Document
U.S. DEPARTMENT OF TRANSPORTATION
ORDER
FEDERAL AVIATION ADMINISTRATION CT4665.4 William J. Hughes Technical Center Policy l~ffcctive Dat~.: 02/02/2012 Administrative Ofticc Space :Vlanagcmcnt 1. Purpose of This Order. The purpose of this Order is to set IL1tth policy for the allocation and use of administratiYe ortice space at the Federal A Yiation Administration (FAA) William ll lughcs Technical Center (Tedmical Center).
2. Audience. This order applies to all FAA OrganiLations and non-FAA Tenant organi;:ations occupying administrative office space in Technical Center buildings and to those individuals \\ho are responsible 1()r planning. implementing. or maintaining Technical Center administrative otlice space.
3. Where Can I Find This Order'? You can find this order on MyF A/\ Employee \\'ebsite at lmps://employees.f~la.gov/tools~resourccs/ordcrs_notices/ .
.t. What This Order Cancels. Technical Center Space Management Policy dated August 13. 2003 ami Order CT 4665.3. Private Office Policy, dated March 14.2006 arc cancelled.
5. Background.
a. The Technical Center is a unique laboratory facility that conducts engineering. research.
de\ dopmcnt. test and evaluation. maintenance. <md operation of aviation ;-,ystcms. The Technical Center"s ability to fulfill its mission. provide \\orld-cla::.s products and sen ice~ to its customers. retain its role and status in the aviation tleld. and create and maintain a model \\ork environment is impacted b; the availability of physical space (including real estate. laboratories. test facilities. utility plants, \\ardmusing. offices and suppon or special spact.>s).
b. The Code of Federal Regulations. Title 41 -Public Contracts and Property i\lanagement. Part I 02-79- Assignment and Utilization of Space. requires hx!eral Agencies to ]XO\'id~ a quality \\Orkplac~ em ironment that suppm1s program operations and mission requirements'' hilc promoting the maximum utilization of\\orkspace at an economical cost. Further. FAA Acquisition :\lanagemcnt Pulicy Jor Real Prope1ty and FAA Space Order 4665.4 pro,·ide operating processes. procedures.
guidelines and administrative oflke space utilization rates.
c. Prudent administrative oftice space management and planning at the Technical Cl'nter is essential in order to enable mission gnm th. promote organiLational el'liciencie~ and control operat1onal costs.
Distribution· Electronic Initiated By· ANG-E34 02/02/2012 CT 4665.4 6. Roles and Responsibilities.
a. Space :\lanager: The Technical Center Exccuth·c Director shall designate a Technical Center Space Manager. The Technical Center's Space Manager is responsible for the overall management of all administrative office space in all Technical Center buildings. The Space Manager's objective is to promote the optimum usc of administrative office space throughout the Technical Center. Spcci fie Space Manager roles am! responsibilities relative to administrative oflicc space arc: (1) Develops, maintains and updates (as needed) proposed overall administrative office space management policy and assures coordination \\ ith FAA Space Order 4665.4.
(2) Develops, maintains and updates (as needed) procedures, tools (e.g., sofhvare) and reports necessary for the proper management of administrative office space.
(3) Receives all administrative office space type work requests, collects requirements, develops proposals, and implements approved solutions.
(4) Serves as Chair of the Technical Center Spaceholder's Management Council (CSMC), conducts regular operational meetings with Council members (Spaccholdcrs and ad hoc Council members as needed) and works with Council members in reviewing administrative office space allocation requests, collecting requirements and developing/facilitating proposals and solutions. Drafls meeting minutes. Submits meeting minutes and summary of recommendations/actions to CSMC members.
(5) Establishes and maintains records of organi.wtional allocation of administrative oflice space (space inventory). Maintains workstation, cubicle and private office nameplates with assistance from Spaceholders. Conducts yearly utilization surveys and audits against organizational administrative oflice space inventories and prepares usage/audit report, including current adrninistrativt: space utilization rate.
(6) Gathers organizational administrative office space requirements and proposes a yearly Administrative Ofiice Space Plan, including budget estimates and schcduks for associated administrative office space re-allocations, reno\ations or acquisitions. Executes approved Administrative Office Space Plan.
b. Organization !\tanagers: Organization Managers shall ensure their respective organiLalions follow all Administrative Office Space Management policies and procedures related to their allocated administrative office space. Specific OrganiLation Manager roles and responsibilities arc: ( l) Manages allocated administrative office space in terms of usc, assignment, outfitting, rcconf"iguration, reno\"ation. change of use. or release in a rmmner consistent with the requirements of this policy. Assures that management and usc of allocated administrat\\"c off1cc space is in agreement with applicable statutory and contractual bargaining obligations.
(2) Designates an organiLational Spaceholder to scr\"e on the CS!\1C.
02/02/2012 CT 4665.4 (3) Approves\\ ork requests for re-allocation of admmistrative office spac~: and \\01 k requests for space assignments, outfitting, rcconfiguration, and renovations within allocated administrative office space. Formal submission of\\Ork requests by the organiLalional Spacchokkr shall be dccm~:d to be approval of such work request by the respective Organi7ation Manager (4) When appropiiate, provides funding to implement requested space assignments, outfitting, reconfigurations or renovations within allocated administrative office space.
(5) Reviews and concurs with proposed Administrative Office Space Management policy, including updates, and proposed annual Administrative Office Space Plan prior to approval by the Technical Center Executive Director.
(6) Resolves unusually difficult space requests len unresolved by the CSMC, or, forwards to the Technical Center Executive Director for a final decision.
(7) Non-FAA (Tenant) Organization Managers: In addition to this policy, non-FAA organiLations occupying administrative office space in Technical Center buildings shall abide by their respective agreements, licenses, leases or contracts with respect to the allocation and usc of administrative office space in Technical Center buildings.
c. Spaceholders: The Manager of each r AA and Tenant OrganiLation shall designate a
Spaceholdcr. The Spaceholder shall be the point of contact to the Space Manager regarding the usc of their organization's allocated administrative office space as well as requests for additional administrative office space or release ofadmimstrative office space (re-allocation). Each Spaceholdcr shall be aware oftheir respective organi?ation's CUITcnt administrati\·e office space usage and needs.
Specific Spaccholder roles and responsibilities arc: ( 1) Serves as the authoritative spokespe1son for their respective organiLation \\ ith regard to all administrative office space issues, usage and needs.
(2) Serves as a member of the CSMC.
(3) Follows and communicates all Administrative Office Space Management policies and procedures (4) Submits and coordinates all requests for new admmistrat1ve office space, rckase of pn::viously allocated administrative office space, assignment of aclministrati\ e office space, and outfitting, teconfiguration or reno\ ation ofadministrattvc office space wtth the Space Manager and, as appropriate, with the CS\rlC. Provides appropriate justification for all requests for new administrative office space and rcconfiguration or renovation of administrative office space. Justifications shall be in the form ofbusiness case assessments demonstrating a clearly defined organit.ational misston need and demonstrated alignment\\ ith corporate goals for requests involving significant increases in administrative office space or significant rcconfigurations or renovations. Provides organizational approval of implemented/installed administrative office space outfitting. reconfiguralrons and renovations.
02/02/2012 CT 4665.4 (5) Approves organi..~ational administrative onicc space imcntory as provided by the Space :V1anagcr. Assists Space Manager in maintaining workstation, cubicle and private office nameplates in allocated administrative office space.
(6) PrO\ ides yearly projections of organi7ational administrati\·e ofticc space needs to the Space Manager each October. Provides appropriate justification when submitting a projection indtcating the need for additional administrative office space. Justifications shall be in the fonn of business case assessments demonstrating a clearly defined organizational mission need and demonstrated alignment with cOivorale goals for projections indicating a need for significantly more administrative office space than currently allocated.
d. Center Spaceholder's Management Council (CS:\-'IC): ( 1) Charter: The mission of the CS~C is to work together to: (a) provide guidance, oversight, and stewardship of administrative office space, (b) ensure the optimum usc of administrative office space in accordance with this policy and mission needs.
(c) resolve administrative office space allocation requests or issues in a proactive, responsive, efficient, cooperative, consistent, fair and equitable fashion, and (d) concur on long-tcnnuse and needs for administrati\c office space.
(2) Membership: Membership shall consist of the Space :vlanagcr, who serves as the CSMC Chair (Chair), and the FAA and Tenant Organinttion Administrative Spaceholders. In addition.
appropriate Union and Labor Relations rcprcscntatiYcs may serve as ad hoc CSMC membets and participate in CSMC meetings. The Chair shall maintain a cunent list ofCSMC members and distribute this list to all CS:vlC members.
{3) Roles and Responsibilities: Specific CSMC roles and responsibilities are: (a) Review proposals and develop and approve tina] solutions lor administrative oflice space allocation requests.
(b) Review proposals and develop and approve final solutions for administrati\ c onict.: space renovations or reconfigurations to ensure consistency with this policy (as needed).
(c) Rcvie\\ and concun\ith proposed Administrative Of1icc Space :VIanagemcnt poltcy.
includmg updates. prior to management re\·icw and approvaL (d) Re\·icw and concur on Administrative Office Space Management procedures.
02/02/2012 CT 4665.4 (c) Review and approve annual Admmistrali\'C Office Space Usage Audit. ReYie\\ and concur with proposed annual Administrative Onicc Space Plan prior to management review and approval.
(4) Meetings: For each space allocation request, a working committee, convened by the Space Manager ami consisting of the Spaccholdcrs from those organizations whose allocated space is aflcctcd by the particular space request and/or proposed solution, shall review the request/proposal.
The working committee shall meet (if needed) to discuss the request/proposal, and approve a final solution. The full Council membership may meet to address space allocation requests lefl unresolved from the working committee(s), to review and concur with proposed updates or changes to space management policies or procedures, to review and concur with the proposed annual space plan, or as otherwise may be required by the Space Manager to address special requests or issues relative to space use or requests. The Council should adopt an analysis-driven and consensus-based decision-making process and should encourage open and candid discussions. Every effort shall be made to resol\·e issues at the CSMC level. In unusually difficult instances where the\\ orking committec(s) and full Council membership arc unable to reach a consensus, the CSMC shall prepare a summary of the issues and request that affected org:mization managers agree on a solution. Shott of organizational manager agreement, the Technical Center ExecutiYc Director shall be solicited for a final decision.
e. Technical Center· Executive Director: With respect to Administrative Office Space Management, the Technical Center E>.ccutivc Director: ( 1) Designates a Technical Center Space \1anagcr.
(2) Resolves unusually difficult space requests lefi unresolved by the CSMC and organi.talion managers.
(3) Approves At!ministrati\·e Office Space Management policy (-l) Approves the yearly Administrati\'C Office Space Plan and recommendations 7. Administrath e Office Space Management Policy.
a. Utilization Rate for Administrative Space: The Space Manager shall ensure the a\ cragc utilization rate for all administrative space (i.e .. occupiable square lcetlperson) is in accordance with the guidelines set forth in FAA Acquisition Management System (AMS) real estate guidance and FAA Space Order 4665.4. The Space :V1anager will track and provide tbe current administrati\'c space utilization rate to the CSMC, Each Organintion \1anager and Spaccholclcr will usc this information to detem1ine the optimum usc of administrati\·c space within their groups, including an appropriate mix of private offices and cubicles. work areas, file areas. copy areas, etc.
b. Priorities for Primary Office Space Assignment: The prionty for primary office space assignment shall be: (I) FAA employees (i ,c., Tcchnica! Center. straight-] incd, primary tenants. secondary tenants): 02/02/2012 CT 4665.4 (2) on-site contractor support; (3) FAA support (e.g. credit union, daycarc, etc.); and (-+)other Government entities (non-fAA Tenants).
The CSMC may de\ iate from this priority subject to critical need ami program pnont1cs, justified by business case analysis and management dctcnnination. In addition, the CS"Y1C must reYiew and approve allocations of on-site primary office space for contractors prior to any contract commitments.
c. Allocation of Administrative Space: The Space Manager and CS\1C will allocate administrative space to FAA organiLations and non-FAA Tenant organi?ations. Typically, the organintion currently occupying a space will be allocated that space. Occupying a space means that the space is used <L'> cmJ1loyec workspace (i.e., p1imary office space) or the space is used for administrative office support space functions (e.g., reception areas, work areas, file areas, processing areas, reference areas, etc.) as defined in the FAA Acquisition Management Policy for Real Prope11y.
In the case of\·acant space, the Space Manager and CStv1C will allocate the vacant space to vmious organizations based on mission needs. 'When organizations temporarily vacate previously allocated administrative space, the organizations shall inform the Space Manager (via the work request process) who will update the space inventory to indicate the space as vacant hut still reserved by the organintion. Reservations must be based on quantifiable mission needs along with expected dates for occupancy. When organizations fail to occupy reserved space by the expected clate(s) or otherwise petmancntly vacate (i.e., Connally release via the work request process) previously allocated administrative space, the Space Manager and CSMC may reallocate the vacated space based on current space allocation requests and mission needs. Based on mission needs, organizations may outfit their currently allocated space for better efficiency of operations, or reconfigure or renovate their cum.:ntly allocated space to create primary office areas such as private offices, cubicles and shared workstationsloJTiccs. Proposed reconfigurations and renovations of cwTently allocated space arc suhject to the review and approval of the Space Manager and the CS:V1C to ensure consistency\\ ith this pollcy.
d. Safety. All space at th..:: Technical Center shall be occupied m a safe manner and in accordance \\ith all applicable building, life safety and !Ire codes.
c. Fumilure: The Space Manager or his/her delegate will coordinate all furniture purchases ancl grant appnn-al ifjustificd. The Technical Center has standardized sources for systems fumiture. as \\ell as case goods and chairs, for putvoses of uni fom1ity and long-term maintenance. The Space :Vlanagcr \\ill consider deviations from these standards to accommodate special needs or circumstances and appro\'e the purchase j f j USti ficd.
8. Procedures. There arc three primary procedures for administrative office space management: a. Allocation of Space: This procedure encompasses the ptoccsses for procurement of additional space or the release of preYiously allocated space.
(, 02/02/2012 CT 4665.4 b. Management of Allocated Space: This procedure encompasses the processes for usc of allocated space, including reservation, assignment and requests for outfitting, rceonfiguration. or renovation of allocated space.
c. Management oCTotal Space: This procedure encompasses the processes lor tracking space usage, conducting space usage audits, and space planning, including preparation of reports.
d. The Space :V1anagcr is responsible for developing. disseminating, implementing and maintaining the necessary processes for each of these procedures with review and concunencc ofthc CSMC. A central electronic depositmy for all administrative office space management policy, procedures, infonnation and reports shaH be established and maintained by the Space Manager.
9. Distribution. This order is distributed electronically to all William ll-lughes Technical Center lcdcral, tenant, and contractor employees.
Wilson N. Felder Director, \Villiam J. Hughc~ Technical Center