David Redman, Director Facilities and Administrative Services Division

1. David Redman, Director Facilities and Administrative Services Division HQ Renovation All Hands Relocation From Floor 4 to 5 December 11, 2012

2. Agenda • Welcome— David Redman, Director, Facilities and Administrative Services Division • HQ Relocation Reminders • Arnold Rotruck, Paxton Van Lines • Packing Guidelines • Proper Crate Lifting/Stacking • Paul Raudenbush, Chief, Headquarters Security • Information Security • Classified and SBU Information • Safe Relocation

3. Organization POCs • Budget Management and Systems Support • Joyce Smith, Sandra Reid • Headquarters Operations • Sally Relyea, Michele O’Connell • Human Capital Management • Lorraine Burroughs • Human Resources Management Division • Walita Winslow-Wilkins, Janette Black, Tracey Carter

4. Organization POCs • Information Technology and Communications • Sharon Washington, Mike Barrett • Mission Support Directorate • Mary Dunn • Office of Internal Controls • Deborah Bloxon • Union Office • Pam Barnes

5. Move Information • Saturday, January 19th – Wednesday, January 23rd, 4th Floor move to the 5th Floor • No move activity Sunday, January 20th – Monday January 21st • Moving materials will be delivered two weeks prior to move • Crates/labels will be provided on Thursday, January 3rd • Cardboard boxes have been delivered to organizations for early packing • Organization Cabinets • File and Supply Cabinets • Completely emptied • Securely tape key to top of cabinet • Paxton label must be applied

6. Move Information • File pedestals • File pedestals do not have to be emptied and will be moved by Paxton movers • Paxton label must be applied • Key kept by employee • Overhead Cabinets • Completely emptied • Key left in overhead lock • Employees MUST be packed & ready to move by 5:00 pm • Friday, January 18th • Human Capital Management, Mission Support Directorate, Headquarters Operations

7. Move Information • Tuesday, January 22nd • Budget Management, Human Resources, Information Technology, Office of Internal Controls, Union Office • Go to locations • Chief Health and Medical Office, Strategic Infrastructure, Chief Information Officer • ITCD will pack computer equipment at 5:00 pm the day before the move • Friday, January 18th • Human Capital Management, Mission Support Directorate, HQ Operations

8. Move Information • Tuesday, January 22nd • Budget Management and Systems Support, Human Resources, Information Technology and Communications, Office of Internal Controls • Go to locations – Chief Health and Medical, Chief Information Officer, Strategic Infrastructure • Facilities will update workstation/office numbers for individuals related to renovation moves only. If employees move after their relocation, it is the employees responsibility to update their information.

9. Move Information • Office keys • Employees will return keys to the POC in the provided key envelope and complete key issue request card • Key envelope (office keys used on 4th floor) • Must be turned into the locksmith the day before the organization telework day • Key request cards for office keys used on the 5th floor swing space must be turned into the locksmith by Friday, January 4th (or sooner) • Office key distribution will occur within the organization office space and coordinated through the organization POC beginning Monday, January 28th.

10. Move Guide • Provided to POCs in Move Kit

11. Key Dates • Delivery of moving crates • Thursday, January 3rd • Individual packing beginning • Thursday, January 3rd (or sooner) • Vending/Ice Machine removed • Tuesday, January 15th • Employees Packed by 5:00 pm • Friday, January 18th • Human Capital Management, Mission Support Directorate, HQ Operations • Tuesday, January 22nd • Budget Management, Human Resources, Information Technology, Office of Internal Controls, Union Office • Go to locations • Chief Health and Medical Office, Strategic Infrastructure, Chief Information Officer

12. Key Dates • ITCD Equipment Packing (beginning at 5:00 pm) • Friday, January 18th Human Capital Management, HQ Operations, Mission Support Directorate • Tuesday, January 22nd Budget Management, Human Resources, information Technology, Office of Internal Controls (Go to locations) Chief Health and Medical Officer, Chief Information Officer, Strategic Infrastructure, Union Office • Organization Telework Day: Tuesday, January 22nd - Wednesday, January 23rd • January 22nd Human Capital Mgmt, HQ Operations, Mission Support Directorate • January 23rd Budget Mgmt., Human Resources, Information Technology, Office of Internal Controls, Union Office

13. Key Dates • Go to locations ClosedJanuary 23rd Chief Health and Medical, Chief Information Officer, Strategic Infrastructure • Office Moves: Tuesday, January 22nd – Wednesday, January 23rd • January 22nd Human Capital Management, HQ Operations, Mission Support Directorate • January 23rdBudget Management, Human Resources, Information Technology, Office of Internal Controls, Union Office Go to locations Chief Health and Medical, Chief Information Officer, Strategic Infrastructure • Report to the 5th floor space: Wednesday, January 23rd – Thursday, January 24th • January 23rd Human Capital Management, HQ Operations, Mission Support Directorate

14. Key Dates Report to the 5th floor space (continued): • January 24th Budget Management, Human Resources, Information Technology, Office of Internal Controls, Union Office • January 25th(Go to locations) Chief Health and Medical, Chief Information Officer, Strategic Infrastructure • Employees return to the 4th Floor • April 3, 2013

15. 5th Floor Internal Swing Space Blue: Budget Management and Systems Support Yellow: Human Capital Management Pink: Human Resources Management Orange: Information Technology and Communications Purple: Office of Internal Controls Green: Mission Directorate Red: Headquarters Operations

16. HQ Renovation Update • New Galley Areas • 3 per floor (West, Center, East) • Keurig Coffee Maker (2) • Microwave (2) • Refrigerator (2) • Ice Maker • Seating Area

17. HQ Renovation Update • New task lighting • Existing overhead task lighting will no longer be provided • New fixtures will be provided as part of the renovation • New fixtures required to meet US Green Building Council’s LEED Energy & Atmosphere Prerequisite 2

18. HQ Renovation Update • New sound masking and PA system • Sound masking provided throughout the building • Zone controlled and adjustable • Sound masking also functions as the PA system • GS 15 Employees • 1 row of overheads • (1) 2 drawer Lateral File Cabinet • 2 Pedestals

19. Typical Floor Layout

20. Typical Floor Layout

21. Design Advantages • HVAC wall units will be used properly and help balance the building HVAC system • Reduced “hot” and “cold” spots • Improved air circulation/quality • Increased natural lighting has been proven to increase productivity • Reduce overall energy usage

22. LEED Certification • Piedmont is required to achieve Leadership in Energy and Environmental Design (LEED) Certification • Construction Interiors • Goal is Silver • Requires a partnership between landlord and NASA

23. LEED Certification • NASA can receive LEED points toward certification through the following actions: • Reuse of existing furniture • Provide a thermally comfortable environment that supports the productivity and well-being of occupants • Achieve increasing levels of energy conservation for HVAC beyond the prerequisite standard to reduce environmental impacts associated with excessive energy use

24. Change ManagementSpace Modification Requirements • Space Modification Requests Now Include • Reengineering of Existing Mechanical & Electrical and Data Systems • Reengineering of Existing Life Safety Systems • HVAC system cannot be modified as easily • Additional VAV boxes may need to be installed • Development of Construction Documents • District of Columbia Permitting Application Review and Approval Process

25. Evacuation Procedures • HQ Evacuation procedures remain as they have been, despite renovation work and personnel relocations. • If you are moved to a new area of the building for the renovation, look for the emergency exits and signs and familiarize yourself with your new staging area before an evacuation, so you know where you should report if the alarm sounds. • Verify your evacuation routes and staging area, regardless of where you are in the building. • If an alarm sounds listen, then act quickly

26. Evacuation Procedures • If you need assistance evacuating, report to the galley area on whatever floor you are on. • Once out of the building, do not return until the “all-clear” is given. • Follow directions given by the ICP, Emergency Management, Security, and Building Monitors.

27. Evacuation Staging Areas

28. Packing Guidelines • Packing with the Pax Box System • Build and stack • Legal/Letter/Hanging Files • Stack and pack • Label Placement and Removal

29. Information Security • Classified Information • Sensitive But Unclassified Information • Identifiable markings to indicate sensitive information • SBU Cover Sheet • Burn Bags • Securing Burn Bags • Storage and Pick Up Locations • Safe Relocation Protect Information that Warrants it!

30. Next Steps • Continued POC meetings with renovation team for • Pack and move to the 5th floor • Targeted All Hands for occupants returning to the renovated 4th floor • Four weeks prior to leaving the 5th floor

31. HQ Renovation Facilities Points of Contact • Project Manager • Brian Smith: brian.s.scott-1@nasa.gov • Assistant Project Manager • John Ferri: john.a.ferri@nasa.gov • Move Coordinators • Malicha Day: malicha.a.day@nasa.gov • Spencer Parker: spencer.t.parker@nasa.gov Please visit our website for more information: http://fasd.hq.nasa.gov/bldg_renovate.html

32. Questions