ACCOMMODATION
GUIDELINES
for
Directorate of Publishing
and Visual Communications
DPUBS: 24193/96
ACCOMMODATION
GUIDELINES
for
OPEN PLAN OFFICE
ENVIRONMENTS
TABLE OF CONTENTS
CHAPTER
PAGE
1. Introduction
2. Consultation Processes
5. Configuration Options
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11
9. Data Networking
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17
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20
ii
1.
INTRODUCTION
These guidelines provide a framework within which agreement can be reached between the
Department, its staff and unions on the design of the fitout requirements for new or
refurbished office accommodation.
As such the guidelines focus on the emerging working environment for the 21st century of the
modern, open plan office. Reference is made to basic planning requirements and parameters
so that all parties can better appreciate the issues involved.
The overriding objectives of the guidelines therefore are to ensure Defence staff have:
an appreciation of the basis for the design of open plan spaces in new or refurbished
office areas;
At the outset, the guidelines are not intended to be prescriptive but are based on agreed
minimum provisions. Where possible, a range of solutions is offered. These solutions may
include space and equipment over and above the minimum provision, depending on the
functional requirement. This is necessary since an individuals workspace is determined by the
activity performed. Though there is much commonality in regards to the range of
administrative, technical and professional office-based functions throughout Defence,
workspace configurations and other provisions will need to be flexible, subject to agreed
minimum provisions. Other influences necessitating flexibility include:
building design factors such as shape, core design, lighting, sill heights, etc.;
location of all partitioned offices and rooms away from perimeter windows;
privacy thresholds.
2. CONSULTATION PROCESSES
To ensure that staff and unions have as much notice as possible of any proposed office
relocation or refurbishment, the Department shall notify the unions in writing at the earliest
possible 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 and
design. This is achieved:
Prior to the signing off of the design, individual managers are to certify that their
staff and their delegates have been fully consulted.
Any disagreement on whether the functional requirements are being met in the
layout design shall be referred to the project manager for resolution in consultation
with management of the area, staff and unions.
As an acknowledgment of the need for full and adequate consultation, any group established to
oversight 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 refurbished
accommodation projects approved after formal agreement of the guidelines by management,
staff and their unions. These guidelines apply to all Defence installations (including office
components of laboratories and warehouses) utilising the open plan office design concept.
Other relevant standards must be referenced for the design requirements of laboratories and
warehouses.
These guidelines require that reference would be made to relevant Commonwealth guidelines,
Australian Standards and the Building Code of Australia. All office accommodation developed
following these Guidelines must conform with statutory requirements and guidelines regarding
access for people with disabilities. Where other standards allow for allocations less than that
identified in these guidelines, these guidelines shall take precedence.
In the event of any dispute arising over the application of these guidelines, the parties shall
follow the dispute avoidance and settlement procedures contained in the relevant award or
certified agreement.
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 provide
flexibility in the layout of areas; and
The introduction of modular systems furniture has, in most instances, replaced the traditional
free-standing desking systems of the 1960s and 1970s upon which the Commonwealth Office
Accommodation Guidelines were developed. The features of open office planning have
become increasingly accepted and adopted by Government and private organisations. For the
foreseeable future, this recognition will continue because of the objective to ensure that each
workspace provides optimum functionality while allowing the best possible use of available
space.
left and right returns of equal length in order to provide maximum flexibility in the
use of the available work surface;
VDU terminal and keyboard can be located anywhere within the continuum of the
available worksurface, depending on the function performed. The infill should be
enlarged to accommodate VDU screens larger than 14 inches to allow a minimum
viewing distance of 950mm. (For example, refer to the ASHSE standard.) Refer
also to these guidelines in relation to specialist workstation needs;
sufficient space to enable disabled users easy access to their workspace; and
5. CONFIGURATION OPTIONS
The layout of workstations is based on a building block approach to determining individual
needs in space, furniture and office equipment. This is focussed on the functions performed by
an individual, or a team of individuals, to introduce the workstation elements that best meet
their functional needs.
Workstation Configurations
(a) The Cluster Arrangement:
In recent times the cluster concept has been increasingly widely used particularly for team
based activities. As shown diagrammatically on the following pages, it is based on either four
or six person workstations arranged in a grouping. These clusters are examples only of how
the building blocks might be designed.
More and more organisations recognise the team structure as the most effective approach to
work. Whilst individual performance is critical, multi-disciplinary teams working as a group
are proving to be more efficient at solving complex tasks.
People who collaborate require proximity to each other and to the team spaces. An additional
requirement 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 or
distraction.
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 the
following shall be provided:
Drawing board
& layout table
CAD terminal
& digitiser
2 VDU
Terminals
6sqm
6 sqm
6 sqm
the functional space required for the individual to adequately perform a particular
activity; and
the tertiary circulation space or that space necessary for the individual or visitor/s
to gain access to the workspace.
Workstation: A worksurface 1800 x 1800mm with each surface 800mm deep, and
both 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 the
worksurface 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 is
4.29 sqm,
(iv) In addition to this a further space component of 0.71sqm is added to give a
minimum functional workspace of 5sqm
Tertiary Circulation Space is identified as the entrance into the workstation cluster and the
band of shared space used to access the individual work surfaces.
Under the traditional desking systems of the 1970s and early 1980s which arranged desks in
individual rows, access (for all directions) was allocated to each desk. With the use of modern
systems furniture, access is more controlled and the greatest efficiencies are achieved by the
sharing 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 workstation
configurations in these guidelines the minimum separation distance would be 1.6 metres as the
preferable distance for groups of users working together, depending on background noise
levels and the nature of duties each is performing.
When allocated against an individuals work surface, an allowance of 1 sqm is required. That
is, within the basic four person cluster arrangement, a total of 4 sqm of tertiary circulation
space is available to each of all of the workstation occupants.
When functional and tertiary space are taken together, using the building block approach, the
minimum workspace provision is. 6sqm.
Additional space shall be allocated where it is agreed that the functional or storage
requirements exceed the minimum provision.
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 functional
requirements and the characteristics of the building design such as columns, features
associated with heritage buildings, etc.
To this per capita space, additional provisions for such facilities as shared meeting and
conference rooms, storage facilities, a range of amenities, etc, is added to provide a total net
space for the building. Finally, net space is converted to gross space for the entire facility by
using a building efficiency factor (ie. taking account of on floor space actually available for
use).
Additional Building Blocks - Particular areas may require access to equipment in addition to
their 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
6 sqm
6 sqm
Shared Equipment.
Items such as printers, shared VDUs and facsimile equipment may be located within each
basic workstation cluster on the fixed height worksurfaces between each workstation.
Shelving may be provided under the equipment surface for paper storage and other office
equipment.
These shared worksurfaces are additional to the individual workspace allocations.
Basic Workstation provided for staff who perform clerical / computer based duties.
Workstations can also be adapted to meet special functional requirements, such as technical or
drafting work, using the building block method.
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Workstation Surfaces
Overseas research and current practice has demonstrated the minimum width necessary to
accommodate modern, on-desk VDU equipment anywhere on the worksurface is 800mm.
AS3590.2 has previously determined a range of desktop widths from 600-900mm. The
proposed workstation provides a corner depth of at least 900mm to accommodate large
computer equipment.
An 800mm benchtop width to both left and right returns provides a continuum of useable
space to accommodate computer equipment, providing users with a versatility until now
unachievable. 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 entrance
ways, location of columns.
Worksurfaces are to be a minimum 25mm thickness with edges and corners rounded and free
of projections and pinchpoints capable of causing personal injury or damage to clothing. The
support mechanism of the work surface should be designed to provide a rigid structure able to
withstand an 80 kilogram weight, such as a person sitting on the bench top, without deflecting
the surface. Installed workstation systems must be Australian Furniture Research
Development Institute (AFRDI) certified.
Surfaces should be in a laminate or veneer, non-reflective matt finish of a neutral colour to
maximise light reflection without glare. The reflectance of the work surface shall not be less
than 0.2 and not greater than 0.6. The ability to easily clean the surface and to write on a
single sheet of paper without backing should be facilitated by the work surface.
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modern, fully ergonomic chair. It is expected that once the occupant has selected their work
surface height, this will remain unaltered until the occupant is replaced. Adjustability can be
achieved either by:
Adjustable Keypads
Overseas and recent Australian experiences suggest the benefits of incorporating an adjustable
keypad have been superseded because computer keyboards with a mouse attachment do not fit
easily on the shelf and the mechanism itself can be a safety concern with potential to cause
lacerations to knees and fingers. Adjustability can be achieved by other means - either through
an incrementally variable height work surface top or through modern, fully ergonomic task
chairs.
Whiteboard
Within each team cluster of basic workstations, one panel between two desks may be used for
the 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 a
standard 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 supporting
mechanisms can present safety concerns. Their size can also result in shadowing of the
worksurface and a consequent need for task lighting underneath. Alternative storage systems
should be used if available. However if overhead hampers are to be used they must conform
with the relevant standards.
Task Lighting
With no workstation screens located around the perimeter windows and low screens parallel to
windows, natural light is maximised per person. When coupled with minimum width screenattached shelving and few if any overhead hampers, the need for task lighting to each
workspace (which introduces an ongoing operating cost penalty) is eliminated.
For technical/drafting areas, task specific lighting shall be provided in accordance with AS
1680.
Mobile Pedestals
Personal storage is provided by mobile pedestals which vary in configuration but can include
one or separate pencil and miscellaneous drawers and a bottom lockable file deep drawer for
handbags, etc. For those users who prefer to lower the bench top below 680mm, the pedestal
can sit outside the desk leg rather than limit the range of height adjustment. A benefit of
mobile pedestals is achieved when staff are relocated with the pedestals interchangeable within
the facility.
Personal items can be stored in mobile pedestal drawers under the workstation.
Frequently accessed items stored in filing units between each workstation within the
clusters, or on shelves suspended from screens.
Team storage can be outside each cluster. However storage may not encroach on the
minimum corridor width of 1m, as provided for in the Building Code of Australia
and the corridor should therefore be modified to maintain an appropriate width of
1m.
Secure storage and larger file systems can be provided by lockable cupboards or
filing systems accessible to the various user groups.
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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 and
adjustment of the backrest height and angle. Task chairs shall also comply with the relevant
AFRDI standard.
Additional Facilities
As part of the consultative process the fitout planning strategy will consider facilities such as
footrests, 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 accordance
with the Defence Department Childcare Guidelines.
Security
The planning process should consider appropriate security systems for documentation and also
for 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 the
ergonomic training for all occupants. This is particularly important for those users relocating
from 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 been
used to an alternative working environment.
Induction training is to feature key aspects of the design, equipment and layout, explaining to
users how to adapt to the new environment including the rationale why particular componentry
has been provided for their use.
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9. DATA NETWORKING
Whilst the majority of Defence office based staff enjoy immediate access to a VDU screen at
their workspace, there is still no common, coordinated implementation strategy. Today, in any
restructuring of the office environment, the data networking philosophy should be based on
supporting and rationalising where possible all existing data networks as well as supporting
reasonably anticipated applications without the need to make major modifications to
networking topology.
Reticulation of on-floor data cabling is to be in accordance with the activities undertaken and
security 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 for
vertical risers.
The system should facilitate connection of a wide range of user end data communications
devices (eg. computers, VDU terminals, printers) either direct to host computers or to the
building data network equipment.
Minimum cable capacities should include:
two outlets per workstation + 30% for shared and special applications;
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Power
Each workspace shall have access to 2 x Double GPOs supplemented where necessary by
special use, one-off terminations. Regulatory separation distances between power and
telecommunications cables are to be observed.
A system enabling excessive cabling to be stored away from the working surface should be
integral to the design. Cables should not encroach on under bench leg space. It is important
that users be able to access the power outlets because of the increasing use of Lapp computers
and other electrically powered items. Where standby power is required, standby power outlets
shall be distributed evenly, where possible, across partitioned rooms.
Lighting
New lighting shall be installed in accordance with AS1680 Parts 1 & 11 - 1990. As a
minimum, lighting design is to be based on ultra low brightness (ULB) fittings and 400 Lux
maintained 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 in
small groups or dimming fittings for daylight and lamp depreciation compensation and the like
shall 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 mix
shall be in accordance with AS1668 Part 2. Consideration should be given to the use of high
efficiency filtration to assist in reducing the outside air requirements. Commonwealth Code of
Practice require the input of 10 litre/person/second of fresh air in buildings. Every effort will
be made to maintain 21 to 24(C and 40-50% relative humidity. (Refer to the Comcare Code of
Practice on Indoor Air Quality for further technical details.)
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Partitioned offices should, where possible, provide maximum glazing so as to add to the feel of
openness within the office environment. If non-transparent partitioning is necessary,
consideration should be given to the addition of higher level glazing to minimise the
compromise.
There is no single ideal office layout. Office layout will involve a mix of design solutions
determined by the functions performed, mode of operation and building characteristics. The
minimum size of the fully partitioned office is 12 sqm which equates to the useable space
within a stand alone workstation. Office size above this will vary according to the functions
undertaken as will the specific requirements for acoustic protection and additional storage
requirements.
Meeting Rooms
Meeting Rooms are an important feature of the open plan office environment. These facilities
provide a common amenity accessible to all staff wishing to conduct interviews, counselling or
training sessions away from the individual workspaces.
As a guide, two meeting rooms would be provided on a typical open plan office floor
providing net floor area of 1000 sqm, but the number and size of meeting rooms will depend
on functional and activity requirements.
One glass wall is preferred for meeting rooms to enable a view into another space, although
there are window treatments which can facilitate privacy where required.
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Tea Alcoves
Tea Alcoves are provided on all floors each providing hot and cold water over a sink, Ziptype hot water service, under bench cupboards, refrigerator and bench space sufficient to
accommodate various kitchen appliances (microwave, toaster ovens and the like). The number
of tea alcoves on each floor should be allocated in proportion to the number of people on each
floor. Generally two tea alcoves would be provided on a typical floor over and above a net
floor area of 1000sqm. Consideration should be given to accessibility; for example secure
areas within non-secure areas These locations on the floor should consider the potential
disruptive nature of these facilities to occupants of the office.
Review of Guidelines
The parties are committed to reviewing the operation of these Guidelines in the light of
experience with their application. The parties will also periodically review the references to
codes and standards to ensure they are up to date.
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Ergonomic Guidelines for Use in the Australian Public Service - RSI Taskforce
Implementation Group, July 1987
Department of Defence
ACCOMMODATION
GUIDELINES
for
Directorate of Publishing
and Visual Communications
DPUBS: 24193/96