Proposed Government Premises Strategy 2020 Working group memorandum on Government Premises Strategy update 2a/2014 issues Budget Proposed Government Premises Strategy 2020 Working group memorandum on Government Premises Strategy update Ministry of Finance publications 2a/2014 Budget issues 441 729 Print product MINISTRY OF FINANCE PO Box 28 (Snellmaninkatu 1 A) FI-00023 GOVERNMENT FINLAND Tel. +358 295 16001 Internet: www.financeministry.fi Layout: Government Administration Department / Information Support and Publications Unit /Pirkko Ala-Marttila Description page Publisher and date Ministry of Finance, July 2015 Author(s) Pauliina Pekonen Working Group tasked with Updating Government Premises Strategy Title of publication Proposed Government Premises Strategy 2020, Working group memo- randum on Government Premises Strategy update Publication series and Ministry of Finance publications 2a/2014 number Distribution and sale The publication can be accessed in pdf-format in Finnish at www.vm.fi/julkaisut. Printed by ISBN 978-952-251-705-0 (print.) No. of pages Language ISSN 1459-3394 (print.) 56 English ISBN 978-952-251-706-7 (PDF) ISSN 1797-9714 (PDF) Abstract The Working Group has completed its update of the 2005 Government Premises Strategy and submits the following key proposals: - The Government Premises Strategy is aimed at maintaining continued access to premises that support effective performance. Development efforts are focused on improving performance and cost effectiveness in the workp- lace. All facilities and premises in use are designed with health and safety as well as government’s overall bene- fit and social responsibility in mind. - Today’s changing workplace requires environments that support collaboration and that provide facilities for both teamwork and jobs requiring focus and concentration. Activity-based offices support new and changing ways of working and therefore are the standard way of organising office facilities. The same tools are used in remote work. The premises can be easily converted to different uses and to changes in work itself. - Ministries, government agencies and departments are keenly aware of the changes resulting from new ways of working and technology and will prepare for these changes in advance. The management of space is an integral part of general and performance management as well as of operational and financial planning and monitoring. The HTH Information Service maintains up-to-date records on the facilities and space in use. - Steps will be taken to improve the efficiency of space use and capacity utilisation. The targets for purchased or renovated office space is 18 m2/FTE and for newly constructed buildings 15 m2/FTE. To improve the effi- ciency of space use in other than office facilities, efficiency targets will be set separately for specific branches (courtrooms, prisons, barracks) and for different types of facilities across branches (laboratories, educational facilities, warehouses). - Decision-making on premises shall be based on overall economic criteria. Where possible preference is given to facilities owned or rented by government. In the case of rental premises it is recommended that the letting is done via Senate Properties. The shared use of space shall be increased. This requires common health and safety procedures, for instance. - As a rule rental agreements shall be made for a maximum period of 10 years, in the case of newly constructed buildings for 15 years. Access to public transportation shall be considered in the choice of premises, and activities shall be relocated outside the most expensive city centre zones. Rental premises must be energy class D. Great caution shall be exercised in the construction of new premises. For the Ministry of Finance On 1 November 2012, the Ministry of Finance set up a working group to update the Gov- ernment Premises Strategy. The role of the working group was to make a proposal for updating the Government Premises Strategy taking into account the Council of State’s decision in principle for its property strategy (21.12.2010), the Cabinet Committee on Eco- nomic Policy’s civil servants’ working premises, special premises and the policies regard- ing rental agreements, the position of Senate Properties position as an expert, in-house body, objectives established by national and EU directive regarding facilities and energy efficiency and: – The common premises data required by Parliament regarding premises used by the government – reducing operating costs – accelerated changes in operations, working habits and information technology – security requirements for premises and preparedness – The working group can also propose updates in other areas they regard as critical. The steering group for the project is the premises administration committee estab- lished by the Ministry of Finance. The working group is chaired by Pauliina Pekonen, Consulting Officer at the Minis- try of Finance and the members are Jukka Aalto, Director-General at the Ministry of the Interior, Heikki Hovi Ministerial Adviser at the Prime Minister’s Office, Riitta Juutilainen Director, Facility Services at the Tax Administration, Antti Kivipelto Unit Director at the Ministry of Defence, Juha Lemström Director at Senate Properties, Liisa Munsterhjelm Building Counsellor at the Ministry of Education and Culture, Matti Pulkkinen Minis- terial Adviser at the Ministry of Social Affairs and Health, Juha Sarkio Director at Tekes and Hanni Sippo Director, Real Estate Unit at the Ministry for Foreign Affairs. Tanja Ryt- könen-Romppanen, Senior Expert at Senate Properties was secretary to the working group and the assistant was Reettasisko Pakkala from the Minitry of Finance until 31 May 2013. The period of office of the working group was from 1 November 2012 until 30 April 2013. The period was extended until 30 June 2013. During this time the working group met ten times. The working group heard from the following experts Joni-Marko Laine and Anne Sundqvist from Senate Properties, Riitta Lahtis and Jessica Niemi from KTI Kiinteistötieto Oy, Valtteri Hongisto from the Finnish Institute of Occupational Health, Helena Kinnusta from RAKLI ry and Aku Hilve from the Ministry of Finance. Once its work is complete the working group will submit its report to the Ministry of Finance. Helsinki 14 January 2014 Pauliina Pekonen Jukka Aalto Heikki Hovi Riitta Juutilainen Antti Kivipelto Juha Lemström Liisa Munsterhjelm Matti Pulkkinen Juha Sarkio Hanni Sippo Contents For the Ministry of Finance ..................................................................................................7 Introduction and main objective of the new premises strategy ....................................11 PART I: GENERAL ..................................................................................................................13 1 Government premises administration ....................................................................13 1.1 Government premises and their acquisition ...................................................13 1.2 Internal rentals system, rental models and rent determination .......................14 2 Implementation of the government premises strategy (2005) ............................17 2.1 Development in premises costs and use .........................................................18 2.2 Development of Senate Properties’ role ..........................................................18 2.3 Indoor air questions and combatting the grey economy .................................19 3 Main changes in operating environment ................................................................21 3.1 Electronic transactions ...................................................................................21 3.2 Technological solutions and multi-location work ...........................................22 3.3 Changes in the workforce ...............................................................................23 3.4 Environment and reducing energy consumption ...........................................23 4 Comparisons internationally and with the private sector.....................................25 4.1 International comparison ..............................................................................25 4.2 Comparison with the private sector in Finland ..............................................26 5 Government premises strategies and concepts ......................................................29 5.1 Government offices’ premises strategies and premises management ..............29 5.2 Examples of government agencies’ premises strategies and concepts ..............30 5.3 Examples of concepts in working premises (specialised premises) .................33 PART II: PROPOSAL FOR THE GOVERNMENT PREMISES STRATEGY .....................................35 6 Target for 2020 – from working premises to working environments ..................35 7 Implementation, monitoring and reporting of strategy .......................................43 APPENDIX I: Concepts applied ............................................................................................45 APPENDIX 2: Procedures in government premises acquisition ......................................47 APPENDIX 3: Cost responsibility for temporary accommodation....................................49 APPENDIX 4. Specifications for Government premises management (HTH) Information Services ...........................................................................52 APPENDIX 5: Premature termination of rental agreements in