Stanford Redwood City

1. Stanford Redwood City Business Affairs Lunch and Learn April 18, 2018 Noel Hirst, AVP Finance & Facilities UHR Com Winter Quarter 2018 Updateas of 2/2018

2. Stanford Redwood City: Critical to the university‘s future • Stanford‘s • first major expansion beyond the Farm Expanding toRedwood City allows the university to grow and evolve its core mission of teaching,research andpatient care. • Land was purchased in 2005 • Opportunity to create new ways of working • ~2,700 staff from 9 areas to relocate • 3 of 9 VPs will be located at SRWC • Set to open in calendar year 2019 • Brings critical support functions together on one campus

3. First Email & Survey to all Employees Moving to SRWC

4. SRWC Campus Map

5. Who is Moving to Stanford Redwood City? (as of 1/22/18) • All or the majority of staff from these areas are relocating to SRWC: • Office of the Vice President for Business Affairs & Chief Financial Officer • University Human Resources • Select departments from these areas are moving, most of which are dispersed across various locations: • Continuing Studies • Land, Buildings & Real Estate • Office of Developmentincluding Medical Center Development • Office of Technology Licensing • Residential & Dining Enterprises • School of Medicine • Stanford University Libraries

6. SRWC Office Building Assignments (as of 1/22/18)

7. SRWC Project Roadmap (calendar year) 2017 2018 2019 Beyond Phases Design Transition & Construction Operations Move Communicationplays a critical role of keeping employees informed throughout the process.

8. Design Phase: Construction

9. Construction as of February 16 View the latest construction galleryon Stanford Redwood City website.

10. March 19 (L to R): Cardinal Hall, University Hall & BeWell Fitness Center

11. March 24 view down Broadway

12. Campus Amenities • 28,000sf state-of-the-art fitness facility with outdoor pool and an outdoor fitness courtyard • Onsite childcare center accommodating up to 120 children. • Full-service dining and catering available • 9,000sf conference center available for use by each department • Centralized town square to serve as the heart of the campus and the transportation hub to and from the Redwood City CalTrain station • In addition, community members and neighbors will be able to take advantage of the 2.4 acres of open space adjacent to Spinas Park.

13. Design Phase: Interior Office Space View interior renderings, color schematics and approved office building names on the Cardinal at Work website.

14. Workstation Mock up – back panel and corridor screens

15. Workstation Mock up – 3 panel (surfaces will be wood grain)

16. Transition Phase: Anticipating Change SRWC brings varying degrees of change that will affect each of us differently. Below are the types of change we anticipate. Change workshops are planned to support change resiliency: Effect Type of Change • Structural changes • New work location, new office building floorplans • Operational • New processes, procedures • New tools, technologies to support two campuses • Technical • New norms, workplace etiquette • Cultural Change Workshops/training will begin in April 2018. Sessions for Managers & Employees. • Personal • New mindset, impacts on work-life

17. SRWC: Example Changes at-a-glance These are select examples of the types of change we anticipate, along with proposed solutions:

18. SRWC: BA Changes you can practice now > at-a-glance

19. BA Committee Participants & Department Representatives Many of your colleagues are collaborating to identify solutions to ensure a smooth transition and opportunities to build a culture of connectedness: Advisory Committee (sunset 12/2017) Executive Committee Change Management Committee Stakeholder Advisory Group (started 1/2018) Devises design and operational standards for SRWC and provides input on design process based on their area’s unique needs BA Members: Matthew Ricks, Denise Ochoa & Noel Hirst Ensures program activities align with university strategy and sound governance BA Member -Randy Livingston Facilitates change management planning, communication and implementation to support the overall project BA Members: Suzanne Ferris & Noel Hirst A newly formed group to define operational strategies for SRWC. Several members served on Advisory Committee; each member represents tenants of the new SRWC office buildings BA Member – Noel Hirst Move Committee Just Starting BA - Department Advocates BA – SRWC Communications Leads Move Management detail planning for Unit – interfaces with Depts BA Members –Matthew Ricks & Denise Ochoa Evangelize change, Provides input to Stakeholder Rep;, assists Move Committee Members BAMembers –Focus Group, TDPs & Dept Committees Point people to assist with all BA communication re: SRWC: Jim Knox, Matthew Ricks, Charu Bhatia, Robbi Mees, Katherine Ho, Jennifer Freitas & Noel Hirst

20. Executive Committee The Executive Committee consists of the leadership moving to Stanford Redwood City and ensures program activities align with university strategy and sound governance:

21. Advisory Committee (sunset December 2018) • Members help devise design and operational standards for SRWC and provide input on design process based on their area’s unique needs:

22. Stakeholder Advisory Group (SAG) – start January 2018 Members help define operational strategies for SRWC and represent tenants of the new SRWC office buildings:

23. Change Management Committee (as of 1/22/18) • Members facilitate change management planning, communication and implementation to support the overall project: *Primary point of contact for questions

24. Key Project Milestones (as of January 2018) • Summer 2017 • Construction building 4 & fitness facility in progress • Pilot Workplace concludes • Campus Director hired • Fall 2017 • Construction building 3 & parking garage in progress • Pilot Workplace survey article in Cardinal at Work Insider • Change management workshop pilot • Interior building & naming approved • SRWC update in Stanford Report • Spring 2018 • Construction progresses • Change management workshops begin • Campus Director updates announced • A/V support model defined • Move mgmt. planning starts • Hard hat tours (tentative) • Winter 2018 • Schedule change management workshops • Technology planning progresses • Building and construction permits • Furniture finalized • Secure list of employees moving to SRWC for newsletter and SLACK group • Summer 2018 • Parking & Transportation updates • Central Energy Hub up and running • Change management workshops continue • Networking and conduit installation at SRWC

25. Business Affairs – What to do now in preparation for move • When are we moving? Maybe as early as 12 months from now Cardinal Hall scheduled completion February 2019 • Wow – What should I be doing to get ready?? • What should my department be doing now to get ready?? • Look at your calendar? What meetings do you have “in person” now that you should consider holding as a Zoom meeting to practice being in SRWC? Do not require in person meetings… Zoom option always • Paper, Paper, Paper, how big is your paper footprint? UIT Ditch Paper can assist you with scanning…. Purging days should start now in every department….. Reduce printing….. Prepare for Managed Print Svcs • UIT Communications Roadmap - https://uit.stanford.edu/service/jabber • Alternative Work strategies • Roadshows on “Practicing to be at SRWC”…. Coming soon to a staff meeting near you • Change Management Training – Managers Now, Individual Contributors soon…. Sign up in STARS

26. COMMUNICATE, LISTEN, COMMUNICATE, LISTEN…. • Make Stanford Redwood City a topic in each staff meeting 5-10 min • Communicate what you know (available & appropriate info) • Communicate what you don’t know, and when answers might be forthcoming…. encourage follow up research, website review, etc. & discussion • Interactive activities around planning • Start, Stop, Continue, Modify (work processes, behaviors, etc) • Challenges & Opportunities… Action planning • Decision to move has been made….. Managers & Staff can own how we move forward by taking part in setting culture and norms in new location • Ambiguity • When dealing with a lot of unknowns, managers can assist with discussion • What I know; What I hope/could be; What would inspire me

27. Frequently Asked Questions (FAQ) – updated to Cardinal at Work website • SRWC office buildings • What address may I use to plan my commute to SRWC? • Why were SRWC office buildings designed to have open floorplans? • SRWC Amenities • What amenities on the historic campus will be available at SRWC? • How do I get on the Childcare Waitlist? • Parking & Transportation • When will we know more about SRWC parking and transportation options? • What support is available to help me rethink my commute?

28. Stay Informed: Websites to Bookmark • Cardinal at Work – Working at Stanford Redwood City (cardinalatwork.stanford.edu/redwood-city) • Employee updates • HR policies and processes • Operational updates & processes (technology, transportation) • Campus experience • Stanford Redwood City (redwoodcity.stanford.edu) • General project updates • Community advisories (sign up for construction newsletter) • Building & construction milestones • Construction gallery Business Affairs in Redwood City(https://businessaffairs.stanford.edu) • Business Affairs Specific Information & Slide presentations

29. Share your feedback or ideas: https://redwoodcity.stanford.edu/contact-us • Stanford Redwood City – Lunch & Learn Web Form • https://stanforduniversity.qualtrics.com/jfe/form/SV_cGYm1KOUSdRSU17