Spatial Management Solution

⁠⁠⁠Key problem/s

The contract for the current Spatial Management Tool will expire at the end of November.

Spatial Management is required to map tenancies across the Department’s property portfolio, with an aim to improve workplace productivity. The ideal Spatial Management tool will better inform space utilisation decisions and support future workforce strategies. The solution will also be used to improve work point management, fit out designs and overall space requirements.

A key requirement of the Spatial Planning toolset is to enable the creation of sophisticated scenarios and reports for block and stack (seating allocation) purposes, and discussions around workspace allocations across the property footprint. A software package removes the requirement for this to be undertaken manually.

The ideal program will provide integration opportunities to other departmental systems and software. Key integrations would include the full and automatic import of select HR data, integration to the VECOS storage locker system, and integration with the Schneider security system to use building access information. The ideal system would have the ability to include future integrations for other systems that the Property Branch onboards, such as desk/office occupancy and asset booking systems.

The Property Branch is approaching the market to review and test new software, so that the department might be better equipped to manage the alignment of space across tenancies.

The users and their needs

The main users of the system will be the System Administrators within the Property Branch. These users will undertake the business functions to deliver accommodation services across the department’s property footprint. These users need an online portal to access the tool to complete Spatial Management activities.

The department currently has:

• 3479 Workpoints
• 39 Locations
• 265 Carparks (Industry House only)

The following requirements are the required functionalities:

• Visual Block and Stack by building and floor.
• Scenario planning test environment.
• Ability to define custom Organisation Units.
• Ability to define custom workpoint or space labels.
• Ability to define workpoints as fixed or flexible.
• The organisation structure can be defined by Teams reporting to Branches reporting to Divisions.
• Built in reporting (list of reports is provided below).

The following requirements are the highly desired functionalities:

• Floorplans can be displayed or printed with a scale.
• Carparks are an allocatable space.
• Lockers are an allocatable space.
• Floorplans can be edited within the system environment.
• Notifications to staff can be generated and released.

The following requirements are the desired functionalities:

• Insights dashboard to show a total overview of the property data.
• A property register is available to track and manage all departmental properties, including the management and recording of lease agreements, leasing costs, subleasing agreements, and other facility management activities.

The tool will have the ability to generate the following on-demand reports:

• Required:

         Total Net Lettable Area by Site

         Total Workpoints by Site

         Floorplan by Organisation Unit

• Highly Desired:

         Carpark usage

         Locker usage

         Unassigned Workpoints

• Desired:

         Racer Gate/Building Swipe Usage

The tool will have the ability to Integrate to and Import data from the following sources:

• Required:

        HR Data

        AutoCAD files (.dwg)

        Single Sign-On (SSO) with the Active Directory Federation Services (ADFS)

• Highly Desired:

        Storage Lockers with the VECOS system

• Desired:

        Race Gate/Building Swipe with the Schneider security system

It is considered highly desired, that Admin Users will be able to delegate access to Divisional Representatives to complete verification activities within their area. These users should be able to only verify which workpoints their team, branch or division use.

The successful provider will provide ongoing maintenance, support and system upgrades and updates as they are required.

Work already done.

All floorplans are available in DWG File Format, with spaces identified through the current providers format codes. 

Technical/business constraints

The successful solution needs to:

Support up to PROTECTED information.

Be hosted in Australia and follow the Hosting Certification Framework: https://www.dta.gov.au/our-projects/hosting-strategy/hosting-certification-framework.

Industry briefing

Response format: Presentation

Key dates/ milestones: Contract for current solution is expiring on 27 November 2023. We would ideally like to have an idea of the new solution and begin work to implement as close to this date as possible.