RPB What You Need to Know About Office Accommodation Real Property Institute of Canada November 19, 2014

Real Property Branch National Accommodation Management Workplace Solutions

•  Workplace 2.0 Refresher

•  When to implement

•  Project Phases and Team Members

•  Tools and Standards

•  Funding Accountabilities

•  Lessons Learned

•  Sample projects

•  Questions

Outline

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Workplace 2.0 Refresher •  Workplace 2.0 is a government-wide initiative developed and led by PWGSC that responds to the Clerk of

the Privy Council’s commitment to public service renewal and was recently highlighted in Blueprint 2020

•  The Government of Canada Workplace 2.0 Fit-up Standards are part of Budget 2012 commitments to achieve savings in support of the deficit reduction action plan (DRAP) over a seven-year timeframe

•  The Standards are being used to create a modern and flexible workplace, and to support you in achieving efficiencies within your own organization.

Workplace 2.0 Pillars of Renewal Create a modern workplace that will attract, retain and enable public servants to work smarter, greener and healthier to better

serve Canadians.

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Under what conditions is it beneficial to implement?

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When to Implement? •  From a people perspective:

•  When Human Resources Plans are being updated •  When telework policies are being created or updated •  During the GCDocs, data management exercise •  When records management policies are being updated

•  From a space perspective: •  At the end of a PWGSC occupancy agreement or lease •  New space requirements •  When consolidating programs / offices •  Space optimization to become more productive and efficient

•  From a technology perspective: •  When procuring new equipment and technology •  When WIFI and VoiP opportunities arise

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Integrating Technology PWGSC is working in collaboration with Shared Services Canada (SSC) to integrate: •  Government of Canada Enterprise •  Wireless •  Video presence •  Voice Over Internet Protocol (VoIP)

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Understanding Project Phases

Options Analysis and Approval

Client Demand

Design and Construction

Project Inception Stage

•  Definition •  Statement of

Requirements

Project Identification Stage

•  Initiation •  Feasibility •  Analysis •  Project Approval

(scope, time, budget)

Project Delivery Stage

•  Planning •  Design •  Implementation

(demolition and construction)

•  Commissioning •  Project close out

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Client department or agency: •  Identify client requirements (Client Accommodation Requirement Questionnaire)

•  Ensure client funding is secured Client Accommodation Services Advisor / Manager:

•  Manage client space requirements (short and long term) •  Initiate the project (Statement of Requirements)

Project Leaders: •  Analyze options and seek project approval •  Establish project scope, timelines and budget

Project Manager: •  Ensure project delivery as per established parameters

Project Team Members Roles and responsibilities:

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•  Accommodation Projects 101 Workbook

•  Workplace 2.0 Toolkit

•  Space Allocation Standards

•  Government of Canada Workplace 2.0 Fit-up Standards

•  Space Calculator

•  Special Purpose Space Guidelines

•  Workplace 2.0 Accreditation

Where do I start? Various tools and standards exist to assist clients in identifying their space and project requirements:

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Integrated

Workplace

Solutions

Deputy

Minister

Committee

Deputy

Minister

Introduction

2 GOLD

orkplace 2.0 Evolution

2008

2010

2011

Jan 2012

Apr 2012

June 2013

June 2014

W

Workplace 2.0 – Standards

2012 Government of Canada Workplace 2.0 Fit-up Standards

•  Government-wide application

•  Allow for ample flexibility in the design of the federal workspace

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Worker Profiles

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Workplace 2.0 – Worker Profiles

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Workplace 2.0 – Worker Profiles Cont..

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Workplace 2.0 – Worker Profiles Cont..

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Workplace 2.0 – Worker Profiles Cont..

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New Open Workspaces

Collaboration Spaces

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Open Collaboration

Areas

Multi-purpose Open Kitchenette Area

Enclosed Meeting Room

It’s about options and flexibility…

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…to ‘WE’ space

Moving the Public Service…

PWGSC, Gatineau, QC

National Defence, Gatineau, QC

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…from ‘ME’ space…

Space Allocation Standards (2012)

Support Space: •  Standard Support Spaces •  Open collaborative

spaces •  Allocation varies

depending on type of office space (general administrative, public contact, quasi-judicial)

Workstation Area

Support Area

Circulation Area

Office Space

Allocation

Circulation Area: •  Corridors •  Aisles •  Access to

workstations

Workstations and Enclosed Offices:

•  based on worker

profiles

•  Enclosed offices for executives and equivalents (EX-02 and up)

Establishes the MAXIMUM space allocation: •  Space Utilization

factor (m2/FTE) varies (Sliding Scale)

•  Does not include approved Special Purpose Space (SPS)

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•  The Government of Canada Workplace 2.0 Fit-up Standards and the Space Allocation Standards are supported by Treasury Board Secretariat (TBS) and PWGSC at all management levels

•  Requests resulting in a higher or lower quality of fit-up or that creates non-standard office accommodation are considered non-compliant and subject to the PWGSC Real Property Branch Assistant Deputy Minister approval

•  The Standards are the baseline for the identification of non-compliance; however, there can never be a substitute for justified and documented sound judgment and common sense. Minor adjustments can be considered when this can benefit the crown without having an adverse impact on the planning principles, project quality and cost.

Application of the Standards

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•  Become familiar with the Space Allocation Standards and the Government of Canada Workplace 2.0 Fit-up Standards

•  Communicate early with all key stakeholders to address requirements

•  Discuss issues and requirements with the PWGSC Project Leader as soon as possible

•  Explore all viable options and use available tools to ensure compliance

•  Seek approval and funding for all costs associated with non-compliant items, including rent, fit-up and related ongoing maintenance

How to follow the standards:

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•  Identification of a non-compliance

•  Development of a business case by the client

•  Submission to the ADM, RPB

•  Review and recommendation by the Accommodation Standards Committee

•  Decision on approval by the ADM, RPB

Non-Compliance Approval Process

Special Purpose Space (SPS)

•  SPS are additional, non-standard areas required to accommodate activities that are unique and essential to departmental programs (i.e. laboratories, trade shops).

•  Authority to approve project specific SPS rests with the PWGSC Regional DG or a sub delegated authority.

•  Program specific national SPS approval can be submitted for ADM approval as identified in section A2.3 of the Government of Canada Workplace 2.0 Fit-up Standards.

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Workplace 2.0 Space Calculator The Calculator: •  Is a PWGSC developed tool

•  Determines the overall maximum space allocation

•  Provides a high level space requirement estimate for projects

•  Ensures the accurate and consistent allocation of space

•  Captures the Special Purpose Space requirements

The Space Calculator promotes:

•  National consistency in applying the revised Government of Canada Workplace 2.0 Fit-up Standards

•  A better understanding of the Space Allocation Standards 26

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Workplace 2.0 Accreditation Process

40-49 points

30-39 points

50 + points

The Accreditation Process

People

Space

Technology

Funding Principles PWGSC provides the following to non-reimbursing departments at no cost:

•  Standard bundle of goods for new space or when clients relocate •  Special Purpose Space (Standard Fit-up elements only to a maximum cost) •  Base building replacement, repairs or refresh at the end of useful life as

identified by PWGSC

Funding for a space optimization project is: •  Based on the Investment Analysis Report / Business Plan, other priorities and

available funding

PWGSC is not funded to cover: •  Client fit-up components •  Tenant services projects •  Shower facilities/fitness centres/daycares •  Additional client services (e.g. extra ventilation, additional security or cleaning

services) •  Special Purpose Space & fit up costs exceeding established limit (non-

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Reducing Accommodation Costs

•  PWGSC and Clients share responsibilities in increasing efficiencies and reducing costs.

•  Real Property Branch is contributing to a more affordable public service by

reducing accommodation costs through two initiatives:

1) Space Recapture based on client departments and agencies' Strategic Operating Review (SOR) / Deficit Reduction Action Plan (DRAP) (reported FTE reductions)

2) Space Standards Modernization based on the implementation of the

Government of Canada Workplace 2.0 Fit-up Standards and as office spaces are renovated

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Lessons Learned from our Clients

Challenges

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Photo Gallery of Workplace 2.0 Sites

TBS – Ottawa, ON

PWGSC – Gatineau, QC PWGSC – Vancouver, BC

AANDC – Gatineau, QC PWGSC – Shediac, NB Statistics Canada – Ottawa, ON

Why is Workplace 2.0 a Good Move for You? Workplace 2.0 is the cornerstone of workplace renewal: •  Leverage modern technology – (Wi-Fi, video conference, notebooks and cut

the cord initiative) •  Attraction and retention to create a high performing public service •  More engaged workforce •  Provides safe, healthy, productive, sustainable, accommodating and flexible

workplaces •  Sustainable and healthier workplaces •  Business continuity •  Improved program delivery to Canadians •  Economical and efficient office space •  Supports DRAP

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•  PWGSC provides links to many resources to help you assess your requirements and implement Workplace 2.0

•  Workplace 2.0 on GCpedia –  Navigating Change to Workplace 2.0 –  Government of Canada Workplace 2.0 Fit-up Standards –  Workplace 2.0 Accreditation –  Workplace 2.0 Toolkit –  Accommodation 101 –  And more…

•  GCconnex –  Discussion on a variety of Workplace 2.0 topics

•  Email: mt2.0-wp2.0@tpsgc-pwgsc.gc.ca

Resources are Available

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Over to you for questions:

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