If an operating unit within the HCHB needs to request additional space, or return excess space, the office Space Liaison should submit a Form CD-412 to the Space Management Division (SMD) for review, assessment and approval. Once the formal request is received, SMD will set up a meeting with the requestor to review available vacant space options.

 During the process the following is reviewed:

• SMD will substantiate the request with the HCHB Program of Requirements planning documents to ensure that any growth is captured in the renovation plan.
• SMD ensures the space granted aligns with the building standard allotments: Executive Office (300 sq ft), Standard office (150 sq ft) or Workstation (36 sq ft).
• SMD will confirm if new staff can be accommodated in the bureau or office’s current footprint. SMD can provide an Excel template showing what seats are available and who is associated with occupied seats. The current HCHB occupancy plans provide an average of eight seats for every 10 employees, with a typical allocation of one office and nine workstations for every 10 employees.
• SMD ensures the bureau’s budget office is aligned with the request as there are budget implications with taking on additional space.