

onitors

Digita

l Sys

tem

s

Hardwar

eW

iFi

Confer

ence

Room

Tech

nolo

gy

Lapto

ps

Web

Conf

eren

cing

VPN

Serve

r

Digita

l/Clo

ud S

tora

ge

Collabora

tive E

diting

/

File S

harin

g

Network

Phone

s

Comput

er

IT S

upport

A/V

Camer

as

Upgrades

Confer

ence

Room

Sched

uling

IT Tr

aining

Digita

l Docu

men

t

Manag

emen

t

Online

Com

mun

icatio

n/

Messa

ging

Headse

ts

Intra

net P

hone

book

Scann

ing

Email

Intra

net

Tech

nolo

gy-re

lated

Stress

Num

ber

of

Res

po

nses

KEY # %

FEEDBACK: TECHNOLOGY AND POLICYPrinters/security, mobile devices, software, WiFi, and conference room technology generated the greatest number of responses.

10% of all Technology responses ask to improve printers or printer security and 8% of responses are about enhancing or introducing

mobile technology

50.7%

25.8%18.4%

5.2%Retain 82 18.4%Enhance 226 50.7%Introduce 115 25.8%Discard 23 5.2%Total 446 100%


164

8

45

3

331

216

51 3

21

31

111 1

6916

111

4041

91

83

1

1

511 15

32

1

121

11

Flex Schedule

Remote Worki

ng Policy

Welln

ess Pro

gram

Hierarchy

Benefits

Collaboratio

n/

Community

Prof. D

evelopment

Policies/

Proce

sses

Culture

Mindset

Board M

eetings

Meetings

Red Tape/

Paperwork Tru

st

Job Sharin

g

Work-

Life B

alance

Cubicle Etiquette

Diversi

ty

Institu

tional

Knowledge

Management

Num

ber o

f Res

pons

es

0

10

20

30

40

50

60

70

80

90

100 KEY

FEEDBACK: WORK CULTUREDistrict employees wish to work from a variety of locations both on and off the Almaden campus.

Fewer than 2% of employees currently have the necessary approval to work remotely

54.4% 45.6%cannot work remotelycould work remotely

141168

106

201

65.5% 34.5%don’t want to work remotelywant to work remotely

Could work remotely 54.5%Would want to work remotely 65.5%

Retain 121 38.9%Enhance 85 27.3%Introduce 73 23.5%Discard 32 10.3%

# %


Working alone at desk 49.4%In informal meetings 17.4%In formal meetings 15.9%In the field 13.3%Working remotely 4%

AverageKEY

FEEDBACK: TIME SPENT WORKING%

of

Ave

rag

e W

eek

0

20%

40%

60%

80%

100%

Hum

an R

eso

urce

s Te

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rker

Op

erat

or

Sur

veyo

r (F

ield

)

On average, employees spend 50% of their time working alone at their desks and over 30% of their time in meetings.


FEEDBACK: ACOUSTIC SATISFACTION

0

20%

40%

60%

80%

100%

% o

f R

esp

ond

ents

57%

50%

50%

50%

50%

40

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Workspaces are quiet enough for the majority of positions to work effectively.

Not quiet enough to work effectively Quiet enough to work effectively

KEY

3 STRATEGYWhat Are We Doing With This Information?


Space Standards Technology Workspace Culture

LEVERS FOR CHANGEThese workplace factors affect facility needs and can reduce the District’s overall need for additional space.


Planning, Engineering,& Design

Survey, Construction,& Field Work

Maintenance &Operations

Lab Work General Office

SPACE STANDARDS: BROAD JOB FUNCTIONSDistrict work can be grouped into the following categories:


SPACE STANDARDS: EMPLOYEE LEVELSDistrict employees can be classified into the following levels.

GeneralO�ce

CEOBAOChief

6

UnclassifiedDeputy

11

UnclassifiedOther

8

TempIntern

Consultant

111

2

10

8

29

Lab Work

Maintenance& Operations

Survey,Construction,& Field Work

General Sta�Field

9

51

3

Planning,Engineering,

& Design

Manager

28

1

1

1

29

213

28

15

26

183

General Sta�Focused773

Employees on Almaden Campus

CEO / BAO / Chief 6*

Unclassified - Deputy 11*

Unclassified - Other 8

Manager 60

General Staff - Focused 465

General Staff - Field 63

Temp / Intern / Consultant 160

* Approved positions as of December 2016, since that time, 2 chiefs and 1 deputy have been approved and appointed.


INDUSTRY AVERAGE OFFICE SIZE

AVERAGEWORKSTATION SIZE

GSA Workplace Benchmark by Industry, 2012

Architecture/Engineering (Public) 137 SF 42 SF

Architecture/Engineering (Private) 165 SF 52 SF

Biotechnology/Science 112 SF 51 SF

Call Center 133 SF 34 SF

Legal 158 SF 75 SF

MKTHINK Benchmarks from Past Projects

Financial Engines 100 SF 72 SF

Stanford at Porter Drive 100 SF 64 SF

Mozilla - 40 SF

GENERAL STAFF

80 SF/WORKSTATION

UNIT MANAGER

120 SF/WORKSTATION

UNCLASSIFIED STAFF

192 SF/WORKSTATION

SCVWD WORKSPACE ALLOCATIONS, 2007

INDUSTRY WORKPLACE BENCHMARKS

SPACE STANDARDS: WORKSTATION BENCHMARKSSCVWD workstation standards are higher than comparable companies. Standards should be updated to accommodate higher staff levels, District work functions, and shifts in the nature of work being performed.


SPACE STANDARDS: CLOSED OFFICE 10’ X 16.5’Proposed Closed Office Layout for CEO, Board Appointed Officers, and Chiefs

CURRENT

TYPE Closed Office

AREA 192 SF

ASSIGNED TO CEO, BAOs, and Chiefs

CAPACITY 4

FEATURES Meeting area with seatsPeninsula work surfaceLateral FilesPedestalFlippersShelving Units

PROPOSED

TYPE Closed Office

AREA 165 SF

ASSIGNED TO CEO, BAOs, and Chiefs

CAPACITY 3



SPACE STANDARDS: CLOSED OFFICE 10’ X 13’Proposed Closed Office Layout for Unclassified Staff - Deputies

PROPOSED

TYPE Closed Office

AREA 130 SF

ASSIGNED TO Unclassified Staff - Deputies

CAPACITY 3


CURRENT

TYPE Closed Office

AREA 192 SF

ASSIGNED TO Unclassified Staff - Deputies

CAPACITY 4



SPACE STANDARDS: WORKSTATION 10’ X 10’Proposed Workstation Layout for Unclassified Staff - Other (i.e. Legal Counsel)

PROPOSED

TYPE Workstation

AREA 100 SF

ASSIGNED TO Unclassified Staff (i.e. Legal Counsel)

CAPACITY 2

FEATURES Guest ChairLateral FilesPedestalFlippersShelving Units

CURRENT

TYPE Closed Office

AREA 130 SF

ASSIGNED TO Unclassified Staff

CAPACITY 3

FEATURES Meeting area with seatsLateral FilesPedestalFlippersShelving Units


SPACE STANDARDS: OPEN WORKSTATION 8’ X 10’Proposed Open Workstation Layout for Unit Managers

CURRENT

TYPE Open Office Workstation

AREA 120 SF

ASSIGNED TO Unit Managers

CAPACITY 3

FEATURES Guest ChairLateral FilesPedestalFlippersShelving Units

PROPOSED


AREA 80 SF

ASSIGNED TO Unit Managers

CAPACITY 2

FEATURES Guest ChairDesk with returnLateral FilesPedestalFlippers


SPACE STANDARDS: OPEN WORKSTATION 8’ X 8’Proposed Open Workstation Layout for General Staff Focused (Design & Engineering)

CURRENT


AREA 80 SF

ASSIGNED TO General Staff

CAPACITY 1

FEATURES Desk with returnLateral FilesPedestalFlippersDual Monitors

PROPOSED


AREA 64 SF

ASSIGNED TO General Staff Focused Design & Engineering

CAPACITY 1

FEATURES Desk with returnLateral FilesPedestal, FlippersDual Monitors


SPACE STANDARDS: OPEN WORKSTATION 6’ X 8’Proposed Open Workstation Layout for General Staff Focused (Office Work) or Field

CURRENT


AREA 80 SF

ASSIGNED TO General Staff

CAPACITY 1

FEATURES Desk with returnLateral FilesPedestalFlippersDual Monitors

PROPOSED


AREA 48 SF

ASSIGNED TO General Staff Focused Office Work / Desk Bound Field

CAPACITY 1

FEATURES Desk with returnLateral FilesPedestal, FlippersDual Monitors


SPACE STANDARDS: OPEN WORKSTATION 5’ X 5’Proposed Open Workstation Layout for General Staff Field or Temp/Contract/Intern

CURRENT


AREA 80 SF

ASSIGNED TO Temp/Contract/Intern

CAPACITY 2

FEATURES DeskPedestalFlippers2 Single Monitors

PROPOSED


AREA 25 SF

ASSIGNED TO GS Field or Temp/Contract/Intern

CAPACITY 1

FEATURES DeskPedestalSingle Monitor


7.5’

8’

16’

11.25’

15'

20'22.5’

16’

SPACE STANDARDS: MEETING ROOM OPTIONS

dry-erase whiteboard

paint

LCD Screen w/wall mounted PC or Microsoft

Surface Hub


Surface Hub


Surface Hub

glass frontage


paint

glass frontage

glass frontage


paint

glass frontage


paint

sliding door

LARGE MEETING ROOM

CAPACITY 12

AREA 360 SF

RATIO 1 / 200 SEATS

MEDIUM MEETING ROOM

CAPACITY 10

AREA 300 SF

RATIO 2 / 100 SEATS

SMALL MEETING ROOM

CAPACITY 6

AREA 180 SF

RATIO 2 / 100 SEATS

PHONE BOOTH

CAPACITY 2

AREA 60 SF

RATIO 3-4 / 100 SEATS

Provide ample opportunities for job functions to convene and accommodate technology needs of different departments.


EXAMPLE: UPDATING WORKSTATIONS IN HEADQUARTERS

2017 2018 2019 2020 2021 2022 2023 2024 2025 2026 2027 2028 2029 2030

Jan - Dec Jan - Dec Jan - Dec Jan - Jun Jul - Dec Jan - Jun Jul - Dec Jan - Jun Jul - Dec Jan - Dec Jan - Dec Jan - Dec Jan - Dec Jan - Dec Jan - Dec Jan - Dec Jan - Dec0K

5K

10K

15K

20K

25K

30K

35K

40K

45K

50K

55K

60K

65K

70K

75K

80K

Gai

ned

Area

SF

80,1

63

80,1

63

80,1

63

77,0

50

74,7

275,

436

12,1

04

71,3

69

68,0

59

8,79

4

14,8

95

15,8

26

65,2

68

64,3

37

15,8

2664

,337

15,8

2664

,337

15,8

2664

,337

15,8

2664

,337

15,8

2664

,337

15,8

2664

,337

15,8

2664

,337

15,8

2664

,337

Scenario 1 - Area Gained By Rightsizing Workstations in Headquarters Building

AREA GAINED BY UPDATING WORKSTATIONSHEADQUARTERS BUILDING, 8’ X 8’ AND 8’ X 6’ WORKSTATION MIX

Area Gained By Rightsizing

Gained Area

Area For Existing Workstations and Other Space Types



2017 2018 2019 2020 2021 2022 2023 2024 2025 2026 2027 2028 2029 2030

Jan - Dec Jan - Dec Jan - Jun Jul - Dec Jan - Jun Jul - Dec Jan - Jun Jul - Dec Jan - Jun Jul - Dec Jan - Dec Jan - Dec Jan - Dec Jan - Dec Jan - Dec Jan - Dec Jan - Dec Jan - Dec0

50

100

150

200

250

300

350

400

450

500

550

Cap

acity

0

50

100

150

200

250

300

350

400

450

500

550

Seat

Dem

and

3760

376

3760

359

17

40423

42544

362 362

19 19

45563

48593

367 367

25 25

510113

519122

372 372

25 25

519120

519120

374 374

25 25

519116

378

25

519111

383

25

519107

387

25

519104

390

25

519101

393

25

51995

399

25

51993

401

25

51989

405

25

Scenario 1 - Change in Capacity Due to Rightsizing Workstations in Headquarters Building

CHANGE IN CAPACITY FROM UPDATING WORKSTATIONSHEADQUARTERS BUILDING, 1% GROWTH


Seat Demand (Seats)

Workstations

Planned Vacancy

Approved Positions

Capacity

Available Seats

Seat Demand


2030

Headquarters Administration MaintenanceOffice Building

Blossom HillAnnex

Crest Water QualityLab

Santa TeresaOffice

0

50

100

150

200

250

300

350

400

450

500

550

Cap

acity

1

0

50

100

150

200

250

300

350

400

450

500

550

Seat

Dem

and

- 0%

519199

132-2

54-1 37

0 21-4

23-2

7124

295

127

25

5537 25 25

47

Scenario 1 - Capacity and Seat Demand Projections - 0% Growth, 20302030

Headquarters Administration MaintenanceOffice Building

Blossom HillAnnex

Crest Water QualityLab

Santa TeresaOffice

0

50

100

150

200

250

300

350

400

450

500

550

Cap

acity

1

0

50

100

150

200

250

300

350

400

450

500

550

Seat

Dem

and

- 1%

132-19

51989

54-9 37

-4 21-4

23-5

7119

405

144

25

6341

25 2852

Scenario 1 - Capacity and Seat Demand Projections - 1% Growth, 2030

CAPACITY AND SEAT DEMAND PROJECTIONS2030 PROJECTIONS

0% GROWTH 1% GROWTH


Seat Demand (Seats)

Workstations

Planned Vacancy

Approved Positions

At 0% growth and after rightsizing workstations, the Headquarters Building will have 199 seats available. At 1% growth, there will be 89 seats available

89 seats is enough to accommodate all employees in the MOB, or those in Santa Teresa, or those in Blossom Hill and Crest



TEST FIT OF WORKSTATIONS IN HEADQUARTERS BUILDINGHEADQUARTERS BUILDING, FLOOR 2 SPACE TYPES:

Workstations 11,294 SF

Offices 520 SF

Conference Rooms 1,556 SF

Informal Collaboration 653 SF



Example LayoutHerman MillerCanvas Office Workstations

Example LayoutHerman Miller

Action Office 2 Workstations

TYPICAL LAYOUTS OF PROPOSED WORKSTATIONS8’ X 8’ AND 8’ X 6’ CONFIGURATIONS



SPACE STANDARDS: WORKSTATION RESEARCH

Setting Type: Hive

Footprint: 6 x 8

Planning Type: Mid-to-High Enclosure

Product Line(s): Canvas Office Landscape®

Embody® Chairs

Flo™ Monitor Arm

HIVE 034

• Provides a broad range of settings with a cohesive look

• Frame and tile system - Easy to reconfigure and change panels

• Newer line - Herman Miller will continue to add capability and expand options for the line

• Offers a wider range of solutions - Easy to expand and reconfigure for different types of working

• Most sustainable of options: 58% recycled materials; Up to 62% recyclable

• These workstations were recently installed at the Rinconada Water Treatment Facility

Herman Miller - Canvas Office


SPACE STANDARDS: WORKSTATION RESEARCHHerman Miller - Action Office 2

• Monolithic tile system as opposed to frame and tile system - More effort to make changes

• Marginally cheaper than Canvas Landscape

• Integrates with existing SCVWD workstation panel system (Action Office 1 (AO1))

• Least sustainable of options: 43% recycled materials; Up to 34% recyclable

Setting Type: Hive

Footprint: 6 x 8

Planning Type: Mid-to-High Enclosure

Product Line(s): Action Office® System

Tu® Storage

Embody® Chairs

Flo™ Monitor Arm

HIVE 040


SPACE STANDARDS: WORKSTATION RESEARCHSteelcase - Answer

• Flexible - Panels can be lowered and fixed storage swapped for mobile pedestals easily

• Comes with a lifetime warranty for all parts and labor on height-adjustable desks and panels

• Up to 46% recycled content; Up to 71% recyclable


SPACE STANDARDS: WORKSTATION RESEARCHHaworth - Compose

• Frame and tile system - Easy to reconfigure and change panels

• Lifetime warranty as opposed to 12 years (Herman Miller warranty)

• Welded steel frame construction versus wood so very sturdy construction

• Panel Connections: Uses a bolts and a Universal connector block versus Connector bolts with blocks (Canvas) which simplifies installation, reconfiguration and maintenance.

• Integrated palette so everything fits together (finishes, color palettes, dimensionality) which makes it easy to make changes as needed

• 50% recycled content; 59% recyclable


SPACE STANDARDS: WORKSPACE NOISE & EMPLOYEE SATISFACTION

Jungsoo Kim and Richard De DearCenter on the Built EnvironmentUniversity of Sydney

Sound privacy is almost equal levels of frustration between high partition cubi-cles and low partition cubicles.- University of Sydney

Adding more sound to an environment can actually make it seem quieter. Re-search suggests that noise itself isn’t distracting, but unwanted speech noise is. - Harvard Business Review

Sound level in the average office is probably quieter than it was in the crowded Paris bistro where Hemingway says he wrote his best work - Herman Miller


WORKPLACE & TECHNOLOGY POLICYSuccess of alternative workplace strategies hinges on the SCVWD’s effort to integrate technology and policy solutions that support District work and workspaces.

• Noise

• Mobile Device

Desk Etiquette Flex Work Schedule and Location

Technology Policy

• Compressed Workweek

• Telecommute

• Remote Work

• Right Tools for the Right People

• Automate Manual Process

• Enhance Collaboration

4NEXT STEPSWhat is coming next?


PRELIMINARY, CONFIDENTIAL and NOT FOR DISTRIBUTION October 2016

Conceptual Organizational Model (COM)A COM is a graphical representation of hierarchies, adjacencies, and relationships. We will begin by modeling existing formations and work with SCVWD to rearrange, reshape, and re-imagine new adjacencies as we work together to iterate towards a final desired model.

Utilization and Occupancy StudyUtilization is the number of hours a particular space is being used, while occupancy is the ratio of people-to-capacity for a given room during a specified time. Both occupancy and utilization play a major role in the understanding how e�ectively and e�ciently spaces are being used.

Workplace ProgrammingA Space Program is a table of all the designated spaces in a room, building, or site, which are grouped by program categories and sub-categories. The table includes room counts, capacities, and square footages of these spaces.

Design GuidelinesDesign Guidelines are spatial recommendations to guide re-design and future design of SCVWD’s workspaces. The Design Guidelines will include Design Standards, Block Space Plans, and Typical Layouts. The Guidelines will be informed by our work with SCVWD as part of the Discovery and Assessment phases and best practices.

As MKThink works with Santa Clara Valley Water District (SCVWD) to develop a Workspace Strategy from 2016 to 2017, we will utilize numerous strategic tools to help us arrive at the best possible solution, together.

2016

2017

Project Kick-o� Meeting

TO BE DECIDED

10/18

MKTHINK 6-STEP PROCESS

Measure current conditions, refine assignments, and establish baseline.

DISCOVERY

ASSESSMENT

STRATEGY

PLANNING & DESIGN

PROTOTYPE & TESTING

IMPLEMENTATION

Identify opportunities and associated benefits based on analytic frame-work.

Define programmatic and spatial initiatives required to achieve goal.

Develop content specific initiatives identified in Strategic Master Plan.

Test critical components of program/design solution and refine.

Implement project(s) according to scope, schedule and budget parameters.

1

2

3

4

5

6

STRATEGIC TOOLS IMPORTANT MEETING DATES

FACILITY ASSESSMENT

Review Existing InformationStudies and AnalysisProject RequirementsProblem Definition Report

Development of Standards or Typical Layouts

Communicationand Approval forImplementation

Development of Block Space PlansDevelop and Propose Technology SolutionsDevelop and Propose AWS Strategies, Programs, and PoliciesDevelop Alternatives and Provide AnalysisDevelop an Implementation and Estimated Cost Plan

Workplace Programming Each Job FunctionWorkspace Programming for Group and Support SpaceAssess and Summarize Best Practices

Assess polices and workplace requirementsExamine and Assess the Existing Technology SolutionMeet with all Unit Sta� and Managers

CURRENT POLICIES, WORKPLACE, FUNCTIONS, AND SPACE NEEDS ANALYSIS

WORKPLACE PROGRAMMING

DESIGN AND IMPLEMENTATION PLAN

2016 2017

COMMUNICATION& APPROVALPROJECT

MILESTONES10/18/16 2/21/17 4/3/17 9/7/17 10/17/17

KICK-OFFMEETING

MONTHLY REPORTS MONTHLY REPORTS

EXISTING CONDITIONS REPORT

Sept. Oct. Nov. Dec. Jan. Feb. Mar. Apr. May June July Aug. Sept. Oct.

IMPLEMENTATIONPLAN FINALIZED

BEST PRACTICES REPORT FINALIZED

SANTA CLARA VALLEY WATER DISTRICT WORKSPACE PROJECT

* There will be weekly meetings with the SCVWD project team and consultant team.* Monthly reports will be generated by the consultant team.

we are

SCHEDULE


NEXT STEPS

Communications:

•Collect feedback from employees as related to workspace project

•Present options analysis and employee feedback to Chiefs for direction and approval

Options Analysis:

•Refine scenario models based on District feedback

•Develop quantitative District-wide program for facilities and implementation plan for updates

• Finalize report to include all analyses and recommendations

Block Space Plans:

•Develop layouts and sample block space plans for team workspace in preferred scenario model

•Develop typical layouts for workstations

• Future tasks may include detailed planning of specific floors and buildings


QUESTIONS / COMMENTS / FEEDBACK

?


Rinconada Treatment Facility Coyote Modular1Santa Teresa Treatment

Facility PWTP Ozonification Facility Coyote Modular2 Vasona Pump Facility AWPC Trailer1 Penitencia Treatment Facility

2015

2020

2025

2030

2015

2020

2025

2030

2015

2020

2025

2030

2015

2020

2025

2030

2015

2020

2025

2030

2015

2020

2025

2030

2015

2020

2025

2030

2015

2020

2025

2030

0

5

10

15

20

25

30

35

40

45

50

Cap

acity

0

5

10

15

20

25

30

35

40

45

50

Seat

Dem

and

(0%

)

-3 -3 -3 -3-3 -3 -3 -3

0 0 0 0 0 0 0 0 0 0 0 0 0 0 -9 -9 -9 -9-9 -9 -9 -90 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0

-1 -1 -1 -1 -1 -1 -1

0 0 0 0 0 0 0 0 0 0 0 0 0 0 -9 -9 -9 -9 -9 -9 -9


OPERATIONS FACILITIES CAPACITY AND SEAT DEMAND PROJECTIONS


Seat Demand

Workstations

Regular Employees


0% Growth, 2017 - 2030


Rinconada Treatment Facility Coyote Modular1Santa Teresa Treatment

Facility PWTP Ozonification Facility Coyote Modular2 Vasona Pump Facility AWPC Trailer1 Penitencia Treatment Facility

2015

2020

2025

2030

2015

2020

2025

2030

2015

2020

2025

2030

2015

2020

2025

2030

2015

2020

2025

2030

2015

2020

2025

2030

2015

2020

2025

2030

2015

2020

2025

2030

0

5

10

15

20

25

30

35

40

45

50

Cap

acity

0

5

10

15

20

25

30

35

40

45

50

Seat

Dem

and

(1%

)

-10 -13-3 -4 -5 -7-8 -9

-1 -1 -1 -2 -2 -30 0 0 -10 -11 -12 -12 -13 -15-9-1 -1 -1 -20 0 0 0 0 0

-1 -1 -20 0 0 0 0 0 0 0

-1 -1 -1 -2 -2 -2 -3

-10 0 0 0 0 0 0 0 0 0 0 0 -10 -10 -11 -11 -12 -12-9



Seat Demand

Workstations

Regular Employees


1% Growth, 2017 - 2030

OPERATIONS FACILITIES CAPACITY AND SEAT DEMAND PROJECTIONS

employee workspace project all hands presentation

Documents