Stanford Redwood City Business Affairs Lunch and Learn

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

Stanford Redwood City: Critical to the university‘s future Stanford‘s first major expansion beyond the Farm Land was purchase d in 2005 Opportunit y to create new ways of working ~2, 700 staff from 9 areas to relocate 2 Expanding to Redwood City allows the university to grow and evolve its core mission of teaching, research and patient care. 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 3 First Email & Survey to all Employees Moving to SRWC

SRWC Campus Map 4

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 Development including Medical Center Development § Office of Technology Licensing § Residential & Dining Enterprises § School of Medicine § Stanford University Libraries 5

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

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

Design Phase: Construction 8

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

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

March 24 view down Broadway 11

Campus Amenities • 28, 000 sf 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, 000 sf 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 Cal. Train station • In addition, community members and neighbors will be able to take advantage of the 2. 4 acres of open space adjacent to Spinas. Slide 12 Park. 12

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

Workstation Mock up – back panel and corridor screens 14

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

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 § Technical § New tools, technologies to support two campuses 16 § Cultural § New norms, workplace etiquette § Personal § New mindset, impacts on work-life Change Workshops/training will begin in April 2018. Sessions for Managers &

SRWC: Example Changes at-a-glance These are select examples of the types of change we anticipate, along with proposed solutions: 17 Type of Change How I work today How it will change Implementat ion Resources to support change Structural Cubicle environment Collaborative work environment with a flexible, varied floorplan Campuswide Workplace best practices (to be developed) Operational I save and store hard copy files for reference I will need to save documents electronically Campuswide UIT Ditch Files program Technical I seldom participate in virtual meetings Being away from campus will require more virtual meetings School/unit decision Zoom and Slack support Cultural I interact and meet with faculty regularly Being away from campus will require more virtual meetings Campuswide Zoom and Slack support Personal I ride a free express bus to get to work I’m uncertain of the best commute options to get to SRWC Campuswide Consider free vanpools, carpools and transit options or use the do-it-yourself commute planning tool

SRWC: BA Changes you can practice now > at-a-glance Type of Change How I work today How it will change Impact Practice Action Structural Office Executive Meeting Room & clean desk policy School/unit decision (1) Clean Desk (2)Notify EMR available for use when occupant is away Operational (1) I save and store hard copy files for reference (2) I take notes on pads of paper (3) Have a printer/Make Copies (1) I will need to save documents electronically (2) I may need to scan notes or take notes electronically (3) Managed Print Services Campus-wide UIT Ditch Files program & L y n d a. c o m offers courses on going paperless https: //uit. stanford. edu/service/ lynda Technical (1) I seldom participate in virtual meetings (2) I use a telephone handset (1) Being away from campus will require more virtual meetings (2) Desk phones are optional School/unit decision Zoom , Slack & Jabber/Softphone Cultural I interact and meet with faculty regularly - Mostly on Campus (1) SRWC will require more virtual meetings for my role (2) I will use alternative worksites for my commute, also requiring virtual presence Campus-wide Zoom and Slack support I’m uncertain of the best commute options to get to SRWC Campus-wide Personal 18 I ride a free express bus to get to work UHR 2. 1. 20 Staff Telecommuting and Remote Working policy Consider free vanpools, carpools and transit options or use the do-it-yourself commute planning tool

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: Executive Committee Ensures program activities align with university strategy and sound governance BA Member -Randy Livingston Move Committee Just Starting 19 Leads Move Management detail planning for Unit – interfaces with Depts BA Members –Matthew Ricks & Denise Ochoa Advisory Committee (sunset 12/2017) 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 BA Department Advocates Evangelize change, Provides input to Stakeholder Rep; , assists Move Committee Members BA Members –Focus Group, TDPs & Dept Committees Change Management Committee Facilitates change management planning, communication and implementation to support the overall project BA Members: Suzanne Ferris & Noel Hirst BA – SRWC Communications Point people to assist with all BA communication re: SRWC: Jim Knox, Matthew Ricks, Charu Bhatia, Robbi Mees, Katherine Ho, Jennifer Freitas & Noel Hirst Stakeholder Advisory Group (started 1/2018) 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

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: Executive Committee Members Randy Livingston, VP for Business Affairs & Chief Financial Officer Robert Reidy, VP for Land, Buildings & Real Estate Tim Warner, Vice Provost for Budget & Auxiliaries Management Elizabeth Zacharias, VP for Human Resources 20

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: Advisory Committee Members 21 Business Affairs § Noel Hirst § Matthew Ricks § Denise Ochoa Continuing Studies § Charlie Junkerman § Rayna Krohn Land, Buildings & Real Estate (LBRE) § Meghan Davis § Amy Hartfield § Katie Nash § Howard Leung Office of Development (OOD) § Jeanne Berent § Matt Williams Office of Technology Licensing (OTL) § Khatera Ahrary Residential & Dining Enterprises (R&DE) § Peter Hoenig § Heather Hatfield School of Medicine § Niraj Dangoria § Robin Van Why § Joslyn Gray Stanford University Libraries (SUL) § Mimi Calter § Edgar Maxion University Human Resources (UHR) § Mario Acquesta § Irit Tadelis § Jeanette Lindsay Advisory Committee Co-chairs § Kathleen Kavanaugh § Joe Kearney Subcommittees § Space standards § AV standards § Change management § Transportation Clive Wilkinson Architects § Danielle Shaffner, PM

Stakeholder Advisory Group (SAG) – start January 2018 Members help define operational strategies for SRWC and represent tenants of the new SRWC office buildings: Stakeholder Advisory Group Members 22 Business Affairs § Noel Hirst Continuing Studies § Rick Sommer Land, Buildings & Real Estate (LBRE) § Meghan Davis § Chris Bright Office of Development (OOD) § Jeanne Berent Office of Technology Licensing (OTL) § Katharine Ku School of Medicine (SOM) § Marcia Cohen Residential & Dining Enterprises (R&DE) § Peter Hoenig Stanford University Libraries (SUL) § Mimi Calter University Human Resources (UHR) § Mario Acquesta § Jeanette Lindsay

Change Management Committee (as of 1/22/18) Members facilitate change management planning, communication and implementation to support the overall project: Change Management Committee Members 23 Business Affairs § Noel Hirst* § Suzanne Ferris Continuing Studies § Rayna Krohn* Land, Buildings & Real Estate (LBRE) § Katie Nash* § Caroline Song § Kathleen Kavanaugh Office of Development (OOD) § Promila Rastogi, Medical Center Development* § Jeanne Berent Office of Technology Licensing (OTL) § TBD Residential & Dining Enterprises (R&DE) § Andrea Moore* § Anne Marie Musto School of Medicine § Rovina Suri* Stanford University Libraries (SUL) § Mimi Calter* University Human Resources (UHR) § Mario Acquesta* § Jeanette Lindsay (Committee Chair) § Melissa Mc. Vicker § Phyllis Stewart Pires Change Communications § Marie Vasquez, HR Communications* § Lucy Wicks, Public Affairs SRWC Campus Director § Chris Bright *Primary point of contact for questions

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

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, 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 25

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 26

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? 27

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 28

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_c. GYm 1 KOU Sd. RSU 17 29