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NAO
217-101
SPACE
MANAGEMENT POLICY FOR SYSTEMS FURNITURE APPLICATIONS
Effective
03/19/92
NOAA Circular 92-08
TO: All NOAA Employees in the Washington, D.C. Metropolitan
Area
SECTION
1. PURPOSE.
This Circular prescribes the National Oceanic and
Atmospheric Administration (NOAA) policy for planning
systems furniture in the Headquarters Region for facilities
that are designed and constructed for an open office
environment. The policy outlines standards developed
and applied by the Facilities Management Division,
OA34, Procurement, Grants and Administrative Services
Office, Office of Administration, in order to:
a. permit maximum utility and efficiency of space;
b. assign space type equitably across agency line
organizations;
c. provide open workstation space allowing for cost
effectiveness and flexibility in organizational restructure;
d. assign enclosed spaces for communications of a
sensitive nature, in conference, interview, and negotiation
rooms; and
e.
permit the development of office environments that
are both state-of-the-art and well coordinated in color,
texture, and finish.
SECTION
2. POLICY.
.01 Functional and efficient use of space is a goal
of NOAA. The open office concept provides the highest
degree of efficiency, functionality, and aesthetic
appeal available in the contemporary workplace. NOAA
is committed to the open office environment in facilities
that are constructed for its application. The guidance
set forth in this Circular establishes the standards
by which conversion from conventional furniture to
furniture systems shall occur to ensure that the goal
is met.
.02
The standards established in the planning and design
of Silver Spring Metro Center (SSMC) I and II
shall serve as the model for future systems furniture
application.
SECTION
3. RESPONSIBILITIES.
The
Facilities Management Division, OA34 (FMD), Procurement,
Grants and Administrative Services Office (PGAS), Office
of Administration (OA), is responsible for the development
and implementation of policy as specified in this Circular.
SECTION
4. PROCEDURES.
.01 Workstations.
a. The variety of activities conducted at NOAA demand
special workspace considerations. Tasks performed exhibit
both distinct and similar characteristics. FMD has
developed a series of prototypical workstations to
efficiently meet the needs of NOAA employees.
b. Typical workstations shall be assigned by job function
and position grade. General workstation categories
include: clerical, technical/professional, supervisory,
and executive. Workstations vary in sizes, finishes,
components, and degree of enclosure. Interior architectural
features of each facility shall have some effect on
workstation configuration.
.02 Private Offices.
a. In space new to NOAA's inventory, private offices
with ceiling high walls shall be limited to SES employees,
Supervisory GM-15 positions and above, and the primary
EEO manager function for each Line Office (LO) because:
1. space utilization greatly improves when systems
furniture is used in lieu of private offices, thereby
reducing construction and space rental costs;
2. heating, ventilation, and air conditioning is more
efficient with the open office concept, eliminating
the potential for interrupted air flow and temperature
variations; and
3. open space planning, with few private offices,
provides greater access to natural light for all employees
improving morale and productivity.
b. Unique conditions such as overriding concerns for
national security may result in a LO requesting a private
office for an individual other than an SES or Supervisory
GM-15 employee. Such rare exceptions must be appealed
to the Director, PGAS, by the LO Management and Budget
Officer or Staff Office (SO) equivalent with supporting
rationale as to why the requirement cannot be satisfied
through the use of common spaces including conference/interview/negotiation
rooms outlined in Section 4.05 of this Circular. If
the Director, PGAS, cannot support the request, the
justification shall be reviewed by the Director, OA.
The final decision shall be based on issues of overall
consistency and equality between LOs. However, in no
event shall more than five (5) percent of each LOs'
workstations on a floor be allocated to private offices
for individuals below the Supervisory GM-15 level.
Private offices allowed as an exception shall only
be located on the interior core of the facility and
occupy the same amount of space otherwise provided
in a typical workstation with low panels.
c. In space leased outside of the SSMC, the general
policy applies for private offices with the exception
that consideration shall be given for the existing
configuration of the space. When that configuration
meets the needs of the clients and is within the range
of the FPMR guidelines, private offices can be approved,
on a case by case basis, to avoid additional construction
costs and time delays.
.03 Organizational Boundaries.
Unique functional or confidentiality needs may require
an organization to be situated with a natural or established
boundary between it and other agency elements. Special
adjacencies and apportionment shall be provided in
lieu of private office for all employees in the organization.
Requests for boundaries shall be coordinated by the
FMD.
.04 Freestanding Furniture.
Freestanding furniture used in conjunction with systems
furniture workstations includes desk and conference
chairs, guest chairs, file cabinets, tables, and reception
furniture. Furniture selections shall be based on style
and color compatibility with systems furniture, consideration
to GSA schedule requirements, and cost effectiveness.
.05 Conference/Interview/Negotiation Rooms.
While maximizing flexibility and efficiency of systems
furniture, care shall be taken to provide shared common
areas for the conduct of group meetings or meetings
of a sensitive nature. Shared areas for conferences,
employee counseling, interviews, and negotiations are
features planned in the open office environment. The
schedule for use of these spaces shall be maintained
by the primary tenant group in the vicinity. However,
all rooms are available for use by other NOAA organizations.
.06 Training Space.
Employee training requirements shall be coordinated
by the Staffing and Employee Development Branch (OA214),
Personnel and Civil Rights Office. Training space for
the conduct of formal training shall be designated
by that office. Informal in-house training shall be
conducted in conference rooms.
.07 Finishes.
Three (3) color schemes shall be used in all systems
furniture applications. The color schemes shall be
distributed by floor as in the SSMC and Germantown
buildings. This allows flexibility to change workstations
as organizational requirements change and allows control
over the massive central inventory of workstation components.
Use of standardized finishes promotes a cohesive identity
for NOAA spaces throughout the National Capital Region.
.08 Kitchenettes and Coffee Stations in the SSMC.
Kitchenettes
shall contain appliances including refrigerator,
microwave oven, coffee maker, and vending machine.
Kitchenettes shall be used for the temporary storage
and preparation of lunches and snacks. Centralizing
the location of appliances in a designated area shall
eliminate potential mechanical and electrical problems
created by appliances located at systems furniture
workstations. Appliances such as refrigerators, coffee
pots, space heaters, microwave ovens, etc. are prohibited
in other than designated areas.
SECTION
5. EFFECT ON OTHER ISSUANCES.
None.
SIGNED,
Director, Office of Administration
Office of Primary Interest:
Office of Administration
Procurement, Grants and Administrative Services Office
Facilities Management Division
Chief, Building Management Branch (OA342)
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