Case History - Federal Building
Oversight
Continual oversight of all aspects of the planning, design, and buildout of
space, installation of equipment, and the final move-in phases is required at the
highest management level. Many things will go wrong and action to correct
problems must be initiated immediately through appropriate channels. Mistakes
in planning will occur because non-regional office staff will be making design
proposals based on less than adequate experience with your operations.
Changes to meet your defined needs should be requested early in the process.
At some point the design becomes fixed. Space buildout may not occur strictly
according to blueprints. Watch your space develop to ensure you get what the
designers promised. Changes may be made without your knowledge or
approval that can create serious problems for future operations.
Your cable plant design and installation is particularly critical and must be
carefully monitored with special attention to coordination of the installation
schedule. You can easily find yourself holding a bill for unexpected costs when
a completed floor must be removed to provide access for your cable installers.
Final Preparations
Plan for adequate time to install and test all new furniture and equipment at
the new site before moving existing inventories from the current location.
Resolve problems (to the extent possible) before the final move-in. Expect more
problems with phone and ADP systems after they undergo the first full load of
operations. Have the resources at hand to minimize the impact of system
failures. Provide adequate notice of your impending move to the public and
other interested parties.
Cautions
Space planning will be the starting point for the relocation project with space
saving usually a major goal. This phase will likely involve the services of other
than regional office personnel in assessing current space utilization. This will be
a prelude to preliminary calculations of space requirements for the new office.
Staff involved in this process may include VA Central Office, GSA, and their
contractors. These professional designers need thorough awareness of local
operations if they are to plan and design effectively. That is a job for your staff.
Designers must understand your needs for adequate space to conduct all
operations as well as your requirements for support space for equipment and
materials storage, training rooms, and meeting/conference rooms. This is the
time to analyze the need for almost every piece of furniture and equipment in the
station's current inventory. If any piece is not essential, plan to dispose of it
rather than move it.
VBA Design Guide
Page 5-3
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