Prepared by:
Jack Barr, PSB
James L. Stalling, PSB
Louis Nastro, DSA
Sharion Jenkins, BPM
Andreas P. Michael, DSA

Question 1: What should be our initial focus?

• Large and small lease projects
• Alteration projects in state owned buildings.

Action Plan

• At the project start-up meeting, inform the client about the Post Occupancy Evaluation Survey conducted 3 months after occupancy and the criteria used for evaluation.
• Send out a survey/questionnaire;
  • All the occupants shall be surveyed.
  • Building problems/issues need to be clearly identified, if they are to be corrected.
• Survey results need to be consolidated/tabulated.
• Meet with client to clarify and confirm the problems/issues in the survey and to brief the clients on our process for resolving the problems.
• Perform a site inspection of the facilities to identify building problems/issues. Correct the minor problems and record or document the major and global issues.
• Prioritize the problems according to the method used to resolve them. Safety issues are first priority.
  • Problems covered by a lease agreement can be resolved immediately.The cost and responsibility shall rest with the lessor (i.e., 30 days or less).
  • Problems covered by agency's support funds may be resolved by a lump some payment or amortized the cost into monthly rental payments (30 to 90 days).
  • Major or global problems require a plan of action, Capital Outlay funding, and alternative solutions to the problems.
  • Need for additional conventional or modular furniture.
• Send a letter to the client stating how we propose to mitigate the problems. All problems identified in the survey and site inspection shall be documented.
• Develop a database on the problems and corrective actions, and information gained from the process.
  • Designers, project managers and key personnel must have access to the database before starting a new project.

Question 3 and 4: Who should be the "hero"? Who shall run QRS Team or conduct tour and mitigate problems?

State Owned Building:

- * CAM (Hero)
- * Building Manager (Hero)
-   Project Manager
-   Office or Section Manager
-   Chief of Engineering + SBT

Leased Building:

- * CAM (Hero);
- * Manger of Leasing (Hero)
-    Lease Management Office
-    Property Manager (re Lesser Representative)
-    Business Service Office (Agency Rep.)
-    Office or Section Manager
-    Leasing Office and Space Planner

Note: QRS Program Owner should be the CAM.

Question 5: How can we integrate it with daily activities in the DGS?

• The database would be excellent reference source to determine what the historical requirements are for agency and determine what their needs or preference are for the future. This information would permit DGS to provide better, more efficient service to our client the first time around.

Question 6: What barriers are there to implementation?

• Funding source for the major and global issues and the time frame needed to address them.
• The personnel and funds to develop and maintain the database.
• Determining who is to send out the written survey, collect them and tabulate the results?
• The personnel time required to complete QRS process.

Question 7: How can we overcome the barriers?

• The Capital Outlay process is a normal funding program for government projects. Similarly the time required for this process is well established and normally takes one year.
• The survey: The CAM unit is currently sends out a "Client Survey". If we modifying the form to meet the object of the POE and continue to have CAM mail, collect and tabulate the result, we will accomplish a major part of survey objective.
• The time required to complete QRS step can be provided by increasing the number of hours typically assigned to leasing teams or alteration project teams. This includes time needed to complete tour or site inspection after the client occupied the space.