Operational Excellence: Communications Snapshot

Report
Space Planning - Charter
Business Case
Scope
By developing a co-located Shared Services organization, UC Berkeley will benefit
from synergy across administrative functional areas, an increased grouped
knowledge base, and economies of scale. Additionally, reducing space on central
campus for administrative services will free up campus space for other campus
priorities.
In Scope:
Develop Shared Services space requirements including: # of spaces, required
space types, technology needs, specialty and common use areas. Analyze and
cost space options and make recommendation for best fit. Analyze current state
space usage i.e. walk-up help desks, distribution of staff. Consider and cost no
more than 4 options. Identify interim options if necessary and track phasing of
future available space due to Shared Service transition.
Out of Scope:
Deciding how many center there will be, making organizational design decisions
Dependencies:
• Number of locations (Org WG)
• Staffing projections over time, Org structure (workforce planning WG, funding
model WG)
• Tech specifications (client contact design WG; tech tools WG)
Problem Statement
Workgroup Members
The Shared Service Organization will most likely be co-located, therefore a
physical location(s) needs to be identified. At this time administrative services are
delivered through fragmented and decentralized structures located in many
places across campus. Currently there is no space identified and available .
Executive Sponsors: Thera Kalmijn & Erin Gore
Functional Sponsor: Paula Milano
Group Lead: David DeClercq
Group Consultant: Micah Press, Participants: Abram Hardin
Goal Statement
Methodology & Timeline
Goal:
Make a recommendation of a physical space that best fits the needs and design
requirements of the Shared Services organization, while remaining cost effective
and aligning with long-term campus space planning goals.
DMADV (Define, Measure, Analyze, Design, Verify)
Timeline:
• Define: 10/6/11 – 11/23/11
• Measure: 11/23/11 – 02/15/12
• Analyze: 02/15/12 – 03/01/12
• Design: 03/01/12 – 03/15/12
• Verify(Implement): 04/1/12 – 7/1/12
Sub-goal: Define special Shared Services space design requirements in alignment
with campus design guidelines.
University of California, Berkeley
Space Planning Workgroup:
Deliverables (DMADV Project)
Phase
DEFINE
MEASURE
Deliverables
Team Launch:
Project Charter, Select Team Members, Workgroup Plan, High-level cost estimate, Working Assumptions, Preliminary
space requirements, Preliminary space options
Requirements:
Identify critical business design requirements
Develop Shared Services Design requirements that align with campus design guidelines
Data Collection:
Develop data collection plan
Collect data of available spaces and costs
Collect current space usage
Data Analysis:
Create Staffing Model with space projections
Develop space usage benchmarking
Develop space transition plan to track space becoming available
Analyze
Design Development:
Develop Detailed Cost/Benefit Analysis
Design Analysis:
Analyze different facilities options to identify “best fit” option
Recommend best fit option
Develop preliminary Risk Assessment
DESIGN
Detailed Design:
Complete detailed Risk Assessment
Validated high level design (“Blueprint”)
Pilot or early adopter plans
University of California, Berkeley
Project Snapshot
DEFINE
MEASURE
ANALYZE
What is the Goal?
What are requirements?
What are all designs?
Steps:
• Define the project
(Charter)
• Select and launch team
• Develop workgroup
project plan and
schedule, RAPID
• Preliminary risk review
and plan
• High-level cost
estimate
Deliverables:
• Project Charter
• Workgroup plan
• Working assumptions
• High-level cost
estimate
• Preliminary space
requirements
• Preliminary space
options
Steps:
• Identify data needs and
dependencies
• Conduct detailed Voice
of Business; Translate
VOB in to Critical to
Quality design
requirements
• Create space
requirements model
• Analyze current state
space usage of inscope activities
• Develop Space
Transition Plan
Deliverables:
• Data Collection Plan
• Prioritized “Critical to
Quality (CTQs)”
• Space requirements
model
• Space usage bench
marking
• Space Transition Plan
Steps:
• Generate, evaluate,
and select model that
best meets CTQs,
design requirements,
and budget constraints
• Benchmark against
existing cost and usage
Deliverables:
• Detailed Cost/Benefit
Analysis
• Prelim risk assessment
• Select best space
option
• Tollgate Deck
University of California, Berkeley
DESIGN
What is best design?
Steps:
• Detailed development
of the selected design
• Test design concepts
and components
• Tollgate Review
Deliverables:
• Validated high level
design (“Blueprint”)
• Detailed risk
assessment
• Pilot or early adopter
plans
• Design reviews and
approvals
• Tollgate Deck
Verify
Implementation
(Conducted by Campus
Shared Services
Implementation Team)
Steps:
• Pre-implementation
planning
• Develop
implementation plan
• Implementation of
early adopters
• Full implementation
Deliverables:
• Pre-implementation
plan
• Implementation plan
• Acquire and build
out space

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