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REQUIREMENTS AND POLICIES MANUAL

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    Title:

    Moves

    Publication date:

    7/21/2021

    Effective date:

    7/21/2021

    BRIEF

    Policy Summary

    This policy establishes the process for managing the ongoing need to relocate personnel and property for Lawrence Berkeley National Laboratory (Berkeley Lab).

    Who Should Read This Policy

    • Personnel requesting relocation of a work area or equipment to another location within the Laboratory
    • Operations personnel and outside contractors responsible for the movement and/or relocation of personnel and property between Berkeley Lab on- and off-site locations

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    [email protected]
    Facilities Division

    Title:

    Moves

    Publication date:

    7/21/2021

    Effective date:

    7/21/2021

    POLICY

    A. Purpose

    This policy establishes the process for managing the ongoing need to relocate personnel and property for Lawrence Berkeley National Laboratory (Berkeley Lab).

    B. Persons Affected

    • Personnel requesting relocation of a work area or equipment to another location within Berkeley Lab
    • Operations personnel and outside contractors responsible for the movement and/or relocation of personnel and property between Berkeley Lab on- and off-site locations

    C. Exceptions

    Moving hazardous materials is not included in this policy.

    D. Policy Statement

    This policy ensures that all processes utilized for the movement and/or relocation of personnel and property at Berkeley Lab are performed in an efficient, timely, and safe manner.
    Berkeley Lab requires any relocation of personnel and property between Laboratory locations to be managed by the Facilities Space Planning Move Coordinator. There is an ongoing need at Berkeley Lab to relocate personnel and property between on-site and off-site locations, and the scale of those moves is varied. The Facilities Space Planning Move Coordinator is responsible for all aspects of managing the move, including subcontracted move vendors, procurement, and SJHAs.

    E. Roles and Responsibilities

    The list below emphasizes the roles and responsibilities pertinent to large project moves of personnel and equipment and smaller moves of individuals relocating from one office or lab to another.

    Large Project Moves

    Typically driven by a new building or large renovation project

    Role

    Responsibility

    Strategic Investment Governance Board (SIGB)

    Comprised of the Lab Deputy Director and Associate Lab Directors; responsible for making institutional decisions about space allocation.

    Facilities Division

    Campus Planning

    • Provides SIGB analysis on space availability and utilization.

    Move Management

    • Reporting to the Projects and Infrastructure Modernization Division (PIM) Project Director and responsible for execution of the move.
    • Develops the move plan.
    • Manages subcontracted move vendors, including procurement and SJHA.
    • Serves as the primary contact with the Division Move Coordinator.

    Projects and Infrastructure Modernization Division (PIM)

    PIM Division Director

    • Has primary responsibility for achieving project success; secures project spending authority and resources.

    Project Director

    • Responsible for ensuring that the project team safely completes the project, in budget, on schedule, and within scope.

    Project Manager

    • Executes project direction as authorized and delegated by the PIM Division Director.

    IT Services

    • Telephone Services: transfers extensions and performs the physical move of telephone equipment.
    • Networking: responsible for ensuring network connections are adequate and "live."

    EHS

    • Ergo: evaluates furniture design to minimize the risk of ergonomic issues.
    • Industrial Hygiene: responsible for moving chemicals.

    Requesting division

    Division Move Coordinator

    • Serves as the primary point of contact with Facilities project/move management, Operations points of contact, and the division.
    • Collects comprehensive, detailed division move requirements (develops employee and equipment move lists).
    • Communicates the move plan to the division.
    • Actively participate in moves and troubleshooting on behalf of the division.
    • Provides feedback on the move experience.

    Safety Coordinator

    • Serves as the primary point of contact for EH&S Industrial Hygiene and as the Division Move Coordinator.
    • Actively participates in moves and troubleshooting on behalf of the division.
    • Ensures work authorizations are in compliance with current EH&S guidelines.

    Division Management

    • Allocates sufficient division resources for move planning and execution.
    • Provides comprehensive, detailed division move requirements.
    • Makes timely decisions on the move plan and division cost changes.
    • Communicatesthe move plan to employees (includes safety requirements for equipment).
    • Allocates and assigns space.
    • Provides feedback on the move experience.

    Small Individual Moves

    Typically driven by a division or department and submitted through the move request system

    Facilities Division

    Move Management

    • Responsible for managing subcontracted move vendors, including procurement and SJHA.
    • Schedules moves and coordinates activities, including moving of office contents, telephones, computers, and printers/copiers.
    • Reviews all move requests.
    • Performs pre-field verification of the new location to accommodate personnel and material(s) associated with move.
    • Confirms the scope of the move.

    IT Services

    Telephone Services: transfers extensions and performs the physical move of telephone equipment

    EHS

    Ergo: evaluates furniture set-up to minimize the risk of ergonomic issues.

    F. Definitions/Acronyms

    Term

    Definition

    Institutional Document

    A publication authorized by Laboratory management that delineates Laboratory-wide or multifunctional policy, procedures, regulations, or plans. A subset of authoritative documents. Scientific and technical publications and reports are not included in this definition. Examples: Personal Property Policy Manual, Radiation Protection Program, Requirements and Policies Manual

    Policy

    Statements or directives from the federal, state, or local government; the University of California; or Berkeley Lab senior management that set a course of action, define acceptable conduct, or implement governing principles. Example: Berkeley Lab Site Access

    Procedure

    A series of specific steps to be followed to accomplish work or to carry out a policy or requirement. Procedures are controls meant to mitigate risk, improve efficiency, or assure compliance. Examples: obtaining a Berkeley Lab badge, maintaining the Laboratory's 12 kV electrical system, completing a travel expense form

    G. Recordkeeping Requirements

    None

    H. Implementing Documents

    Document number

    Title

    Type

    Section E of this policy

    Space Moves Roles and Responsibilities

    Procedure

    I. Contact Information

    [email protected]
    Facilities Division

    J. Revision History

    Date

    Revision

    By Whom

    Revision Description

    Section(s) Affected

    Change Type

    1/2/2012

    0

    L. Young

    Prepare for wiki, revised per Requirements Management Program

    all

    Minor

    12/4/2012

    1

    K. Toulouse

    Rewrite for wiki (policy)

    all

    Minor

    1/20/2015


    J. Braithwaite

    Three-year review - no changes



    7/21/2021

    2

    K. Toulouse

    Periodic 3-year review. Updated Roles and Responsibilities in accordance with operational practices.


    Minor

    DOCUMENT INFORMATION

    Title:

    Moves

    Document number

    09.07.001.000

    Revision number

    2

    Publication date:

    7/21/2021

    Effective date:

    7/21/2021

    Next review date:

    7/21/2024

    Policy Area:

    Moves

    RPM Section (home)

    Facilities Management

    RPM Section (cross-reference)

    none

    Functional Division

    Facilities

    Prior reference information (optional)


    Source Requirements Documents

    Other Driving Requirements

    Implementing Documents

    Document Number

    Title

    Type

    Section E of this policy

    Space Moves Roles and Responsibilities

    Procedure

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