Newsletters
Stanford Menlo Park Newsletter
June, 2007
Move Timing: The off-site move has been postponed. The updated schedule (discussed in yesterday's project meeting), based on the City’s approving the drawings within 6 weeks, is:
Building 110
Move in starting Oct 1, 2007
I-Building and AB wing
Move in starting Oct 22, 2007
These dates are contingent on the length of the City’s approval process, possible unforeseen conditions, and whether or not any possible fire code issues need to be addressed.
Website: Much of the content is up, and we hope to publish the website by the end of July.
New positions: We have been approved to hire an operations coordinator for the SMP buildings. This position oversees such issues as shared space management, supplies, bike and car checkout, conference room technology troubleshooting, among other things; the position summary is attached for your review. Please refer any interested candidates to Birgit Walker (birgitw@stanford.edu) in Facilities. Additionally, we are also proposing a part-time position to oversee the touchdown space that will be located in the ground floor of Alway.
SUBCOMMITTEE UPDATES:
Art Subcommittee (Sam Zelch): An art subcommittee has been formed which will consider how our SMP space will be decorated. Suggestions should go to Sam Zelch (szelch@stanford.edu) in Finance. Notes from the first meeting of the subcommittee included the following information:
- Schedule - art decisions, purchases, and processes to be completed by early Sept. In this way framing needs can be met and pieces can be installed after all furniture is installed but before our move date
- Amount of art needed - estimated at 100 - 120 pieces, plus art for conf rooms; assume we only obtain art for public areas.
- Local autonomy of each major group on art decisions or single unified theme, or combination?
- Display photos of Stanford Main campus in main lobby and perhaps conf rooms?
- Options for purchased vs rented vs loaned vs revolving art that would be put on display by art clubs, or individuals. Likely could do a combination of all 3 to help reduce overall costs.
- Schedule a Stanford Menlo Park site walk through for the Art Committee (Rebecca Trumbull, Elizabeth Colvin, Susan Hoerger, Linda Gibson, Brian Tobin, Claudia Morgan, and Sam Zelch) the week of July 9th. The purpose is to determine the locations and number of art pieces that we will need to acquire.
Operations Subcommittee (Carol Velasquez):
Now that the Operations Coordinator position is approved and the Touchdown space position has been defined and proposed, we will be working on building policies and procedures, both for the SMP buildings and for administrative/operational functions of the 'hotelling/touch down' space on campus.
Transportation Subcommittee: We are working on choosing bikes for the SMP bike fleet. If you would like to participate in testing bikes as we decide what brand/style to buy, please contact Brian Zacharias at brianz@stanford.edu .
Technology Subcommittee (Lora Pertle):
Meeting Room Technology The audio-visual technology for SMP’s seven shared meeting rooms has been approved. The Technology Subcommittee began by identifying a number of goals and desired functionality for the meeting room technology based on a survey of all staff moving to SMP and feedback on technology needs from workunit meetings:
- Easy to use and support
- Standardized equipment so the technology is uniform across the rooms
- Simple control systems to provide basic functionality and remote network control for trouble-shooting
- Resident computer in each room so users have the option of bringing their personal laptop or accessing networked files or web applications on the resident computer
- Ensuring basic technology is widely available across all the rooms, prioritizing the availability of basic technology over limited availability of higher quality, more sophisticated technology
The approved proposal achieves these goals, establishing a consistent baseline of display, audio and teleconferencing capability in 6 of the 7 meeting rooms (the 7th room’s physical layout is incompatible with most av technologies except teleconferencing). Each of the six meeting rooms will have:
- Ceiling mounted projector and screen or 46” LCD monitor
- A wall-mounted control system
- Resident computer with wireless keyboard and mouse
- Switching system – to allow use of the resident computer or guest laptop
- Program audio – speakers mounted in the ceiling or on the monitor
- Video-conferencing ready
- Audio conference speaker phone
In addition, the large conference room in the I-Building will have dual projection; a touch screen, integrated control panel; and built-in teleconferencing system that will allow us to experiment with enhanced functions. A mobile video-conferencing system will also be available that can be used in any of the meeting rooms to bring people at different sites together for a meeting.
We’re exploring new scanning and faxing technologies including ones that could be integrated with SMP printers and copiers. We’re looking for cost-effective solutions that will allow users to create and send scanned documents directly to their email account or a file server as well as integrate with other Stanford applications and systems. Likewise, we’re considering personal electronic fax accounts that send faxed documents directly to the user’s email account as a possible replacement for personal fax machines.
Wireless Service for the Shuttle
For passengers that use laptops, we’re researching providing wireless capability on the shuttle between SMP and the School of Medicine campus. In addition, we’re planning that the School’s standard wireless service will cover the shuttle stop waiting areas at both locations.
Stanford Menlo Park Newsletter
May, 2007
Although we felt it was too soon for another Town Hall Meeting, we do have some new information about the move, and wanted to provide you with an update. While this newsletter is focused on the population that will be moving, I have also asked DFAs to distribute it to others who may be interested. If this update does not answer all of your questions, please send them to me at tussing1@stanford.edu and I will be sure to get back to you with the answers as soon as I have them!
Website: We hope to have a website up within the next three weeks or so that will keep you informed about developments regarding the move to Stanford Menlo Park (SMP).
Move Timing: Our estimated move date has been postponed to late August, based on construction timing estimates. The move will likely take place over one to four weekends, depending on costs and timing issues. This will allow work groups to miss as little work time as possible; they will pack up Friday afternoon, the movers will transfer and set up their equipment over the weekend, and they will ideally be up and running Monday morning in the new location.
New Subcommittee: A new subcommittee has recently been convened to look into operations issues at the new site, covering building management and policies. See the update from the Operations Subcommittee below.
SUBCOMMITTEE UPDATES:
Transportation Subcommittee (Julia Tussing):
- SMP Shuttle Approved: We have been approved for a shuttle that will run between Stanford Menlo Park and the Medical Center fountain every 15 minutes during business hours (the exact shuttle schedule has not yet been determined).
- Parking on campus: Limited parking on the Stanford Campus is expected to be available in the Quarry Road Lot. However, we will be sharing these parking spaces with other off-campus folks, and it is likely to be highly saturated.
- Parking at SMP: There should be plenty of parking spaces at Stanford Menlo Park for those that will be driving, and parking will be without charge. However, we will continue to encourage everyone to take alternative modes of transportation, especially as CalTrain is so near.
- Commute Club Membership: The School has approved a plan to pay for Commute Club Membership for individuals who commit to alternative commuting. The details are still being worked out, but our understanding is that this membership will convey all of the perks available to regular Commute Club members.
- Pilot Car Rental Program: In addition, we will be trying out the concept of a rental car which will be available for checkout by SMP staff in order to get to destinations not served by the shuttle, or during non-shuttle hours.
- Commuting Options Workshops: We anticipate holding workshops to assist those of you who may not know what your optimal commuting options will be after the move. We hope to hold these sessions in July. Please contact tussing1@stanford.edu if you are interested in attending these workshops, and I will be sure to put you on the list.
- New Bikes: We have also been approved for a small fleet of bicycles. You will be able to check out bicycles, locks, and associated safety equipment for personal or business use during the day. Bike lockers are also being ordered for SMP.
- Security Update: A security plan has been approved which will include monitored cameras at each entrance to our new buildings.
- ID Mail Delivery: ID mail will be delivered to each department, just as it is in our current location. Courier options are being considered.
Amenities Subcommittee (Rebecca Trumbull)
- Common Spaces: We have established friendly eating areas, lounge areas with comfortable sofas and chairs, conference rooms, telephone rooms, and even a lactation room in the new location.
- Off-site Eating Options: Downtown Menlo Park offers a variety of eating options within a healthy walk from the Stanford Menlo Park campus, including Brix, the Duck Club, Café Borrone, Crepes Café, Flea Street Café, as well as other types of cuisine, including Chinese, Japanese, Mexican, and Thai.
- On-site Food Options: We are looking into ways to gain access to the SRI cafeteria, or perhaps bringing in “food trucks” that can offer lunch. Please send any suggestions for food trucks to me at trumbull@stanford.edu.
- Fitness Facilities: Menlo Park has numerous fitness facilities within close proximity of the SMP campus. Additionally, the committee is currently developing a proposal that would enable Stanford Menlo Park employees to use the SRI on-site fitness facilities. Other possibilities include private fitness facilities nearby as well as the Menlo Park pool.
- ATM Machine Access: We are arranging for a Stanford Federal Credit Union ATM machine to be placed within the Stanford leased space at SRI. Other ATM machines are easily accessible in downtown Menlo Park, including Washington Mutual, Bank of America and Wells Fargo.
- Art and décor: Finally, the Amenities and Interior Standards Subcommittees are jointly looking into artwork for the Stanford Menlo Park site. Please send any ideas for artwork to me at trumbull@stanford.edu.
Operations Subcommittee (Carol Velasquez):
We have defined administrative/operational functions needed in the SMP buildings so that we can determine staffing needs post-move. A wide range of possible duties were proposed, including the following:
- Security
- Card readers for entry to buildings
- Guest/visitor sign in
- Wearing Stanford ID badges
- Mail services
- Receiving, meeting and routing visitors
- How to locate colleagues in the other building(s)
- Contact lists
- Shared kitchen areas
- Shared equipment
- Technology training
- Health & safety
- Space
- New hire orientation packets
- How to sign out a rental vehicle, bike, or off-site parking sticker
- How to schedule a conference room or 'hotel space'.
We have approval to hire a new Operations Coordinator/Building Manager position for the Stanford Menlo Park buildings to cover these duties.
In addition, we will be addressing administrative/operational functions of the 'hotelling/touch down' space on campus as well (i.e. location(s), how to schedule, hours, staffing).
Technology Subcommittee (Lora Pertle):
The Technology Subcommittee has been meeting weekly and exploring a range of technology issues and options.
- Telephony: The installation of a Stanford-provided Voice Over IP (VoIP) phone system at SMP has been approved. This system will enable staff moving to SMP to retain their current phone numbers and provide all the functionality of traditional campus phones including 5-digit dialing, use of the Stanford voicemail system, and caller ID by staff name. It will also offer some new features that will better support staff who work at multiple locations. A key feature is follow-me telephony, which will allow staff with VoIP phone service to log into any Stanford VoIP phone and receive their calls at that phone. We also plan to install VoIP phones in the campus touchdown space so staff based at SMP can receive their calls while using the hotelling space.
- Meeting Rooms: We are reviewing proposals for audio-visual (AV) technology for the SMP meeting rooms. Based on feedback we’ve heard from users, we’re considering easy-to-use projection/display systems for presentations and collaboration, high-quality teleconferencing systems for remote participants, and a flexible video-conferencing system that can be used in multiple spaces.
- Touchdown Spaces: To accommodate both PC and Mac users, we’re testing a dual platform computer for use in the touchdown space. These units will allow users to log on and have the option of using either a PC or Mac operating system and to remotely access their files located on their regular workstation.
- Technology Survey and Feedback from staff meetings: In March, an online survey was sent to all staff moving to SMP to gather information on each work unit’s current use of technology and business processes. As a follow-up, representatives of the Technology Subcommittee attended staff meetings for all the work units to further explore ways that technology can help facilitate a move offsite. To summarize some of what we heard:
- Greater interest in and need for reliable technology than cutting-edge technology
- More information and training is needed on technologies currently available
- New technology needs to be introduced and adopted across the School, not just at SMP or offsite locations
- Users are open to greater standardization but recognize the tradeoffs
- Users are receptive to new technology but would like to have it introduced to them and not have to monitor or identify new technology on their own
Interior Standards Subcommittee (Connie Hartnett):
The primary focus of this subcommittee thus far has been to make recommendations for the purchase of new furniture for SMP. We worked closely with a Space Planner/Designer consultant and Linda Hiroyasu Gibson, SMP Project Manager, to develop options for product and cost. Recommendations were approved by the Steering Committee, the budget was approved by Marcia Cohen, and the orders have been placed! This subcommittee also made recommendations for paint and carpet selections.
“Furniture” includes:
- Chairs for desks, guests, conference rooms, lobby, lounge areas
- Desks and office tables
- Conference tables
- File & storage cabinets, shelving
- Cubicle workstation units
- Whiteboards
- Outdoor tables and chairs
Considerations included:
- This new furniture needs to stay with us through our stay at SMP, and go with us when we move to North Campus, Redwood City.
- Quality balanced with cost
- Ergonomic and configuration flexibility
- Effective wire management
- Product sustainability and environmental quality
- Availability
- Vendor service
Choice:
- Bamboo veneer for all workstation surfaces.
- Workstations with adjustable-height surfaces and wheels.
- Variety of fabrics for guest chairs & lounge areas that mix-and-match with the décor in both SMP buildings, and classic enough to work at North Campus (an unknown entity, 5 to 6 years away).
- Local vendors with established track-record providing service to Stanford.
Next Steps:
- Work with the Amenities Subcommittee on artwork for the building.
- Develop recommendations for building signage, interior and exterior.
Campus Presence Subcommittee (Martha Kessler):
The Campus Presence Subcommittee took on the challenge of determining where Hotelling space should be located, how it should be configured, and what furniture and technologies it should contain.
- The location of the primary Hotelling space will be where the Office of Facilities Planning is currently located, in the basement of the Alway building.
- Only minor changes will be made to the configuration and furniture currently existing in that space.
- Space will be configured for a variety of purposes. There will be large and small meeting spaces, quick computer check spaces, longer term computer usage, and private phone spaces as well as lockers for small personal storage.
- Space will house a copy machine, fax machine, and printers as well as computer terminals. Wireless capability will also be available.
- We are considering stand-up drop-down laptop desks to be placed throughout the School of Medicine for quick email checking.
- Other office spaces are being identified for drop-in usage.
- Comprehensive list of meeting spaces and how to reserve them is in development
