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State facilities and land

Department of Administrative Services > State facilities and land > Physical workspace

Physical workspace

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Conference room technology

​​​​​​​​​In order to accommodate meetings with a combination of in-person and remote attendees many conference rooms will require investment in the appropriate technology.

DAS Enterprise Information Services (EIS) is working on a long-term, standardized solution for the enterprise and developing supporting statewide price agreements available to all agencies over the next 12 to 18 months.

In the interim, below is some information around products that may support in-person and remote meetings available now. Here is a link to possible interim solutions: DAS IT product catalog​​. Please work with your agency's IT department to determine your best strategy.

If you are in the Capitol Mall area, below are a few DAS conference rooms capable of supporting in-person and remote​ meetings now

​General Services Building - DAS East​​​​

  • Mt. Neahkahnie - first floor
    • Capacity: 10 people, hollow style
    • Conference phone
    • Internet connection
    • Wireless connection
    • Video conferencing capabilities with polycom view stat​ion and 32" TV​
  • ​DAS IT Conference Room - first floor
    • Confernence phone
    • Internet connection
    • Wireless projection
    • Microphone and camera
​​​If you would like to reserve any of these rooms, please email us physical.workspace@das.oregon.gov​
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If you have conference rooms that you would like to offer up for reservation and common use, please email us and we will add your space to this list.

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Space reservation tool

​​​Microsoft 365 has space reservation capabilities. DAS EIS is working directly with the vendor to develop this component of the platform. 

​Please check back as we will be updating this section as more information is becomes available. ​

If you are interested in Microsoft and DAS EIS setting this tool up for your building or space, please contact us at physical.workspace@das.oregon.gov​​.


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Office space

​​​​​​​​​​​The enterprise's new work model will invariably alter our shared work landscape. DAS' goal is to re-position and optimize both the private and state-owned portfolios, realizing efficiencies, cost-savings, and driving innovation that supports the new model statewide.

  • ​Frequent and consistent communication with all agencies to understand space needs as those come into focus over time.
  • Best leasing practices to support agency business needs while surfacing co-location and consolidation opportunities in both portfolios.
  • Utilization of lessons learned, space utilization metrics, and agency feedback to inform our strategic planning for short, medium, and long-range capital investments.
This is an iterative process across agencies and takes time. What works on day one may not work at month two. Our strongest recommendation at the outset of re-opening is be patient, make adjustments to your plan as needed, and do not make significant and permanent changes to your footprint until your agency is operationally comfortable with the plan.

As you make initial plans for May 1, 2022, we recommend the following:
  • ​Explore options for utilization of current office floorplans and furniture vs immediate redesigns and reconfigurations.
  • Aggregate permanently assigned employee spaces together, separate from hoteling space.
  • Contemplate physically closing your office or building one day per week if your business and customer service model support it.
  • Determine if all or part of your employees need hoteling space in another facility.
  • Provide cleaning solutions for self-serve use for all areas available to employees. Cleaning products are available through several statewide contracts​. 
If you are in a privately-leased space specifically, please reach out to DAS Real Estate Services for guidance at res.info@das.oregon.gov.  


Please reach us at physical.workspace@das.oregon.gov​ for help with any of the recommendations on this page.


Front lobby access and security

​See public access below​​

FAQ

​​Would there be a possibility of not just hoteling, but a shorter term renting of space in state buildings?

Yes. As the business needs of state agency tenants come in to sharper focus, there could be oppportunities where certain segments of space are designated for shorter term rentals.

We lease space privately, but are interested in moving into a state building. How do we start that conversation?

Send your inquiry to res.info@das.oregon.gov​. If a leasing agent is not already assigned to your file, one will be assigned. They will then reach out to discuss your intended goals and review the terms of your current lease to confirm timing and potential opportunities for movement into a state building.

​Are there definitions for the type of work models?

What are you doing for multi-story buildings during evacuations when many individual floors in these buildings could be empty or filled with only a few employees? How would designated evacuation coordinator roles change? Who becomes the coordinator when the designated coordinator is working remotely?
This needs to be figured out on a building by building case. DAS is working with EIS and Microsoft to come up with a technolgy solution for understanding who is in a building and when, but until then each agency should develop a system to know who is in the building on any given day. For DAS, we are tracking individual managers in the building daily. This way, onsite managers can see where the gaps are and act accordingly. Because managers are not necessarily safety coordinators, agencies should do two things: 1) Reach out to DAS Risk​ for guidance, and 2) work with their internal safety coordinator(s) to address the specificity of their spaces and people.
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Parking and transportation​
Parking changes and options

​​​These parking changes and options apply to both Salem and Portland.​

Parking options​​​​​​​​

Carpooling

​​​Find a carpool​

For more information, contact Stephanie Millar stephanie.l.millar@odot.state.or.us​ ​

FAQ

​​​​​See Fleet and parking FAQ​

​​​Public access
Threat and safety protocols

​​​​​​As a matter of course, each agency needs to develop threat protocol specific to its locations, business, or other relevant criteria. Please work with your agency's safety personnel and/or OSP to develop the same. 

​Here are two resources to help with the planning and assessment​ of security for your location.

DAS has updated its threat protocol policy​.

DAS is working on having contracts in place April 1, 2022 for trainings on the following topics:

  • ​Descalation Training
  • Trauma Informed Care​​

Public lobby options

​​​The recommendations focused on the security and accessibility of our front lobbies. The goal for all state office lobbies is to provide a welcoming environment while keeping our staff safe. DAS is planning security upgrades for all of its building lobbies and will begin working with resident agencies in planning over the 21-23 biennium, beginning with those buildings most vulnerable. DAS has also developed a standard scope for building lobby security and is working with the State Procurement Office and Enterprise Information Services (“EIS") for statewide rollout. 

If you are in a private-sector lease or non-DAS state-owned building and want to explore ideas around making your lobbies more secure, please email us at physical.workspace@das.oregon.gov. 

If your space or building does not lend itself to a staffed reception, below is an option for a “Virtual Reception" for your consideration.  If this is of interest to you, please email us at physical.worspace@das.oregon.gov.

​​Virtual receptionist.pdf


DAS is in the process of getting contracts in place April 1, 2022 for the following security measures:

  • Virtual Receptionists and Enunciators
  • X-ray and metal detectors
  • Secuirty Cameras

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Safety, technology, and ergonomics​
Threat protocol in DAS-owned buildings

See threat protocol under "Public access" above​.

Ergonomics assessment tool

​In support of the health and well-being of our remote workforce, the enterprise is adopting an ergonomic assessment tool. This tool enables employees to self-assess in his/her/their home work environment and make adjustments as needed. This tool also informs the manger/employee discussion around needed equipment in the home work environment.  ​

Below is the link to complete the ErgoPoint Assessment. The instructions are attached as well as a flier from SAIF with additional information.

Here is the login information:

URL: https://ep.humantech.com/saifclients/login  

User name: your email address  (all lower case)

Initial password: Changeme (You can change your password in the system.)

​Ergopoint.pdf

Ergopoint assessment Employee Instructions.pdf​

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​Other information


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