Please reference this guide for complete information on the space planning process.
The Commissioner of Administration is granted authority for leasing real property for agency use in accordance with Minnesota Statutes 16B.24, Subdivision 5(e) for state owned buildings and 16B.24, Subdivision 6 for non-state owned buildings. The responsibility for leasing space is delegated to Real Estate and Construction Services (RECS), a division within the Department of Administration. Within RECS, the Space Management team is responsible for space management functions.
Space management is the process by which administrators and managers are provided with information on space utilization and space needs to make significant facility planning-related decisions in a cost effective manner. Specifically, space management is the systematic method of inventorying, allocating, planning, designing and maintaining space, equipment and furniture for general or special purpose facilities that are subject to such needs as flexibility or an accommodation for future growth. Flexibility, functionality and efficiency require an effective space management system, for which space planning is an effective tool.
This guide is intended to define workplace standards that will help improve productivity, help leverage real estate assets, help reduce workplace expenses and help align workplace functions with space types, technology and workstations. The complexity of variables that can be adjusted to help improve workplace productivity is dependent on the resources and composition of each work group as well as the management practices and workplace standards that establish the right setting.
The purpose of this Guide is to provide state agencies with a useful tool for space planning and to define the working relationship between the requesting agency and Admin. Admin's Leasing and Space Management teams will coordinate the necessity and extent of space planning needs on a case-by-case basis. Space management staff ensures efficient and effective use of space in the most economical manner while meeting the agency’s space requirements.
When an agency needs to determine a budget for a potential program or move, the following process can assist in determining the preliminary square footage necessary along with the associated lease costs. Once the decision is made to go forth with the project, the agency should complete the space planning process as outlined in the next section.
Determine the number of Resident Employees* – employees who work in the office and require assigned dedicated workspace (# of people). A Full Time Resident Employee has an FTE value of 1.0
Determine the number of Mobile Internal Workers* – employees who work in the office without a need for dedicated workspace (# of people). A Full Time Mobile Internal Worker has an FTE value of 1.0
Determine the number of Mobile External Workers* – employees who work outside the office 1-3 days per week without a need for dedicated workspace (# of people). To determine a Full Time Equivalent value, complete the following equation:
(number of hours employee works in the office per week) / (40 hours/week)
Determine the total amount of support space needed. Support space consists of areas such as workrooms, reception areas, copy/printer areas, files, conference space, libraries, mail, etc.
125-175 square foot per person - low support space needs with high # of mobile workers
175-200 square foot per person - average support space needs with balance of resident workers and mobile workers
200-230 square foot per person - high support space needs with high # of resident workers
Multiply the average number of people working in the office on a daily basis (steps 1-3) by the square foot per person (step 4).
(# of people) X (sf/person) = total useable square footage required
Contact RECS Lease Supervisor for the current market rates to determine rental budget.
* Recommend collecting data through observation, surveys and discussions with potential mobile workers.
For small scale space planning projects in state owned buildings involving space programming and furniture reconfiguration, the agency must contact the Department of Administration Materials Management Division at www.mmd.admin.state.mn.us to contract with an interior design consultant.
If remodeling and/or renovation is necessary, the agency must contact Gordon Christofferson with the Department of Administration, Real Estate and Construction Services at Gordon.Christofferson@state.mn.us for design and project management.
Dependent on the size and complexity of the project, it may be subject to the Predesign Requirement as set forth in Minnesota Statutes 16B.335, Subd. 3. Predesigns are also coordinated with Real Estate and Construction Services (more information).
All space programs for all of the above processes must comply with the Space Guidelines, Appendix A. Admin's space management team will review for compliance.
The space planning process for non-state owned buildings involves communication between the requesting agency and Admin's space management team. In order to assure a timely process, priorities and good communication need to be established from the beginning of the project. The estimated time frame for each project varies on a case-by-case basis, depending on such variables as the amount of square footage, the number of employees the project will encompass, and the response time for reviews and requests for information.
A. When a decision is made to commence with a space planning project, the requesting agency should send a written request to the director of Admin Real Estate and Construction Services, including the following:
1. A statement as to why the request is being made. The following are some reasons space planning is needed:
2. The agency’s objectives.
3. The agency contact for the project, including telephone number and email address.
B. Concurrently, the agency needs to determine how to approach the process internally. Space planning can require a significant amount of agency involvement. The agency needs to determine what its decision making process will be, how the internal communication will work and what the participation involvement will entail. At this point, the agency should concentrate on the conceptual process rather than people to accomplish this. Once the internal process is determined, the agency should assemble an internal agency team.
C. Once the agency internal process and team is determined, the agency needs to appoint one main agency contact. This individual will serve as the coordinator between the internal agency team and Admin's space management team.
D. Admin's space management will meet with the agency contact to determine the course the project should follow. Space management staff will collect and evaluate a variety of data and will suggest solutions to meet the agency’s space needs. The agency and Admin will generate a schedule to determine timeframes and responsible party for each phase of the project.
E. Data Collection:
1. Information regarding an agency’s operation is needed to develop a space plan. The gathered data will present an overall picture of office operations. RECS Space Management will determine whether initial information will be collected through the interview process, the use of forms and/or surveys, or a combination of both. Information gathering includes, but is not limited:
See Appendix C for the Space Analysis Form and Appendix D for a variety of Survey Forms that will assist with the data collection. It is encouraged that these survey forms be shared with employees as appropriate to determine work styles and space needs. It is recommended that a manager or the design team observe the existing work styles in coordination with the review of the completed survey forms to further understand the opportunities for improved space and productivity efficiencies.
2. Site visits are conducted to examine the existing space and potential new space, if applicable, to determine the condition of the space and feasibility of the project.
F. Space Guidelines
The Department of Administration developed space guidelines to assist in space planning. By establishing these guidelines, workspaces are designed to be flexible and adapt to the position and job function. By being flexible, any type of reconfiguration should be minimal resulting in less economic impact.
See Appendix A for the full Space Guidelines and Appendix B for the associated workstation and private office layouts.
1. Once all the information is gathered, Admin's space management team will use it to define the space requirements.
2. The space program will determine the square footage necessary to accomplish operations and assist in developing floor plan layouts.
3. The space program will contain a recommendation relative to the Space Analysis, interviews and other agency criteria based on the application of the Space Guidelines.
4. The program is then reviewed with the agency.
5. If the program needs revision, Admin's space management team will adjust it accordingly after another review with the agency representatives. This process may take several reviews in order to assure all space needs are met in the space program. This is an interactive and timely process for both Admin's space management team and the agency. The agency needs a conceptual understanding of what the space program states.
6. Once the final space program is determined, a decision can be made as how to proceed. Alternatives are reviewed in context of the space program, cost, market availability and other agency criteria. Admin's leasing and space management staff will assist in reviewing the alternatives. Alternatives include:
7. Once the decision is made on how to proceed, Admin's leasing and space management staff will coordinate the application of the space program with the determined alternative.
Once the space program and location are determined, there are several steps before the space can be occupied. The space program may require one or all of the following steps depending on the status of the facility or if relocation is required. The timing of the project is dictated by the size of the project.
Admin's Leasing team should be notified of any remodeling requirements. See the Leasing Guide within the remodeling section for assistance on how to proceed.
Admin Leasing and Space Management will be responsible for the coordination with the Lessor. The Lessor will be responsible for hiring its own certified architect to design the building layout as determined by the state’s space program.
For smaller projects requiring only furniture reconfiguration and no remodeling or construction, the agency may need to hire a certified interior design consultant. Admin Leasing and Space Management will assist in determining this on a case-by-case basis.
Once a certified interior design consultant is hired, they will meet with the agency contacts, the Lessor and Admin Space Management to determine the process for the design layout and become familiar with the space to be designed. This is an interactive process between the certified interior design consultant, the agency, the Lessor and Admin Space Management.
The following steps may be required dependent on the project scope:
A. Schematic Design: Preliminary floor plans based on the space program. It is typically in the form of block diagrams and begins to define areas within the building. The layout needs to be approved by the agency and Admin Space Management before it can proceed to the design development phase. The block diagrams may focus on many different aspects, such as:
Organizing the agency (s)/major work groups within the base building configuration and are based on the approved space program. The block diagrams can also be used in a multi-story building, placing the work groups into a vertical relationship within the building. Primary circulation patterns are also established.
Organizing the space defined for work groups into individual work areas and special areas as determined in the space program by permanent wall locations. Circulation patterns are further developed.
B. Design Development: The block diagrams from the Schematic Design are further developed to determine a final plan on which to create construction documents. These final plans must meet ADA and Building Code compliance as well as locate all personnel, furniture, equipment, permanent walls, electrical, voice/data, etc. The final design development plans must be approved by the agency and Admin Space Management before they can proceed to construction documents.
C. Construction Documents: Detail exactly how the space will be built and describe how the finished space is to function and appear. Depending on the complexity of the project, the construction documents will include, but are not limited to, plans showing:
D. Furniture: Furniture design is coordinated by the agency. This includes the specifications and installation of using new or existing furniture. The project management of the furniture installation is also the responsibility of the agency. This can include, but is not limited to: coding and tagging of furniture to be moved, overseeing the installation of new or reconfigured furniture, transfer of existing furniture, boxes and personal property. RECS Space Management will provide oversight when necessary. See section I: Move In below for further move related issues.
E. Finish Selections: These are chosen by the agency from standard sets or building standards. This is typically accomplished while the construction documents are being developed. Typical finish selections are floor and wall finishes, miscellaneous finishes of countertops, doors and frames, millwork, and furniture.
F. Cost Estimates: Cost estimates are gathered to determine the project budget. Prior to commencement of construction, a final cost estimate is obtained for the entire project based on costs of the following:
G. Construction Management: The Lessor usually coordinates the construction management. Construction Management involves monitoring the renovation/construction project through to completion including but not limited to: hiring vendors, interior designers or architects, reviewing shop drawings, product data and samples, site inspection and assurance of compliance to the construction and lease documents. Admin Leasing and Space Management will assist in construction monitoring on behalf of the lessee agency.
H. Walk Through: The Lessor, the contractor, Admin and the agency representative usually conduct the project walk through. It is conducted when the project is complete in order to ensure the project complies with the construction and lease documents, the space has been cleaned and generally meets the approval of the agency. During the walk through, a punch list of items to be completed or repaired is created. The punch list is an agreement between the Lessor, the contractor and the agency representative that certain items need to be completed or repaired. A schedule for completion of the punch list is established. The project is not complete until such time as all items on the punch list are complete. A follow up walk through will be conducted, if necessary.
I. Move In: It is the agency’s responsibility to contact the Agency Relocation Team (ART) to ensure the smoothest possible move. This should be done at the time the agency commences planning and makes the decision to move. The ART is comprised of the following:
The move may take several days or weeks. The agency may want to develop a phasing plan to assure an efficient move and eliminate the possibility of long “down times”. RECS can assist with the development of the phasing plan. The phasing plan should also be coordinated with the Lessor. On the day(s) of the move, the agency should have one or more individuals who are familiar with the project at both the old and new locations to advise and direct the movers. They will need to be informed of the schedule, what furniture and equipment is moved and where to place it in the new location, and what furniture and equipment will stay at the old location.