1.4 Roles and responsibilities

1.4.1 Cabinet

Cabinet is the highest authority and may consider office accommodation-related matters from time to time and make decisions on general and specific accommodation issues.

1.4.2 Chief Executive Officers' Committee

The Chief Executive Officers' Committee advises the Cabinet Budget Review Committee on major asset-related strategies and policies and budget issues related to asset management from a whole-of-government perspective.

In general terms, the Chief Executive Officer’s Committee is formed as a one-off committee for the purpose of making significant decisions on specific office accommodation matters including:

  • the overall strategic direction and approach for the ownership and management of the Government’s office portfolio
  • endorsing office accommodation proposals and strategies, including procurement of office buildings, disposals, refurbishments and redevelopments of office buildings.
  • endorse and monitor office accommodation standards and guidelines
  • monitoring the performance of the Government’s office portfolio through reporting undertaken by the Accommodation Office within the Department of Housing and Public Works (HPW)
  • dealing with agencies' submissions and proposals relating to office accommodation issues.

1.4.3 Department of Housing and Public Works (HPW)

HPW is responsible and accountable for managing the Government’s portfolio of owned and leased office accommodation through its business unit; Queensland Government Accommodation office (QGAO).

In general terms, the role of the QGAO in relation to the management and provision of government office accommodation can be categorised as:

  • leading the adoption and implementation of new office design principles as appropriate
  • developing and monitoring office accommodation guidelines and benchmarks
  • assuming the role of lessee in a legal sense for office accommodation leased from the private sector on behalf of government agencies
  • approving private sector leases of less than 5000m2
  • developing and implementing acquisition, refurbishment, disposal and utilisation strategies for office accommodation and office building assets, including providing associated financial information to Queensland Treasury
  • consulting and liaising with agencies, local authorities, community-based organisations and the property industry
  • preparing annual Strategic Portfolio Plan (SPP) and managing the department’s Office Accommodation Program and Capital Works Program
  • the financial management of government office accommodation tenancies including billing collection of payments, making contractual payments for leases and making internal government payments for office accommodation related services.

1.4.5 Agencies

Agencies are responsible for undertaking their own business planning, developing corporate strategies and business plans and delivering government services in accordance with the government's priorities and policy.

Within the context of office accommodation management, agencies should identify and document:

  • new service-delivery initiatives, changes to existing service delivery, continuity of existing services and discontinuation of services or winding-up of project teams
  • changes to service delivery method or technology (e.g. internet-based or e-business instead of public interface)
  • changes to agencies' structures.

As part of the business planning process, each of the above components should incorporate:

  • proposed timing
  • potential opportunities such as preferred synergies, possible integration of service-delivery programs, physical collocations and resource sharing
  • possible locational constraints such as incompatibility with other agencies' services or clients, or with private businesses
  • identifying workplace staff numbers and workplace client/visitor numbers
  • workplace technology
  • functional building and accommodation
  • costs.