Last year, the Federal Highway Administration (FHWA) developed a three-day, custom designed class for FHWA offices that have a pending office relocation. An instructor from the U.S. Army Corps of Engineers presents techniques on space programming, space layout, FHWA space standards, and selecting interior finishes with quality in mind. The instructor also explains how to identify and arrange relocation teams to ensure that all aspects of the relocation are considered and scheduled in order to minimize office disruptions. The class also discusses FHWA policies on space allocation, FHWA policies on tenant improvements, and gives pointers on how to perform some basic facilities management while ensuring a good relationship with the local GSA office. The class covers office safety, tips on developing an occupant emergency plan for a new facility, and ergonomics for the office. The class also brings in a guest speaker who recently experienced an office relocation to discuss lessons learned. GSA is also invited to explain all of the services it provides to make the relocations occur smoothly.
During the class, the process of how space policy was implemented at FHWA is explained. The National Workspace Plan (NWP) is explained to course participants. According to the NWP, every office is allowed the same square feet per person with a “plus factor” or support space that is the equivalent to the space allowance for at least two people.
The NWP records the utilization rates of every office and serves as a tool to determine which offices should be given more space, and which should release space if the opportunity arises. This plan also allows the offices to rate their own building conditions, telephone systems, and furniture so that we can have an idea of where we need to budget for enhancements. The Space and Telecommunications Team updates the NWP annually by presenting the space information to the offices and allowing them to rate their facilities. When consensus is reached on the NWP, it is used as a budget tool and as a “yardstick” to weigh requests from offices. The NWP is also referenced in the annual budget call.
The two classes held have received fantastic ratings. Plans are underway to film the GSA module of the next class. Although the Headquarters staff is always available to guide offices through their facilities related experiences, having a teacher, spending three days just discussing various aspects of space and telecommunications management and having GSA come to do presentations and answer questions quickly puts them in a position of confidence and prepares them to take on a relocation. This class also serves to acquaint the FHWA offices with GSA and to familiarize them with the services that are offered.
For more information, contact Ms. Carol Bowling at (202) 366-9112 or via e-mail at carol.bowling@fhwa.dot.gov.
