IM OA 2022-01 Administrative Guidance on Space Management Policy

Issuance Number:     IM OA 2022-01

Subject:                           Administrative Guidance on Space Management Policy

Issuance Date:            4/13/2022

Expiration Date:        Retain until incorporated into Survey Manual (SM) chapter 429.1, Space Management.

Responsible Office:   Office of Administration, Office of Management Services

Instruction:                 This Instructional Memorandum (IM) supplements SM 429.1, Space Management, dated September 30, 1994, until SM 429.1 can be updated in full. 

Approving Official:   /s/ Holly Weyers

                                     Acting, Associate Director for Administration

1.    Purpose and Scope.  This IM provides an update for how the U.S. Geological Survey acquires and manages space to address the continued growth in facilities-related costs.  This IM supplements SM 429.1, Space Management, and SM 420.1, Real Property Asset and Investment Management.

2.    Authority.

A.  The Office of Management and Budget (OMB) Memorandum M-21-25, Integrating Planning for A Safe Increased Return of Federal Employees and Contractors to Physical Workplaces with Post-Reentry Personnel Policies and Work Environment, dated June 10, 2021, provides guidance to meet mission-critical needs for organizations and to balance the needs of a changing workforce.

B.  The Office of Personnel Management (OPM), 2021 Guide to Telework and Remote Work in the Federal Government, dated November 2021, directs Federal agencies to leverage telework and remote work to better meet our Human Capital needs and improve mission delivery.

C.  Department of the Interior (DOI) DOI-AAAP-0049, Office Space Utilization Design Standard, dated December 8, 2015.

D.  DOI Personnel Bulletin No: 21-07, Telework Program, dated July 23, 2021.

3.    Policy.  The following policy is being implemented to control costs by improving the utilization of space, as well as incorporating telework and remote work as part of the USGS real estate strategy.  All space acquisition and renewal actions, new construction, renovations, or remodeled office space must conform to the following: 

A.  Office Space Utilization Design Standard will not exceed 150 square feet per person.

B.  Telework and remote work implementation will be factored into the calculation and determination of space requirements.  A telework and remote work assessment must be conducted of all occupants, current and planned, as part of the Space Action Approval and Waiver (SAAW) requirements development process (see SM 420.1).

USGS leadership will continue to scrutinize all space actions for cost saving measures through the existing SAAW process.  Waiver requests to this policy must be made utilizing the SAAW process.  The SAAW form and process provides the opportunity to justify and request a waiver.  The waiver must include all pertinent information regarding the space action and a narrative justification explaining why the space needs cannot conform to the policy.  The waiver must be signed by the Cost Center Manager and the Regional Director or Associate Director.  Final approval of the SAAW is determined by the Associate Director for Administration. 

For assistance with the SAAW process contact oms_leasing@usgs.gov.