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