Occupancy, in terms of the Office Accommodation Management Framework (OAMF), refers to the:
- period during which an agency uses and controls office accommodation
- processes and procedures related to utilising that accommodation over time.
The occupancy process incorporates the phases of:
- initial occupation
- post-occupancy review
- review of service-delivery disaster recovery plan
- satisfaction survey response for the Department of Housing and Public Works (HPW)
- management of churn (broadly considered as staff workplace moves)
- increasing or reducing tenancy space
- vacating the tenancy at the end of the occupancy period in accordance with occupancy agreement or lease conditions.
Office-fitout assets funded by the Queensland Government Accommodation Office (QGAO), or provided by the head lessor, will remain under the control of QGAO. The occupant is not required to recognise these assets. Alterations organised and paid for by the occupant will be recognised and accounted for by the occupant. The reference Funding and ownership of office fitout is included with Guideline 4: Occupancy, and provides advice to agencies about this.
The formal procedures involved in acquiring additional office space, relinquishing office space and vacating office space, are described in Guideline 2: Space.
HPW has produced a practice note to assist agencies to achieve best practice in managing office churn. This practice note, Management of office churn and management of change , is included with Guideline 3: Fitout as a supporting document.
Occupancy processes and procedures are described in detail in Guideline 4: Occupancy.