Space for Success
SENATE PROPERTIESFacility and Property Management -Aalto University 13.10.2016
Kasper Fabritius
CONTENT
TRENDS
FINLAND
SENATE PROPERTIES
SENATE PROPERTIES SOLUTIONS
MARKETING
CASE STUDIES
CENTRAL GOVERNMENT IN TRANSITION
PROPERTY MANAGEMENT PERSPECTIVE
TRENDS
4
MEGATRENDS
4
• Virtual reality• Crowd sourcing• Interactive media• Sharing economy
SHARING ECONOMY
5
6
FINLAND
FINLAND
8
Finland Population 5,5 milj
GDP (nominal) per capita 51 $
Government spanding to GNP 59%
Government debt to GNP 57%
Youth unimpolyment rate 21%
Government employees of total workforce (2011) 22,8%
Ministries 12
Source: www.tradingeconomics.com, OECD, wikipedia
CURRENT SITUATION IN FINLAND
• Serious economic problems with growth and employment• Structural deficit of the public sector• Need for downsizing of the public sector spending
9
10
STILL, WHAT’S FANTASTIC ABOUT FILAND
• Situated in the northern hemisphere – a gateway betweenEurope and Asia
• Average temperature: 6 C• Innovative - smart resource efficient solutions• High level of education• Competetive business environment• Access to public research and development funding
11
CENTRAL GOVERNMENTIN TRANSITION
Working practices and culturehave changed
The central government will
become more dynamic
Structural changeswill continue
Security will grow in importance
The objectives of sustainable
development will beemphasised
Digitaalisation willprogress
Sparseness is the newnorm
The need forcooperation will grow
ORGANISATIONS DEVELOP
Steep hierarchies -> flat organizational models
Knowledge work
and organizational
models are
changing.
Centralized organizational structure -> Distributed organizational structure
Direct processes -> Dynamic processes
Individual routine work -> Multidimensional networking
CHANGES IN KNOWLEDGE WORK
CHANGES IN THE OPERATING ENVIRONMENT
Demands on productivity
Economical situation
New technologies
Ways of working
Safety issues
Goals for energy efficiency
ORGANISATIONS DEVELOP
ORGANISATIONS DEVELOP
CHANGES IN THE OPERATING
ENVIRONMENTDemands on productivity
Economical situation
New technologies
Ways of working
Safety issues
Goals for energy efficiency
NEW WAYS OF WORKING
Information and communication
devices
Flexibility and mobility
Working environments
Management and culture
SHIFTS IN WAYS OF WORKING
Cooperation between organisations
Team work and team operating manners
Digital collaborationdevices
Sharing of know-how and tacit information
Document management
systems
Meeting conventions
Paperfreepolicies
Multilocation work/ flexible work
WHAT DOES THE GOVERNMENT SAY ABOUT ITS REAL ESTATE POTRTFOLIO?
STRATEGIES AND POLICIES BY THE FINNISH GOVERNMENT
21
State Premisesstrategy 2014
(Demand)
State realestate strategy2010 (Supply)
Principles of ownershipPrinciples of use of premises
The goal is to ensure that premises
support productivity and are cost-
efficient. Special premises are
expected to have a higher utilisation
rate, while offices are expected to
improve space efficiency.
AVERAGE GOVERNMENT OFFICE SPACE EFFICIENCY
25 m2/FTE
SAVINGS ON PREMISE COSTS
FLEXIBLE RENTAL AGREEMENTS AND PREMISES
SENATE PROPERTIES AS A WORK ENVIRONMENTAND PREMISES EXPERT
HEALTH, SAFETY AND COMFORT
SUITABLE FOR MULTI-LOCATION AND REMOTE WORK
NEW BUILDINGS
Max. 15 m2/FTE
RENOVATED BUILDINGS
Max. 18 m2/FTE
Efficiency goals
SOCIAL AND ENVIRONMENTAL RESPONSIBILITY
GOVERNMENT PREMISES STRATEGY GUIDES WORK ENVIRONMENT PLANNING
SENATE PROPERTIES
OUR VISION
“The Finnish government is apioneer in new ways of working
and work environments.”
WE ARE THE WORK ENVIRONMENTPARTNER OF THE FINNISH GOVERNMENT
• We are a pioneer of new ways of working and work environments.
• Our centralised solutions help our customers improve operations and save on facility costs.
• The diverse skills of Senate Properties' professionals help the government look after its varied property assets and manage their efficient use.
Space for success.
26
Senate Properties
Ministry of Finance
Government
Parliament
Customers
General policies, legislation
Owner LeaseBu
dget talks
ORGANISATIONAL MODEL
28
NEW GOVERNMENT RENTAL SYSTEM
2016
PROPERTY VALUE IS RETAINED, WITH NO RENOVATION DEBT
COST-BASED, FLEXIBLE AND CONSISTENT
RENTS REDUCED BY 15 %
12-MONTH NOTICE PERIOD IN NEW AGREEMENTS
SENATE PROPERTIES ASSUMES RESPONSIBILITY FOR ALL GOVERNMENT PREMISES AND PREMISES DATA MANAGEMENT
RENTS BASED ON USE OF SPACE ENSURES EFFICIENT USE OF PREMISES
NEW GOVERNMENT RENTAL SYSTEM 2016• A new cost-based rental system - a step away from the market paradigm• For in-house customers in state-owned buildings• Short notice time of contracts: 12 months.• Cost-based = required return on equity will equal to the average debt cost of the state• Return of equity 3%->1,5%. Required return on investments will decrease from 7% to 6,8%• In practise this lowered the rents 15%• Cost based on portfolio level not on customer/building or project level• “Fiscal” determination of rent – no commercial-type negotiation anymore• The decision to accept a project/new contract is still based on DCF-analysis i.e. is the
investment “profitable” over the life-cycle. The Board of Senate makes the decision.• No variation of risk-premia across projects/buildings• Exit-value payment for pre-planned termination of contract is based on remaining book-
value of special purpose investments• A general purpose modern office space that can be rented out again easily can be vacated
without penalty
29
STRATEGIC GOALS 2015-2018
€100 m
annual savings in premise costs for thegovernment
IN 8 YEARS
ORGANISATIONAL PERFORMANCE
IS IMPROVED BY NEW WAYS OF WORKING AND
BY A NEW WORK ENVIRONMENT MINDSET
THROUGHOUT THE PUBLIC ADMINISTRATION
VISION: The Finnish government is a pioneer in new ways of working and work environments.
Social responsibilityleads the way
improvement in
organisational
performance
M
1%
Economic
significance
approx.
€ 40
DID YOU KNOW?
POTENTIAL OF DEVELOPING KNOWLEDGE WORK PERFORMANCE
31
Personnel costs
Occupancy costs
Furniture
ICT and equipment
In addition to savings in
occupancy costs,
considerable added value
can be achieved by
improving the
performance and
productivity of knowledge
work.
Source: VTT Rakennus-ja yhdyskuntatekniikka, Toimistorakennuksen kustannusmalli
SENATE PROPERTIES IN BRIEF
Buildings
9,700State-owned facilities
6,200,000Employees
309Locations
11Rentals from the private market, approx.
1,000,000
Assets
4.4 billion euros
Turnover
622MEUR
Investments
268 MEUR
Overall result
199 MEUR
SENATE PROPERTIES IN NUMBERS
Invested capital profits, rental activities
2.9 %
Invested capital profits, all activities
5.4 %
Equity ratio
62 %
STATE PROPERTY ASSETS
9,700BUILDINGS
6.2 Mm2
TOTAL AREA
500LISTED BUILDINGS
RENTED FROM PRIVATE LESSORS
approx. 1 Mm2
SHARE (m2)
MILITARY PREMISES…………….............. 46 %
OFFICES………......................................... 21 %
HERITAGE PROPERTIES………………....... 8 %
PRISONS…............................................... 7 %
POLICE FACILITIES.................................. 4 %
COURTHOUSES....................................... 3 %
BORDER GUARD AND CUSTOMS FACILITIES… 3 %
MUSEUMS............................................... 1 %
OTHER...................................................... 7 %VALUE OF
PROPERTIES
€ 4.5BILLION
GOVERNMENT PROPERTY COSTS 2015
Share of facility costs in government spending on operations, recruitingand pensions
9 %
GOVERNMENTFACILITY COSTS
€950M/YEAR
PM`S OFFICE............................... 1 %
FOREIGN AFFAIRS….................... 3 %
JUSTICE……………………………….…... 12 %
INTERIOR………………………… ........ 12 %
DEFENCE………….…………………….... 33 %
FINANCE………………………………....... 8 %
EDUCATION & CULTURE................. 7 %
AGRICULTURE & FORESTRY…………… . 4 %
TRANSPORT & COMMUNICATIONS.... 5 %
EMPLOYMENT & ECONOMY… ... 10 %
SOCIAL AFFAIRS & HEALTH… ....... 3%
ENVIRONMENT……………………....... 1 %
SHARE BY BRANCH
CUSTOMER SATISFACTION IMPROVING
36
USERS
74%Very orquite
satisfied
+ improved attitude towardsservice+ facility location+ cleanliness and appearanceof facilities+ services and outdoor area
care
DECISION MAKERS
66%Very orquite
satisfied
+ professional skill and expertise+ smooth customer service+ availability+ facility location+ security services
SENATE PROPERTIES OFFERS THEBEST PROPERTY INVESTMENTOPPORTUNITIES IN FINLAND
• The state is selling its non-strategicproperties and other, unused propertiesaccording to its property strategy.
• We develop the state property assets allocated for sale so that they can be marketed and sold at market value.
• We sell the properties mainly based on offers,offering public notifications on properties for sale.
The sale of unused state propertiesbrings annual profits of
€ 100 M
38
Sales portfolio
0,5+ Mrd €
Objects for sale
500+OBJECTS
Sales target 2016
135 M€
Sales target 2016
100 OBJECTS
REAL ESTATE SALES TARGETS
Senate Properties leases from the market
~ 50 M€ / YEAR
Public Sector leases from the market
~ 130 M€ / YEAR
39
WE OFFER THE BEST PROPERTY INVESTMENT OPPORTUNITIES
IN FINLAND
WE BASE OUR ACTIVITIES ON SOCIAL RESPONSIBILITY
Well functioningwork
environments
Responsibleemployees
Safe premises
Healthyfacilities
Energy-efficientbuildings
BASED ON SOCIAL RESPONSIBILITY
• Values• Eethical guidelines• Social responsibility policy• Comprehensive guidelines for corporate
governance• ISO 14001 Environmental Management System
MOST SIGNIFICANT FACTORSOF SOCIAL RESPONSIBILITY
• Development of working environments that support client operations
• Providing clients with efficient space solutions• Improving energy efficiency• Proactive indoor air solutions• Active cooperation with users and experts• Prevention of white-collar crime• Development of security contract models
SUSTAINABILITY
44
If an organization
improves its space
efficiency by a third, its
carbon footprint gets
almost equally smaller.
© Copyright Codema 2009
Sources:
Viiden toimiston ilmastovaikutusanalyysi. Toimitilojen ympäristöjohtaminen. Seppo Junnila ja Mikko
Nousiainen, TKK rakentamistalouden raportteja 225, 2004.
Työympäristökehittämisen ympäristövaikutukset, Päivi Hietanen (KIINKO KIPA-kurssi/projektityö
15.05.2009), laskelma Juha Muttilainen/Senaatti-kiinteistöt (23.4.2009)
Strategy, Development and Information Management
Financial Management
Human Resources and Development
Internal Auditing
Marketing and Communications
Operating Unit
ConstructingManagement
Region South FinlandRegion West FinlandRegion East FinlandRegion North Finland
ORGANISATIONBoard of Directors
CEO
Defence and Security
Ministries and Special
PremisesOffices
Real Estate Developmentand Sales
Workplace and MaintenanceServices
PERSONNEL
Employees
309Work satisfaction
72.4 (good)
Permanently employed
94.8 %
Average age
46.8
SENATE EMPLOYEE VALUES
I work in an open manner
I achieve results
through collaboration
I am a responsible
pioneer
As a Senate employee…
3.9.1811Intendent's office
1865Finland Board of Public Building
1936National Board of Public Building
1995State Real Property Agency
THE HISTORY OF SENATE PROPERTIES
1999From agency to government enterprise
1.3.2001Senate Properties
GOVERNMENT AND REAL ESTATE 1990->2016
49
1990 2015
State agency
Conglomeratewithin internal
marketsCost cutting
State as a single entity, horizontal cooperation
No silosshared competences
digitalization
Efficiency, productivityCorporate mimicking
Privatization
”Superministries”
2010 – Finnish Government’sdecision on cutting xx costs
New publicmanagement
State agency
Governmentowned
enterprise
IncorporationE.g. Destia
Cost pressure, influencingdemand
End user focus
Senate’smission to cut
15%
Sustainability gapHard structural
changes
Digitize processes to improvequality and efficiency
Government’sfocus
Milestones
Trend
SenateProperties’
focus
Productivity programme
2008 – Financial crisis
1995 –Finland member of EU
Centralized decision makingStrict financial maangement
”Savings”
Decision maker focus
90s recessionEvent
Forerunner, partner
HOW GOVERNMENT REAL ESTATE THINKING HAS EVOLVED…
50
1990 2015
No pricingmechanism
Demandmechanism7% av. yield +
risk premium –curbs spending
State agency - owner-lessor conflict
Balance sheet
Service provider,”market player”
Solution provider
Income statemet
Customer orientedaccountability
2000 - Key AccountManager –
organizationalstructure
2010 - Real estatestrategy – selling out
properties in state’s use
Total cost of occupation
New ways of working 1.0
2003- Cabinet Finance Committee – steering
mechanism
Demand basedofferings
– master plans
2015 – Government’sworking premisises
strategy 2Rental system2
New ways of working 2.0
2005 – Government’sworking premises
strategy 1
New ways of working 2.0
Customerorientation
2000 2010
SenateProperties
Government
Perspective
Event
1995- Government’srental system 1
Order taker
Coordination, general benefit of the government
CENTRALIZATION OF THE STATEPORTFOLIO INTO ONE UNIT
51
National Board of Public Buildings
Education
Defence
PrisonsCulture
Border Guard
Universities
1995/1999 20102001 2003
Road and Rail administraion properties
Border Guard
Separation between ownership and operations
Economies of scope and scale
Market
Customer focus
- 1995
2000
2011->
Solution providerExpert services
CUSTOMER SEGMENTS
53
Properties M€
1 374 1 637
999 286
Ministries and Special Properties
Defence and security
Offices Development properties
PROPERTY MANAGEMENT PERSPECTIVE
55
SUB-SUPPLIERS SUPPLIERS
BUYING FIRM CUSTOMER
Gadde & Håkansson 2001
OTHER BUYER
SUPPLY NETWORK PERSPECTIVE PARTNERSHIP NETWORK
MANUFACTURING PARADIGM
56
CONTRACT MANAGERS
SERVICE PROVIDERS
CUSTOMERSOPERATIONAL MANAGEMENT
CO
NTRACT
MAN
AG
EM
EN
T
STR
ATEG
Y A
ND
STAN
DAR
DS
Modified from Larson 1998
SERVICE NETWORK PERSPECTIVE PARTNERSHIP NETWORK
SERVICE NETWORK TRIAGE
57
MAINTENANCE FRAMEWORK AGREEMENT
Open
quality
Compe-
tition
4-year framework4-year framework
Price and Quality competition of clusters of buildings
&
selecting a set of ”preferred partners” reduce the risk of public conflicts
Open
qualityCompe-
tition
MAINTENANCE FRAMEWORK AGREEMENT
• Incentive contracts
• Carrot and stick (bonus and sanctions)
• Parameters: Energy, User-satisfaction and Quality
• Improves how we measure things
• Makes co-operation more intense
• Hopefully improves end-result
&
59
MAINTANANCE COSTS 2006-2014 – TOTAL COSTS WITHOUT REPAIRS
59
0,00
0,50
1,00
1,50
2,00
2,50
3,00
3,50
4,00
2006 2007 2008 2009 2010 2011 2012 2013 2014
€ / m2 / kk Senaatti-kiinteistöt KTI - benchmark
> 0,5 €/m2/kk
60
Palkki
Prop
erty
Mgm
t
Optimaze.net(Rapal Oy)
Construction ICTinfra-
structure
ConctructionMgmt
Consultants
PhRakl
Tenantsservices
Developmentand Sales
The degree of difficulty involved in partnership replacement
Easy Difficult
The s
trate
gic
sig
nific
ance
of
the p
art
ners
hip
Small
Large PERMANENT PARTNER STRATEGIC PARTNER
SPECIAL PARTNERSERVICE PROVIDER
EnergyProcurement
Servicesdelivered by
tenants
TOWARDS STRATEGIC PARTNERING?
SENATE WORK ENVIRONMENT
SOLUTIONS
TOMORROW´S WORK ENVIRONMENT SUPPORTS NEW WAYS OF WORKING
SocialWays of working are up to date
PhysicalFunctional, safe and comfortablefacilities
VirtualRequired equipment and software, and sufficient support
TOMORROW´S WORK ENVIRONMENT
SocialLeadership and ways of working are up to date
PhysicalFunctional, safe and comfortablefacilities
VirtualRequired equipment and software,
and sufficient support
TOMORROW´S WORK ENVIRONMENTSoftware supports
natural ways of working, and
information systems used through social
interactions.
ICT needs taken into account, and all
devices and software in use
suitable for multi-facility offices.
Facilities are used in a flexible way
that supports new ways of working.
Activity-based environment
Minimumoverbooking
rate of
30 %
Safety zonesEvolving ways of
working: mobility and multiple locations
At least
50 %unassigned desks
THE GOVERNMENT PREMISES STRATEGY GUIDESWORK-ENVIRONMENT PLANNING
Space efficiency
max. 18 m2/FTE
in premises to be fully renovated
max. 15 m2/FTE
in new buildings
SOLUTIONS WITH PROVEN EFFICIENCY (2015)
Clients save an average of
19% per FTE in premises costs
after applying Senate`s solutions
Property maintenance costs more than
10%Less than the market average*
Client space efficiency improved by
28%with Senate`s solutions including development of the work environment
Our solutions are based on space-efficiency objectives of the Government premises strategy
15 m2/FTE for new buildings
18 m2/FTE for fully renovated properties
Since 2015 measured with
knowledge work performance metricswhen transitioning to an activity-based environment
* compared to comparable companies; KTI Benchmarking survey 2014
PHASES OF THE WORK ENVIRONMENT SOLUTION
• Proposing a suitable facility
• Signing a rental agreement
• Initiating possible actions related to needed changes
• Work environment development and planning
• Deployment and collaborative audit of new work environment
DEPLOYMENTWe deploy a solution that
fits your needs
• Goals, preconditions and organisation-specific needs
• Work-environment vision
• Knowledge work performance metrics
• Description of a work environment and service package that support your operations
PLANNINGWe assess what
your organisation needs
• Supported deployment of new work environment and new working methods
• Change management
• Knowledge work performance metrics
• Work environment management coaching
NEW WORK ENVIRONMENT
We support your transitionto new ways of working
The social work environmentin cooperation with the client
Management services• Strategic facility management• Work environment development• Change management support• Safety consultation
Physical work environment• Offices• Campuses• Specialised premises• Co-working space• Facility services
Virtual work environmentIn cooperation with Government ICT
Centre Valtori
TOMORROW’S WORK ENVIRONMENT SOLUTION
Management services
Needs• Your organisation is transitioning to
new ways of working and work environments that support them.
• You need a work-environment solution that offers savings and improves results and employee satisfaction.
Benefits• More efficient facility and work
environment management• Savings on premise expenses• Improved information work
performance• Simple organisational reform
SOCIAL WORK ENVIRONMENT – MANAGEMENT SERVICES
> Strategic facility management
> Change management support> Work environment development
> Safety consultation
> Strategic facility management
> Change management support
> Work environment development
> Safety consultation
Management services
SOCIAL WORK ENVIRONMENT – MANAGEMENT SERVICES
SOCIAL WORK ENVIRONMENT – MANAGEMENT SERVICES
Strategic facility management
• See your premises as a strategic resource and get support for the management and development of your organisation's facilities and work environments
• Gain insight into your current situation and set guidelines for future operations• Outline your goals and plans for facility utilisation and development in the long term• Make smart decisions
Service products• Facility strategy creation
• Facility portfolio analysis and management
A SHIFT FROM MEASURING EFFICIENCY TO MEASURING PERFORMANCE
73
Work performance
Individual work habits
Contextual factors - work
environment
Efficiency
Wellbeing
Physical, virtual and social work environment
A Proactive, flexible and mobile ways of working +
efficient use of ICT
Work efficiency and effectiveness (outcomes,
skills, quality)
Motivation, satisfaction, drive, ambiance, stress,
work-life balance
Source: SmartWOW-työkalu tietotyön suorituskyvyn kehittämiseen, NOVI Research Center, Tampere Universityof Technology, 2014
A KNOWLEDGE WORKER – NOT IN THE ASSEMBLY LINE BUT IN THE MIDDLE OF COMPLEX NETWORKS
74
FACTORS AND ASSETS OF KNOWLEDGE WORKPERFORMANCE AND PRODUCTIVITY
75
PRACTICAL MEASUREMENT APPROACH OF KNOWLEDGEWORK PERFORMANCE• Indexes describing the maturity level of ways of working
• Ways and skills of utilizing ICTs• Ways to utilize physical work environment refelcting the work modes• Individual working methods• Group level working methods• Work wellbeing impcats• Subjective productivity
• Organization specific human resource inputs• Organization specific outputs and results
• Measurement before and after workenvironment change
• Development of national data base of knowledge work performance
76
NATIONWIDE OFFICE AND WORKPLACE CONCEPTS
77
• For organizations that have a nationwide network of offices and a customer service network
• Objective to achieve scale benefits• Unified procedures and space
utilization principles• Applied on several different
administrative sectors: e.g. Taxadministration, National Land Survey, Public employment and business services
WHAT ARE GOVERNMENT WORKPLACE CONCEPTS IN THE FINNISH CONTEXT?• The Finnish government has a long history of
localised decision-making processes with a strong emphasis on guiding the governmental agencies through information (e.g. strategies).
• Recently, ministries and central agencies have strengthened their control through corporate real estate management models. One tool has been to create governmental workplace concepts for branches of administration.
• This development has been done in close cooperation with Senate Properties. Senate Properties is a government-owned enterprise that acts as the government’s expert on the work environment and work premises.
78Anne Sundqvist 29.1.2016
Työpistetilat Työpistetilat
Työpistetilat
Työpistetilat
Julkiset yhteis-käyttötilat
Kokous /
Yhteiskehittely-
keskus
Julkiset tilatCafe/ravintola
Tukitila
t
Tukitila
t
Tukitila
t
Sisäiset yhteis-käyttötilat
Työkahvila
Yhteiskäyttöiset työpisteet
Vetäytymistiloja Hiljaisia tiloja
Tulostus, WC
Työpistetilat ja tukitilat
Julkiset tilat Julkiset yhteiskäyttötilat
Sisä
iset
yh
teis
käyt
töti
lat
(työ
-ker
roks
issa
)
Sisäiset yhteis-käyttötilat katu-tasossa/kellarissa
1. krs.
2-N. krs.
Kulunvalvonta-alue
Asiakaspalvelu
Aula
Ravintola
Muut tilat
Lounge ja kokouskeskus
Hupi-tila
Sisäisin työtiloihin
Julkiset tilat Julkiset yhteiskäyttötilat
Ulo
s
Yhteis- ja yksilötyöhön sopiva
nimeämätön malli
Yhteistyöintensiivisempi järjestely,
nimeämätön
Yhteistyöpainotteisempi nimetty
työpistejärjestelyYksityinen nimetty työpistejärjestely
TYÖPROFIILIT Hlömäärä Buukkausaste(elimonellekotyöpiste)
1:ANKKURI(toimistolla,työpisteellä) 225,0 100%
2:YHDISTELIJÄ(toimistolla,paljonliikkeellä) 225,0 80%
3:KERÄILIJÄ(vähäntoimistolla,paljonliikkeellä) 225,0 60%
4:NAVIGOIJA(hyvinvähäntoimistolla) 225,0 40%
6,5 tehollinenpalveluaika(tuntia/päivä)
KÄYNTIASIAKKAAT/VKO Itsepalvelussa Palvelutiskillä Palveluhuoneissa
Lyhytpalvelutilanne(15min) 900 450 450 Huomvoitpyytääasiakkaaltatodellisettapaamistilastotjatäyttäänepunaisiinkohtiin
tilatarvearvio=> 6,9 3,5 3,5
Pitkäpalvelutilanne(45min) 450 225 900
tilatarvearvio=> 10,4 5,2 20,8
6,5 tehollinenkokousaika(tuntia/päivä)
SIDOSRYHMÄKOKOUKSET/VKO 20-30hlöneuv. 8-12hlöneuv. 4-6hlöneuv.
60minkokoukset 90 180 270 Huomvoitpyytääasiakkaaltatodellisettapaamistilastotjatäyttäänepunaisiinkohtiin
tilatarvearvio=> 2,8 5,5 8,3
120minkokoukset 90 180 270
tilatarvearvio=> 5,5 11,1 16,6
Henkilötyövuosia(htv) 900
Työntekijöitäyhteensä: 900 ,
Työpisteitäyhteensä: 630
Työpisteitälaskennallisesti: 70% :lletyöntekijöistä
ALUSTAVATULEVATILAOHJELMA,EsimerkkiohjelmaPinta-alayhteensä(m2): 12637 8206 Pinta-alasisäisettoimistoalueet
Tilatehokkuus(m2/htv): 14,0 9,1 Tilatehokkuus(m2/htv):
Tilatehokkuus(m2/työntekijä): 14,0 9,1 Tilatehokkuus(m2/työntekijä):
Tilatehokkuus(m2/työpiste): 20,1 13,0 Tilatehokkuus(m2/työpiste):
Julkisettilat(katutasossa) m2yht. lkm m2á
Aula,vastaanotto&postitustila,asiakas-wc:t 176,0 1 176,0
Ravintola/Cafe(työkahvila-tyyppinen,jotavoikäyttäämuinaaikoinatyöskentelyyn) 315,0 158 2,0 4
Asiakaspalvelutilat:Itsepalvelupisteetitsepalvelualueella 72,0 18 4,0
Asiakaspalvelutilat:Palvelutiskit(1+2hlö,sis.odotusalueenjataustatilat) 135,0 9 15,0
Asiakaspalvelutilat:Palveluhuoneet(2+2hlöasiakastapaamisiintaipalveluunvideoyhteydellä) 375,0 25 15,0
Muuttilat:esim.showroomjatalonkirjasto 176,0 1 176,0
muutila,mikä? 0,0 0 0,0
muutila,mikä? 0,0 0 0,0
Primäärikäytävienosuus(arvio) 416,3 25%
TOTALm2 1665 13% pinta-alasta
Julkisetyhteiskäyttötilat(ensisijaisestikatutasossa)HUOMpäällekkäisyys/synergiatjulkistentilojenkanssa m2yht. lkm m2á
Loungetilat 35,0 1 35,0
Isoneuvottelutila(20-30hlö),joistaosaravintolankabinetteina 400,0 8 50,0
Keskikokoinenneuvottelutila(8-12hlö),joistaosaravintolankabinetteina 510,0 17 30,0
Pienineuvottelutila(6hlö),joistaosaravintolankabinetteina 375,0 25 15,0
Hupi-tila(n.10hengenmonitilaympäristö) 206,0 1 206,0
Mahdollisuusn.100hlötilaisuuksiinmuitatilojamuuntamalla/yhdistämällä
Hyvinvointi-jaliikuntatilat(1kpl,keskitetty) 126,0 126 1,0 5
muutila,mikä? 0,0 0 0,0
muutila,mikä? 0,0 0 0,0
Primäärikäytävienosuus(arvio) 550,7 25%
TOTALm2 2203 17% pinta-alasta
Sisäisetyhteiskäyttötilat(katutasossajosmahdollistataiesim.kellarissa) m2yht. lkm m2á
Sosiaalitilat(suihkut,pukukaapitym.toimiimyösväestösuojana) 236,3 157,5 1,5 4
Asiakirja-jamuutvarastotilat 186,0 1 186,0
muutila,mikä? 0,0 0 0,0
muutila,mikä? 0,0 0 0,0
Primäärikäytävienosuus(arvio) 140,8 25%
TOTALm2 563 4% pinta-alasta
Sisäisetyhteiskäyttötilattyökerroksissa("kerroskeidas") m2yht. lkm m2á
Työkahvila 550,0 5 110,0 150
Keskikokoinenneuvottelutila(8-12hlö) 315,0 11 30,0 60
Pienineuvotteluhuone/projektihuone/ideointitilat(4-8hlö) 315,0 13 25,0 50
Vetäytymistilat/hiljaisentyöntilat 126,0 21 6,0 30
Yhteiskäyttöisettyöpisteet(luotavissahiljaisentyönalueeksi,vierailijapisteiksitaipuhelintyötilaksi) 84,0 21 4,0 30
Muuttilat:mm.skannaus-/tulostussekäpostitustiloja,WC-tiloja 147,0 4 35,0 150
muutila,mikä? 0,0 0 0,0
muutila,mikä? 0,0 0 0,0
Primäärikäytävienosuus(arvio) 512,3 25%
TOTALm2 2049 16% pinta-alasta
Työpistetilat m2yht. lkm m2á
Työpiste1:Henkilökohtainen140x80cmtyöpöytä+2,4hmsäilytystilaaomallatyöpisteelläja2,4hmkeskitetysti 1350,0 225,0 6,0 Laskeetyöpistemääränprofiilista1
Työpiste2:Nimeämätön140x80cmtyöpöytä+omalokeroja2,4hm(hyllymetriä)säilytystilaakeskitetysti 900,0 180,0 5,0 Laskeetyöpistemääränprofiilista2
Työpiste3:Nimeämätön140x80cmtyöpöytä+omalokeroja0,8hm(hyllymetriä)säilytystilaakeskitetysti 607,5 135,0 4,5 Laskeetyöpistemääränprofiilista3
Työpiste4:Nimeämätön140x80cmtyöpöytä+omalokerokeskitetysti 360,0 90,0 4,0 Laskeetyöpistemääränprofiilista4
muutila,mikä? 0,0 0 0,0
muutila,mikä? 0,0 0 0,0
Primäärikäytävienosuus(arvio) 1072,5 25%
TOTALm2 4290 34% pinta-alasta
Lähitukitilat(työpisteidenlähellä) m2yht. lkm m2á
Pienineuvotteluhuone/projektihuone/ideointitilat(4-6hlö) 195,0 13 15,0 50
Vetäytymistilat 315,0 63 5,0 10
Skannaus/-tulostustila,toimistotarvikevarasto 130,0 13 10,0 50
Vaate-jatavarasäilytys 390,0 13 30,0 50
Lähisäilytysjavarastotiloja 130,0 13 10,0 50
WC-tilat 240,0 16 15,0 40
muutila,mikä? 0,0 0 0,0
muutila,mikä? 0,0 0 0,0
Primäärikäytävienosuus(arvio) 466,7 25%
TOTALm2 1867 15% pinta-alasta
Huomvoitpyytääasiakkaaltatodellisettapaamistilastotjatäyttäänepunaisiinkohtiin
Huomvoitpyytääasiakkaaltatodellisettapaamistilastotjatäyttäänepunaisiinkohtiin
yksiyhteinentilaorganisaatiolle.Koko=50m2+0,2m2/työpiste(pyöristettynäylös)
1laskennallinenpaikka/Xtyöpistettä
Itsepalvelupisteidenlukumääräasiakasmääristäpyöristettynäylöspäinlähimpäänkokonaislukuun
Palvelutiskienlukumääräasiakasmääristäpyöristettynäylöspäinlähimpäänkokonaislukuun
Palveluhuoneidenlukumääräasiakasmääristäpyöristettynäylöspäinlähimpäänkokonaislukuun
Käyttäjäsidonnainen,skaalautuva,mahdollistaetteituleollenkaan.Oletuskoko:Koko=50m2+0,2m2/työpiste(pyöristettynäylös)
Voidaanyhdistääjulkistentilojenaulaan
kokousmääristäjohdettuna,pyöristettynäylös/alaspäinlähimpäänkokounaislukuun
kokousmääristäjohdettuna,pyöristettynäylös/alaspäinlähimpäänkokounaislukuun
kokousmääristäjohdettuna,pyöristettynäylös/alaspäinlähimpäänkokounaislukuun
skaalautuva,mahdollistaetteituleollenkaan.Oletuskoko:Koko=80m2+0,2m2/työpiste(pyöristettynäylös)
1laskennallinenkäyttäjä/Xtyöpistettä
1laskennallinenkäyttäjä/Xtyöpistettä
yksiyhteinentilaorganisaatiolle.Koko=60m2+0,2m2/työpiste(pyöristettynäylös).Muutettavissaesim.liikuntajaneuvottelutiloiksi
1tilaperXtyöpistettäpyöristettynäylöspäinlähimpäänkokonaislukuunTAI1kpl/kerros
1tilaperXtyöpistettäpyöristettynäylös-taialaspäinlähimpäänkokonaislukuunTAI2kpl/kerros
1tilaperXtyöpistettäpyöristettynäylös-taialaspäinlähimpäänkokonaislukuunTAI3kpl/kerros
1tilaperXtyöpistettäpyöristettynäylös-taialaspäinlähimpäänkokonaislukuunTAI3kpl/kerros
1tilaperXtyöpistettäpyöristettynäylös-taialaspäinlähimpäänkokonaislukuunTAI6kpl/kerros
1tilaperXtyöpistettäpyöristettynäylös-taialaspäinlähimpäänkokonaislukuunTAI1kpl/kerros
Laskeetyöpistemääränprofiilista1
Laskeetyöpistemääränprofiilista2
Laskeetyöpistemääränprofiilista3
Laskeetyöpistemääränprofiilista4
1tilaperXtyöpistettäpyöristettynäylöspäinlähimpäänkokonaislukuun
1tilaperXtyöpistettäpyöristettynäylöspäinlähimpäänkokonaislukuun
1tilaperXtyöpistettäpyöristettynäylöspäinlähimpäänkokonaislukuun
1tilaperXtyöpistettäpyöristettynäylöspäinlähimpäänkokonaislukuun
1tilaperXtyöpistettäpyöristettynäylöspäinlähimpäänkokonaislukuun
1tilaperXtyöpistettäpyöristettynäylöspäinlähimpäänkokonaislukuun
1867250
4290
800
2049
300
563
200
2203
300
1665
400
ARVIOTILATARPEESTA,kaikki lat:12637m2,toimisto lat:8206m2
NYKYINENTILANKÄYTTÖ,kaikki lat:2250m2,toimisto lat:1550m2
Julkiset lat(katutasossa)
Julkisetyhteiskäy ö lat(ensisijaises katutasossa)
Sisäisetyhteiskäy ö lat(katutasossataikellarissa)
Sisäisetyhteiskäy ö lat("kerroskeidas")
Työpiste lat
Lähituki lat(työpisteidenlähellä)
14.-15.06.2016
STATE GENERIC WORKPLACE CONCEPT
Work environment development
• Learn how your employees work and what kind of work environment best supports their work
• Renew the ways of working within your organisation and support these with a professional work environment design
• Gain a work environment where your employees are comfortable and productive
Service products• Work environment development project that improves, defines or renews facility
utilisation
• Conceptualisation of office networks
• Work environment management
SOCIAL WORK ENVIRONMENT – MANAGEMENT SERVICES
Change management support
• Linking work environment changes with strategic development• Controlled implementation of changes according to organisational needs and culture• Engaging change process• Ensuring organisational performance in change situations
Service content• Knowledge work performance metrics and development
• Change management services
• Deployment of the new work environment
• Coaching for new ways of working
SOCIAL WORK ENVIRONMENT – MANAGEMENT SERVICES
Resisting
Time
Supportive
Safety consultation
• Cost-efficient risk management• As possible risks are identified in advance, protective measures can be taken.
This will usually cost less than repairing damage or having to make changes at a later date.
Service products• Haukka safety mapping• Safety planning• Implementation and inspection of safety measures
SOCIAL WORK ENVIRONMENT – MANAGEMENT SERVICES
> Offices
> Campuses
> Special premises
> Hupi facilities and joint-use facilities
> Facility services
Physical work environment
• We'll find a facility solution that fits your needs from
our database or from the private market.• If the private sector is used, we set out your options,
negotiate contracts and supervise the change work.• If required, we will also assist with reorganising any
rental agreements that are no longer required.
PHYSICAL WORK ENVIRONMENT
Correctly dimensioned and supportive facilities
Office premises that support new ways of working
• We start with an adjustable, acitivity-based environment based on the work environment concept set by the government.
• As work becomes more mobile, space requirements are reduced.
• Wireless networks, portable devices and smart facility planning encourage taking full advantage of available facilities.
• The goal is to offer turnkey solutions and promote joint-use facilities.
• Choices and activities are driven by sustainable development.
Office premises
PHYSICAL WORK ENVIRONMENT
AN ACTIVITY-BASED ENVIRONMENT LETS YOUCHOOSE SPACES BASED ON YOUR NEEDS
Collaboration Concentration Confidential discussions and materials
Informal meetings
Meetings Calls and online meetings
Customer service Breaks and randomencounters
Public administration campuses bring synergy benefits
• Collaboration and joint use of facilities across organisational boundaries
• Centrally sourced and professionally managed facility services
• Safety infrastructure that fulfils government requirements
Campuses
PHYSICAL WORK ENVIRONMENT
• We plan and implement facilities for multi-faceted operations such as: • prisons• garrisons• laboratories
• Special premises are developed through conceptualisation to further improve operations.
• We are currently developing specific performance metrics for different facility types.
• Utilisation rates can be improved e.g. by promoting joint use and with smart facility planning.
Special premises
PHYSICAL WORK ENVIRONMENT
Senate Properties provides:
• Survey of service requirements• Tendering• Acquisition• Agreement management• Quality control
Facility services
HANSELIN PUITESOPIMUKSET
SERVICES MANAGEMENT
RECEPTON SERVICES
CONFERENCE AND RESTAURANT SERVICES
CLEANING SERVICES
OFFICE SERVICES
SECURITY SERVICES
HANSEL FRAMEWORK AGREEMENTS
PHYSICAL WORK ENVIRONMENT
We provide public administration with flexible co-working environments for work and for meetings.
Hupi• A free modern environment for work and for
networking for all public administration.• A flexible resource for occasional facility
needs.• The first Hupi was opened in Pasila in Helsinki,
and the network is growing.• www.senaatti.fi/hupi
Co-working space
PHYSICAL WORK ENVIRONMENT
• Wireless network• Electronic meeting-room reservation systems, up-to-date AV equipment and
accessories• Access control and timesheets• Secure printing• Lobby technology
Our partner in virtual work environment solutions is the Government ICT Centre Valtori.
VIRTUAL WORK ENVIRONMENT
A functional work environmentpromotes virtual work
Indoorconditions
Lighting
Ergonomics
Mobility
Motivation
Sense of community
Flexibility Acoustics
Look & Feel
Collaboration
Atmosphere
EMPLOYEE WELL-BEING
A STRONG SALES & MARKETING APPROACH
Senaatti-areena was organized in six towns in autumn 2015Theme: New ways of working and work environment solutions, internal motivationTarget group: Central government administration and experts, 390 participants
SENAATTI-AREENA
Senaatin Tori was organized in autumn 2015Theme: Finnish state’s property development and sales Target group: Real estate desicion-makers, 200 participants
SENAATIN TORI
SENATE PROPERTIES IN SOCIAL MEDIA
CASE-STUDIES
CASE-STUDIES
Finnish Customs
Population RegisterCentre
Ministry of theEnvironment
TE Services of Uusimaa The District Court of
Southwest Finland
Valtori
Services provided by Senate Properties• Creation of facility strategy• Development of work
environment• Facility acquisition• Facility services
FINNISH CUSTOMS“Centralised facilities improve collaboration and offer savings from premise expenses.”
“It was great to be able to bring together the operations and people that needed to be connected – more efficiently, in a smarter and more cost-efficient way. Our new work environment allows us to work in new ways. It promotes encounters and makes meetings easy to organise.”
HANNU LAPPICEO, CUSTOMS
Starting point• Operations in 12 different offices• 21,400 m2, 850 people,
rents €4.0 m/year
Goals• Focus operations at one location and
support organisational reform• Save on rental costs
Solution• A 750-person work
environment in the Pasilaoffice hub that promotes new ways of working
• Rental savings: €0.7 m/year• State profit for selling old
facilities: €26m
Services provided by Senate Properties• Facility mapping• Development of work
environment• Facility services, such as
reception and security and cleaning services
HANNU LUNTIALADIRECTOR GENERAL,POPULATION REGISTER CENTER
“The change from a large room to a multi-facility environment was quite a challenge. The most important thing was to have the whole staff involved in the planning and preparation. We are excited about our new work environment because our common facilities promote a new kind of communality as well as spontaneous encounters.”
Starting point• Rental agreement in Kalasatama, Helsinki
was about to end, some staff transferred to Kokkola
• Facilities totalling 6,750 m2, with rents of €1.5 m/year
Goal• A work environment that fits the needs of
changed space requirements, new ways of working and a younger generation of state officials
Solution• Multi-facility environment in
government premises at the Sörnäinen campus in Helsinki
• Total facilities area: 3,150 m2
• Rental savings: 0.7 m per year
POPULATION REGISTER CENTRE” From resisting change to a positive surprise."
Services provided by Senate Properties• Nationwide facility concept• Adaptation of concepts• Facility search, acquisition and
subletting• Supervision of change work and
project management• Office-specific change coaching• User services (in some locations)
TE SERVICES OF UUSIMAA
MARJA KYYTSÖNENSPECIALIST
Starting point• Nationwide organisational reform• Facility efficiency: approx. 35 m2/FTE• Number of offices: 18
Goals• Build a new service model and improve
customer service and customer experience • Save on premise costs• Improve well-being and comfort at work
Solution• Facility efficiency average
22 m2/FTE (improvement of 37%)
• Number of offices: 10
• Premise rents decreased by €0.5 m/year after the renewal
“Our new premises provide amplesupport for our new service model.”
Services provided by Senate Properties• Development of work
environment• Change management support• Facility acquisition and
subletting
MINISTRY OF THE ENVIRONMENT
HARRI HAKASTESENIOR ARCHITECT
Starting point• Locations rented from three different
landlords• Maze-like spaces in poor condition
Goals• Improve well-being and comfort at work• Improve cooperation between units• Minimise effect on the environment with an
efficient facility solution, e.g. reduce heating and electricity usage by 60% and travel by 13%
• Enable new office property metrics
Solution• Comfortable multi-facility
environment• Rental savings: approx.
€220,000/year (2013–2015)• Facility efficiency improved by
40% (previously 10,340 m2, now 6,252 m2)
• Substantial energy savings
“Our greatest benefits have been improved facility efficiency and increased cooperation between ministries.”
Services provided by Senate Properties• Facility strategy• Work environment and
interior design• Furniture as a service
VALTORI
“Work motivation here has improved a great deal. Our team has adapted to the new practices really well. I feel like our staff were eagerly waiting to see what would come out of this change.” JORMA AIRAKSINEN
ICT MANAGER, VALTORI
Starting point• Employees scattered around the metro
area in 35 different locations
Goals• Compact the organisation’s network in
such a way that there would be a single office in each location
• Improve efficiency• Save on premise costs
Solution• Three floors on
Lintulahdenkatu, Sörnäinen• 3,160 m2 in use• No reserved work desks• Overbooking principle: 320
Valtori employees, 260 workstations
THE DISTRICT COURT OF SOUTHWEST FINLAND
SEIJA LEHTONENADMINISTRATIVE ASSISTANT, THE
PROSECUTOR´S OFFICE OF WESTERN FINLAND
Starting point• District court, enforcement office and
prosecutor all located in different places• Staff of 260, facility efficiency
25–40 m2/FTE
Goals• Focus operations at the District Court of
Varsinais-Suomi in Turku• Make all facilities of the judicial
administration uniform, cost-efficient and supportive
Solution• Customer services grouped
together• Safety improved with zones• Annual saving on rents:
approx. €206,500 • Facility efficiency: approx.
19–22 m2/FTE
“Our new premises have improvedour sense of solidarity. Working has also become smoother thanks to the retreat rooms available for tasks that require intense focus.”
Services provided by Senate Properties• Facility and work environment
concept
REMOTE AND FLEXI WORK
Spaces for working…
108
Time and
place become
irrelevant for
working.