University of California, Berkeley

Business Case ScopeBy 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 decisionsDependencies:• 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 MembersThe 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 GoreFunctional Sponsor: Paula MilanoGroup Lead: David DeClercq Group Consultant: Micah Press, Participants: Abram Hardin

Goal Statement Methodology & TimelineGoal: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.

Sub-goal: Define special Shared Services space design requirements in alignment with campus design guidelines.

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

Space Planning - Charter

University of California, Berkeley

Space Planning Workgroup:

Deliverables (DMADV Project)Phase Deliverables

DEFINE Team Launch: Project Charter, Select Team Members, Workgroup Plan, High-level cost estimate, Working Assumptions, Preliminary space requirements, Preliminary space options

MEASURE Requirements:Identify critical business design requirementsDevelop Shared Services Design requirements that align with campus design guidelines

Data Collection:Develop data collection planCollect data of available spaces and costsCollect current space usage

Data Analysis:Create Staffing Model with space projectionsDevelop space usage benchmarkingDevelop 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” optionRecommend best fit optionDevelop preliminary Risk Assessment

DESIGN Detailed Design:Complete detailed Risk AssessmentValidated high level design (“Blueprint”)Pilot or early adopter plans

University of California, Berkeley

Project Snapshot

DEFINE MEASURE ANALYZE DESIGN Verify

What is the Goal? What are requirements? What are all designs? What is best design? Implementation

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 in-

scope 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

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

(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