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  • NSWGovernmentOfficeDesignRequirements

    June2010Circulationissue5.2

    AGuidetoworkplacedesignrequirementsforNSWGovernmentAgenciesTheNSWGovernmentOfficeDesignRequirementswerefirstreleasedinJuly1999aspartoftheGovernmentsOfficeAccommodationReformProgram.TheserevisedOfficeDesignRequirementsarenowawebbasedtoolthatwillcontinuetoassistagenciestomakebetterdecisionsabouttheeffectiveandefficientplanningoftheirofficeaccommodation.

  • Contents

    SectionOne IntroductionForewordApplicationanduseofOfficeDesignRequirementsCurrentGovernmentPolicy PremiersMemorandum200806StatePropertyAuthorityand

    GovernmentPropertyPrinciples PremiersMemorandum200828SustainabilityPolicyforNSW

    Government GatewayReviewSystem

    Acommentonofficeplanning

    SectionTwo ThefundamentalsMandatoryrequirementsAppropriatespaceplanningmodelsSpecificworkpointdesignoptionsthekitofpartsTeamworksettings

    SectionThree ThefitoutprocessGettingstartedBuildingyourteamSelectingasuitablesiteUndertakinganeedsanalysisCommunicatingwithstakeholdersReportingontheproject

    SectionFour ReferencematerialCapturingtheopportunityforculturalchangeTheroleoftechnologyinofficeplanningManagingthealternativeworkplacePlanningforflexibilityOtherspecialisedfacilitiesAwordaboutstorageSecurityandaccesscontrol

    SectionFive SustainabilityOverviewRatingToolsandGuides

    Attachments DiagramsusedonwebsiteFullsustainabilitydocument

  • SectionOne,Introduction

    Foreword

    TheNSWGovernmentOfficeDesignRequirementswerefirstreleasedinJuly1999aspartoftheGovernmentsOfficeAccommodationReformProgram.TheserevisedOfficeDesignRequirementsarenowawebbasedtoolthatwillcontinuetoassistagenciestomakebetterdecisionsabouttheeffectiveandefficientplanningoftheirofficeaccommodation.

    Thewayweworkhaschangedsubstantiallyoverthepast3040years.Todaywehavemobilephones,blackberries,laptopcomputers,mobilebroadbandandeverchangingtechnologytohelpusdoourwork.Wecanworkwhereweneedto,whenweneedto.

    Withtheexceptionofentirelynew,morerecentfitouts,mostworkplacestendtobeanaccumulationofmanychangesoveranumberofyearstoaccommodatenewdemandslikeadditionalstaff,reorganisationsornewinitiatives.Generallytheseworkplacesareapoorfitformodernworkpractices.

    Today,officeworkismorementallychallengingandworkplacesneedtobeabletostimulateminds.Sometimesweneedtoworkinteamsandcollaborateandothertimesweneedquietplaceswherewedontgetinterrupted.Weneedthetechnologythatsupportspeopleingettingthejobdonewithoutimposingobstaclesornuisancesthatcanbedistracting.Workismoredependentonsocialskills,morereliantontechnologicalskillsandmuchmoremobilethanithaseverbeen.

    Workplacedesignneedstobeabletosupportthesechangesandthosethatwillcontinuetooccur.

    Theworkplaceshouldbeseenasoneofthetoolsthathelpanorganisationachieveitsgoalsinthemosteffectiveandcostefficientmannerwhilealsohavingregardtoitsimpactontheenvironment.Considertheenvironmentalimpactsinyourprocurementplanningwhenundertakingyourfitoutproject.Inaddition,workplacesshouldbeplannedanddesignedwithsustainabilityconsiderationsinmindtoenableefficientuseofresourcessuchasenergy,waterandfitoutmaterial,effectivewasterecyclingandtoprovideacomfortableandhealthyindoorenvironmentforstaffduringoperations.

    Workplacestodayneedtobeadaptable.Theyneedtoaccommodateuptothreeorfourdifferentgenerationsofworkerswithdifferingexpectationsoftheworkplaceanddifferingapproachestowork.Theyalsoneedtobeabletorespondquicklyandcosteffectivelytochangeasaresultofnewprojects,newstructuresornewinitiatives.

    Goodworkplacedesignisimportantforanumberofotherreasonsincluding:

    Recruitingandretaininggoodstaff

    Supportingproductivitygains

    Achievingresults

    Image

    Healthandsafetyofstaff

    Reducedimpactontheenvironment

    Theroleoftheofficeinsupportingtheachievementofcorporategoalswillcontinuetoevolve.Itisnowaplacewheresocialinteractioncanoccurbetweenstaffwhilestillgivingthemlessformalworkspaces,touchdownareas,meetingspaces,privateareas,mealroomsandthenecessaryequipmentandtechnology.

  • SectionOne,Introduction Page|5

    ApplicationanduseoftheOfficeDesignRequirements

    ThepurposeoftheseOfficeDesignRequirementsistoassistGovernmentagenciesinensuringthattheworkplacestheyprovideeffectivelyandeconomicallysupporttheirservicedeliveryneedsandcomplywithrelevantstandardsandlegislation.

    TheseOfficeDesignRequirementsaretobeadoptedbyallGeneralGovernmentSectoragenciesandPublicTradingEnterprises(excludingStateOwnedCorporations).ShareholdingMinistersandBoardsofStateOwnedCorporationsaretonotetherequirementsoftheOfficeDesignRequirementsandencouragetheirorganisationstoadoptthemasappropriate.

    Thedocumentisdividedintoanumberofsectionstoallowyoutoaccessdegreesofdetailonthevarioustopicsdependingonyourcurrentknowledgeonthesubject,orstatusofyourproject.Thekeysectionsare:

    SectiontwoThefundamentalsThisdetailstheessentialrequirementsthatallfitoutprojectsneedtomeet.Thespecificsofyourparticularprojectwillalwayscallfordifferentconfigurations;howeverthefundamentalrequirementsofallprojectscanbefoundhere.

    SectionthreeThefitoutprocessThissectionprovidesagreaterlevelofdetailonthewaythatatypicalprojectisconducted.

    SectionfourReferencematerialThissectioncontainsaseriesofarticlesthatdescribemanyoftheconceptscontainedwithinsectiontwo,ingreaterdetailputtingcontexttotherequirements

    SectionfiveSustainabilityThissectionisanexecutivesummaryofaseparatedocumentthatdiscussessustainabilityasitrelatestoofficedesign.

  • SectionOne,Introduction Page|6

    PremiersMemorandum200806TheStatePropertyAuthorityandGovernmentPropertyPrinciples

    TheStatePropertyAuthorityhasbeenestablishedbytheNSWGovernmentasacorporationwithfunctionsrelatingtotheacquisition,managementanddisposalofGovernmentownedproperty.

    TheAuthoritysobjectivesasstatedintheStatePropertyAuthorityAct2006areto:

    improveoperationalefficienciesintheuseofpropertiesofgovernmentagencies,particularlygenericproperties(suchasoffices,warehouses,depotsandcarparks);

    managepropertiesofgovernmentagenciesinawaythatsupportstheservicedeliveryfunctionsofthoseagencies;

    provideadviceandsupportwithingovernmentonpropertymatters;and

    operateatleastasefficientlyasanycomparablebusiness,consistentlywiththeprinciplesofecologicallysustainabledevelopmentandsocialresponsibilityforthecommunity(includingtheindigenouscommunity).

    TheAuthorityistheGovernmentsrealestateservicesproviderandisresponsibleforacquiringandmanagingGovernmentsgenericand,byagreement,otherpropertyassets.

    ToassisttheStatePropertyAuthoritytoachieveitslegislatedobjectives,theGovernmenthasapprovedanewpropertypolicyframework.TheframeworkoutlinestherelationshipbetweenagenciesandtheStatePropertyAuthorityintheacquisition,management,maintenanceanddisposalofproperty.

    Keyinitiativesoftheframeworkare:

    theimmediatevesting(from1July2008)totheStatePropertyAuthorityoftheownershipofallgovernmentownedofficeaccommodation;

    theimplementationofacommercialrentalchargeforallofficeaccommodationvestedintheStatePropertyAuthority;

    thetransfertotheStatePropertyAuthorityofmanagementresponsibilityofallgovernmentleasedofficeaccommodation;

    theextensionoftheGovernmentLeasingServicewithintheStatePropertyAuthoritytoincludeallleaserenewalsandnewandexistingleasenegotiationsforgenericpropertyintheGreaterSydneyMetropolitanArea(asdefinedbytheDepartmentofPlanning);

    regularandongoingreviewsbytheStatePropertyAuthorityofagencypropertyportfoliostoidentifyefficienciestoimproveservicedeliverywhichwillbemonitoredbytheGovernmentAssetManagementCommitteeandreportedtoGovernment;

    theprovisionofinformationbyallagenciesforthegenericpropertydatabase,includingtheparticipationinsurveys;

    reviewandendorsementofallproposedpropertyacquisitionsanddisposalsbytheGovernmentAssetManagementCommittee;

    theStatePropertyAuthorityisGovernmentspreferredacquisitionanddisposalagency;

    theStatePropertyAuthoritywillbetheleadagencyforallmultifacetedpropertyproposalsthatareinterlinkedbytiming,locationoruse;and

    theDepartmentofPremierandCabinet,StatePropertyAuthorityandNSWTreasurywillworkcooperativelywithGovernmentagenciesandrelevantunionstoaddressanystaffingandfundingimplicationswhichmayarisefromimplementationofthepolicyframework.

  • SectionOne,Introduction Page|7

    ThefollowingGovernmentPropertyPrinciplesoutlinedetailsofthepropertypolicyframeworkaswellasotherconsiderationsrelatingtopropertytitle,preferredofficelocations,provisionofcarparking,leaseprecommitments,saleandleasebackproposalsandfitoutamortisation.

    OperatingPrinciples

    Principle1

    AllownedofficebuildingswillbevestedintheStatePropertyAuthorityandleasearrangementswillbeenteredintowithtenantagenciesthroughaMemorandumofUnderstanding.Agencieswillnotbecompensatedforthevestingofassets,butwillreceivebudgetfundingfornetrentalpayments.Normaloperatingcostswillbefundedbyagenciesfromexistingresources.Thevestingofallownedofficebuildingswilloccurfrom1July2008.

    Principle2

    AgenciesmayvestintheAuthorityanyoralloftheirnongenericownedpropertyassetssubjecttoagreementwiththeAuthorityandTreasuryonresourceandfundingtransfersassociatedwiththoseproperties.InsomeinstancesGovernmentmaydirectthatcertainpropertiesoragencyportfoliosbevestedintheAuthority.

    Principle3

    TheAuthoritywillassumemanagementresponsibilityforallleasedofficespaceandotherleasedpropertyassetsandsubleasearrangementswillbeenteredintowithtenantagenciesthroughaMemorandumofUnderstanding.AgencieswillpayamanagementfeetotheAuthorityinadditiontotherentpayableundertheheadlease.

    AprogramwillbeestablishedtotransfermanagementofexistingheadleaseresponsibilitiestotheAuthority.

    Principle4

    TheStatePropertyAuthoritywillconductallleasenegotiations(newleases,renewalsandrentreviews)forpropertyassetsrequiredbygovernmentagenciesexceptwheretheGovernmentAssetManagementCommitteedeterminesotherwise.

    Principle5

    ConsistentwithOperatingPrinciple4,negotiationsforallproposedleaseprecommitmentsmustbeconductedbytheAuthorityandinaccordancewithexistingapprovalprocesses.AllprecommitmentstoacquirepropertyorofficespacemustbeassessedandapprovedinaccordancewiththeWorkingwithGovernmentPolicyandGuidelines.

    Principle6

    AnyrequesttotheAuthoritytoacquirenewpropertyassetsmustbeconsistentwiththeagencysAssetStrategy,supportedbyabusinesscaseandcertificationoffundingavailabilityforacquisition,rentalandfitout,asappropriate.Whereanofficeaccommodationrequirementexceeds1,000m2,agenciesmustprovidetheAuthoritywithafacilityplanforapprovalbeforetheAuthoritycanapproachthemarket.

    Principle7

    AllproposedpropertyacquisitionsmustbereferredtotheGovernmentAssetManagementCommitteetoconsidertheproposedacquisitionstrategyanddeterminetheappropriateagencytocompletethetransaction.NormalTreasuryrequirementsforacquisitionscontinuetoapply.AllproposedpropertydisposalswillcontinuetobereferredtotheGovernmentAssetManagementCommitteeforapproval.

    Principle8

    NoGeneralGovernmentSectoragencywillapproachthemarkettoacquirepropertyassets,eitherbyleaseorownership,otherthanthroughtheStatePropertyAuthority,unlesstheGovernmentAssetManagementCommitteedeterminesotherwise.

    Principle9

    AllproposalsthatinvolveeithersaleandleasebackarrangementsoramortisationoffitoutsaspartofleasearrangementsmustbereferredtotheAuthorityandwillrequireTreasurysspecificapproval.

  • SectionOne,Introduction Page|8

    Principle10

    AllgovernmentagenciesmustimmediatelyadvisetheAuthorityofanyvacant,underutilisedornolongerrequiredofficespaceorotherproperty.

    Principle11

    CarparkingspacesthatincuracosttoanagencyshouldonlybeprovidedforofficialGovernmentvehiclesincludingvehiclessuppliedundersalarysacrificearrangementsusedforofficialbusiness.TherearecircumstanceswhereapprovalhasbeengivenbyCEOsfortheparkingofprivatemotorvehiclesinofficialcarspaces.Theseapprovalshavebeengivenonthebasisoftheparticularneedsoftheagenciesconcerned.Pendingfinalisationofasectorwidepolicyinrespecttothesemotorvehicles,existingapprovalsaretoremaininforce.

    Principle12

    AllagencieswillenterintoanagreedMemorandumofUnderstandingwiththeAuthorityforofficespaceorotherpropertyassetsitprovides.IfanagencyfailstoexecuteaMemorandumwithinareasonabletime,theAuthority,subjecttoTreasuryapproval,maydeemitsexecutionandthetermsoftheMemorandumwillbebindingontheagency.Forleasedpremisesthetermistobeconsistentwiththeheadlease.Forgovernmentownedaccommodationthetermmaybenegotiatedbetweentheparties,butsubjecttoacertainminimumterm.

    Principle13

    TheAuthoritywillenterintoServiceLevelAgreementswithagenciesinrelationtotheprovisionandmaintenanceofownedorleasednongenericpropertyassetsthatmeettheirservicedeliveryrequirementsanddeliverbestvalueforGovernment.

    Principle14

    Agenciesareresponsiblefortheprovisionoffitout,changestoexistingfitoutsandthemakegoodofpremisesprovidedbytheAuthorityandnofitout,makegoodorotheralterationsaretobeundertakenwithouttheAuthorityspriorapproval.

    Principle15

    TheAuthoritywillconductregularandongoingreviewsofagenciespropertyportfolios,workingwithagenciestoidentifyefficienciestoimproveservicedelivery.TheoutcomeofthesereviewswillbereportedtotheGovernmentAssetManagementCommittee,whichwillmonitorimplementation.

  • SectionOne,Introduction Page|9

    GuidingPrinciples

    Principle1

    TheGovernmentAssetManagementCommitteeremainsGovernmentspeakChiefExecutiveBodyforconsideringallstrategicassetmanagementissues.TheCommitteestermsofreferencearebroadenedtoincludeallassetsincludingassetsotherthanrealproperty.

    Principle2

    ThetitleforallnewpropertyacquisitionswheretheresponsibleMinisterdoesnothavethelegislativepowertodealinpropertytransactionsistobeplacedinthenameoftheStatePropertyAuthority.Allpropertyrelatedleases(includingofficeaccommodation)willalsobeinthenameoftheStatePropertyAuthority.

    Principle3

    GovernmentagenciesaretoachievetheofficespaceusetargetsdeterminedbyGovernment.Currentlytheseareanaverageof17m2perpersonacrossanagencysofficeportfolioand15m2perpersonforallnewofficespace.

    Principle4

    GovernmentagenciesaretoactivelypursueopportunitiestosharecommonresourcesorservicesconsistentwithGovernmentpolicyordirectives.

    Principle5

    ThepreferredlocationforagenciesintheSydneyCBDisinthesouthernsectororothersectorwhereequivalenttermscanbenegotiated.Noagency,however,willbeprovidedwithaccommodationintheSydneyCBDCoreunlessapprovalhasbeenobtainedfromtheGovernmentAssetManagementCommittee.

    Subjecttoindividualagencyservicedeliveryrequirements,thepreferredlocationsforgovernmentagenciesintheSydneyMetropolitanAreaarethosecentresconsistentwiththeDepartmentofPlanningsSydneyMetropolitanStrategy.

    GovernmentagencieswillensurethatdecisionsonthelocationandfitoutofofficeaccommodationareconsistentwithplanningforactivelivingprinciplesandsustainabletraveloptionsasreferredtointhePremier'sWhyActiveLivingStatement,includingthenecessaryinfrastructuresuchasshowers,lockersandsecurebicycleparking.

    Principle6

    AllgovernmentagenciesaretoensurethatofficeaccommodationcomplieswithGovernmentpolicyinrelationtosustainabilityandenergyconservation.ThecurrentpolicyisoutlinedinPremiersMemorandum200828.

  • SectionOne,Introduction Page|10

    PremiersMemorandum200828NSWGovernmentSustainabilityPolicy

    TheNSWGovernmentSustainabilityPolicyishelpingGovernmentsavewaterandenergy,reducewasteandgreenhousegasemissions,increaserecyclingandsustainablepurchasingandbecomecarbonneutralby2020.TheDepartmentofEnvironmentClimateChangeandWaterNSW(DECCW)istheleadagencyimplementingtheSustainabilityPolicy.Visitwww.environment.nsw.gov.au/governmentformoreinformation.TargetsGreenhousegasemissionsfrombuildingenergyuse

    Statewidetargettoreturngreenhousegasemissionsfrombuildingenergyuseto2000levels(1.5milliontonnes)by2019/20,withinterimtargetsof1.74milliontonnesby2010/11,1.67milliontonnesby2013/14and1.59milliontonnesby2016/17.

    Agenciestocontinuetopurchaseaminimumof6%GreenPowerby2010/11,withtheexceptionofAreaHealthServices.

    Water

    Statewidetargettoreducetotalpotablewaterconsumptionby15%by2010/11(from2005/06levels).

    Environmentalperformanceofbuildings

    Governmentownedortenantedofficebuildingsover1000m2to:

    obtainaNABERSrating(NationalAustralianBuiltEnvironmentRatingSystem)by31December2008;

    achieveandmaintainaNABERSratingof4.5starsforenergyandwaterby1July2011,wherecosteffective;and

    whereneworrefurbished,achieveandmaintain2011targetsfrom18monthsofthefirstoccupancy,wherecosteffective.

    TenantedbuildingstoincludeGreenLeaseScheduleinallnewornegotiatedleasesorwhenexercisingaleaseoption,wherepractical.

    TheGovernmenthasalsocommittedtosetNABERStargetsinGovernmentofficebuildingsforwasteandindoorenvironmentby30June2009.Agencieswillbeadvisedofanyrequirementsrelatedtothiscommitment,oncethesetargetshavebeenset.

    CleanerGovernmentFleet

    Governmentfleettoachieveanaverageenvironmentperformancescoreof12/20by2007/08(newongoingtargetswillbesetin2008).

    Governmentfleettoachievea20%reductioningreenhousegasemissionsbyend2007/08,basedon2004/05performance(newongoingtargetswillbesetin2008).

    Waste,RecyclingandPurchasing

    Agenciestopurchaseproductsandapplianceswhererelevant,availableandfitforpurpose,with:

    aminimum4starratingundertheMinimumEnergyPerformanceStandardsScheme(MEPS);and/or

    aminimumof4starratingundertheWaterEfficiencyLabellingandStandardsScheme(WELS)orSmartApprovedWaterMarkproductsandservices(foroutdooruse).

    Aminimumof85%ofallcopypaperpurchasedbyNSWGovernmentin2014tocontainrecycledcontent.

    Agencies,fromthecommencementofthe2008/09financialyear,tospecifyinclusionofatleastonerecycledcontentoptionaspartofeachpublicationquotesought.

  • SectionOne,Introduction Page|11

    GatewayReviewSystem

    Majorofficerelocationand/orfitoutproposalsmayberequiredtopassthroughtheGatewayReviewprocesstogainfundingapprovalfromTreasury(whereanagencysproposedfitoutmeetsthespaceusetargetof15m2perpersonandthebenchmarkfitoutcostof$1,200perm2,agatewayreviewwillnotberequired).

    TheGatewayReviewSystemisaseriesofstructuredreviewsthatareheldatkeydecisionpoints(gates)intheprocurementprocess.

    TheNSWGovernmenthasdevelopedtheSystemtohelpagenciesimprovetheirprocurementdisciplineandtoachievebetterserviceresultsfromtheirprocurementactivity.

    Asmallteamofexperiencedprocurementpractitionersthatarenotinvolvedintheprojectsconductthereviews.Theteamsassesstheprogressofprojectsagainstsevencriteria:servicedelivery,affordability,valueformoney,sustainability,governance,riskmanagement,stakeholdermanagementandchangemanagement.

    Theresultsofeachreviewaresummarisedinareportthatprovidesasnapshotoftheprojectsprogress.Whereappropriatethereportswillincluderecommendationstostrengthentheproject.

    GovernmentagenciesarerequiredtosubmitforGatewayReviewallprocurementproposalsforprojectsthatmeetthefollowingcriteria:

    StrategicReview

    Estimatedtotalcostover$10millionandcommencinginyears24oftheupcomingforwardestimatesperiod,orproposedforStateInfrastructureStrategypublicationorotherpublicstatement.

    BusinessCaseReview

    Estimatedtotalcostover$1million,ifrequestedbyTreasury.

    Allprojectswithanestimatedtotalcostover$10millionandcommencingintheupcomingbudgetyear.

    FurtherinformationcanbeobtainedfromTreasuryswebsiteathttp://www.treasury.nsw.gov.au/gateway/gateway_introduction.

  • SectionOne,Introduction Page|12

    Acommentonofficeplanning

    Whatisthebigdeal?WhydoweneedaccommodationOfficeDesignRequirementstotellushowtofitoutspacesthathaveworkedforover100years?Theanswerisbecauseweareonthecuspofchangeinnotonlythewaywework,butalsointhewayweinteractwithtechnology,eachother,andourlivesoutsidework.

    In1968anAmericanfurniturecompany,HermanMiller,introducedtheActionOfficesystem,theworld'sfirstopenplanmodularsystemofpanelsandattachingcomponentsaworkstation.Intheinterveningyearswealsogainedindividualtelephonesonourdesksandthenpersonalcomputers,telexandfacsimilemachineshavecome(andgone)andnowwehavetheinternet,mobilephonesandwirelesstechnology.Technologyisbecomingavailablethatgenuinelyallowsustoworkwhereverandwheneverwechose.Indeedwearealmostatthepointwhereinteractionwith,andmanagementofeachotheristheonlyreasontobeintheofficeatall.

    Andyetthevastmajorityofofficeinteriorscontinuetobeacombinationofenclosedofficesforseniorexecutives,workstationsofvaryingsizesforgeneralstaff,meetingroomsforoccasionaluse,plusstoragepositionedwherespaceallows.Justbecausetechnologyallowsworktobemobile,isthatavalidreasontobeso?Andwhatofmanagement?Canaworkforcethatmaynothaveapermanentdeskbesuccessfullymentored,managed,andintegratedintothebroadercultureoftheagency?

    ThepurposeoftheseOfficeDesignRequirementsisnottoprescribeaspecificwayofworkingthatisuptotheindividualagencytoresolvewithassistancefromappropriatelyqualifiedconsultants.RathertheseOfficeDesignRequirementsseektomakeoptionsavailabletoyousothatanyreconfigurationorrelocationprojectisoptimisingthebenefitsthatnewgenerationofficedesigncanbringtotheefficiencyandeffectivenessoftheagencyandyourworkforce,improvetheenvironmentwithinwhichtheywork,andcontributepositivelytotheNSWGovernmentscommitmenttobecarbonneutralby2020(PremiersMemorandum200828).

    Implicitwiththisistheacknowledgementthattheallocationofspace,thecharacteristicsofthespaceanditsassociatedfacilitiesbebasedonthebusinessneedsoftheagency,includingtheworkstyleneedsofitsvariouscomponents,notstatusorgradingofeachofficerperse.Itmaybethatthenatureoftheworkofaseniorofficerinaparticularagencymeansthatanindividualofficeisindicated,butthisshouldbedrivenbydaytodayactivitiesnotstatus.Tothatenditisnowappropriatetoconsideraccommodationtypeswithintheoverallofficeplanbaseduponthefunctionoftheindividualsuchas:

    MobileLeader.InteractiveManagerLargeformatpaperusersQuietconcentratorsKnowledgeworkersSupportersMobileFieldWorkerVirtual/PhoneCustomerSupportInformationProcessorsFacetofaceCustomerSupport.

    (StrategicBriefMcKellWorkplaceOpportunitiesProject,FINALREPORT:3RDAUGUST2007,Authors:ChrisAlcock,SteveCoster,SamanthaMorley&HaydenPerkinofDEGW)

  • SectionTwo,TheFundamentals Page|13

    SectionTwo,Thefundamentals

    Withinthiswebsitearetools,explanations,guidelinesandmandatoryrequirementsthatcollectivelydefineaframeworkforthesuccessfulcreationofallfutureofficespacefortheNSWGovernment.Consistencyofaccommodationacrossgovernmentisakeyobjectiveofthisdocument.ItisrecognisedthataccommodationandmanagementstylesevolveovertimeandsotoowilltheseOfficeDesignRequirements.Everyefforthasbeenmade,andwillcontinuetobemade,toensurethattheseOfficeDesignRequirementsadapttosuitcuttingedgeaccommodationsolutions.

    Certainprinciplesoftheinitiativearerequiredtobeadoptedwithinallworkplaceprojects.

    1. Whenconsideringarelocationproject,especiallyinregionalandremotelocations,colocationwithotheragenciesisthepreferredorprimaryoption.Thisshouldincludeshareduseofcentralfunctionalandfacilitiessuchasreception,utilities,andbulkstorage.

    2. AdoptionofenvironmentalgoodpracticeandadherencetotheenvironmentalpolicydocumentcontainedwithintheseOfficeDesignRequirementsisarequirementofallworkplaces.

    3. Theuseoftechnologytoreducetherequirementforpersonaltravelisarequirementofallworkplacedesigns.Thiscanincludesimplesolutionssuchasteleconferencingenabledphonesystemsthroughtotelepresencetechnology.

    4. Endofjourneyfacilitiesforstaffusingnonmotorisedformsoftransporttotraveltoandfromtheworkplacearetobeconsideredwhenselectingasite.

    5. Allagenciesarestronglyencouragedtoconsideralternativeworkplacestrategiesintheworkplace,includingaconcurrentreviewofworkpractices.Openplanistobeconsideredthatmandatoryrequirementforallgeneralworkspaces.Enclosedofficesmayonlybeprovidedbaseduponspecificfunctionalneed.Theymaynotbelocatedonperimeterwalls,andmustbedesignedinamannerthatallowsforuseasmeetingroomwhenotherwiseunoccupied.

    6. Desksharingisencouragedwhereatallpossible.

    7. Allagenciesarestronglyencouragedtoreviewtheirstoragepracticesaspartofanyworkplaceprojectwithanaimofinitiatinganoffsitearchivingprocess.

  • SectionTwo,TheFundamentals Page|14

    Mandatoryrequirements

    Thedesignofeveryagenciesfitoutissubtlydifferent,reliantuponthespecificneedsofthatagencyandthefunctionsofthestaff.Asdetailedwithinthesectiononreferencematerials,modernconceptsofofficedesignbasesolutionsuponthefunctionalrequirementsoftheusersratherthanblanketadoptionofhierarchicalspacestandards.Suggestedworkpointdesignoptionsareprovidedwithintheworkplacedirectionssection.

    TomanagetheoverallportfolioofofficespacewithintheState,anumberofkeyrequirementshavebeenpreparedthatareconsistentwithtargetssetbyotherstatesandtheprivatesector.Theseincludeworkplacedensity,costoffitoutandotherissuesthatimpactuponthequalityofthespaceandstaffamenityThecriteriadetailedbelowarerequiredtobemetbyallapplicableaccommodationprojects.Requirement Factor NotesWorkplacedensity Nottoexceed15m2perpersonin

    metropolitanandregionalcentres.Nottoexceed14m2perpersoninCBDofSydney.ThisismeasuredbydividingtheNLA(excludingoperationalareas)bythetotalnumberofstaffthatcanbeaccommodatedatworkpointsinthespaceatanygiventime.Forcallcentreworkplacesthemeasureis1000m2 RequiredtobesubmittedtoSPAateveryleaseevent.ContactSPAwithacopyofyourbusinesscasepriortocommencement.

    NABERS AchieveandmaintainaNABERSratingof4.5starsforenergyandwaterby1July2011,wherecosteffectiveMeetNABERSratingtargetsforwasteandindoorenvironmentwhenset

    Applicabletoofficefitout>1,000m2TheGovernmenthasalsocommittedtosetNABERStargetsinGovernmentofficebuildingsforwasteandindoorenvironmentbyend2009.Workplaceprojectswillhavetomeetthesetargetswhenset.

  • SectionTwo,TheFundamentals Page|15

    Equalityofaccess AllworkplacesarerequiredtocomplywithAS1428.2,providingequalityofaccesstoallstaff.

    Dispensationforbasebuildingorotheruniquenoncompliancesmaybeconsidered,subjecttoadetailedsupportingdocumentbeingprepared.

    Workstationscreenheight Nottoexceed1350mmabovefinishedfloorlevel

    Thisheightallowsforcontrolledlineofsightwhenseatedbutretainsanopenplanenvironmentwhenstanding.Agenciesareencouragedtoconsiderlowerscreenwherepossible.Theremaybeinstanceswherehigherscreensarejustifiedbuttheseshouldbecriticallyexaminedtoensuretheyaresupportedbyfunctionalneed

    Enclosedoffices Minimiseandbaseallocationsonfunctionalneed.Designmustallowforuseasameetingroombygeneralstaffwhenvacant

    Theallocationofanenclosedofficeisdeterminedbyfunctionalneedratherthanclassification.Theseofficesshouldprovidemaximumglazingsoastoaddtoageneralfeelingofopennessandbelocatedinpositionsonthefloorsthatdonotrestrictopenplanningsolutionsandaccesstonaturallight.Typicallytheywillbelocatedawayfromtheperimeterofthebuilding.Theyshouldbefurnishedwithfreestandingmodularfurnituresimilartothegeneralworkpoint

    Storage Personalstoragetonotexceed1linmetre

    Preferenceshouldbegiventosharedorcentralizedstorage

    Endofjourneyfacilities Securebicyclestoragefor5%oftenancystaff(or1bicycleparkper300m2ofNLA,whicheverishigher)1shower(unisex)per10bicycleparkingspacesprovided

    Whennotalreadyprovidedwithintheselectedbuilding,considerationshouldbegiventoseekinginclusionofthesefacilitiesbythelandlord

    Sundryrooms Dependingonthenatureandsizeofyouragency,someotherfunctionspecificroomsorspacesshouldbeconsidered.Examplesincludeprayerrooms,firstaidroom(arequirementforstaffnumbersinexcessof200),breastfeedingrooms(detailsavailableatwww.breastfeedingfriendly.com.au)

    ItmaybepossibleforsomeoftheseroomstobemultiuseroomsseesectiononOtherSpecialisedFacilities

    Ifthebenchmarktargetof15m/personisbettered(i.e.lessthan15m/personisachieved),thenmorepeoplearebeingaccommodatedinaparticulararea(thanat15m/person)duetobetterplanningorfunctionalefficiency.Becausemorepeoplearebeingaccommodatedinthearea,thenmoreworkstations,furnitureandtechnologyarerequired.Consequently,thecostoffittingoutthatparticularareawillincreasebythecostof

  • SectionTwo,TheFundamentals Page|16

    theadditionalworkstations,furnitureandtechnology.Therefore,theeffectofachievingthisbetterefficiencyisanincreaseinthefitoutcostratepersquaremetrecomparedwithbenchmarktargets.However,therateperpersonwillnotincreasebecausethesameamountoffitout,furnitureandtechnologyisbeingprovidedforeachperson.Everypercentagepointimprovementinworkplacedensitytranslatesdirectlyintoaonepercentrecurrentsavinginrentandbuildingservicescostsatnoadditionalcostperpersoninfitoutcosts.Thisstrategyofbetteringthetargetmaximumworkplacedensitycanbeappliedtonewfitoutsandforrationalizingspaceinexistingoffices.Expertadviceshouldbesoughtfromyourconsultantteamintheimplementationofthisapproachinordertoensurethatfunctionalityisretained,legislativecompliancerequirementsaremetandaqualityworkplaceisprovided.Otherconsiderationswhenplanningyourspaceare: Primarycirculationroutesshouldideallybe1.5mwide,withasinglecirculationroutebetweenthe

    coreandtheperimeterpreferredforgreaterefficiency. Publicandbackofficezonestobeseparatedbyasecuritypoint Openplanindividualworkplacesshouldhaveaccesstodaylightandaspect(andhavepreference

    overenclosedofficesandancillaryspace) Quietrooms,meetingspacesandstorageshouldbeadjacenttothosestaffwhorequireaccessto

    them,andwherepossiblecolocatedwithothercommunalspacessuchasutilityzones Informalmeetingareasshouldbecentrallylocatedtoencourageinteractionacrossthefloor Thelayoutsmustsupportinteractionandconcentratedwork Acoustictreatmenttosurfaces Layoutsmustbeadaptableovertimeandbesuitableforavarietyofdifferentbusinesslines.

    Preferenceisgiventomobilejoineryandfurnitureoverbuiltinandfixeditems Allworkpointsshouldbeconsideredasbeingavailableforhotdeskingwhennotoccupied Acousticcontrolandsoundattenuation.Youshouldfindanappropriatebalancebetweenalevelof

    backgroundsoundthatgivestheofficelifeandnottoonoisyastobedisturbing

  • SectionTwo,TheFundamentals Page|17

    Appropriatespaceplanningmodels

    Innovationhaspresentedanopportunitytomakebroadchoicesabouthowtheofficeistobedesigned.Wherepreviouslythechoiceswerelimitedtosizeofworkstationorwhogetsanenclosedoffice,intodayandtomorrowsofficesthechoiceisvastandisintimatelyconnectedtohowyouragencyconductsitsbusiness.

    Inseekingtorespondtoagencyneedsforflexibility,responsiveness,andthefreeflowofinformation,allnewGovernmentaccommodationprojectswilladoptone,oracombinationof,thefollowingspaceplanningmodels.

    1. Activitybasedplanning.Thisprinciplecanbesaidtodrawitsinspirationfromthedesignofhouses,andtherecognitionthatmostworkersalreadyspendlessthat60%oftheirdaysittingattheirdesk.Whereinaconventionalworkplace,theuserisstaticandthetaskcomestothem;inactivitybasedplanning,theuserismobilewithintheofficeandwillbasethemselvesfortherequiredperiodoftimeatastationspecificallydesignedforthatparticularfunction.Byexampleaquietroomforconcentratedworking,anopencommunalspaceforteamwork,asmallindividualdeskforrespondingtoemails,orameetingroomfordiscussionwithexternalparties.Dependingonthechoiceoftheindividualagency,eachstaffmembermay,ormaynothavetheirownpermanentworkspace.Itisinterestingtonotethatwhilethisisnotanewconceptperse,ithasonlybecomeviableasaspaceplanningtechniquesincetheadventofmobileandvirtualisedtechnology.Theseinnovationsallowtheworkertoaccesstheirphone,emails,thenetwork,etcfromanycomputer.FormoreonthispointrefertothesectionontheroleofITinofficeplanning.

    2. Universalplanning.Unlikeactivitybasedplanningwhichprovidesasuiteofhighlycustomisedbutsharedworkplaces;universalplanningisstrictlyconsistentinitsnatureandprovidesone(atbest,orveryfew)sizeofworksettingthatisdesignedtoprovideallofthefunctionalperformanceneedsoftheagencysstaff.Theindividualworksettingwillbelargerthanthesmallestonefoundinacomparableactivitybasedplanhowevertherearesomespaceusegainsmadethroughthehighlyregularnatureoftheplanning.Universalplanningisaveryeffectiveplanningtechniqueforagenciesthatexperienceahighdegreeofchurnandorganisationalchangeastherearrangementoforganisationalgroupscanbeachievedwithouttheneedforanychangetothephysicalworkplace.

    3. Hotelling.Oftenmistakenwithhotdeskingwhichisanonbookableworkplace,hotellingisthecontrolledandprearrangedbookingofspecificworksettingsbyindividualsorgroupsinordertoaccommodatethemforagivenperiodoftime.Itisknownashotellingbecauseofitssimilaritywiththeconceptofbookingahotelroom.Anumberofproprietarysoftwaresystemsexistforthispurposeandthebestarewebenabledallowingstafftomakeonlinebookingsforspaceaheadoftheirarrival.Anofficedesignedalonghotellingprinciplesmaynotappeartobeanydifferentfromaconventionaloffice;itwillhaveamixtureofworksettingsincludingworkstations,offices,meetingroomsandcommunalareas.Howeverhotellingallowseachspacetobeusedforagreaterproportionoftheday.Forexamplethenumberandsizeofmeetingroomscanbedesignedsothattheyareusedupto80%ofthetime.Withconsideredresearchandpreplanningitispossibletoachieveusageratiosofupto5:1(5stafftoeachworkstation)althougha3:1ratioismorerealisticasastartingpoint.source:byteSIZEDguidetomanagingspace,UnwiredventuresLtd,2007

    Hotellingataratioof3:1canresultina66%reductioninthespacerequiredbyanygivenpartofanagency.Howeveritisimportanttonotethatitdoesnotsuitindividualfunctionsthatarestaticsuchasinformationprocessors,ortechnicalstaff.

  • SectionTwo,TheFundamentals Page|18

    Specificworkpointdesignoptionsthekitofparts

    Inordertobothmaintainadegreeofflexibilityandallowworkspacestobesomewhattailoredtoindividualneeds,carefulconsiderationneedstobegiventoworkplacefurnitureandspaceallocation.Keepingtoaminimalnumberofdifferentspacestandards,andaconsistentandgenerickitofparts,allowsthestraightforwardrelocationofpeoplearoundthefuturepremiseseitherbymovingpeopleratherthanfurniture,orbyallowingpeopletotakethekitofpartsextraswiththem.Thekeyistoallowflexibilitytoarrangeteamspacesindifferentways.

    Thekitofpartsavailabletoagenciesincludesthefollowingelements.Quantitiesofeachelementusedareatthediscretionoftheparticularagency,recognisingthattheoverallfitoutdesignmustmaintainadherencetothemandatoryrequirementsoutlinedinundermandatoryrequirements.

    Workpoints

    Item Description Footprintsize(inccirculation)

    standardworkpointeitherrectangular,freeform,benchtypeor120degree

    Thedefaultworkpoint.Theconfigurationofthisworkpointmayvarybutwilltypicallybeaworksurfacewithasidereturn(eitherfixedormobile)including1linealmetreofpersonalstorage

  • SectionTwo,TheFundamentals Page|19

    Teamworksettings

    Item Description Footprintsize

    Suggestedratio

    Collaborationhub Centrallylocated,multiusespaceforworking,socialising,eatingandholdingmeetings.Shouldbeanenclosedspaceonatleastthreesidestocontroldisruptiontootherlocalworkpoints

    4060m2

    1:6080staff

    Openmeetingtable Gatheringspacewithscreeningtocreateasenseofprivacy.Accommodates26peopletofacilitateadhocdiscussions.Shouldbelocatednearcirculationpaths

    610m2

    1:2030staff

    Enclosedsmallmeetingroom Bookableornonbookablemeetingroomforupto4people.Canbeusedtoholdteleconferencesandinterviews

    Notethatroomsthataredesignedforoverfourpeoplemayrequireseparateairconditioningwhichcanaddsignificantcosts.

    912m2

    1:3045staff

    Enclosedmediummeetingroom

    Bookableornonbookablemeetingroomforupto10people.Canbeusedforexternalclientmeetingsiflocatedappropriately

    2024m2

    1:4050staff

    Enclosedlargemeetingroom Typicallybookablelargemeetingroomtoaccommodate1520stafforvisitors.Usedforstructuredpresentationsormeetings.Considercollocatingwithoperablewallifverylargefunctionspacesarerequired,ratherthanbuildingoneverylargeroom

    50m2

    1:7590staff

    Adhocroom Typicallyusedforshortperiodsoftimeforactivitiesthatrequireprivacyorconcentration.Discreetlyscreenedtoavoidvisualdistraction.Accessibleonafirstcomebasis.Consideravarietyofequipmentoptionse.g.computerinsomebutnotall

    610m2

    1:2030staff

    Touchdownworkpoint Reservedforstaffvisitingtheofficeonashorttermbasis.Typicallytheywillhavealimitedstorageprovisionandwillbeclusteredingroups.Theymustbeleftemptywhenvacated.

    36m2

    1:4050staff

    Utilityhub Alocalsupportspacethatprovidesaccesstocopying,faxing,printing,layout/collationandrecycling.Typicallycollocatedwithcollaborationhubswherepossibletopromoteadhocinteraction

    1012m2

    1:4050staff

    Athirdgroupofworksettingsexist,beingthepublicinterfaceareasuchasreception,training,meeting,andhospitalityspaces.Theallocationanddesignofthesespacesisbaseduponthespecificneedsoftheagency.Youshouldbearinmind,however,thatthesespacesaretypicallyhighercosttofitoutthanworkspacesandshouldbecarefullyreviewed.Asuggestedbenchmarkisthattheyshouldnotaccountformorethan20%oftheareaoccupiedbytheagency.

    Otherfitoutconsiderationsinclude:

    Indoorairquality NotoxicmaterialsormaterialswithhighlevelofVOCemissions

    (paint,adhesiveandsealants,carpetandflooring)areintegrated

    Procurementplanningforthefitoutprocessshouldtakesintoconsiderationstheimpactsofthefitoutmaterialsonindoorair

  • SectionTwo,TheFundamentals Page|20

    intothedesign.

    Ensurethatallengineeredwood

    productsusedintheproject(includingexposedandconcealed

    applications)havelowformaldehydeemissionsorcontain

    noformaldehyde.

    Ensuresourcesforpollutantsfromknownareassuchasprintareasareseparatelyventilated.IncludeindoorplantstoassistinimprovingIAQ.

    quality.Considerdevelopingamaterialsmatrixwhencomparingandselectingmaterials.

    Maintainhealthylevelofindoorairqualitythrougheffectiveventilationsystemandremovalofpollutantsfromknownsources.IncludeindoorplantstoassistinimprovingIAQbutensurethattheplantscanbemaintainedwithouttheneedforchemicalfertilisersandwithlowwaterusage.

    Thermalcomfort Forfullymechanicallyventilated

    buildings,ensurethatthebasebuildingventilationsystemswork

    withinthefollowingparameters:

    Airvelocitynotmorethan0.2m/swithnosupplydirectedatoccupants(unlesstheyhavedirectcontroloftheairflowe.g.displacementgrilles,taskairnozzles);

    HVACsystemtohaveseparateinternalandperimeterzonesthateachprovideindependentheating,coolingairvolumes.

    Ensurethattheworkplace

    achievesahighlevelofthermalcomfort.Talktostafftofindout

    thetemperatureandhumidityrangethattheyarecomfortable

    with.

    Daylight Aimfor90%oftheNLAhas:

    ameasuredDaylightFactor(DF)ofnotlessthan2.0%atdeskheightlevel(720mmAFFL)underauniformdesignsky;or

    aDaylightIlluminance(DI)ofatleast250Lux.

    Aimfor80%oftheNLAhasadirectlineofsighttotheoutdoors,orintoanadequatelysizedanddaylitatrium.Ensureglarefromdaylightisreducedthroughappropriateuseofblindsandscreensthat Eliminatealldirectsun

    Ensurestaffhaveamenityto

    naturallightsandexternalviewsandreduceglare

  • SectionTwo,TheFundamentals Page|21

    penetration; Arecontrolledwithan

    automaticmonitoringsystemwherepossible;

    Areequippedwithamanualoverridefunctionaccessiblebyoccupants;and

    Haveavisuallighttransmittance(VLT)of

  • SectionTwo,TheFundamentals Page|22

    Energy Useenergyefficientlightingsystems/luminaries,officeelectricalequipmentandkitchenappliances(withaminimum4starsMEPSand4starsWELS).UtilisepassivesolardesignprinciplesforthermalcomfortanddaylightingneedsConsiderintegratingabuildingmanagementsystem(BMS)toorganisezonesaccordingtouseandafterhoursworkingtimesorHVACandlightingneedsandrecordtheconsumptionforongoingmonitoring.Uselightandmovementsensorstominimiselightsand/orACbeingleftonwhenareasnotinuse.Usemultipurposedevicestoreducetheproliferationofequipment.Equipmentswitcheseasilyaccessibleatworkstations.

    Ensurethatthefitoutisdesignedtoenableefficientenergyuse.

    NSWGovernmentSustainabilityPolicyrequirestheprocurement

    anduseofproductsandappliancesthathaveaminimum4

    starratingundertheMinimumEnergyPerformanceStandards

    Scheme(MEPS)and4starratingundertheWaterEfficiency

    LabelingandStandardsScheme(WELS)orSmartWaterMark

    products.

    Waste DesigninwasteavoidanceandtheefficientuseofmaterialstosuitmanufacturedsizesandorquantitiesWhereexistingfinishesandfurniturehavebeenleftinthetenancy,aimtoreuseasmuchaspossibleordisposeofappropriatelysuchasrecycling.DesignforfuturedisassemblyanddeconstructionforreuseandrecyclingatendoflifeEnsurethatcollectionpointswithinthebuildingareavailable(i.e.spacecanbeprovidedtostorewasteproducts)andsystemsinplacetocollectsortedwasteandrecyclablesduringoperation.

    Thefirstconsiderationsto

    reducingwastestartinthedesignphase,byreducingwhatneedsto

    bedisposedofattheendoflife.Akeystrategyhereistouseless.

    Oncethequantityofmaterialshasbeenreducedconsiderhow

    materials/productsaregoingtobereusedorformnewproducts

    throughrecyclingforexample.Thelaststrategyshouldbeconsidering

    materialsaswastetobedisposedof.

    Material Useecopreferredmaterialssuchastheuseofrenewableresourcesincludingreusedandrecycledmaterials.Usematerialswhichhavebeencertifiedthroughareputableandcertifiedgreencertification

    Reducetheenvironmentalimpactsofmaterialselection.Considerdeveloping: guidelinesforgreen

    specificationforofficeandbuildingmaterialsbasedontheNSWGovernmentProcurementPolicyand

  • SectionTwo,TheFundamentals Page|23

    system.ForexampletimberhasvariouscertificationschemessuchastheForestStewardshipCouncil(FSC)certifiedtimberReuseexistingfurniture,fittings,fixturesetcasmuchaspossibleSelectmaterialsfordurability,reuseandrecycling.Usematerialswithlow/noharmfulVOCemissions.Ensuresupplierscommittoproductstewardshipstrategiesparticularlywhenclaimsforrecycling/reusearemade.

    CommonwealthEnvironmentalPurchasingGuide

    amaterialsmatrixwhencomparing&selectingmaterials

    Water Ensurewasterefficientappliancesarespecifiedanduseonlyproducts/applianceswithaminimum4starsWELS.Considerwaterlessproductssuchaswaterlessurinal.

    NSWGovernmentSustainabilityPolicyrequirestheprocurementanduseofproductsandappliancesthathavea4starratingundertheWaterEfficiencyLabelingandStandardsScheme(WELS)orSmartWaterMarkproducts.

  • SectionThree,Thefitoutprocess Page|24

    SectionThree,Thefitoutprocess

    Gettingstarted

    Theaccommodationprovidedtoyourstaffisacriticalpartofmaximisingtheeffectivenessoftheagency.Evensmallchangesinproductivityachievedthroughwelldesignedofficespacecanhavesignificantimpacts.Forthisreasonitisvitalthattheaccommodationprovidedmatchesthestrategicgoalsoftheagencyinawaythatisflexibleenoughtochangeasyourorganisationchanges,

    Typicallytherearetwomainreasonswhyyouwouldconsiderundertakingafitout.Thefirstoftheseisbecauseyourcurrentleaseisduetoexpireandyouareplanningtorelocatetonewpremises.Thesecondisbecauseorganisationalchangemeansthatthecurrentofficeplanisnolongertheoptimumsolutionforthewayyourstaffwork.Inthisscenarioyoumaywellbestayinginyourcurrentpremisesbutthereisasoundbusinesscasetosupportpartialorwholereconfigurationofthelayout.Inthisscenario,thereisatippingpointwherethepotentialbenefitsinincreasedagencyperformanceoutweighthecapitalexpenditureofthefitoutitself.

    Incaseswheretheleaseonyourcurrentpremisesisduetoexpire,orthereisanotherexternalinfluencerequiringyoutoconsiderarelocation,theprocesscantakebetween12and18months,althoughyoushouldbeconsideringtheinitiationoftheprojectuptotwoyearsbeforetheendofthelease.Insomecaseswherethedecisionistakentomoveintoanewbuildingthismaybeevenlongerandcaninvolveanintegratedfitout.

    Therearesixstagestoasuccessfulfitoutprojectdefinedas

    1. Feasibilityneedsanalysisandprojectdefinition,followedbythebusinesscaseandfundingapproval

    2. Conceptsiteselectionandinitialdesignconcepts

    3. Designdesigndevelopmentwithinagreedbudgets

    4. Pricingcompetitivepricingfromtradesandsuppliers

    5. Constructionprojectmanagementandsitesupervision

    6. Finalisationrelocationandstaffinduction,andpostoccupancyevaluation

    TheStatePropertyDivisionoftheLandandPropertyManagementAuthorityandtheDepartmentofServices,AdministrationandTechnologycanassistyouinthisprocesshoweverthefirststepsneedtobetakenbyyou.Thiswillformthebasisofaneedsanalysisdocumentorroadmapthatdefineswhatgoalsaretobesetyourorganisation.Dependingonthesizeoftheagencythiswillincludeacomprehensivefacilityplanthatwillconsidersuchthingsasbusinessprocesses,serviceneeds,clientbase,affinitiesofinternalbusinessgroups,affinitieswithotherorganisations,andthestrategicinformationthatwillberequiredbyyourconsultantteam.Thefacilityplanshouldidentifythepreferredlocationsfortheorganisationandtheidealfloorplatesizetooptimiseoperatingefficienciesoftheorganisation.Greaterdetailonthepreparationoftheneedsanalysisiscoveredinthenextsection.

    Thefirstdecisionstobemadebyyouare:

    1. Whoisgoingtoruntheprojectfromwithinyouragency,andwhatistheirlevelofauthority?

    2. Whatworktypesbestsuitthefunctionsofyourteams.Thiswillinformyourneedsanalysisandshouldbeusedwhenpreparinganoptimumblockingandstackingdiagram

    3. Whatarethepositiveandnegativeattributesofyourexistingaccommodation?

    4. Whatgeographiclocationsuitsyoubest?Considerstaffaccesstowork,whereyourclientsandsuppliersarebased,andwhetheranalternativelocationwillprovidenewopportunities

    5. Howandwhenyouaregoingtocommunicatewithyourstaffabouttheproject.Itisvitalthatyourstaffarekeptinformed.

    6. Howareyougoingtomanagetheprocessofchange?

  • SectionThree,Thefitoutprocess Page|25

    Buildingyourteam

    Inundertakingafitoutproject,agreatmanydifferentskillsetswillberequired.Somewillbeinvolvedinspecificaspectsoftheprojectsuchasthebuildingtradesortheprivatecertifier;whileotherswillbeinvolvedfromthestartrightthroughtocompletion.

    Thereisnohardandfastruleaboutwhichconsultantsandcontractorswillberequiredasthespecificsofyourprojectareunique.Howeverthetablebelowprovidesasguideforcertaincommonprojecttypes.

    Itemsshowningreyareoptionaldependingonneeds

    Role Responsiblefor Reportsto Fitout500

    m2

    Integrated

    fitout

    Projectdirector Overallstrategy

    Thisroleisonlyapplicabletoprojectsinexcessof10,000m2andshouldbeaseparateappointmentfromtheprojectmanager

    Agencyrepresentative a

    Assetmanager/agencyrepresentative

    Arrangingapprovalsunderdelegatedauthorityincludingleases,fitoutbudgets,reportingtoagencyexecutiveandensuringgoalsareachieved.

    EnsuresGovtpoliciesaremet

    Agencyexecutive a a a

    TenantrepresentativefromSPA

    Sourcingpremises

    Negotiatinglease

    Managingexitfromexistingpremises

    Managingnewpremises

    Agencyrepresentative a a a

    Projectmanager(usuallyaSharedCorporateServicespartneri.e.NSWBusinesslinkorDSTA)

    Selection,engagement,andmanagementofconsultantteam

    Programme(time)

    Costplan(money)

    Tenderingofworks

    Coordinationwithlandlord

    Agencyrepresentative a a

    Interiordesigner Designbrief

    Interiordesign

    Designdocumentation

    Qualityduringconstruction

    Mayperformroleofprojectmanageronsmallfitouts

    Projectmanagerand/oragencyrepresentative

    a a a

    Servicesengineer Servicesbrief Projectmanager a a

  • SectionThree,Thefitoutprocess Page|26

    Servicesdesignanddocuments

    Qualityduringconstruction

    Basebuildingservicesengineers

    Servicesbrief

    Servicesdesignanddocumentsincludingintegrationwiththebasebuilding

    Qualityduringconstruction

    Projectmanager a

    Privatecertifier Certificationofdesignforconstructioncertificateandoccupationcertificate

    Projectmanagerand/orinteriordesigner

    a a a

    Quantitysurveyor Detailedcostplan

    Certificationofclaimsandvariations

    Projectmanager a a

    Headcontractor Constructionofthefitout

    Defectsrectification

    Projectmanagerand/orinteriordesigner

    a a a

    Subcontractor

    Supplier

    Constructionand/orsupplyofindividualcomponentofthefitoute.g.partitionsorworkstations

    Headcontractor a a a

    ITrelocationconsultant

    RelocationandtestingofITsystem

    Businesscontinuityplanning

    Agencyrepresentative a a a

    Storageconsultant Rationalisationofstorage

    Mappingandrelocationofstorage

    Interiordesigner a a

    SustainabilityconsultantsorESDconsultants

    Contributetothedesignbrief

    Auditingthebasebuildingservices(HVAC)andinfrastructure(meteringforNABERSrating)

    DesignguidanceandmanagementofcertificationprocessforNABERSandotherratingsystems

    Procurementadvice

    Contributetodesigndocumentation

    Typicallypartofdesignteamforsmalltomediumsizedprojects

    Agencyrepresentative a a

    Securityconsultant Prepareandadministersecurityplan

    ProjectManager a a

    Theappointmentofconsultantsandcontractorsissubjecttocertainpoliciesandprocedures.ThesearedefinedwithinDepartmentofPremierandCabinetCircular200417andtheStateContractsControlBoard

  • SectionThree,Thefitoutprocess Page|27

    PurchasingDelegations.FurtherinformationisavailablefromtheNSWprocurementofficewebsitewhichhasadedicatedsectiononconstructionprocurement.

    Inadditiontotheexternalprojectteamitisimportantthataninternalteamisconvenedtoprovidedirectionandsupporttotheconsultants.Thenumbersofmembersofthisteamisdependentonthesizeandcomplexityoftheprojectbutinallcasestheyshouldbestaffthathaveanappropriatelevelofauthority,timetocommittotheproject,andagoodunderstandingoftheorganisation.Thebestpeopleforthisrolehaveabigpictureview.

  • SectionThree,Thefitoutprocess Page|28

    Selectingasuitablesite

    ThecommercialrealitiesofRealEstatearesuchthattheoverarchingreason(assumingallotherserviceneedsareequal)toselectonesiteoveranotherwhenconsideringrelocationisgoingtobeafinancialdecision.RealEstatecostsareoftensaidtobethesecondorthirdhighestsinglecosttoanyagencyandsomakingtheoptimumfinancialchoiceisparamount.

    Andyetnegotiatingaleaseforabuildingthatyoumayoccupyformorethan10yearsrequiresthataprocessofduediligenceisundertakentoensurethatthefinalselectioncanmeetthefunctionalrequirementsoftheagency.Ineffectthebuildingevaluationprocessshouldseektoeliminateanyshortlistedsitethatmayhaveafunctionalshortfallsothattheremainingsitescanbetrulyevaluatedonfinancialgroundsalone.Yourconsultantteamshouldbeaskingthequestionwhycantwegothere?

    Criticallythefirststepinthisprocessistoclearlyunderstandwhatyouneed.Thisisbestachievedthroughthepreparationofablockandstackplanaspartofabroaderfacilityplan.Forexample,ifyourblockingsuggeststheoptimumoperationalefficienciesareachievedwhenyouragencyisaccommodatedononelargefloorplate,youcanimmediatelyexcludesitesthataresmallplatesrequiringoccupancyovermultiplefloors.

    Spaceplanning

    Inreviewingtherelativemeritsofsitesyoushouldengageaninteriordesignertopreparetestfitplans.Thesearenottruereflectionsofanyfinaldesigns,rathertheyaregeneralarrangementplansthattesttheconfigurationofthebuildingandfloorplatetomeetyourspecificneeds.Factorsthatthedesignerswillconsiderincludeaccesstonaturallight,columnsizesandspacing,ceilingheightsandquality,qualityofbasebuildingfinishes,andtheprovisionofbasebuildingamenities.Theywillalsobeabletoassessthestatutorycomplianceoftheproposedfitoutandalertyoutoanypotentialshortcomings.Theywillbeabletoadviseonrequiredfloorloadingsforcentralstorageandcommentonpositiveandnegativeenvironmentalattributesofthespace.

    Buildingservices

    Thespecificsofyouragencysfunctionmayrequireatypicalservices,suchasuninterruptedpower,orexcessivecooling.Generallyitisprudenttoengageabuildingservicesengineertoinspectanyshortlistedsiteinthesamewayasyouwouldengageadesigner.

    Typicalissuestobeconsideredare:

    Hydraulics.

    1. Towhatstandarddoesthebasebuildingfirehydrantandhosereelsystemcomply?ThecurrentstandardisAS2419.12005butthe1994versionofthisstandardisalsoacceptable.Ordnance70isanoldstandardandshouldnotbeaccepted.

    2. Whatisthewetstackcoveragetothefloor?agoodbenchmarkminimumis60%wetstackcoveragetothefloor.

    3. Isacoldwaterprovisionavailabletothetenantfloors?Aminimum20mmcoldwatersupplyshouldbeprovidedoneachlevelfortenantconnection.

    4. Isbasebuildinghotwateravailablefortenantuse?Thisisnotcommonbutisbeneficialtotheprospectivetenant.

    5. Whatisthefloorstructureofthebuilding?ideallythiswouldbeaconventionalconcreteslabasposttensionedslabscancauseissueswithstructuralpenetrations.

    6. Isgasavailabletothesite?Mostbuildingsdonothavegasavailabletotenantfloorsbutifitisprovidedtothebuildingthenthereisanoptiontoconnectifdesired.

    7. Isthereatradewasteprovisiontothetenantfloor?Somebuildingswillhaveacommongreasearresterandwillextendtradewasteconnectionsthroughoutthebuildingforusebythetenantifsodesired.

    8. Isthereanonpotablewatersupplyavailablewheninstallingnewtoiletblocks,itisdesirabletousenonpotablewaterforflushing.

  • SectionThree,Thefitoutprocess Page|29

    Mechanical.

    1. Whatisthesystemtypeandthesizeofthecontrolzones?Anythingover200sqmperzoneshouldnotbeaccepted

    2. Whataretheexternalandinternaldesignconditions?Internalshouldnotfalloutsideof21.5+/1.5degreeC

    3. Whatistheallowancefortenantequipment/power?Anythingbelow10W/sqmshouldnotbeaccepted

    4. Isthereprovisionfortenantsupplementaryairconditioning?Ifcondenserwaterisprovided,whatistheavailablew/msqorL/s?

    5. Isthereprovisionforadditionalfreshairtothespace?Howmuch?Anythingbelowaminimumof300l/sor0.3l/s/msqshouldnotbeaccepted

    6. Isthereanyadditionalgeneralexhaustavailable?

    Electrical

    1. WhatElectricalSupplyisavailabletothetenancy?Anythingbelow20VA/sqmshouldnotbeaccepted

    2. WhatspatialprovisionsareavailableonthetenancyDistributionBoards?recommend1poleper10sqm

    3. IsthereLightningProtectionintheBuilding?Itisrecommendedbutnotmandatory

    4. IstherePowerFactorcorrectionintheBuilding?Itispreferredbutnotmandatory

    5. AretherebackupGeneratorsavailabletothetenancy?Itisrecommendedbutnotmandatory

    6. AretherebackupGeneratorsavailabletotheBaseBuilding?Itisrecommendedbutnotmandatory

    7. Aretheresurgedivertersprotectingthisfloor?Itisrecommendedbutnotmandatory

    8. IsthemeteringprivateorSupplyAuthority,andwhopaysforthis?eitherisacceptablebutimportanttoclarifyforcompliancewiththeNABERSscheme

    9. Whatluxlevelshavethebasebuildinglightingbeeninstalledto?ItisrecommendedtomeetAS1680min320luxaverage

    10. HasdaylightharvestingbeenincorporatedintotheBaseBuildinglayouts?Itisoptionalbutcanhaveasignificantimpactonyourenergyreductiongoals

    11. Arethereprogrammedlightingsystemstothetenancy?Itisoptional

    Communications

    1. WhatNetworkprovidersarepresentwithinthebuilding?Aminimumof1isrequired

    2. Howmanycablepairsareavailabletothetenancy?Anythingbelow1pairper10sqmshouldnotbeaccepted

    3. IsthereOpticFibrewithinthebuilding?Itisoptional

    4. IsthereMobilephonecoverageto100%oftheaccessibleareaswithintheBuilding,includingliftcars?Thisisnotarequirementbutyoumayfindoneserviceproviderperformsbetterthananother

    5. IsthereBaseBuildingprovidedMATVaccessibletothetenant?(AnalogueandDigital)Itisrecommendedbutnotmandatory

    6. IstherePAYTVaccessibletothetenantwithinthebuilding?Itisoptional

  • SectionThree,Thefitoutprocess Page|30

    Securityandaccesscontrol

    1. Isthere24hoursonsitesecurity?Itisrecommendedtohaveaminimumofperiodiccontrolvisitsaspartofthelease

    2. IsthereCCTVatallentrypointstothebuilding?(Ifyes,isitmonitored)Itisrecommendedbutnotmandatory

    3. IsthereanAccessControlsystemwithinthebuilding?(Ifso,whatcommonareasareprotectedandwhen)Itisrecommendedbutnotmandatory

    4. IstheAccessControlsystemabletobeconnectedtoandexpandedwithnewtenants?Itishighlyrecommendedbutnotmandatory

    5. IstheAccessControlsystemandBMSsystemsinterfaced?Itisrecommendedbutnotmandatory

    Fire

    1. IsthereaFireEngineeredSolutioninthebuilding?Ifsocautionshouldbetakentounderstandthedetailimplicationsofit.FireEngineeredsolutionsrequirecomplexstatutoryapprovalstoamendandmayrepresentanunacceptableleveloflifesafetyrisktoyourstaff.

    2. CanthelandlordprovidetheFireSafetySchedulerequiredinformation?Thisismandatory

    3. DoanyFireServicesrequirereplacementorupgradeaspartofnewtenantworks?Detailsarerequiredforreviewbyyourconsultants

    4. Isthehosereelandhydrantcoveragesufficientforreasonablepositioningofthefitoutelements

    Locality

    Thefinalconsiderationwhenshortlistingsitesshouldbethelocalarea.Typicalquestionsthatyoushouldbeconsideringinclude:

    1. Willourstaffbesafetravellingtoandfromwork,atthetimesthattheyusuallytravel?

    2. Arethereadequateendofjourneyfacilitiesavailabletoencourageahealthyandactivestaffe.g.bicyclefacilities,walkingpaths,etc?

    3. Isthesiteservicedbypublictransport?

    4. Aretheregoodlocalamenitiesforstaffsuchasshops,placesofentertainment,restaurantsetc?

    5. Canourcustomersaccessthesiteeasily?

    6. Doyourequiresignageandisitavailable?

    7. Doesthebuildingspresentationmatchyouragencysimage

    8. Aretheothertenantsinthebuilding,orlocalarea,agoodmixwithyouragencysprofile

    9. Isthelandlordareputablepersonorcompanythatwillcontinuetomeettheirobligationstoyou?

    10. Doesthebuildingprovideadequateequalityofaccessforallstaffandvisitors,inaccordancewithDADHCpolicies

    11. IsthereappropriateparkingavailableforGovernmentvehicles?

    12. Isthebuildinglocatedinafloodzone?

  • SectionThree,Thefitoutprocess Page|31

    Undertakinganeedsanalysis

    Withinthetoolssectionofthisdocumentyouwillfindadownloadablefilethatyoucanusetoprepareyourownneedsanalysis.Lateronintheproject,onceyourconsultantteamhasbeenappointed,theywillalsobetakingabrieffromyou,howeveruseoftheneedsanalysistoolprovidedwillensurethatmuchofthekeydatayouandtheyrequirewillhavebeenalreadygathered.Thisneedsanalysistoolisyouropportunitytolookatthebigpictureofwhatyouneed,notwhatyouwant.Itshouldalsonotconsiderthedetailofhow.Thatcomeslater

    Aneedsanalysisdefinesthemostappropriateworkplacestrategyforyourorganisationthatsupportsbusinessgoalsandobjectivesoveradefinedtimeandwithincertainfinancialparameters.Ittakesintoaccountmatterssuchassuitabilityofexistingaccommodation,agencyobjectivesandbusinessneedstogetherwithidentifiedfuturechanges,peopleissues,sustainabilityissues,technologyandspecificservicesissues.

    Whenevermajororganisationalchangesarebeingplanned,theneedsanalysisprocessshouldbeusedtoreviewexistingbusinesspractices.Majorrelocationsoccurinfrequentlyandprovideanidealopportunityfororganisationstostreamlinebusinessprocessesandchangecultureswherenecessary.

    Theneedsanalysiscanprovideasignificantopportunityforyouragencytotakeafreshlookataccommodationandmaximisethepotentialprovidedbyanewworkingenvironment.Itisessentialthatsufficienttimebeincorporatedintotheprogramtoallowadequateinvolvementofstaffatalllevelsacrosstheorganisationsothatadiverserangeofideasandopportunitiescanbeidentifiedandexplored.Thiscantakeuptosixmonthsforlargeorganisationswhorequireacomprehensivefacilityplan.

    Itcannotbestressedenoughthatatthisstageintheprocess,youarenotlookingforsolutions.Youarecrystalballingthefutureandthenexploringthestrengthandweaknessesofyourexistingaccommodationrelativetothewayyouthinkyoushouldwork.Bywayofanexample,agreatdealhasbeenwrittenonthechangingpopulationandtheriseofthegenerationY.Isyouragencydemographicchangingandcantheworkplacebedesignedtoattractandretainthisgenerationofstaff?

    Therearemajorrisksifaneedsanalysisisnotundertakenatthisearlystage.Theyincludepoorlydefinedprojectscope;nodetailedunderstandingofworkprocess;lackofstakeholderengagementresultinginpoordataandpossiblepushbackatimplementation;noidentificationofkeyprojectissuesorganisationalandcultural;potentialtimelinedelaysandbudgetarypenalties.Fromasustainableperspective,itisimportanttoensureattheverystartthatanintegratedapproachtotheprojectisadheredto.ClickhereformoreinformationaboutSustainabilityissuestobeconsideredatthefeasibilityandplanningstage.

  • SectionThree,Thefitoutprocess Page|32

    Communicatingwithstakeholders

    Atthefeasibilityandearlyplanningstageofthefitoutprojectitisimportanttoensurethateveryoneisengagedintheprojectatvaryinglevels.Thisisnotonlyvaluablefromaninclusivepositionbutwillalsoassistinestablishingwhereimprovementscouldbemadeinthenewpropertyandofcoursewherecurrentpracticesareworkingwell.Somestrategiestoconsiderinclude

    o Theengagementofstakeholdersintheprocesssuchasreportingcurrentpracticeshowsatisfiedareoccupantsintheircurrentlocation,whatarethecurrentstrengthsandweaknesses,arethereanyhealthissues,noise,thermalcomfort,lightingissues?

    o Planninganauditofcurrentpracticesamongststaff,productivitylevelsandindoorenvironmentalqualitieswillalsohelptogaugeanyimprovementsinstaffhealthand/orproductivity.SpecialistconsultantsorsomeUniversityresearchcentrescanassistinthesetypesofaudits

    o Ensurethatstakeholdersareawareoftheobjectivesmadebythedesignandmanagementteamforpeerreviewandprovidearecordofthedesignintent

    Thefitoutprocesscantakemanymonthstocomplete,andatcertainstagesitcanappearthatthereisnotmuchhappening.ForexampleduringthedocumentationphasemostdesigndecisionswillhavebeenmadeandtheconsultantteamwillbebusyproducingthedocumentsrequiredtoenterintoabuildingcontractwiththeHeadContractor.Aftertheintensityofthedesignstageswhenyourstaffwillhaveseenmanyexternalpeoplewalkingthroughtheexistingpremisesarmedwithdrawings,thisperiodofsilencecanbealarming.

    Itis,therefore,veryimportantthatacommunicationplanbeputinplacebyyourinternalprojectteamtoensurethatthestaffandyourclosebusinesspartnersarekeptinformedofwhatisoccurringintheproject.Theaimofthecommunicationplanshouldbetoprovideinformationontheprojectasitdevelops.Theycantakemanyformsdependinglargelyonthecultureoftheagencyitself.Successfulexampleshaverangedfromformaldocumentssuchasamemooutliningeventstoapageontheintranet.Bywayofexample,TheDepartmentofHumanServices,andCommunityServicesusedaConceptAdvisoryGrouponaprojectthatprovidedinputtothedesignprocess.TheCAGassistedwithcommunicationwithkeystakeholders,andensuredPSAinput.Itistheresponsibilityoftheagencyrepresentativetoensurethatallgroupsareconsultedincludingunionsandcommunitymemberswhereappropriate.Manycompaniesintheprivatesectorhaveusedsimplevideostoshowprogressonsitetogreateffectandanothercommontoolistosetasideanareainyourcurrentofficespaceasaprojectroomwherecollateralcreatedintheprocesscanbedisplayede.g.thepresentationboardsusedbythedesignteamhungonthewall,ortheproposedgeneralpurposechairmadeavailableforstafftotestout.Wheretimeframeandscaleofprojectallowsyoumayevenconsiderlivetestingofaworkstationcluster.

    Theoverridingmessageofallcommunicationmustbetoinformpeopleofwhatisoccurringontheprojectandhowitwillimpactuponthem.100%consensusisdifficulttoachieveandsothemostsuccessfulcommunicationplansfocusonwhatisoccurring,withdocumentedsupportoftheprojectsdirectionbytheexecutive.FAQsandotheropportunitiesforstafftoaskquestionsaregoodplacestostart.

    Insimpletermsitisbesttotellwhatisbeingdone,ratherthanaskwhatiswanted.Elementsthatcanbeincludedareadiscussiononthetangiblebenefitstostaff,theenvironmentalinitiativesbeingmade,thelocationproposed,andhowtheprojectwillaffecttheindividualsdaytodayactivities.

    Towardscompletionoftheprojectthereisanotherformofcommunicationthatwillberequired.Inallprojectswheretheaccommodationsolutionisdesignedtoassistinsomeformoforganisationalchangeitislikelythatyouwillbeaskingyourstafftoworkinnewways,andwithnewaccommodation.Theprojectteamshouldbeaskedtoprepareadocumentand/orpresentationtokeystaffwhointurncancommunicatewiththeentireorganisationonhowthenewspacesaretobeused.Onecommonexampleistheuseofbreakoutspaceswhichareusedtoprovideaspaceforinformalmeetingsandadhoccommunicationbetweenstaff.Inworkplacesthathavenothadthesespacebeforeitisimportanttocommunicatetothestaffthatitisokaytobeinthesespacesandthatjustbecausetheyarenotattheirdesk,itdoesntmeantheyarenotworking.

    Providingstafftrainingandeducationonthebenefitsofthenewfitoutanddesignandhowtouseitcanbecriticaltoasuccessfulproject,particularlywherethebuiltenvironmentisrequiringusercontroltomaintainareasofthermalcomfortforexampleorwherethetechnologicalsystemsmaybedifferentormorecomplicatedthanstaffareusedto.Ensurethisprocedureiscontinuedaspartoftheinductionprocessforallnewstaffandreminderprogramsforalstaffarecompletedonaregular(yearly)basis.

  • SectionThree,Thefitoutprocess Page|33

    Toassiststaffinusingthenewfitoutonamorecontinualbasis,youcancreateaUserGuideforstafftomaintainhealth&comfortlevelsaswellasmaintainenergy,wasteandwatergoalsandobjectivesfortenancy.Youcanalsoconsiderprovidingmethodforcontinualfeedbackandimprovementfromstaffandotherusers.

    Communicationwithstakeholdersdoesnotstopwhenthefitoutprocessiscompleteditgoesbeyond.Apostoccupancysurveyiscriticaltonotonlyensurethatstaffarehappyintheirnewenvironmentbutimprovementscanbemadewheretheyarenot.Butdontrushintothesurveywaitabout46months,whenpeopleareorefamiliarwiththeirsurroundingsandhowtheyusethemandthatnewofficehoneymoonperiodhaspassedsoyougetmoreaccurateanswers.Includeissuesaroundhealth,safety,comfort,usability,socialaspects,transport,accessibility,light,noiseandthermalcomfort.Therearespecialistconsultantsinthisareawhocanassistyouwiththissurveyandhowtoanalysetheresults.Usethisinformationtocomparewiththesurveycompletedbeforethemoveorrefurbishment.Itisalsoimportanttoprovideregularreportingonfitoutperformanceintermsofstaffsatisfaction,indoorenvironmentquality,waste,energyandwaterefficiencyperformanceforcontinualimprovementandsustainedmaintenance.

  • SectionThree,Thefitoutprocess Page|34

    Reportingontheproject

    ItisoftensaidthatRealEstateisthesecondlargestcostcentreofanybusinessoragency,behindstaff.Therearealsomanyrisksassociatedwiththeprocessoffitoutcanhaveseriousimpactupontheongoingoperationoftheagency.Theserisksmaytaketheformofexpenditureoverruns,delays,loss,andsafetybreachestonameafew.

    Asaconsequenceitisgoodpracticetoinitiateareportingprocedureatthecommencementofanyfitoutprojectthatreviewsandreportsupontheprogressoftheproject.Theconsultantteamwillbecommissionedtomanageandreportuponthespecificprogressoftheprojecthoweveritistheresponsibilityoftheagencysnominatedrepresentativetoreporttotheexecutiveonthebroaderprojectissues.

    Asamplereportingtemplatecanbefoundwithinthetoolssection.Thisusestwomethodstoprovideasimpleyeteffectivemeanstoreportontheprogressandanyemergingissuesofconcern.

    1. Trafficlightsbyuseofgreen,amber,andredcolourcodingitispossibletodrawimmediateattentiontoissuesthatareofconcern

    2. Riskmitigationwithineachsectionofthereportananalysisoftherisksisrequiredincludingmitigationstrategiesthathavebeenproposed

    Areastobereportedonincludedesign,quality,programme,budget,resources,environmentaloutcomes,communication,IT,andageneraloverview.Othersectionsofthereportalsoprovidespacetoreportonprogressagainstmilestonesandanyupcomingdecisionpointsthatmayrequireexecutiveinvolvement.

    Typicallyitisgoodpracticetopreparethereportonamonthlybasis.

  • SectionFour,Referencematerials Page|35

    SectionFour,Referencematerials

    Capturingtheopportunityforculturalchange

    Renewingtheworkplacecanbeasignificantcatalystfororganisationalchange.Equally,anewofficeenvironmentisoneofthemostpowerfultoolstosupportorganisationalorculturalchange.Fouropportunitiesthatpresentthemselvesinthisprocessare

    1. Theopportunitytotakeaholisticperspectiveoftheworkplacethatincorporatespeople,processandplace

    2. Theopportunitytoanticipateandplanforflexibilityinthefuture,notjustintheworkplacearrangementbutalsointheorganisationalstructure

    3. Theopportunitytochangethemindsetofyourstaffandshowthattheagencysupportsthechangeinitiativeswithtangibleaction

    4. Theopportunitytocreateahealthyworkplacethatisenvironmentallysustainable

    Itisimportantthattheworkplacechangeisconsideredonepartofthedevelopmentoftheorganisationandthatthecultureisactivelymanagedtoensuresynchronicitywiththenewworkplace.Thedevelopmentofanintegratedculturalprogrammedesignedtoalignwiththenewworkplacewillcontributetothispriority.Suchaprogrammewouldincludefocusonthreekeyareas:

    1. Developmentofeducationmaterialandprotocolsgoverningbehaviourandtheuseofthenewspacessuchassharedzones,quietspaces,andindividualworkpoints,wastemanagement,energyuseandwateruse.Itisimportanttoeducatestaffabouttheimpactsoftheirbehaviourandencouragestafffeedbackonthenewspaces

    2. Leadershipandperformancemanagementofmobileandtaskbasedworkpractices.Leadersmustdemonstratesupportofnewworkspacesasthereareinherentchallengesrelatingtotrust,ability,inclinationandpersonality

    3. Staffrecruitment,rewardandrecognitionastheworkplacecanbeusedasatooltoattractandretainstaff

    Thenewgenerationofworkplacesnowbeingdevelopedpresentanopportunityforagencyleaderstobuildteamsthatareworkingtowardscommongoals,andaunifiedculture.

  • SectionFour,Referencematerials Page|36

    Theroleoftechnologyinofficeplanning

    Whilstrecentadvancesintechnologyhavehadapositiveimpactontraditionalworkpractices,theimpactoftheseadvancesonmoremodernworkingarrangements(i.e.Hotelling,HotDeskingandTelecommuting)hasbeenevenmoresignificant.

    Thissectionoutlinessomeofthetechnologiesthatreducetheneedforemployeestohaveadefined,staticworkenvironmentandhence,enableagenciestoincorporategreaterlevelsofinnovation,flexibilityandefficiencyintotheirofficedesignstrategies.Technologiesalsohaveanimpactontheenergyefficiencyofyouroperationandthusenergyuseshouldbeoneofyourconsiderationswhiledecidingwhichtechnologytoadoptinyournewworkplace.

    HighSpeedBroadbandFixedline(residential)andmobile

    Encompassesanytechnologythatdelivershighspeedinternetaccesstoaresidence(e.g.ADSL,Cable,Satelliteetc)

    RecentAdvances Benefits

    ImprovedCoverage

    IncreasedSpeed

    ReducedCost

    FortheEmployee:

    Allowstheemployeetoaccessmany(ifnotall)businessandtelephonysystemsfromhome,henceallowingtheemployeesignificantlymorechoiceandflexibility.

    Work/lifebalanceimproved

    FortheEmployer:

    Greaterlevelsofflexibilityfortheemployeemayresultinlowerofficespacerequirementsfortheemployer.

    Providescontingencyoptionstoemployerswhoexperienceworkspaceavailabilityissues(e.g.disastersituations,higherthanaverageworkloadsetc)

    Reductioninabsenteeism

    CorporateWirelessNetworkTechnology

    RecentAdvances Benefits

    ImprovedSecurity

    ImprovedReliability

    FortheEmployee:

    Allowsanemployeewithawirelessenabledcomputertoworkfromanywherewithinthewirelesscoveragearea,encouraginginteractionandcollaboration;

    Allowstheemployeetoworkfromlocationsthatareappropriatetothetypeofworktheyreundertaking.Forexample,researchmightbebestdoneinaQuietRoom,whereascustomersurveysmightbebestdoneinafrontofficeenvironment.

    FortheEmployer:

    Adecreaseinofficespacerequirementsthoughareducedneedtoprovideeveryemployeewithapermanentlyassignedworkspace;

    Greaterworkplaceflexibilitythroughallowingtheemployertomoreeasilyrelocateindividualsorteamsonatemporaryorpermanentbasis.

    Reducedcostofchurn

  • SectionFour,Referencematerials Page|37

    IPEnabledTelephonySystems

    RecentAdvances Benefits

    Functionalityimprovements

    FortheEmployee:

    Allowstheemployeetoaccesstheadvancedfeaturesofanorganisationstelephonysystemviaanysuitablenetworkconnection(e.g.fromhomeviaabroadbandinternetservice).Thisallowstheemployeesignificantlyhigherlevelsofflexibilityinwhereandwhenthechosetowork.

    Work/lifebalanceimproved

    FortheEmployer:

    Providesvariouscontingencyoptionstoemployerswhoexperienceworkspaceavailabilityissues(e.g.disastersituations,higherthanaverageworkloadsetc)

    SmartphoneTechnology

    Smartphonesaredevicesthatenableemployeestoaccesskeybusinesssystemsfromanylocationwithmobilenetworkcoverage.

    RecentAdvances Benefits

    Functionalityimprovements

    ReducedCost

    ImprovedCoverage

    FortheEmployee:

    Greaterflexibilityandproductivitythroughconnectanywhereemail,InstantMessaging(IM)andinsomecases,theabilitytoaccessbusinessspecificapplications.

    ServerBasedComputingandVirtualDesktopTechnologies

    Thesetermsencompasstechnologiesthatreducetheneedforanemployeetoalwaysusethesameclientdevicetoaccessanorganisationsbusinesssystems.

    RecentAdvances Benefits

    Functionalityimprovements

    ImprovedSecurity

    ReducedCost

    FortheEmployee:

    Greaterflexibilitythroughtheabilityofanemployeetoaccesstheircorporatedesktopfromthedevicethatismostconvenienttothematthetime.

    FortheEmployer

    Significantlyreducesthetimeandeffortinvolvedinmovingemployeesasitisgenerallynotnecessarytorelocatethecomputerwiththeemployeei.e.theemployeeshouldgenerallybeabletouseanycomputerwithinanorganisationtoaccesstheirdesktop

  • SectionFour,Referencematerials Page|38

    UnifiedCommunications(UC)Systems

    Softwarethatsimplifiesandintegratesmultipleformsofbusinesscommunication,generallyallowingthesesystemstobeaccessedfromasinglesourceusuallythroughanemailclient.

    RecentAdvances Benefits

    Functionalityimprovements

    FortheEmployee:

    Allowsanemployeetoaccessmost(ifnotall)oftheircommunicationtoolsfromanylocation.Forexample,anemployeecouldviewafaxontheirSmartphonewhilstataconference,orlistentoatelephonevoicemailfromaninternetcafe.Thisofcourse,allowsincreasedlevelsofflexibilityfortheemployee.

    ElectronicDocumentandRecordsManagementSystems

    ElectronicDocumentandRecordsManagementtechnologiesalloworganisationstostore,searchforandviewdocumentsandrecordselectronically.

    RecentAdvances Benefits

    ImprovedFunctionality

    FortheEmployee:

    Reducesoreliminatestheneedforanemployeeandtherecord(s)tobecolocated,henceallowingtheemployeegreaterlevelsofflexibility

    FortheEmployer:

    Asrecordsanddocumentsarestoredelectronically,thephysicalrecordscangenerallybehousedincheaperaccommodation(e.g.offsite).Thisresultsinemployershavinggreaterflexibilityinhowtheyutilisetheiraccommodationassets.

    InstantMessagingSolutions

    RecentAdvances Benefits

    ImprovedFunctionality

    FortheEmployee:

    Encouragesinteractionandcommunicationbetweentwoormoreemployees,regardlessoflocation

    Presencefunctionalityallowsemployeestoquicklydeterminetheavailabilityandstatusoftheircolleagues,withouthavingtoknowwheretheyarephysicallylocated.Thiscangreatlyimprovetheabilityofanorganisationtointeracteffectively.

    ManyInstantMessagingapplicationsnowincludeVideoConferencingcapabilities.Thiscanbeparticularlyeffectiveinbridginganygeographicalgapthatmayexistbetweenemployees.

  • SectionFour,Referencematerials Page|39

    CollaborationSoftware

    Collaborationsoftwareisatermusedtodescribeindividualpiecesorsuitesofsoftwarethatenableuserstoworkcollaborativelyonacommontask(e.g.adocument,project,designetc).

    RecentAdvances Benefits

    ImprovedFunctionality

    FortheEmployee:

    Allowsemployeestoeffectivelycollaborateondocumentsfromdisparatelocations,henceallowingworkersgreaterflexibility

    Videoconferencing/Telepresence

    RecentAdvances Benefits

    ImprovedFunctionality

    Accesstogreaterbandwidth

    Immersivetechnology

    FortheEmployee:

    Encouragesinteractionandcommunicationbetweenmultiplelargegroupsofemployees,regardlessoflocation

    DesignofTelepresencesystemsallowsfortruecollaborationandcommunicationratherthanfeelingofremoteness.Thiscangreatlyimprovetheabilityofanorganisationtointeracteffectively.

    Integrationwithcommonsoftware(word,exceletc)

  • SectionFour,Referencematerials Page|40

    ManagingtheAlternativeworkplaces

    Therearemanyestablishedbenefitstoimplementinganalternativeworkplacestrategy(AWS)including:

    Decreasingcosts

    Decreasingwastethroughreducedremodelling

    Increasingspaceutilization

    Enabling24/7operation

    Reducingenvironmentalimpactbybetteruseofspace

    Respondingtofluctuationsinstaffingandworkvolumewithplace/timeflexibility

    Creatingworkspacethatreflectstasksperformed(e.g.teamingareas)

    Attracting/retainingtalentviasuchapproachesastelecommutingoptionsandflexibility

    Securingbesttalent,notjustlocaltalent

    Increasingworkerproductivity

    Instillingworklifebalance

    EvenforagenciesthatdonotyethaveastandardAWSprogrammeinplace,theymaybeimplementedtovaryingdegreesonanadhocbasis.ButcreatingaconsistentagencywideAWSprogrammewillyieldbenefitsonamuchlargerscale.Forexample,youmayfindthatatypicalstaffmemberspendsjust40percentoftheworkdayattheirworkstation.AwellmanagedAWSprogrammeisawaytocapturecostsavingsacrossbusinesslinesbyimprovingspaceutilization.Andyetresistancetothesestrategiesiscommon,rootedinfearoftheunknownandaperceivedlossofpersonalidentitytothebusiness.

    Generally,rollingoutanAWSprogrammerequiresinstitutingsignificantchange,whichmayresultininitialrejectionofAWSideas.Concernsaboutdistractionsandlackofprivacyoftentopthelistofobjections.Thereisanequalleveloffearcommonamongstmanagers.HowwillIknowmyteamareworkingiftheyrenotintheoffice?isacommonquestion.

    GainingbuyinandenthusiasmforanAWSprogrammemaybeamajorundertaking,butitisfarfromimpossible.Toaddresscommonresistances,guidelinesandsuggestionsarepresentedbelow:

    1. AligntheAWSmessagewiththeagencysmission.InthiswaytheAWSwillhavetangiblerelevanceandintegrationwiththeorganisation,ratherthansimplybeingapropertybasedinitiative

    2. SpendthetimenecessarytostudyhowpeopleworkbeforecreatinganAWSprogramme.

    3. CometothetablewithmeaningfuldatasuchasfinancialinformationonAWScostsandprojectedsavings.

    4. Recognisethatnosingleapproachissufficient.Forexample,workfromhomeisnotastandalonesolution.Therefore,AWSmightcombineaspectsoftelecommuting,alongwithtouchdownspaceforthosewhotelecommuteandteamingareasforwhentheyareintheoffice.

    5. GetpersonalaboutthebenefitsofAWS.Whetheritisanewwirelesslaptop,superiorclientmeetingfacilities,moreteamingareasortheflexibilitytoworkfromhome,itisimportanttohighlightthepersonalbenefitsofAWS.

    6. Itiscriticaltoestablishawelldevisedchangemanagementplan.Italsomayinvolvetrainingemployeesonhowtoworkintheirnewenvironmentanddealwithissuesthatcommonlyarise.Theseissuesmayincluderespectingothersprivacyandspacewithinanopenplanoffice,aswellasmanagingdistractionsbyutilizingquietroomsorphonerooms.

    7. Adapttomeetspecificbusinesslineandindividualneeds.Forexample,youmaybeaskingeveryonetoparticipateinhotellingbutsomeemployeesarerequiredtobeintheofficeeachday.Theseemployeescanhavestanding,longtermreservationsthatallowthemtoworkatthesamedeskwithoutinterruption.

  • SectionFour,Referencematerials Page|41

    8. AsAWSideasareformulated,Property,ITandHRshouldallplayintegralrolesasmembersoftheplanningteam.ByforgingapartnershipduringtheearlieststagesofAWSplanning,importantsynergiescanbeachieved.DisconnectsamongthesethreegroupsmayultimatelyweakenthepotentialbenefitsofAWS

    9. UsechangeasatriggertoimplementAWS.Suchchangesmayincludeleaseexpirations,constructionofnewbuildingsorrefurbishments.Experienceshowsthatevenwithacompellingbusinesscase,itisrarethatabuildingisretrofittedifthereisntanotherevent,suchasaleaseexpirationandrelocation,totriggerchange.

    10. Finally,itisimportanttocontinuouslyrefineandimprovetheAWSprogramme.AfterAWSisimplemented,anoccupiersurveyshouldbesenttobusinesslineleadersandendusers.ThesesurveysprovidefeedbackonspecificAWSelementsthatcanbeusedtodriverefinements.

    WhileAWSisnotanewconcept,manyGovernmentagenciesarejustbeginningtoimplementitinaconsistentandstructuredway.ItislikelythatAWSwillcontinuetogainmomentumandplayanincreasinglycentralroleinanyoccupancyplan,especiallyasweseeknewwaystoreducecosts,andasyoungerworkersseekemployersthatofferflexibilityandworklifebalance.

    Aboveallyoumustrememberthatmanagingaccordingtoattendancemustbereplacedbymanagingtooutput

  • SectionFour,Referencematerials Page|42

    Planningforflexibility

    Oneofthefirststepstakenindesigningyournewofficelayoutwillbeadetailedbriefingprocessbyyourconsultantteam.Thiswilldelveintothewayinwhichyouragencyoperatesandseektoalignthedesignoutcomeswiththebusinessprocessesandculture.Whilethisprocessisvital,itisimportantalsotorecognisethatyourbusinessfunctions,staffnumbers,communicationsflowsandalmostallotheraspectsofyourcorporateculturearefluid.Thingsandpeoplechange,policiesandGovernmentschangeandyouwillbeexpectedtoadaptaccordinglyoftenwithoutnoticeorfunding.

    Forthisreasonflexibilitymustbebuiltintotheverybasicsofyourdesign.AWScanassistthistoahighdegreebuteveninmoreconventionaldesignapproachestheintegrationofflexibleplanningmustbeencouraged.

    Typicallythisflexibilitywillmanifestitselfinsomeofthefollowingways:

    1. Eitherareduced(ideallysingle)typeofworkpointdesignedtosuitallstaffsothatchangesaresimplifiedtomovingpeopleor

    2. Reducedownershipofspecificterritorywithintheworkplacesothatcustomisationoftheworkplacedoesnotoccur.Ifgroupsareallowedtoovertlycustomisetheirownspacebyuseoffixedwalls,signage,orothermeansitisincreasinglydifficulttoenactchange.or

    3. Adoptionofmodulesizingforallworkpointelements.Forexamplealargeworkpointistwotimesthesizeofasmallone,andanenclosedofficeisfourtimesthesize.Thismoduleapproachisvitaltocontroltheimpactofchurn.

    4. Afitoutthatisfutureproofedmeaningthattheinfrastructurehasbeendesignedtobescalableandeasilychangedallowingforadaptation.Anexampleofthisistheuseofsaturationcablingfordataandpowerwithintheceilingspacesothatterminatedpointsarealwaysavailable,negatingtheneedforextensiveinceilingworks;orwirelessinfrastructureisadopted

    5. Useofkeyandmodulatingdesignelements.Byindentifyingthedifferencebetweenkeyelements(highvalue,longtermassetssuchasworkstations,joinery,andcarpets)andmodulatingelements(lowervalue,easilychangedassetssuchasfabricupholsteryandpaints)itiseasytorefreshanofficeinteriorwithoutundertakingsignificantcostordisruption.

    6. WhilerareinAustralia,manyEuropeanandAsiancountriesusedemountablepartitionsinofficefitouts.Thesereplaceconventionalplasterboardwallswithstructuresthatcanbedemountedandrelocatedmanytimesintheirlifetoadapttoachangingofficelandscape.Theupfrontcostmaybehigherthanaconventionalwallbutoveratypical10yearlifespanthevalueisrecoveredmanyfold.Therearealsosignificantenvironmentalgainstobemadeasaresultofthisreuse.

  • SectionFour,Referencematerials Page|43

    OtherSpecialisedFacilities

    ThereareanumberofotherspecialisedfacilitiesthatmustbeprovidedincertainworkplacetoensurecompliancewithantidiscriminationlegislationandGovernmentpolicy.Theseinclude,butmaynotbelimited

    to,thefollowingfacilities.

    BreastfeedingFriendlyWorkplaces

    TheNSWGovernmentcurrentlypromotesbreastfeedingfriendlyworkplacesthrough:

    TheNSWsectorwidewomensemploymentanddevelopmentstrategy,MakingthePublicSectorWorkBetterforWomen20082012whichrecommendsanumberofactionsagenciescanpursuetosupportwomeninachievingagreaterworklifebalance,includingseekingaccreditationfromtheAustralianBreastfeedingAssociation(ABA)asbreastfeedingfriendlyworkplaces.Informationaboutthispolicyisavailableathttp://www.eeo.nsw.gov.au/women.

    TheNSWHealthbreastfeedingpolicyreleasedin2006,BreastfeedinginNSW:Promotion,ProtectionandSupport,whichoutlinesstrategiesandactionstoassisthealthcareworkerstoachievebestpracticeinbreastfeedingwhichincludestheprovisionofbreastfeedingfriendlyworkplaces.Informationaboutthispolicyisavailableathttp://www.health.nsw.gov.au/news/2006/20060426_01.html.

    In2007theNSWGovernmentamendedtheAntiDiscriminationAct1977tomakeitanoffencetodiscriminate

    againstapersonwhobreastfeedsandthisincludestheactofexpressingmilk.Governmentemployershavelegalobligationstoensurethatfemaleemployeesarenotdiscriminatedagainstonthegroundsofsex,ora

    characteristicofsex,whichnowincludesbreastfeeding.

    Basicrequirementsforemployeeswhoarebreastfeeding

    Breastfeedingwomenneedtofeelsafeandcomfortableintheworkplaceenvironmenttohelpthem

    physiologicallyrelaxfortheeffectiveremovalofbreastmilk.

    Asuitablespacewillincludethefollowingelementsanditcanbeaspacethatissharedwithotheruseslikeafirstaidroomoraprayerroom,withappropriateprotocolsandadaptablesignagetoavoidclashesinclaims

    forprivateuseofthearea:

    Clean,private(lockable)roomwithcomfortableseating,alowleveltableonwhichtoplaceabreastpumpandapowerpointnearthechairandtable.Itisinappropriateforbreastfeedingemployeestoexpressmilkinunhygienicareassuchasatoilet/showerrecess

    Accesstofacilitiesforwashinghandsandequipment.

    Accesstoarefrigeratorforthestorageofbreastmilk.

    Accesstofacilitiesforthestorageofbreastpumpsandotherequipment.

    Thespaceallocatedforexpressingmilkinaworkplacewilldependonthesizeandlocationoftheworkplace.Factorstoconsiderwillbethenumberoffemaleemployeesofchildbearingage(i.e.1644)andthelengthof

    timetowalktoasuitableroom.

    Largerworkplaceswillhavededicatedfirstaidspacethatcanbereadilyadaptedtomeettheneedsof

    breastfeedingmothers.Smallerworkplaceswillrequiremoreflexiblesolutionsincludingsharingappropriatefacilitieswithotherorganisations/agencies(forexample,inrurallocations).Ideally,itshouldtakenolonger

    thanabout5minutesfromanemployeesworkareatoaccessasuitablespace.

    FurtherinformationaboutbreastfeedingfriendlyworkplacescanbeobtainedfromtheAustralian

    BreastfeedingAssociationswebsiteathttp://www.breastfeedingfriendly.com.auorbyemailtonswbfwa@breastfeeding.asn.au.

  • SectionFour,Referencematerials Page|44

    FirstAidRooms

    Agenciesmustprovidefirstaidfacilitiesthatareadequatefortheimmediatetreatmentofinjuriesandillnessesthatmayariseattheplaceofwork.

    Clause20oftheOccupationalHealthandSafetyRegulation2001setsouttheminimumfirstaidrequirementsforthesitesorplaceslistedbelow.Itisimportanttonotethatthelistrepresentsminimumrequirementsonlyandthatadditionalcontentsandnumbersoffirstaidkitsmaybeneededdependingonworkplacehazardsand

    thetypeofinjuriesorillnessthatmayoccur.

    constructionsiteswhere25ormorepeopleworkorotherplacesofworkwhere100ormorepeopleworkFirstAidKitA;

    constructionsiteswherelessthan25peopleworkorotherplacesofworkwherelessthan100andmorethan10peopleworkFirstAidKitB;

    placesofwork(otherthanconstructionsites)where10orlesspeopleworkFirstAidKitC;

    placesofworkwheremorethan200peoplework,orataconstructionsitewheremorethan100peoplework.(Seeclause20(7)oftheOccupationalHealthandSafetyRegulation2001)FirstAidRoom.Thiscanbeamultipurposeroom.

    Clause20(5)ofOccupationalHealthandSafetyRegulation2001detailswhateachtypeoffirstaidkitmust

    contain.

    Agenciesmustensurethefirstaidkit(ifmorethan25personsemployed)isunderthecontroloftrainedfirstaidpersonnel.

    Ifafirstaidroomisdeemednecessary,thefollowingfactorsshouldbeconsideredindeterminingitslocation,

    layoutandmanagement:

    Locationtheroommustbereadilyaccessibleduringworkinghours,andsituatedataconvenientdistancefromtoilets,sinkorwashbasinequippedwithsuitabledrainageandasupplyofhotandcoldrunningwater,andameansofboilingwater.Itshouldalsobeclosetomotorvehicleaccess.

    Workspacetheroomshouldbelargeenoughtoaccommodateequipmentandfurniture,leavingenoughspaceforpeopletoadministerfirstaid.Entrancesandcorridorsmustbewideenoughtoallowtransportofinjuredpersonssupportedbyastretcher.

    Workenvironmenttheroomshouldhaveasuitablefloorcoveringsothatitiseasytocleanandmaintain.Itmustalsobewelllitandventilated.Itshouldhavesuitableheatingandcooling.

    Signstheroomshouldbeclearlyidentifiedwitharecognisablefirstaidsign(whitecrossonagreenbackground).Anoticeonthedoorshouldidentifythepersonincharge,thepersononduty,locationsandphonenumbersofthenearestfirstaidersandanemergencyafterhourstelephonenumber.

    Managementtheroommustbemanagedbyappropriatelytrainedfirstaidpersonnel.Thispersonwillberesponsibleforassessingrequirements,maintainingfacilitiesandequipmentandensuringtheroomisimmediatelyaccessible.

    FurtherinformationisavailablefromWorkCoverNSWspublicationFirstAidintheWorkplacewhichisavailablefromitswebsiteathttp://www.workcover.nsw.gov.au.

    SpacesforObservanceofReligiousDuties

    TheNSWGovernmentiscommittedtovaluingtheculturallydiversenatureofthepublicsectorworkforce.Asaresult,whenplanningforneworadditionalofficeaccommodation,agenciesshouldgivespecialconsiderationtotheneedforemployeestoobservereligiousdutieswhileatwork.Twomattersmayrequirespecialconsideration:

    Theprovisionofa"retreatspace"forprayerandcontemplativeactivity.

    Suitablefacilitiesforreligiousablutions.

  • SectionFour,Referencematerials Page|45

    RetreatSpace

    Aretreatspaceisaroomidentifiedforuseforprayer,meditationorcontemplativeactivity.Thisspacecanalsobeusedasafirstaidroom,abreastfeedingroomorforsmallmeetings,interviews,quietreading,oractivitiesofasimilarnaturewhenitisnotrequiredforreligiousobservance.ForfurtherinformationonlayoutanddesignconsiderationsagenciesshouldrefertotheNSWPublicSectorPersonnelHandbook(Chapter5Section55).

    AblutionFacilities

    TheIslamicreligionrequiresMuslimstowashthemselvesinaprescribedwaybeforeprayersseveraltimesaday,andtoadheretoprescribedstandardsofpersonalcleanliness.Inordinaryworkplacetoiletandshowerfacilities,meetingalloftheserequirementsmaybedifficult.InworkplaceswheretheneedsofMuslimemployeesneedtobemet,considerationtospecialablutionfacilitiesshouldbegiven.Ideallyalockablecubicleforprivateablutionsshouldbeprovided.Ashowercubicleisperfectlyadequateinthisrespect,providedthatitalsocontainsamediumsizedhandbasin.

  • SectionFour,Referencematerials Page|46

    Awordaboutstorage

    Storageisoftenoneofthemostemotiveitemsamongststaffw