Reducing the Federal Office Footprint Low Cost / High Impact Design NEOCON 2014

About GSA 2

About GSA 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 127 total owned and leased LEED certified buildings 3

Why is the Federal Government Reducing it s Footprint? 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 4

Why is the Federal Government Reducing it s Footprint? 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) 5

What is in the works? 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. 6

What is Total Workplace? 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 implementation. 7

Total Workplace Portal

GSA.GOV Total Workplace 9

GSA Total Workplace Resources TOOLS 10

GSA Total Workplace Resources Total Workplace Website gsa.gov/totalworkplace Total Workplace Bulletins Total Workplace Presentations to FEBs and Clients Total Workplace Monthly Newsletters Internal and Customer Editions Total Workplace Client Tours 100+ and growing 11

GSA Total WorkPlace Tools Best Practice Process Map Needs Assessment Interview tool Employee Surveys

Total Workplace Offerings 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

WorkPlace Investment & Feasibility Model (WIFM) To house 1000 people, it takes this many floors

Total Workplace Offerings 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

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 18

Recommended Furniture Components for Sourcing TWP FIT Program (and 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 Note: Ancillary items such as chairs, file storage, collaborative seating, etc. are not listed but will be included in the BPA. 19

IT Available Through the TWP FIT Program 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 20

Total Workplace Offerings 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) 21

Workplace Engagement Workplace Engagement Activities Leader Interviews Employee Surveys Employee Focus Group Findings Direction of Agency/ Exterior Drivers Work Patterns/ What elements work / What doesn t Verify survey results/ engage with staff / feed results back to leadership Direction to designers and to offerors to achieve good fit

Workplace Engagement STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 STEP 7 background information advance research on-site research draft deliverables review & refinement final deliverables Headcount Data Leader Questionnaires Joint-Leader Kick-Off & Visioning Session WorkPlace Recommend. Report Individual Leader Refinement Sessions WorkPlace Recommend. Report Draft Occupancy Agreement Organization Charts Employee Web Survey Individual Leader Interviews Space Program Joint-Leader Debrief Session Space Program Existing Space or Furniture Plans Assessment Walk Through SFO Special Requirements SFO Special Requirements Space Management Standards Employee Focus Group Participants Group Employees Group Leader Facilities or Group Real Estate Rep. GSA WorkPlace POC PMO

Workplace Engagement Sample Report 24

Most preconceptions can be addressed Common preconception Can t upgrade our technology Can t get new furniture Employees won t like the new workplace Strategies to pursue Explore national changes to technology policies Investigate use of the GSA FIT program to fund technology Focus workplace improvements to nonfurniture activities, such as technology and telework Investigate use of the GSA FIT program to fund furniture Solicit their feedback throughout the requirements development / workplace engagement Have them shape new office protocols and work processes 25

Most preconceptions can be addressed Common preconception The union will object to anything different than the established standards Can t trust employees to work when away from the office Ways of addressing it Conduct preliminary discussions with them before the engagement starts; identify sources of concern Allow them to participate in every step, especially employee forums Establish performance measures and policies for telework employees Investigate methods that other agencies are using Address deeper organizational and cultural issues 26

Most preconceptions can be addressed Common preconception Can t concentrate in an open floor plan This space can t change because its special Ways of addressing it Visit open floor plan workplaces with similar organizations / industries Conduct acoustic evaluation of the current workplace; determine true cause for noise problems 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) 27

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. 28

v GSA Case Study GSA Public Buildings Service Region 5 Headquarters Mobility Project % Utilizionaeon Fridays and Holidays 55 % Reduction in Space

v GSA Case Study %

GSA Objectives Create a place where people want to come to work Encourage and support collaboration Improve productivity Improve space utilization Produce energy & carbon savings Save taxpayer dollars 31

GSA s new look Option 2 Option 3 Option 1 32

GSA s new look 33

GSA s new look

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 Kept everything voluntary, flexible, and reversible

How did we do this?

GSA by the numbers 39

GSA by the numbers 40

GSA by the numbers

GSA Survey Results

GSA Region 5- What s Next?

How does this affect you?

Regional Total Workplace Contacts

Questions? ronnie.bent@gsa.gov 312-848-8346