Industrial Office Space Planning & Design Questionnaire & Brief
project no. project name department client contact name client contact number location : : : : : : IOFS :
Date:
October 25, 2007 1|P a g e
Industrial Office Space Planning & Design Questionnaire & Brief for: IOFS: Industrial Office Fit out Services
CONTENT 1.00 2.00 3.00 4.00 5.00 Project Summary Project Brief Stacking Diagram and Adjacency Office Requirements Facility Design Questionnaire Summary of Each Department
October 25, 2007 2|P a g e
SECTION 1
1.1
PROJECT SUMMARY
Approach Information contained in this document will be based on data collected to date including walkthroughs of interviews with key personnel and questionnaires. Other information provided by the Industrial Office Fitout has also been included in this report. Full details contained in the questionnaire are held at the offices of IOFS and have been edited for this report.
1.2
Role Brief The role of this industrial office space planning and design brief is to understand the Industrial Office Fitout clients needs. Structure and operational procedures to be accommodated within each of departments and to determine how these relate to the proposed new industrial office space / space area.
1.3
Project Objective
Phase 1 – Briefing IOFS will forward a questionnaire for division or department heads to complete on the project management. • • • • • • IOFS will forward questionnaire for division or department head to complete. IOFS will meet with division or department heads to run through the questionnaire and to determine the groups need. IOFS will conduct a survey of existing finishes for walls, ceilings and floor where applicable and record on cad to assist with future detailed documentation IOFS will summarize the interviews and produce a facility design brief. IOFS will conduct studies on departmental adjacencies to determine best and most appropriate solutions. IOFS will meet with project executive heads to review the final brief and scenarios for the move and prepare for the next phase.
Phase 2 – Schematic Design / Individual Space Standards • • • • • • IOFS will prepare scenario layouts based on our findings in phase 1, the options will be prepared on CAD layouts and colored coded for easy reference. IOFS will determine what will be new and existing on the layouts and to determine the groups need. IOFS will determine the space standards set and review whether they remain (if applicable) or could be improved. IOFS will ensure all the department requirements have been met in terms of headcount, filing and equipment. IOFS will review conceptually what would be the budget for the project based on each scenario presented. IOFS will present the layouts to the client is management team to review the best possible solution including Executive area and approval to proceed to the next phase.
October 25, 2007 3|P a g e
Remaining phases Phase 3 – Design Development Phase 4 – Design Documentation Phase 5 – Site coordination and Project Management Phase depend per project. IOFS is now working only on Phase [__] 1.4 project background The proposed premises are at the existing floors of the standard factory on [location] of [no. of levels]. The [project name] is occupying levels [__] occupying approximately [__sq.m.]. The new industrial office premises must achieve the following goals • Capacity to allow for future forecast growth in the business and operations. • Functional space in terms of Flexibility and ability to adapt future change. 1.4.1 Space Requirements Several scenarios are to be adopted to analyze growth a) Increase of [__] staff growth projections after [year]. b) Department and functional growth figures based on each department business plan, interviews and questionnaire (section 3). Currently [project name] occupies approx [__sq.m.]. After the current renovation program is complete [project name] will occupy approximately [__sq.m.] including new space at level [__]. 1.4.2 Growth Areas Business growth projections for the next [__] years of around [__] staffs are predicted by [project name] however many factors including the economic climate may affect these figures. Area where growth may exceed these is possible in the following areas. department headcount 2007 future headcount 2009
( Increase of [__] staff from 2006 to 2008) 1.5 Summary & e.g. Comments (if applicable) Based on the information gathered it would appear that the present locations of some departments are fine, but some departments are not in the right location. The primary problem that affects the way they work is the size of workstation, and insufficient filing storage, the filing system and the location of certain departments where they are at present. There is no space for future expansion or for more filing cabinets. This is because of inefficient planning in some area. [Project name] is looking towards getting more space on level [__].
October 25, 2007 4|P a g e
SECTION 2
PROJECT BRIEF
: : : : : : : meeting date address : : : : : : : :
project no. project name contact person title phone no. project location estimate area (m2)
fax no. E-mail Ground floor Mezzanine floor
Type of project □ turnkey □ fit-out □ design consultancy □ general office equipment □ furniture & interior □ M&E □ with project management □ AV equipment □ project Management □ without project management □ others
Space planning: 1) Security requirements
2) IT room requirements (for what usage and requirement?)
3) Storage room requirements
4) Pantry requirements □ dry □ wet
□ both (what type of equipment & needs do they have?)
Furniture requirements □ use existing furniture
□ design & provide new office furniture
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Design concept 1) Overall preferred concept (what atmosphere, mood, and feeling are they looking for?)
2) Corporate office guidelines and color specifications
3) Other specific design requirements
M&E no. of data sockets location no. of power sockets location no. of voice sockets location
IT room requirements □ raised floor □ fire proofing Lighting requirements
□ shelving type (s)______________________________
Other IT requirements
Other information: 1) Window coverings □ included by building □ not included by building
2) Type of window / quantity / preference
3) Flooring requirements (any special requirement: carpet floor?)
Next steps: Date to get back to client [dd/mm/yyyy]
October 25, 2007 6|P a g e
SECTION 3
STACKING DIAGRAM
usable area (sq.m.) department
level
Total Note: Proposed stacking diagram as directed by [client name]
current year work station/office type department name stacking location
future work station/office type
[dept.]
[dept.]
[dept.]
[dept.]
[dept.]
Sub total Grand total
October 25, 2007 7|P a g e
SECTION 4
date project no. project name
OFFICE REQUIREMENTS
: : :
Summary of department of [department name] department head of department
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SECTION 4
date project no. project name
OFFICE REQUIREMENTS
: : :
Office headcounts
department name [level__] initial area current year work station/office type A A B B C C C 1 2 1 2 1 2 3 future work station/office type A A B B C C C 1 2 1 2 1 2 3
TOT. area
TOT.
[dept.]
[dept.]
[dept.]
[dept.]
[dept.]
TOT.
October 25, 2007 9|P a g e
Department headcounts department name: no. of staff: : :
Please indicate in the following matrix, the number of people, present and future and their position.
IOFS code title/position sq.m. grade present year [yyyy] enclosed office open plan TOT.
A1 A2 B1 B2 C1 C2 C3 TOT. Special staff’s desk requirements for standards or storage
Department details 1) Department’s primary activities a. b. c. d. 2) Adjacent department preferences a. b. c. d. 3) Sub-group in the department a. b. c. d. 4) Office equipment □ PC/computer □ laptop □ laser printer □ color □ telephone □ copy machine □ time recorder
□ black & white □ fax □ scanner □ paper shedder
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Special requirements a. b. c. d. e. f. g.
Space standards A1 executive office (25-28 sq.m.) option 1 option 2
A2 department manager (16 sq.m.)
option 1
option 2
B1 manager (12 sq.m.)
option 1
option 2
B2 associate (9 sq.m.)
option 1
option 2
Meeting areas Does your group require meeting room? How many people per meeting room? Separate group meeting room / area? Privacy preference □ Yes □ Yes □ private □ No □ No □ semi-private
October 25, 2007 11 | P a g e
4 person
6-8 person
8-10 person
10-12 person
14-16 person
20+ person
Does all room require special acoustic privacy, room with door and ceiling baffles? □ Yes □ No Does your group need a training room? How many people per training room? Training room requirements: □ whiteboard □ pin board □ CD / DVD player □ Yes □ No
□ TV / Video □ VDO conference
□ projector & projection screen □ other
Does your group require breaking / meeting area?
□ Yes
□ No
open plan area
sofa seating in open plan area □ Yes □ microwave □ cooler □ others □ No
Does your group require pantry / locker area? Pantry appliances requirement: □ kettle □ refrigerator □ waste bin
Reception area Does your group need a reception area? If so do you need waiting area? □ Yes □ No
2 waiting chairs
lounge seating
messenger waiting area
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Does your reception need a teller counter area? Type of service □ customer service Area size □ 20 sq.m. □ 30 sq.m. □ messenger service □ 40 sq.m. □ 50 sq.m.
□ Yes □ both □ 60 sq.m.
□ No
Forms fill-out areas □ required □ fill-out stand
□ not required □ fill-out desk
Filing requirements What is the main type of filing your department uses in the open office? Choose one of the following cabinet types and indicate a quantity or linear meter quantity.
Hanging files
2 drawer QTY [__]
3 drawer
QTY [__]
4 drawer QTY [__]
5 drawer QTY [__]
Miscellaneous cabinets
file cupboard QTY [__]
card files QTY [__]
card cabinet QTY [__]
fire files QTY [__]
E.D.P. files, microfiche cabinets, plan files
2 drawer
3 drawer
hanging plan
plan chest
Storage cabinets with shelves (box files)
low unit
high cabinet
open shelves
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Are all units to be lockable?
□ Yes
□ No
Filing requirements Does your department use a central filing system? Does your department use their own or share a filing room? Does this room need to be a book vault Does this room need to be equipped with the Compactus unit If so how large does this room need to be? □ Yes □ Yes □ Yes □ Yes □ Yes □ No □ No □ No □ No □ No
Are there any other special filing requirements which have not been covered?
Other requirements
Copier areas Does your department need a separate copy area? Does your department share a copier area? Can this be located in an open area? Is your copier link to network? Within this area you require the following? □ pin board for notice □ paper storage shelf □ paper shredder □ book vault IT requirement □ link to network □ paper storage shelf □ cutting mat □ power outlets for bench top □ secured fax area □ safes □ other [_______________] □ independent operation □ bench space for equipment □ freestanding equipment □ fire-proof cabinet □ Yes □ Yes □ Yes □ Yes □ No □ No □ No □ No
Existing premises Indicate which functions perform well in the existing location
Equipment What equipment do people in your department use most at their desk? □ computer □ computer & printer □ shared printer □ shared computer □ typewriter □ other [_______________] IT requirements (LAN, network, UPS, direct phone lines, etc.) Other requirements
October 25, 2007 14 | P a g e
SECTION 5
FACILITY DESIGN QUESTIONAIRE SUMMARY OF EACH DEPARTMENT : : : : : : :
date project no. project name department client contact name client contact number location narrative
sub group
adjacencies
facility design brief summary
filing requirements
special equipments
special considerations
headcount CS code APL code
A1 A2 A3 A4 B1 B2 B3 C1 C2 C3
total
comment
October 25, 2007 15 | P a g e