Dear Financial and Administrative Services (FAS) Community,
We wanted to provide some updates about our work environment and the FAS Telework and Workspace Program (TWP).
As policies evolve for how we gather at UCSF, FAS continues to follow the Chancellor’s guidance on telework: that those who can telework continue to do so through October 1. This phased-in approach provides managers more time to develop new staffing plans and enables UCSF to gradually increase campus capacity levels while monitoring COVID-19 spread. If you need to return to campus, please request approval from your department leader and visit the UCSF COVID-19 website for the latest guidance, including required vaccination compliance, masking and daily health screening.
Many in our organization have been working on-site throughout the pandemic. Thank you to our frontline staff, managers and other colleagues who have been caring for the safety, security and well-being of the UCSF community. For administrative staff who have been working remotely, the FAS Telework and Workspace Program (TWP) continues to leverage lessons learned over the past 16 months to guide us into a new work future. Below, learn more about key accomplishments, what’s happening now, what’s next and how you can stay informed.
Key accomplishments
Our TWP goals are to create an optimal work experience for our people with flexible working options and to reduce the administrative space footprint to provide more space for on-site operations and mission-critical needs.
The FAS TWP Leadership Group and project team have made incredible progress since TWP launched this past February. Notable accomplishments include:
- Established a Change Champion network with representatives serving as the primary contact for each FAS department, charged with giving input into process changes being considered by the leadership group and communicating project tasks to their respective departments
- Identified potential space savings based on survey data and information from Telework Rosters completed by FAS departments
- Developed Principles of Connection that define FAS department priorities for co-location at the department, team, and organizational levels
- Formed a workgroup to establish funding and operational model for shared spaces
- Identified the application we will use for scheduling shared spaces (EMS, used by UCSF Health) and
- Developed a host of telework guidelines and resources now available on HR’s new UCSF Telework website, including the Telework and Workspace Planning Guide, Guidance for Assessing Task Portability, and an Overview of Hoteling and Shared Spaces
What’s happening now
Our first round of work was all about people: Who will be on-site all or most of the time? Who will be teleworking, and how often? Answering these questions has prepared us for our current phase of work: Space. We are deep in the planning to address our on-site space and equipment needs to support our new work future. Here are some of the activities in progress:
- Space planning workshops led by Steelcase, to understand what FAS administrative staff need in on-site workstations
- Development of a FAS Equipment Reuse Program, to make equipment reuse within FAS buildings easier and less costly
- Compiling resources to address manager questions about managing remote and hybrid teams
What’s next
In the coming months, work will focus on designing, configuring and testing work and break spaces for FAS staff, with a check and adjust period grounded in our commitment to continuous improvement. Here’s what to expect:
- Design, reconfiguration, testing and refining initial set of shared workspaces (through September)
- Initial set of shared workspaces ready for FAS staff to use (October)
- Additional workspaces available for use by FAS staff; check and adjust on reconfigured spaces and space reduction (December and beyond)
Stay informed
You can stay up to date on progress by visiting the FAS Telework and Workspace Program (TWP) website (background, where we are now, communications, resources and FAQs.) If you have questions or concerns, please talk to your manager, contact the TWP Change Champion in your department or email [email protected].
We appreciate your flexibility as we navigate our new future together. Thank you for your ongoing hard work and dedication to support UCSF’s mission!
Sincerely,
The Office of the Senior Vice Chancellor
and
Corey Jackson, JD
Associate Vice Chancellor, HR, UCSF
& Senior Vice President, HR, UCSF Health
Co-Sponsor: FAS Telework and Workspace Program
Brian Newman
Senior Associate Vice Chancellor, UCSF Real Estate
Vice President, UCSF Health
Co-Sponsor: FAS Telework and Workspace Program