Utilization Rate Policies - nationalacademies.org
Transcript of Utilization Rate Policies - nationalacademies.org
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Utilization Rate Policies A comparison across federal agencies Ryan K. Doerfler Senior Workplace Strategist PBS Total Workplace Program Management Office Updated : January 22, 2020
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Context
This document summarizes federal agency approaches for tracking the space utilization rate of a specific project, organization, or location. While every effort has been made to ensure it accurately reflects current federal policies, direct consultation with the agency is recommended in order to verify the utilization rate calculation method and goals presented here are current. For more information about this presentation, please contact Ryan K. Doerfler, Senior Workplace Strategist, at [email protected].
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Utilization Rate Approaches
The following utilization rate (UR) approaches are currently used by federal agencies and are illustrated further in the following pages:
All-In UR Total Usable Area
Total Headcount
Administrative Office UR (Total Usable Area – Special Spaces Usable Area)
Total Headcount
Headcount Reduction Variation
(Total Usable Area – Special Spaces Usable Area)
(% of Total Headcount)
Track Workspaces Variation (Total Usable Area – Special Spaces Usable Area)
Quantity of Workspaces
Total Office UR ((Total Usable Area – Special Spaces Usable Area)*.78)
Total Headcount
Individual Workspace UR (Track Workspaces Variation)
Individual Workspaces Usable Area
Quantity of Workspaces
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Individual Workspaces
3,465 usf (51% of Total Area)
Enclosed Meeting Rooms
1,540 usf (23% of Total Area)
Open Collaboration Areas
694 usf (10% of Total Area)
Other Standard Support
550 usf (8% of Total Area)
Special Support Spaces
258 usf (4% of Total Area)
Other Circulation
321 usf (5% of Total Area)
Total Area : 6,828 usf
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No Desk Sharing
An Example Workplace This hypothetical scenario is used to illustrate the various utilization rate approaches.
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Method #1 : “All-In” UR (Total USF / Headcount)
Individual Workspaces
3,465 usf (51% of Total Area)
Enclosed Meeting Rooms
1,540 usf (23% of Total Area)
Open Collaboration Areas
694 usf (10% of Total Area)
Other Standard Support
550 usf (8% of Total Area)
Special Support Spaces
258 usf (4% of Total Area)
Other Circulation
321 usf (5% of Total Area)
Example Total Area : 6,828 usf
Example Evaluated Area : 6,828 usf
Example Utilization Rate
139 usf/person PRO: Straight forward calculation. Data relatively easy
to obtain. Allows comparison between agencies within the same discipline (e.g. law enforcement).
CON: Inclusion of special spaces prevents comparison across multiple disciplines (e.g., law enforcement agencies vs. land resource agencies).
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Method #1 : “All-In” UR (Total USF / Headcount)
Currently Being Used By
Education (150 - 180 usf)
EPA (suggested 225 usf)
Transportation/FAA
(170 usf) 2
GSA (136 usf)
HUD (175 usf)
Justice (550 usf) 2
SBA (250 usf)
SSA Non-Public Facing (200 usf) 1,2
1 utilizes a unique method of measurement or calculation. Verify calculation methodology with agency. 2 applies to only certain organizations, locations, or sizes of space.
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Individual Workspaces
3,465 usf (51% of Total Area)
Enclosed Meeting Rooms
1,540 usf (23% of Total Area)
Open Collaboration Areas
694 usf (10% of Total Area)
Other Standard Support
550 usf (8% of Total Area)
Special Support Spaces
258 usf (4% of Total Area)
Other Circulation
321 usf (5% of Total Area)
Example Utilization Rate
134 usf/person PRO: Straight forward calculation. Overall data
relatively easy to obtain. Allows for comparison across all federal agencies ,regardless of discipline.
CON: Requires measurement of Special Spaces so it may be excluded from the calculation.
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Method #2 : Administrative Office UR ((Total USF – Special Spaces USF) / Headcount)
Example Total Area : 6,828 usf
Example Evaluated Area : 6,570 usf
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Currently Being Used By
Agriculture (150 usf)
Commerce (170 usf)
DOD (130 – 210 usf) 1
DHS (150 usf) 1
Energy (180 usf)
HHS (170 usf) 2
Interior (150-180 usf)
Treasury / IRS General Office
(100-170 usf) 1,2
Labor (150 usf) 1
SSA Public Facing
(200 usf) 1,2
State (180 usf)
VA (200 usf)
USAID (160 usf)
1 utilizes a unique method of measurement or calculation. Verify calculation methodology with agency. 2 applies to only certain organizations, locations, or sizes of space.
Method #2 : Administrative Office UR ((Total USF – Special Spaces USF) / Headcount)
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Individual Workspaces
3,465 usf (51% of Total Area)
Enclosed Meeting Rooms
1,540 usf (23% of Total Area)
Open Collaboration Areas
694 usf (10% of Total Area)
Other Standard Support
550 usf (8% of Total Area)
Special Support Spaces
258 usf (4% of Total Area)
Other Circulation
321 usf (5% of Total Area)
Example Total Area : 6,828 usf
Example Evaluated Area : 6,570 usf
Example Utilization Rate
149 usf/person PRO: Appropriate when significant fluctuations in
headcount occur, such as with seasonal personnel.
CON: Data is needed over time to determine headcount levels. Can also be misinterpreted as a high UR if approach is not understood. Mathematically simpler approach is to reduce the UR goal instead.
90%
Method #2 Variation 1 : Headcount Reduction Same original formula, except use only a portion of the total headcount in the denominator
of headcount
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Currently Being Used By
Transportation (150 usf - 190 usf / person;
90% of headcount)
% of headcount
Method #2 Variation 1 : Headcount Reduction Same original formula, except use only a portion of the total headcount in the denominator
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Individual Workspaces
3,465 usf (51% of Total Area)
Enclosed Meeting Rooms
1,540 usf (23% of Total Area)
Open Collaboration Areas
694 usf (10% of Total Area)
Other Standard Support
550 usf (8% of Total Area)
Special Support Spaces
258 usf (4% of Total Area)
Other Circulation
321 usf (5% of Total Area)
Example Utilization Rate
134 usf/workspace PRO: Mirrors approach to developing space
requirements. Specified in OMB RTF Policy.
CON: Does not reflect workplace efficiency as used by the population. The UR will not change with changes in headcount, such as when desk sharing is introduced.
49 workspaces
Method #2 Variation 2 : Track Workspaces Same original formula, except replace headcount denominator with workspace quantity
Example Total Area : 6,828 usf
Example Evaluated Area : 6,570 usf
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Currently Being Used By
IRS Campus & Call Centers (170 usf / workspace) 1,2
NASA (180 usf / workspace) 1
Method #2 Variation 2 : Track Workspaces Same original formula, except replace headcount denominator with workspace quantity
1 utilizes a unique method of measurement or calculation. Verify calculation methodology with agency. 2 applies to only certain organizations, locations, or sizes of space.
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Individual Workspaces
3,465 usf (51% of Total Area)
Enclosed Meeting Rooms
1,540 usf (23% of Total Area)
Open Collaboration Areas
694 usf (10% of Total Area)
Other Standard Support
550 usf (8% of Total Area)
Special Support Spaces
258 usf (4% of Total Area)
Other Circulation
321 usf (5% of Total Area)
Example Utilization Rate
105 usf/person PRO: Straight forward calculation. Overall data
relatively easy to obtain.
CON: Reduction of 22% is not based on actual space use. Open work environments will end up with an artificially high UR. Does not consider appropriateness of support spaces.
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Method #3 : Total Office (TTO) UR (((Total USF – Special Spaces USF)*.78) / Headcount)
Example Total Area : 6,828 usf
Example Evaluated Area : 5,125 usf
- 22%
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Currently Being Used By
Justice (100-130 usf) 1
OPM (135 usf)
1 applies to only certain organizations, locations, or sizes of space.
Method #3 : Total Office (TTO) UR (((Total USF – Special Spaces USF)*.78) / Headcount)
- 22%
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Individual Workspaces
3,465 usf (51% of Total Area)
Enclosed Meeting Rooms
1,540 usf (23% of Total Area)
Open Collaboration Areas
694 usf (10% of Total Area)
Other Standard Support
550 usf (8% of Total Area)
Special Support Spaces
258 usf (4% of Total Area)
Other Circulation
321 usf (5% of Total Area)
Example Utilization Rate
71 usf/person PRO: An accurate method for monitoring workstation
and office sizes. Focuses on the same evaluated spaces as Total Office (TTO) UR.
CON: Detailed data is often difficult to obtain. Does not consider appropriateness of support spaces given the workplace needs.
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Method #4 : Individual Workspace UR (Individual Workspace USF / Headcount)
Example Total Area : 6,828 usf
Example Evaluated Area : 3,465 usf
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Currently Being Used By
No Agencies
Method #4 : Individual Workspace UR (Individual Workspace USF / Headcount)
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Example Utilization Rate
71 usf/workspace PRO: Mirrors approach to developing space
requirements. Specified in OMB RTF Policy.
CON: Does not reflect workplace efficiency as used by the population. The UR will not change with changes in headcount, such as when desk sharing is introduced.
49 workspaces
Method #4 Variation 1 : Track Workspaces Same original formula, except replace headcount denominator with workspace quantity
Individual Workspaces
3,465 usf (51% of Total Area)
Enclosed Meeting Rooms
1,540 usf (23% of Total Area)
Open Collaboration Areas
694 usf (10% of Total Area)
Other Standard Support
550 usf (8% of Total Area)
Special Support Spaces
258 usf (4% of Total Area)
Other Circulation
321 usf (5% of Total Area)
Example Total Area : 6,828 usf
Example Evaluated Area : 3,465 usf
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Currently Being Used By
No Agencies
Method #4 Variation 1 : Track Workspaces Same original formula, except replace headcount denominator with workspace quantity
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Summary of Methods
Total Usable Area / Personnel
Administrative Office / Personnel
Total Office / Personnel
Education (150 - 180 usf) Agriculture (150 usf) Commerce (170 usf) Justice (100-130 usf) 2
EPA (suggested 225 usf) DOD (130 - 162 usf) 1 Energy (180 usf) OPM (135 usf)
Transportation / FAA (170 usf)
HHS (170 usf) 2 DHS (150 usf) 1
GSA (136 usf) Interior (150-180 usf) Labor (150 usf) 1
HUD (175 usf) SSA Public (200 usf) 1,2 State (180 usf)
Justice (550 usf) 2 Treasury / IRS General
Office (100-170 usf) 1,2 USAID (160 usf)
SBA (250 usf) VA (200 usf)
SSA Non-Public (200 usf) 1,2
1 utilizes a unique method of measurement or calculation. Verify calculation methodology with agency. 2 applies to only certain organizations, locations, or sizes of space.
-22%
= agency uses two methodologies
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Summary of Methods
Administrative Office / % of Personnel
Administrative Office / Workspaces
Transportation (150 usf - 190 usf / person)
Treasury / IRS Campus & Call Center
(180 usf / workspace) 1
NASA (180 usf / workspace) 1
90%
1 utilizes a unique method of measurement or calculation. Verify calculation methodology with agency. 2 applies to only certain organizations, locations, or sizes of space.
= agency uses two methodologies
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Considerations
• always make sure the most recent policies are being referenced; some are being revised now
• don’t take policy terms and formulas at face value; always walk through the definition and assumptions
• in addition to All-In and Total Office (TTO) UR calculations, try to calculate the Administrative Office UR using headcount (Method #2 above). This allows for the accurate comparison of workplace projects, regardless of agency.
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Source Documents
Agency Reference Document Pages Release Date
Agriculture AGPMR Advisory 16-01 Space UR Policy All Feb 2016
Commerce DAO 217-21, Space Allowance and Management Program 2 & 3 Aug 2013
Defense (Air Force) AFMAN 32-1084, Chapter 6 225 Feb 2016
Defense (Army) Army Regulation 405-70, Real Estate Utilization of Real Property (2006) and 2017 Update Army Memo
8, 14 March 2017
Defense (Navy) UFC 2-000-05N, Facility Planning Criteria for Navy/Marine Corps Shore Installations
1 Sep 2014
Education Departmental Directive OM: 4-103 2 & 6 Aug 2015
Energy DOE Memorandum, "Implementation Guidance for the Revised Office Space Standard"
1 Aug 2018
EPA EPA Facilities Manual, Space Acquisition and Planning Guidelines 11 Jul 2004
GSA OAS P7005.1, Internal Space Allocation, Design, and Management Policy 4 & 5 Apr 2014
HHS HHS Facilities Program Manual (Volume II), HHS Section 2-4 1 – 3 Oct 2011
Homeland Security DHS Instruction 119-02-003, DHS Workspace Standard cover memo & 2 Sep 2014
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Agency Reference Document Pages Release Date
HUD HUD Space Design Standards 6 Mar 2016
Interior Office Space Utilization Design Standard 2 Dec 2015
Justice DOJ Memorandum, "Real Property Design Standards“ & DOJ flow chart, "OA SF-81 Review for UR Procedures"
All Mar 2016 &
Undated
Labor DOL DLMS 2, Chapter 400, “DOL Space Management” 14 April 2017
NASA NID 8000-014, NASA Interim Directive (NID) for Acquisition of Administrative Office Space
2 & 3 Feb 2016
OPM Office Space Design Standard 3 Mar 2016
SBA SOP00154, Space Management Program 8 May 2006
SSA SSA Space Allocation Standard 7 June 2019
State Domestic Space Allocation Standards 1 Feb 2016
Transportation Order 4330.3, Department of Transportation Office Space Design Standard Policy
3 & 4 May 2016
Transportation (FAA)
FAA Order 4665.4a, Federal Aviation Administration (FAA) Administrative and Technical Space Standards
2 May 2016
Source Documents
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Agency Reference Document Pages Release Date
Treasury/IRS National Workspace Standards 1-1 & 1-2 May 2014
USAID ADS Chapter 517, Washington Real Property Acquisition and Management 8 & 16 Mar 2016
VA Memorandum, VA-Wide Administrative Office Space Standards 1 Sep 2013
Source Documents