Government of Canada Workplace 2 0 Fit-up Standards

Government of Canada Workplace 2. 0 Fit-up Standards Real Property Branch Public Works and Government Services Canada August 2012

Outline • • Objective Workplace 2. 0 Pillars of Renewal Space Standards Modernization Tools Tips Accreditation Process Key Contacts 2

Objective To provide you with an overview of Workplace 2. 0 and the Government of Canada Workplace 2. 0 Fit-up Standards, and present the tools you need to create a Workplace 2. 0 environment. 3

Workplace 2. 0 • Workplace 2. 0 was launched to modernize federal workplaces across Canada by creating flexible, open workplaces to enable public servants to work smarter, greener and healthier. • Comprised of three pillars (the Workplace, the Back Office, and the Way We Work), Workplace 2. 0 will allow public servants to work anywhere, anytime, break down barriers and avail of technologies that will allow them to connect across government more efficiently. • Workplace 2. 0 respects policy and legislative requirements pertaining to the provision of federal workspace, including relevant policies of the Treasury Board Secretariat. 4

Workplace 2. 0 Pillars of Renewal 5

Workplace 2. 0 is moving the public service from this… …to this. 6

Demonstration sites include: 191 Promenade du Portage, Gatineau, QC 7 7

and L’Esplanade Laurier, Ottawa, ON 8 8

Space Standards Modernization • In response to the federal budget’s Economic Action Plan, PWGSC will contribute to a more affordable public service by reducing accommodation costs through: • Re-capture of surplus office space and • The implementation of new space standards • The revised Government of Canada Workplace 2. 0 Fit-up Standards continue to provide for a consistent quantity and quality of workspace across the federal government. • The Standards provide for maximum space allocations based on different functions (general office space, quasi-judicial space, call centres. ) • Space standards are revised and updated in response to current trends and feedback - they are "evergreen“. 9

Government of Canada Workplace 2. 0 Fit-up Standards: Space Allocation Breakdown Workstation Area Workstations and Enclosed Offices: • Open workstations based on worker profiles • Enclosed offices for executives and equivalents Support Area Support Space: • Meeting rooms • Quiet rooms • Kitchenettes • Shared equipment areas • Printer stations • Reception/waiting areas • Other undesignated support space (hardwalled)- reduced approx. 50% • Open collaborative space (minimum 5 -10%) 35% Circulation Area 14 m² usable / FTE Average space allocation limit Circulation Area: • Corridors • Aisles • Access to workstations 10

Revised Workstation and Office Allocations Fit-up Standards 2009 Allocation • EX-5 and EX-4 and equivalents (e. g. ADM’s) 18. 5 28 • EX-3 and EX-2 positions and equivalents (e. g. Director Generals), EX-1 positions and equivalents no more than three levels below the DM or Associate DM (e. g. directors) 14. 0 18. 5 -23 • Other EX-1 and Equivalents with 10 or more funded reports (where space allows). Senior Departmental representatives (regional offices or remote locations) lawyers, Informal Conflict Management System employees 10. 0 14. 0 • Fixed Workers – workstations 4. 5 7. 4 • Flex Workers – workstations 3. 0 - • Free-workers – touchdown stations 1. 5 - Workstations / Enclosed Offices Leadership Generalpurpose Office Space Up to a Max. (um²)

Worker profiles Space is now based on Worker Profiles as below: Leaders require privacy In the office more than 60% of time In the office less than 40% of time Generally works off site * Director / Director * Administrative Assistant / Analyst * Account Executive / * Remote Worker / Auditor Consultant 10 m² – 18. 5 m² 4. 5 m² 3. 0 m² 1. 5 m² General or higher * These are sample positions only as technically, any position can be ‘free’ and/or ‘flex’ with the right technology. 12

Determining Worker Profiles • • Good programming essential to defining worker profiles Interviews and discussions with clients will identify: • flexible work arrangements • part-time employees • consultants, students, visitors With alternative work arrangements, many employees can be flex workers Worker profile questionnaire is just one tool to assist; information from the questionnaire is combined with programming interviews 13

Government of Canada Workplace 2. 0 Fit-up Standards: Other Changes • Collaborative space now mandatory • Sound masking provided as part of the fit-up standard “bundle of goods”. • Revised meeting room allocation which now includes large meeting room with retractable partition for more flexibility. • Reduced height of furniture panels to 54”. • A variety of flexible storage solutions including personal storage towers are envisioned • Glazed, perforated metal and veneer panels are now allowed. • New sample floor plans and workstation layouts are provided. • New section D – Call Centre Standards. All changes are summarized under “What’s New in 2012”, Section A 1 of the Government of Canada Workplace 2. 0 Fit-up Standards.

What do these Standards mean to new projects? • New occupancies will conform to both the Space Allocation Standards and the Government of Canada Workplace 2. 0 Fit-up Standards. • All accommodation and tenant service projects will conform to the Government of Canada Workplace 2. 0 Fit-up Standards to provide for modern, flexible workspaces.

What do these Standards mean to existing projects? Project strategies are being re-evaluated for: • Projects that are currently underway; • Projects that have already received approval; and • All occupancies where a preliminary decision has been made to renew in the current location. • A cost-benefit analysis will compare potential increased short-term costs (to achieve long term savings) against the original project strategy. • Where proven economically beneficial to the Crown, project plans will be revised to incorporate the new standards.

Tools • Government of Canada Workplace 2. 0 Fit-up Standards • New space calculator to assist in determining space requirements, in line with the new Standards • Worker Profile Questionnaire • Questions and Answers Document Coming Soon…. . • Workplace 2. 0 Toolkit • Change Management Guide and templates • New Procurement Instruments • Website

Tips • Plan spaces using Worker Profiles space allocations • Maximize light penetration through a mix of panel heights (maximum 54”) and finishes (glazed or mesh toppers) • Create collaborative spaces with a variety of furniture to support client needs • Use smaller collaborative areas to break up large runs of workstations • Use a mix of layouts and furniture types to provide flexibility; avoid one-sizefits-all • Carefully consider the quantity of general filing and storage required – make storage multi-task by topping with work surfaces or seating • Develop furniture specifications as early as possible for procurement

ACCREDITATION PROCESS • A Workplace 2. 0 Accreditation Process is being designed to help everyone understand what makes a work environment ‘Workplace 2. 0 and it also: • Sets a standard of excellence • Provides credibility, consistency, clarity, and • Sets a benchmark • Will be used to entrench Workplace 2. 0 across government as clients, space designers, building architects, engineers, information technology specialists, policy experts and need to know what specific elements make an environment Workplace 2. 0. • This will be a self-assessment process. • To be announced Fall 2012. 19

Key Contacts For more information, please contact or visit: • Workplace 2. 0: mt 2. 0 -wp 2. 0@tpsgc-pwgsc. gc. ca http: //www. gcpedia. gc. ca/wiki/Workplace_2. 0 • Government of Canada Workplace 2. 0: Fit-up Standards and Space Calculator : Fit-up-Amenagement@tpsgc-pwgsc. gc. ca www. gcpedia. gc. ca/wiki/Fit-up_Standards

Space Calculator Sample Worksheets 21

Government of Canada Workplace 2. 0 Fit-up Standards: Space Allocation Breakdown Workstation Area Support Area 35% Circulation Area 14 m² usable / FTE Average space allocation limit 22

Step 1 – Space Allocation Standard 24

Step 2 – Fit-up Standard 25

Step 2 – Fit-up Standard 26

Step 2 – Fit-up Standard 27

Step 2 – FUS Summary 28

Summary Page 29