Directorate of Publishingand Visual CommunicationsDPUBS: 24193/96

Department of Defence

ACCOMMODATIONGUIDELINES

for

OPEN PLAN OFFICEENVIRONMENTS

ACCOMMODATION

GUIDELINES

for

OPEN PLAN OFFICE

ENVIRONMENTS

Incorporating guidelines for the use

of workstation systems furniture

Facilities and Property DivisionJuly 1996

TABLE OF CONTENTS

CHAPTER PAGE

1. Introduction 1

2. Consultation Processes 2

3. The Changing Office Environment 3

4. The Modern Workstation/Office Concept 4

5. Configuration Options 5

6. Generic Specification of Space Per Person 8

7. Workstation Allocations According to Function 10

8. Specific Workstation Features 11

9. Data Networking 16

10. Services Requirements 17(power, lighting, voice, mechanical & fire)

11. Other Components of the Open Plan Office 18

12. OH & S Considerations - Duty of Care 20

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1. INTRODUCTIONThese guidelines provide a framework within which agreement can be reached between theDepartment, it’s staff and unions on the design of the fitout requirements for new orrefurbished office accommodation.

As such the guidelines focus on the emerging working environment for the 21st century of themodern, open plan office. Reference is made to basic planning requirements and parametersso that all parties can better appreciate the issues involved.

The overriding objectives of the guidelines therefore are to ensure Defence staff have:

• a work environment which is safe and healthy;

• a work environment which promotes productivity, efficiency and job satisfaction;

• an appreciation of the basis for the design of open plan spaces in new or refurbishedoffice areas;

• a consultative approach to office design.

At the outset, the guidelines are not intended to be prescriptive but are based on agreedminimum provisions. Where possible, a range of solutions is offered. These solutions mayinclude space and equipment over and above the minimum provision, depending on thefunctional requirement. This is necessary since an individual’s workspace is determined by theactivity performed. Though there is much commonality in regards to the range ofadministrative, technical and professional office-based functions throughout Defence,workspace configurations and other provisions will need to be flexible, subject to agreedminimum provisions. Other influences necessitating flexibility include:

• special activities or functions to be performed;

• changes in organisational arrangements;

• building design factors such as shape, core design, lighting, sill heights, etc.;

• location of all partitioned offices and rooms away from perimeter windows;

• acoustic requirements; and

• privacy thresholds.

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2. CONSULTATION PROCESSESTo ensure that staff and unions have as much notice as possible of any proposed officerelocation or refurbishment, the Department shall notify the unions in writing at the earliestpossible time of any intention to relocate staff to new or refurbished accommodation.

It is essential that staff and their unions are involved at the concept stage of planning anddesign. This is achieved:

• by staff contributing to the documentation of their day-to-day working requirements(typically reflected in the user requirement brief completed prior to the engagementof a fitout contractor); and

• by discussing and modifying the designer’s layout interpretation of thoserequirements and subsequent detailed design. At this stage agreement should bereached on requirements for additional space and equipment.

• Prior to the ‘’signing off’’ of the design, individual managers are to certify that theirstaff and their delegates have been fully consulted.

• Any disagreement on whether the functional requirements are being met in thelayout design shall be referred to the project manager for resolution in consultationwith management of the area, staff and unions.

As an acknowledgment of the need for full and adequate consultation, any group established tooversight the planning effort must include management, staff and union representation.

The guidelines form the basis for consultation and are to apply to all new or refurbishedaccommodation projects approved after formal agreement of the guidelines by management,staff and their unions. These guidelines apply to all Defence installations (including officecomponents of laboratories and warehouses) utilising the open plan office design concept.Other relevant standards must be referenced for the design requirements of laboratories andwarehouses.

These guidelines require that reference would be made to relevant Commonwealth guidelines,Australian Standards and the Building Code of Australia. All office accommodation developedfollowing these Guidelines must conform with statutory requirements and guidelines regardingaccess for people with disabilities. Where other standards allow for allocations less than thatidentified in these guidelines, these guidelines shall take precedence.

In the event of any dispute arising over the application of these guidelines, the parties shallfollow the dispute avoidance and settlement procedures contained in the relevant award orcertified agreement.

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3. THE CHANGING OFFICE ENVIRONMENTIn July 1986, the Government promulgated the ‘’Commonwealth Office AccommodationGuidelines’’. Those guidelines, developed as a prescriptive document for the design of officeaccommodation throughout the Australian Public Service. They were administered by the thenDepartment of Local Government and Administrative Services until 1992 when theGovernment decided to devolve responsibility for property operating expenses to individualdepartments. These guidelines have been developed to reflect the changing functional needs inoffice environments.

With changes in the way work is done, including flatter organisational structures, amultiskilled workforce and new office technologies over the last decade, new design solutionsfor office furniture systems have emerged which supersede the earlier guidelines. Thesesystems have features such as:

• ‘’clustering’’ of workstations to enable the workspace to be more concentrated andallow all features to be more readily accessible;

• providing the opportunity to make better use of the amount of circulation space;

• the use of standard components which can be mixed and matched to provideflexibility in the layout of areas; and

• providing a versatile workspace which is suitable for group/team organisations andwhich can be changed quickly as circumstances dictate.

The introduction of modular systems furniture has, in most instances, replaced the traditionalfree-standing desking systems of the 1960’s and 1970’s upon which the Commonwealth OfficeAccommodation Guidelines were developed. The features of open office planning havebecome increasingly accepted and adopted by Government and private organisations. For theforeseeable future, this recognition will continue because of the objective to ensure that eachworkspace provides optimum functionality while allowing the best possible use of availablespace.

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4. THE MODERN WORKSTATION/OFFICE CONCEPTModern and flexible open plan office design is determined principally by the activitiesperformed, although the configuration will be constrained by a number of factors such asbuilding design, furnishings, etc. To these are added numerous other influences such asfurnishings and equipment (photocopiers, facsimiles, printers and the like), staff amenities (teaalcoves, toilets, etc), base building features (acoustics, lighting, etc), colour and decoration,occupational health and safety aspects, and disabled access. Security of areas and documents,public and recreation space are further factors for consideration.

In Defence, the traditional office based work performed requires a mix of individualisedworkspaces employing open plan design, partitioned offices, and a range of common facilitiessuch as meeting/interview rooms, resource rooms, storage and various amenities all of whichare to be designed and built in accordance with the relevant Australian Standard/Building Codeof Australia.

Individualised spaces give each person functional space utilising a range of flexible proprietaryworkplace furniture configurations - capable of being readily adapted to reflect changes infunctional arrangements, staff numbers, data networking solutions or functional/operationalpractices. Efficient workstation design should reflect a sensitivity to human requirements(incorporating ergonomic design) and provide flexibility to adapt to change.

There is a need to incorporate flexibility as an inherent requirement in the planning and designprocess because the modern office is increasingly based on team activities which are subject toconstant change. The open plan concept enables middle managers to work more closely withtheir teams. This helps improved visual and verbal communication which is difficult withpartitioned offices.

Proprietary workstations create a feeling of openness and brightness when configuredappropriately (usually around the perimeter of a floor and with panel heights generally notexceeding 1400mm - see ‘Workstation Panel Heights’). Workstations maximise theavailability of natural light to the greatest number of staff and encourage interpersonalcommunication without an intrusion on functional space.

Regardless of configuration, individualised workstations shall generically comprise thefollowing features:

• left and right returns of equal length in order to provide maximum flexibility in theuse of the available work surface;

• a minimum clerical surface depth of 800mm.

• VDU terminal and keyboard can be located anywhere within the continuum of theavailable worksurface, depending on the function performed. The infill should beenlarged to accommodate VDU screens larger than 14 inches to allow a minimumviewing distance of 950mm. (For example, refer to the ASHSE standard.) Referalso to these guidelines in relation to specialist workstation needs;

• adjustable worksurface heights, with the adjustment mechanism determined as partof the consultation process prior to the acquisition of workstations;

• personal storage provided by means of a lockable 2 or 3 drawer cabinet and lockablemobile pedestal, and the number of drawers are based on functional requirements;

• appropriate data, power and voice cabling;

• sufficient space to enable disabled users easy access to their workspace; and

• capacity to amend the standard workstation systems to take account of particularfunctions such as additional VDUs, drawing boards, CAD equipment, etc

Specific workstation features are detailed later in these guidelines.

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5. CONFIGURATION OPTIONSThe layout of workstations is based on a ‘’building block’’ approach to determining individualneeds in space, furniture and office equipment. This is focussed on the functions performed byan individual, or a team of individuals, to introduce the workstation elements that best meettheir functional needs.

Workstation Configurations

(a) The ‘Cluster’ Arrangement:

In recent times the ‘cluster’ concept has been increasingly widely used particularly for teambased activities. As shown diagrammatically on the following pages, it is based on either fouror six person workstations arranged in a grouping. These clusters are examples only of howthe ‘’building blocks’’ might be designed.

More and more organisations recognise the team structure as the most effective approach towork. Whilst individual performance is critical, multi-disciplinary teams working as a groupare proving to be more efficient at solving complex tasks.

People who collaborate require proximity to each other and to the team spaces. An additionalrequirement is for a furniture system which will facilitate frequent reorganising of teams.Hence, the logic of workspace collocation into teams of 2, 3, 4 or 6 workpoints. The ‘cluster’arrangement allows personnel to work individually (or in teams) with minimal disruption ordistraction.

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Stand Alone Workstation Configurations

Stand alone workstations are an integral component of the open plan office environment andprovide a working space approximately equal to two ‘basic’ workstations. In this way themodularity and flexibility created by the use of systems furniture is maintained.

Stand alone workstations are allocated to staff regardless of classification on the basis offunction. They provide additional benchspace for the laying out of documents, for visitordiscussions, or for staff with significant supervisory responsibilities where those are deemed tobe integral parts of their job function. It is expected this would include personnel at AS06 orequivalent and above.

While maintaining the light and bright atmosphere of the modern office, stand aloneworkstations utilising low height screens (see ‘Workstation Panel Heights’) allow extra spaceand privacy for a range of special functional needs.

(b)The ‘Star’ Configuration:

The ‘Star’ Configuration is often preferred when the team concept of work is dependent onmembers of the team having face-to-face contact, needing to frequently pass documents, orengage in frequent discussion, or where social interaction is important eg. high repetitive worksuch as telephone answering.

Notwithstanding, the ‘star’ configuration is more open to traffic with greater potential fordisruption or distraction and utilises available floor space less efficiently.

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Extra Equipment for Particular Functional Requirements

Some staff require additional space to accommodate extra equipment. This should bedocumented and discussed with the design team when detailed design layouts are beingprepared. This should allow workstations to be adapted to special functional requirements atthe briefing stage. Basic space and workstation needs may be increased to incorporate thesespecial requirements.

Some of the typical additional ‘’building blocks’’ include additional space within the work areafor functional requirements:

• Computer Aided Design (CAD Equipment)

• drafting, digitiser and functions

• additional computer terminals

These spaces do not include allocations for storage related to these functions.

Where staff need such equipment and space in addition to their normal workstation thefollowing shall be provided:

Drawing board CAD terminal 2 VDU& layout table & digitiser Terminals

6sqm 6 sqm 6 sqm

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6. GENERIC SPECIFICATIONS OF SPACE PER PERSONOne of the most effective methods of calculating the space allocation per person within anopen plan workstation environment is to use the now well established ‘building block’approach. Once the basic ‘building block’ has been established, modifications (eg. increasedlayout space, storage, etc) can be introduced where necessary to satisfy other functionalrequirements to the basic configuration. Discussion between staff and the design team onadditions to the basic building block shall occur during the preliminary design stage. Whenadded together, these spaces determine the total space for an entire organisation unit.

Generically, the working space includes two components:

• the ‘’functional space’’ required for the individual to adequately perform a particularactivity; and

• the ‘’tertiary circulation space’’ or that space necessary for the individual or visitor/sto gain access to the workspace.

Functional Space includes space for:

(i) Workstation: A worksurface 1800 x 1800mm with each surface 800mm deep, andboth of the same height, requires an area of 3.24 sqm.

(ii) A clear space of 1 metre deep for the chair to comfortably move in/out of theworksurface is included within the 1800 x 1800mm allocation.

(iii) Storage/Filing: An appropriate filing cabinet allowance is 1.05 sqm.

When totalled, the minimum functional space per individual performing VDU operations is4.29 sqm,

(iv) In addition to this a further space component of 0.71sqm is added to give aminimum functional workspace of 5sqm

Tertiary Circulation Space is identified as the entrance into the workstation cluster and theband of shared space used to access the individual work surfaces.

Under the traditional desking systems of the 1970’s and early 1980’s which arranged desks inindividual rows, access (for all directions) was allocated to each desk. With the use of modernsystems furniture, access is more controlled and the greatest efficiencies are achieved by thesharing of tertiary space. All occupants of the cluster benefit from the shared buffer area.

The users still sit similar distances apart from each other as previously. Using the workstationconfigurations in these guidelines the minimum separation distance would be 1.6 metres as thepreferable distance for groups of users working together, depending on background noiselevels and the nature of duties each is performing.

When allocated against an individual’s work surface, an allowance of 1 sqm is required. Thatis, within the ‘’basic’’ four person cluster arrangement, a total of 4 sqm of tertiary circulationspace is available to each of all of the workstation occupants.

When functional and tertiary space are taken together, using the building block approach, theminimum workspace provision is. 6sqm.

Additional space shall be allocated where it is agreed that the functional or storagerequirements exceed the minimum provision.

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In summary, the generic space to be allocated per person undertaking basic administrative/VDU tasks is therefore 6 sqm, increasing as necessary to accord with the functionalrequirements and the characteristics of the building design such as columns, featuresassociated with heritage buildings, etc.

To this per capita space, additional provisions for such facilities as shared meeting andconference rooms, storage facilities, a range of amenities, etc, is added to provide a total netspace for the building. Finally, net space is converted to gross space for the entire facility byusing a building efficiency factor (ie. taking account of on floor space actually available foruse).

Additional Building Blocks - Particular areas may require access to equipment in addition totheir normal workspace. Where this equipment is not an integral part of workstations,additional space will be allocated. Some examples, and their respective spaces include:-

Drafting Board: 6 sqm

CAD terminal including digitiser board 6 sqm

Workstations with 2 VDU terminals 6 sqm(not including storage allocation)

Shared Equipment.

Items such as printers, shared VDUs and facsimile equipment may be located within eachbasic workstation cluster on the fixed height worksurfaces between each workstation.Shelving may be provided under the equipment surface for paper storage and other officeequipment.

These shared worksurfaces are additional to the individual workspace allocations.

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7. WORKSTATION ALLOCATIONS ACCORDING TOFUNCTION

Efficient use of available floor space can be achieved by limiting the variation in workstationcomponents and by adopting two standard workstation configurations:

• Basic Workstation provided for staff who perform clerical / computer based duties.

• Stand alone workstations provided to staff, regardless of classification, who havesignificant supervisory responsibilities and who are required to regularly interviewother staff or visitors, or require additional space for laying out documents as anintegral part of their functions. This would normally include personnel at the AS06levels or equivalent and above.

Workstations can also be adapted to meet special functional requirements, such as technical ordrafting work, using the building block method.

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8. SPECIFIC WORKSTATION FEATURES

Compliance with Standards

It is essential that all planning within the modern open plan office is in accordance with theBuilding Code of Australia, and that all electrical, mechanical, fire safety office furniture andequipment and provision of amenities be in accordance with all relevant Australian Standardsand regulatory requirements.

Design for the Disabled

All design work shall consider the needs of disabled people and shall comply with relevantAustralian Standards and State Codes of Practice.

Workstation Surfaces

Overseas research and current practice has demonstrated the minimum width necessary toaccommodate modern, on-desk VDU equipment anywhere on the worksurface is 800mm.AS3590.2 has previously determined a range of desktop widths from 600-900mm. Theproposed workstation provides a corner depth of at least 900mm to accommodate largecomputer equipment.

An 800mm benchtop width to both left and right returns provides a continuum of useablespace to accommodate computer equipment, providing users with a versatility until nowunachievable. In some circumstances wider benchtops may be necessary to cater for larger,specific purpose computer monitors.

Though the length of surfaces should not be less than 1800mm (as specified in AS3590.2),building or other constraints may result in unavoidable variations eg. in the width of entranceways, location of columns.

Worksurfaces are to be a minimum 25mm thickness with edges and corners rounded and freeof projections and pinchpoints capable of causing personal injury or damage to clothing. Thesupport mechanism of the work surface should be designed to provide a rigid structure able towithstand an 80 kilogram weight, such as a person sitting on the bench top, without deflectingthe surface. Installed workstation systems must be Australian Furniture ResearchDevelopment Institute (AFRDI) certified.

Surfaces should be in a laminate or veneer, non-reflective matt finish of a neutral colour tomaximise light reflection without glare. The reflectance of the work surface shall not be lessthan 0.2 and not greater than 0.6. The ability to easily clean the surface and to write on asingle sheet of paper without backing should be facilitated by the work surface.

Work Surface Heights & Adjustability

Current practice suggests the worktops should be installed initially at a nominal 700mmheight. When required the occupant’s height at their workpoint may be varied with the use of a

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modern, fully ergonomic chair. It is expected that once the occupant has selected their worksurface height, this will remain unaltered until the occupant is replaced. Adjustability can beachieved either by:

• an incremental adjustment of not more than 25mm spacings within a range of680mm and 730mm. Outside this range, exceptional heights should be achievableby alternative arrangement of furniture; or

• an infinite adjustment (by means of a winding mechanism) provided where usersfrequently share a desk (eg. multiuser workstation) and for disabled users.

Adjustable Keypads

Overseas and recent Australian experiences suggest the benefits of incorporating an adjustablekeypad have been superseded because computer keyboards with a mouse attachment do not fiteasily on the shelf and the mechanism itself can be a safety concern with potential to causelacerations to knees and fingers. Adjustability can be achieved by other means - either throughan incrementally variable height work surface top or through modern, fully ergonomic taskchairs.

Workstation Entrance Widths

The minimum entrance width into a workstation cluster is 850mm. This will allow unimpededentrance using a wheelchair. Entrance widths are generally determined by other structural andlayout influences including those referred to earlier.

Workstation Panel Heights

To facilitate interaction of staff, promote the benefits of the open plan office concept andprovide maximum natural light and visual relief to staff, basic screen heights are to becarefully considered. Screen heights along corridors and parallel to windows should bothprovide adequate privacy and allow as much natural light as possible to reach offices etc. Suchscreen heights should be determined through the consultation process. Screens of 1300-1400mm height should be used perpendicular to windows or between different functional workgroups. Generally, screens are not to be provided against external window walls.

Where no panels are provided, a modesty panel shall be used where the workstation faces intothe public spaces.

All cappings and edges are preferably to be finished in a light coloured durable finish withrounded corners free of projections and sharp points or other items which could cause personalinjury or damage to clothing.

Whiteboard

Within each team cluster of basic workstations, one panel between two desks may be used forthe addition of a limited, shared whiteboard capability. Where a larger capability is required,free standing, mobile white boards may be introduced into the cluster.

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Shelving

A 900mm long x 250mm deep shelf unit with adjustable bookends shall be provided as astandard to each ‘’basic’’ or “stand alone” workstation for the storage of folders, manuals,telephone books, etc. The units are to be relocatable to suit user needs.

Overhead Hampers

The use of overhead hampers should be discouraged. The swinging door and supportingmechanisms can present safety concerns. Their size can also result in shadowing of theworksurface and a consequent need for task lighting underneath. Alternative storage systemsshould be used if available. However if overhead hampers are to be used they must conformwith the relevant standards.

Task Lighting

With no workstation screens located around the perimeter windows and low screens parallel towindows, natural light is maximised per person. When coupled with minimum width screen-attached shelving and few if any overhead hampers, the need for task lighting to eachworkspace (which introduces an ongoing operating cost penalty) is eliminated.

For technical/drafting areas, task specific lighting shall be provided in accordance with AS1680.

Mobile Pedestals

Personal storage is provided by mobile pedestals which vary in configuration but can includeone or separate pencil and miscellaneous drawers and a bottom lockable file deep drawer forhandbags, etc. For those users who prefer to lower the bench top below 680mm, the pedestalcan sit outside the desk leg rather than limit the range of height adjustment. A benefit ofmobile pedestals is achieved when staff are relocated with the pedestals interchangeable withinthe facility.

Storage (within and adjacent to the workstation)

Storage is provided in four zones:

• Personal items can be stored in mobile pedestal drawers under the workstation.

• Frequently accessed items stored in filing units between each workstation within theclusters, or on shelves suspended from screens.

• Team storage can be outside each cluster. However storage may not encroach on theminimum corridor width of 1m, as provided for in the Building Code of Australiaand the corridor should therefore be modified to maintain an appropriate width of1m.

• Secure storage and larger file systems can be provided by lockable cupboards orfiling systems accessible to the various user groups.

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Natural Light and Window Coverings

After allowing for building or design constraints, it is an important requirement to allowuninterrupted access to natural light and, where possible, provide an external aspect for staff.This can be achieved by positioning higher workstation screens at right angles to perimeterglazing. To maintain visual comfort and control glare, readily adjustable blinds or curtains willenable natural light to be effectively managed and minimise reflections on computer screens.

Computer Support Platforms

Computer (bi-fold) platforms are an option to be considered when assessing the screen viewingangle from the seated position and to achieve an adjustable viewing distance. In facilityplanning terms, the support platforms (as for other on desk equipment such as computers,facsimiles and the like) are provided when required.

Task Chairs

All users are to be provided with a fully adjustable ergonomic task chair. AS3590.2 (1990)‘’Summary of Chair Requirements’’ shall be adopted - providing adjustable seat heights andadjustment of the backrest height and angle. Task chairs shall also comply with the relevantAFRDI standard.

Coat / Hat Stands

Workstation design has not progressed to the point where satisfactory hooking arrangementsfor coats and hats can be effectively incorporated as part of the workstation furniture. Anappropriate allowance for space for free standing hooking arrangements and umbrella trayswill be provided as part of the design brief.

Additional Facilities

As part of the consultative process the fitout planning strategy will consider facilities such asfootrests, document holders, drinking water machines, and a variety of on-bench equipment,including microwave ovens in the tea alcove.

Childcare Facilities

Consideration of these facilities should occur during the contemplative stage in accordancewith the Defence Department Childcare Guidelines.

Security

The planning process should consider appropriate security systems for documentation and alsofor visitors entering the respective work areas.

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Induction Training

An integral part of the relocation to a new or refurbished facility will be a need for theergonomic training for all occupants. This is particularly important for those users relocatingfrom a traditional desking work environment as the change requires a significant adjustment.Education will also assist in overcoming any ‘’resistance to change’’ when staff have beenused to an alternative working environment.

Induction training is to feature key aspects of the design, equipment and layout, explaining tousers how to adapt to the new environment including the rationale why particular componentryhas been provided for their use.

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9. DATA NETWORKINGWhilst the majority of Defence office based staff enjoy immediate access to a VDU screen attheir workspace, there is still no common, coordinated implementation strategy. Today, in anyrestructuring of the office environment, the data networking philosophy should be based onsupporting and rationalising where possible all existing data networks as well as supportingreasonably anticipated applications without the need to make major modifications tonetworking topology.

Reticulation of on-floor data cabling is to be in accordance with the activities undertaken andsecurity requirements. This may be via 4 pair, Category 5 overall shielded twisted pair (OSTP)cable with appropriate connectors for horizontal runs and 12 core multimode optical fibre forvertical risers.

The system should facilitate connection of a wide range of user end data communicationsdevices (eg. computers, VDU terminals, printers) either direct to host computers or to thebuilding data network equipment.

Minimum cable capacities should include:

• two outlets per workstation + 30% for shared and special applications;

• three outlets per partitioned office;

• two outlets per meeting room;

• other outlets as required for printers, facsimile machines, etc.

Reticulation of services is to be in accordance with Defence requirements but generally can beby means of ducted skirting for power and voice, supplemented by the reticulation of data byother means such as vertical workstation ‘blades’ perpendicular to windows.

Maintaining security and appropriate data suggestions requirements is a critical factor inworkstation configuration.

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10. SERVICES REQUIREMENTS(Power, Lighting, Voice, Mechanical & Fire)

Power

Each workspace shall have access to 2 x Double GPOs supplemented where necessary byspecial use, one-off terminations. Regulatory separation distances between power andtelecommunications cables are to be observed.

A system enabling excessive cabling to be stored away from the working surface should beintegral to the design. Cables should not encroach on under bench leg space. It is importantthat users be able to access the power outlets because of the increasing use of Lapp computersand other electrically powered items. Where standby power is required, standby power outletsshall be distributed evenly, where possible, across partitioned rooms.

Lighting

New lighting shall be installed in accordance with AS1680 Parts 1 & 11 - 1990. As aminimum, lighting design is to be based on ultra low brightness (ULB) fittings and 400 Luxmaintained luminance. Drawing board levels should reflect AS1680 providing 600-800 Lux.

Consideration shall be given to methods of saving energy. Methods such as bulk switching insmall groups or dimming fittings for daylight and lamp depreciation compensation and the likeshall be considered.

Voice

Each workspace shall be provided with a discrete telephone outlet.

Mechanical

The air conditioning shall be in accordance with AS1668 Parts 1 & 2 - 1991. Outside air mixshall be in accordance with AS1668 Part 2. Consideration should be given to the use of highefficiency filtration to assist in reducing the outside air requirements. Commonwealth Code ofPractice require the input of 10 litre/person/second of fresh air in buildings. Every effort willbe made to maintain 21 to 24(C and 40-50% relative humidity. (Refer to the Comcare Code ofPractice on Indoor Air Quality for further technical details.)

Fire & Evacuation

Fire protection shall be in accordance with BCA-1990 and current amendments. EvacuationPlans should be developed and tested in accordance with Local Emergency Agencyrequirements.

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11. OTHER COMPONENTS OF THE OPEN PLAN OFFICE

Partitioned Offices

Partitioned offices within the modern office tend to compromise the openness created by theproprietary workstations. The least intrusive location for offices is centrally on the floorthereby maximising the available natural light for the benefit of the majority of staffaccommodated on the periphery of the floor in proprietary workstations.

In general the allocation of fully enclosed partitioned offices will continue to be determined bydemonstrated functional need rather than by classification. However, because of the need forprivacy during unscheduled meetings with staff or visitors over and above that available fromother facilities on the floor (meeting/interview rooms), officers at or above the Senior OfficerB (or equivalent) level have been deemed to warrant the allocation of a partitioned office,where the consultative process agrees there is a functional requirement.

In some cases offices may be allocated to staff below the Senior Officer B classification asnecessary because of the special activities undertaken. These activities may include the needfor:

• controlled access for physical security of money and personnel;

• document confidentiality where other measures are inadequate;

• extensive, high level representational activities;

• frequent in-confidence client interviews where meeting rooms are unavailable;

• frequent in-confidence counselling of staff; and

• complex mental tasks requiring long periods of undisturbed concentration.

Partitioned offices should, where possible, provide maximum glazing so as to add to the feel ofopenness within the office environment. If non-transparent partitioning is necessary,consideration should be given to the addition of higher level glazing to minimise thecompromise.

There is no single ‘ideal’ office layout. Office layout will involve a mix of design solutionsdetermined by the functions performed, mode of operation and building characteristics. Theminimum size of the fully partitioned office is 12 sqm which equates to the useable spacewithin a stand alone workstation. Office size above this will vary according to the functionsundertaken as will the specific requirements for acoustic protection and additional storagerequirements.

Meeting RoomsMeeting Rooms are an important feature of the open plan office environment. These facilitiesprovide a common amenity accessible to all staff wishing to conduct interviews, counselling ortraining sessions away from the individual workspaces.

As a guide, two meeting rooms would be provided on a typical open plan office floorproviding net floor area of 1000 sqm, but the number and size of meeting rooms will dependon functional and activity requirements.

One glass wall is preferred for meeting rooms to enable a view into another space, althoughthere are window treatments which can facilitate privacy where required.

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Tea AlcovesTea Alcoves are provided on all floors each providing hot and cold water over a sink, ‘Zip-type’ hot water service, under bench cupboards, refrigerator and bench space sufficient toaccommodate various kitchen appliances (microwave, toaster ovens and the like). The numberof tea alcoves on each floor should be allocated in proportion to the number of people on eachfloor. Generally two tea alcoves would be provided on a typical floor over and above a netfloor area of 1000sqm. Consideration should be given to accessibility; for example secureareas within non-secure areas These locations on the floor should consider the potentialdisruptive nature of these facilities to occupants of the office.

First Aid FacilitiesThe provision of sick bays and other first aid facilities shall be in accordance with the relevantaward. In the absence of an appropriate Commonwealth standard, reference may be made toState provisions.

All other amenities either on-floor or within the building (such as, the number and mix oftoilets, eateries and exercise facilities) are to be in accordance with the Building Code ofAustralia or relevant Australian Standard. The space allocation will depend on the locationand size of the building together with the needs of the occupants.

Specific amenities needs such as catering facilities, passive and active recreation areas and restrooms will vary according to different locations and shall therefore be the subject of earlyconsultation between the parties.

Post Occupancy ReviewAs part of the ongoing review of occupied office areas by the project team, a post occupancyevaluation shall be conducted within 6 months of occupying the office areas and furtherreviews as agreed between the parties.

Review of GuidelinesThe parties are committed to reviewing the operation of these Guidelines in the light ofexperience with their application. The parties will also periodically review the references tocodes and standards to ensure they are up to date.

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12. OCCUPATIONAL HEALTH AND SAFETYCONSIDERATIONS

Defence embraces the concept of providing an occupationally healthy and safe workingenvironment for its staff. Specifically, the OH & S (Commonwealth Employees) Act 1991identifies the employer’s duty of care to its employees.

Pending the release of the relevant Codes of Practice derived from the 1991 legislation whichare intended to provide design guidance, duty of care obligations can be adequately tested byreference to the following Standards and Codes with guidance from State Government Codeswhere these are applicable:

• AS3590.2-1990, Screen Based Workstations Part 2

• AS3590.1-1990 Visual Display Terminals

• MPR 1990:10, Users Handbook for Evaluating VDUs

• AS3590.3-1990 Input Devices

• AS1428.1-1993, Design for Access and Mobility (General Requirements)

• AS1428.2-1992, Design for Access and Mobility (New Buildings)

• DR94264-1994, (Draft) Standard on Office Panel Systems.

• AS1668.1 & 2-1991 Mechanical Ventilation and Air Conditioning in Buildings

• AS1837-1976, Section 9.3 Thermal Comfort

• BCA-1990, Building Code of Australia

• Comcare Australia - Code of Practice on Indoor Air Quality

• Commonwealth of Australia - Fire Board Safety Circulars.

• AS1680.1-1990, Interior Lighting - general principles

• AS1680.2-1994, Interior Lighting Office & Screenbased tasks.

• Defence Child Care Guidelines

• Ergonomic Guidelines for Use in the Australian Public Service - RSI TaskforceImplementation Group, July 1987

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