Occupancy, in terms of the OAMF, refers to the period during which an agency uses and controls office accommodation and the 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)
- management of churn (broadly considered as staff workplace moves)
- increasing or reducing tenancy space
- vacation of the tenancy at the end of the occupancy period in accordance with occupancy agreement or lease conditions.
At the time of initial occupation, the Department of Housing and Public Works generally transfers control of fitout provided as part of a new building or through the Office Accommodation Program to the agencies using that fitout. Agencies must recognise and account for this fitout. The reference Funding and ownership of office fitout (PDF, 372KB) is included with Guideline 4: Occupancy, and provides advice to agencies in this regard.
The formal procedures involved in acquiring additional office space, relinquishing office space and vacating office space are described in Guideline 2: Space.
The Department of Housing and Public Works has produced a practice note to assist agencies to achieve best practice in the management of office chum. This practice note Management of office churn and management of change (PDF, 110KB) is included with Guideline 3: Fitout as a supporting document.
Occupancy processes and procedures are described in detail in Guideline 4: Occupancy.