By Catherine Villeneuve, The Guard –
The Defence Team is on the move! Over 9,000 members are relocating to the newly renovated National Defence Headquarters (Carling); an environment-friendly, modern, world-class facility located in the west end of Ottawa. Transforming our work environment and relocating to NDHQ (Carling) is a significant undertaking that planned properly, can go smoothly and revolutionize the workplace by encouraging a healthy work-life balance as well as promoting efficiency and collaboration. To prepare you for your own move, the Transformation team has created a series of features explaining in detail how to prepare for it and thrive in your new office environment. For a complete overview, please don’t hesitate to log on to the NDHQ (Carling) intranet site or explore the Guard’s NDHQ (Carling) section.
We’ve all moved into a new home at least once in our life. At least. We in the Defence Team like to move often… So it’s safe to say we all understand the complexities of a major relocation like that of a departmental headquarters. At the end of Phase III, over 9,000 of us will be operating out of NDHQ (Carling). Transferring sections in groups, or “packets”, we have to execute some crucial tasks in order to make our lives easier.
Different checklists are provided in the Client Move Package V3.0, but here are a few key points:
First off, entrance to the campus. Your existing DND building pass will work at NDHQ (Carling) as access control has been established at DND facilities throughout the NCR. Defence Team members who already have a valid building access pass and who are moving to NDHQ (Carling) will not be required to report to Pass Control.
This is a Public Services and Procurement Canada (PSPC) “briefcase move”, which means existing computer workstations, task chairs, one IT and two personal boxes (provided) per Full-Time Equivalent (FTE) is the standard for moving both cubicles and enclosed offices. No personal appliances (toaster, kettles, etc.) will be relocated to the new site or be allowed in the new facility. DIMEUS will be responsible for disconnecting your computer and peripherals and placing them in the box.
As much as possible, paper files are to be digitized using GC Docs protocols. However, for paper files that must be moved with you, please be aware that Protected B and above documents will be packaged and labelled in inner file folders/sleeves/cartons or envelopes; annotated with the actual Security Classification, before being placed into the cardboard file box.
Each move packet will take one week to relocate, with Special Purpose Spaces (SPS) and Support Spaces (SS) moving at the beginning of the week (Monday to Wednesday) followed by the personnel moves (Thursday to Friday). Full access to all allocated workspaces will be available on the following Monday.
To help you on the day of the move, floor plans will be placed near the elevator to show where your new workstation/office is located. Please remember to check when you arrive on Monday morning. Designated staff will be on site to assist you.
Relocating to NDHQ (Carling) can seem daunting. To help you plan and prepare for it so it can be successful, your Transformation team has also assembled tools and resources to provide you with an in-depth look at your new workplace. Please don’t hesitate to visit http://intranet.mil.ca/en/change/carling-campus.page to download and consult documents such as the Tenant’s Manual, the Site Map and Parking Directive, the Client Move Package, and more. You fill also find a comprehensive Frequently Asked Questions section and a Communications Toolkit for your staff. Lastly, you can also contact the team via email for additional questions or comments. Here’s to a successful move!
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