Senate Properties Facility and Property Management

1. Space for Success
SENATE PROPERTIES
Facility and Property Management -
Aalto University 13.10.2016
Kasper Fabritius

2. CONTENT
TRENDS
FINLAND
SENATE PROPERTIES
SENATE PROPERTIES SOLUTIONS
MARKETING
CASE STUDIES
CENTRAL GOVERNMENT IN TRANSITION
PROPERTY MANAGEMENT PERSPECTIVE

3. TRENDS

4. 4
MEGATRENDS
4
• Virtual reality
• Crowd sourcing
• Interactive media
• Sharing economy

5. SHARING ECONOMY
5

6. 6

7. FINLAND

8. FINLAND
8
Finland
Population 5,5 milj
GDP (nominal) per capita 51 $
Government spanding to GNP 59%
Government debt to GNP 57%
Youth unimpolyment rate 21%
Government employees of total workforce (2011) 22,8%
Ministries 12
Source: www.tradingeconomics.com, OECD, wikipedia

9. CURRENT SITUATION IN FINLAND
• Serious economic problems with growth and employment
• Structural deficit of the public sector
• Need for downsizing of the public sector spending
9

10. 10

11. STILL, WHAT’S FANTASTIC ABOUT FILAND
• Situated in the northern hemisphere – a gateway between
Europe and Asia
• Average temperature: 6 C
• Innovative - smart resource efficient solutions
• High level of education
• Competetive business environment
• Access to public research and development funding
11

13. CENTRAL GOVERNMENT
IN TRANSITION

14. Working practices and culture
have changed
The central
government will
become more
dynamic
Structural changes
will continue
Security will grow in
importance
The objectives of
sustainable
development will be
emphasised
Digitaalisation will
progress
Sparseness is the new
norm
The need for
cooperation will grow

16. ORGANISATIONS
DEVELOP
Steep hierarchies -> flat organizational models
Knowledge work
and organizational
models are
changing.
Centralized organizational structure -> Distributed organizational structure
Direct processes -> Dynamic processes
Individual routine work -> Multidimensional networking
CHANGES IN KNOWLEDGE WORK

17. CHANGES IN THE
OPERATING ENVIRONMENT
Demands on productivity
Economical situation
New technologies
Ways of working
Safety issues
Goals for energy efficiency
ORGANISATIONS
DEVELOP

18. ORGANISATIONS
DEVELOP
CHANGES IN THE
OPERATING
ENVIRONMENT
Demands on productivity
Economical situation
New technologies
Ways of working
Safety issues
Goals for energy efficiency
NEW WAYS OF
WORKING
Information and
communication
devices
Flexibility and
mobility
Working
environments
Management
and culture

19. SHIFTS IN WAYS OF WORKING
Cooperation between
organisations
Team work and team
operating manners
Digital collaboration
devices
Sharing of know-how
and tacit information
Document
management
systems
Meeting
conventions
Paperfree
policies
Multilocation work/
flexible work

20. WHAT DOES THE GOVERNMENT
SAY ABOUT ITS REAL ESTATE
POTRTFOLIO?

21. STRATEGIES AND POLICIES BY THE FINNISH GOVERNMENT
21
State Premises
strategy 2014
(Demand)
State real
estate strategy
2010 (Supply)
Principles of ownershipPrinciples of use of premises

22. The goal is to ensure that premises
support productivity and are cost-
efficient. Special premises are
expected to have a higher utilisation
rate, while offices are expected to
improve space efficiency.
AVERAGE
GOVERNMENT OFFICE
SPACE EFFICIENCY
25 m2/FTE
SAVINGS ON PREMISE COSTS
FLEXIBLE RENTAL AGREEMENTS AND
PREMISES
SENATE PROPERTIES AS A WORK ENVIRONMENT
AND PREMISES EXPERT
HEALTH, SAFETY AND
COMFORT
SUITABLE FOR MULTI-LOCATION
AND REMOTE WORK
NEW BUILDINGS
Max. 15 m2
/FTE
RENOVATED BUILDINGS
Max. 18 m2
/FTE
Efficiency goals
SOCIAL AND
ENVIRONMENTAL
RESPONSIBILITY
GOVERNMENT PREMISES STRATEGY GUIDES WORK
ENVIRONMENT PLANNING

23. SENATE PROPERTIES

24. OUR VISION
“The Finnish government is a
pioneer in new ways of working
and work environments.”

25. WE ARE THE WORK ENVIRONMENT
PARTNER OF THE FINNISH GOVERNMENT
• We are a pioneer of new ways of working and
work environments.
• Our centralised solutions help our customers
improve operations and save on facility costs.
• The diverse skills of Senate Properties'
professionals help the government look after its
varied property assets and manage their efficient
use.
Space for success.

26. 26

27. Senate Properties
Ministry of Finance
Government
Parliament
Customers
General policies, legislation
Owner Lease
Budgettalks
ORGANISATIONAL MODEL

28. 28
NEW GOVERNMENT RENTAL SYSTEM
2016
PROPERTY VALUE IS RETAINED, WITH NO RENOVATION DEBT
COST-BASED, FLEXIBLE
AND CONSISTENT
RENTS REDUCED BY 15 %
12-MONTH NOTICE PERIOD IN NEW AGREEMENTS
SENATE PROPERTIES ASSUMES RESPONSIBILITY FOR
ALL GOVERNMENT PREMISES AND PREMISES DATA
MANAGEMENT
RENTS BASED ON USE OF SPACE ENSURES EFFICIENT USE OF PREMISES

29. NEW GOVERNMENT RENTAL SYSTEM 2016
• A new cost-based rental system - a step away from the market paradigm
• For in-house customers in state-owned buildings
• Short notice time of contracts: 12 months.
• Cost-based = required return on equity will equal to the average debt cost of the state
• Return of equity 3%->1,5%. Required return on investments will decrease from 7% to 6,8%
• In practise this lowered the rents 15%
• Cost based on portfolio level not on customer/building or project level
• “Fiscal” determination of rent – no commercial-type negotiation anymore
• The decision to accept a project/new contract is still based on DCF-analysis i.e. is the
investment “profitable” over the life-cycle. The Board of Senate makes the decision.
• No variation of risk-premia across projects/buildings
• Exit-value payment for pre-planned termination of contract is based on remaining book-
value of special purpose investments
• A general purpose modern office space that can be rented out again easily can be vacated
without penalty
29

30. STRATEGIC GOALS 2015-2018
€100m
annual savings in
premise costs for the
government
IN 8 YEARS
ORGANISATIONAL PERFORMANCE
IS IMPROVED BY NEW WAYS OF WORKING AND
BY A NEW WORK ENVIRONMENT MINDSET
THROUGHOUT THE PUBLIC ADMINISTRATION
VISION: The Finnish government is a pioneer in new ways of working and work environments.
Social responsibility
leads the way
improvement in
organisational
performance
M
1%
Economic
significance
approx.
€ 40
DID YOU KNOW?

31. POTENTIAL OF DEVELOPING KNOWLEDGE WORK PERFORMANCE
31
Personnel costs
Occupancy costs
Furniture
ICT and equipment
In addition to savings in
occupancy costs,
considerable added value
can be achieved by
improving the
performance and
productivity of knowledge
work.
Source: VTT Rakennus-ja yhdyskuntatekniikka, Toimistorakennuksen kustannusmalli

32. SENATE PROPERTIES IN BRIEF
Buildings
9,700
State-owned facilities
6,200,000
Employees
309
Locations
11
Rentals from the private
market, approx.
1,000,000

33. Assets
4.4billion euros
Turnover
622MEUR
Investments
268MEUR
Overall result
199MEUR
SENATE PROPERTIES IN NUMBERS
Invested capital profits,
rental activities
2.9%
Invested capital profits,
all activities
5.4%
Equity ratio
62%

34. STATE PROPERTY ASSETS
9,700
BUILDINGS
6.2 Mm2
TOTAL
AREA
500
LISTED BUILDINGS
RENTED FROM
PRIVATE
LESSORS
approx. 1 Mm2
SHARE (m2)
MILITARY PREMISES…………….............. 46 %
OFFICES………......................................... 21 %
HERITAGE PROPERTIES………………....... 8 %
PRISONS…............................................... 7 %
POLICE FACILITIES.................................. 4 %
COURTHOUSES....................................... 3 %
BORDER GUARD AND CUSTOMS FACILITIES… 3 %
MUSEUMS............................................... 1 %
OTHER...................................................... 7 %
VALUE OF
PROPERTIES
€ 4.5
BILLION

35. GOVERNMENT PROPERTY COSTS 2015
Share of facility costs
in government
spending on
operations, recruiting
and pensions
9%
GOVERNMENT
FACILITY COSTS
€950
M/YEAR
PM`S OFFICE............................... 1 %
FOREIGN AFFAIRS….................... 3 %
JUSTICE……………………………….…... 12 %
INTERIOR…………………………........ 12 %
DEFENCE………….…………………….... 33 %
FINANCE………………………………....... 8 %
EDUCATION & CULTURE................. 7 %
AGRICULTURE & FORESTRY……………. 4 %
TRANSPORT & COMMUNICATIONS.... 5 %
EMPLOYMENT & ECONOMY…... 10 %
SOCIAL AFFAIRS & HEALTH…....... 3%
ENVIRONMENT……………………....... 1 %
SHARE BY BRANCH

36. CUSTOMER SATISFACTION IMPROVING
36
USERS
74%
Very or
quite
satisfied
+ improved attitude towards
service
+ facility location
+ cleanliness and appearance
of facilities
+ services and outdoor area
care
DECISION MAKERS
66%
Very or
quite
satisfied
+ professional skill and expertise
+ smooth customer service
+ availability
+ facility location
+ security services

37. SENATE PROPERTIES OFFERS THE
BEST PROPERTY INVESTMENT
OPPORTUNITIES IN FINLAND
• The state is selling its non-strategic
properties and other, unused properties
according to its property strategy.
• We develop the state property assets allocated
for sale so that they can be marketed and sold
at market value.
• We sell the properties mainly based on offers,
offering public notifications on properties for
sale.
The sale of unused state properties
brings annual profits of
€
100 M

38. 38
Sales portfolio
0,5+Mrd €
Objects for sale
500+OBJECTS
Sales target 2016
135M€
Sales target 2016
100OBJECTS
REAL ESTATE SALES TARGETS
Senate Properties leases
from the market
~ 50M€ / YEAR
Public Sector leases from the
market
~ 130M€ / YEAR

39. 39
WE OFFER THE BEST PROPERTY
INVESTMENT OPPORTUNITIES
IN FINLAND

40. 40
www.statepropertiesforsale.fi

41. WE BASE OUR ACTIVITIES ON
SOCIAL RESPONSIBILITY
Well functioning
work
environments
Responsible
employees
Safe premises
Healthy
facilities
Energy-efficient
buildings

42. BASED ON SOCIAL RESPONSIBILITY
• Values
• Eethical guidelines
• Social responsibility policy
• Comprehensive guidelines for corporate
governance
• ISO 14001 Environmental Management System

43. MOST SIGNIFICANT FACTORS
OF SOCIAL RESPONSIBILITY
• Development of working environments that
support client operations
• Providing clients with efficient space solutions
• Improving energy efficiency
• Proactive indoor air solutions
• Active cooperation with users and experts
• Prevention of white-collar crime
• Development of security contract models

44. SUSTAINABILITY
44
If an organization
improves its space
efficiency by a third, its
carbon footprint gets
almost equally smaller.
© Copyright Codema 2009
Sources:
Viiden toimiston ilmastovaikutusanalyysi. Toimitilojen ympäristöjohtaminen. Seppo Junnila ja Mikko
Nousiainen, TKK rakentamistalouden raportteja 225, 2004.
Työympäristökehittämisen ympäristövaikutukset, Päivi Hietanen (KIINKO KIPA-kurssi/projektityö
15.05.2009), laskelma Juha Muttilainen/Senaatti-kiinteistöt (23.4.2009)

45. Strategy, Development and
Information Management
Financial Management
Human Resources and
Development
Internal Auditing
Marketing and
Communications
Operating Unit
Constructing
Management
Region South Finland
Region West Finland
Region East Finland
Region North Finland
ORGANISATION
Board of Directors
CEO
Defence and
Security
Ministries and
Special
Premises
Offices
Real Estate Development
and Sales
Workplace and
Maintenance
Services

46. PERSONNEL
Employees
309
Work satisfaction
72.4(good)
Permanently employed
94.8%
Average age
46.8

47. SENATE EMPLOYEE VALUES
I work in an
open manner
I achieve
results
through
collaboration
I am a
responsible
pioneer
As a Senate employee…

48. 3.9.1811
Intendent's office
1865
Finland Board of Public
Building
1936
National Board of
Public Building
1995
State Real Property Agency
THE HISTORY OF SENATE PROPERTIES
1999
From agency to
government enterprise
1.3.2001
Senate Properties

49. GOVERNMENT AND REAL ESTATE 1990->2016
49
1990 2015
State agency
Conglomerate
within internal
markets
Cost cutting
State as a single entity,
horizontal cooperation
No silos
shared competences
digitalization
Efficiency, productivity
Corporate mimicking
Privatization
”Superministries”
2010 – Finnish Government’s
decision on cutting xx costs
New public
management
State
agency
Government
owned
enterprise
Incorporation
E.g. Destia
Cost pressure, influencing
demand
End user focus
Senate’s
mission to cut
15%
Sustainability gap
Hard structural
changes
Digitize processes to improve
quality and efficiency
Government’s
focus
Milestones
Trend
Senate
Properties’
focus
Productivity
programme
2008 – Financial
crisis
1995 –Finland
member of EU
Centralized decision making
Strict financial maangement
”Savings”
Decision maker focus
90s recessionEvent

50. Forerunner, partner
HOW GOVERNMENT REAL ESTATE THINKING HAS EVOLVED…
50
1990 2015
No pricing
mechanism
Demand
mechanism
7% av. yield +
risk premium –
curbs spending
State agency - owner-
lessor conflict
Balance sheet
Service provider,
”market player”
Solution provider
Income statemet
Customer oriented
accountability
2000 - Key Account
Manager –
organizational
structure
2010 - Real estate
strategy – selling out
properties in state’s use
Total cost of
occupation
New ways of
working 1.0
2003- Cabinet Finance
Committee – steering
mechanism
Demand based
offerings
– master plans
2015 – Government’s
working premisises
strategy 2
Rental system2
New ways of working 2.0
2005 – Government’s
working premises
strategy 1
New ways of
working 2.0
Customer
orientation
2000 2010
Senate
Properties
Government
Perspective
Event
1995- Government’s
rental system 1
Order taker
Coordination,
general benefit of
the government

51. CENTRALIZATION OF THE STATE
PORTFOLIO INTO ONE UNIT
51
National Board of Public Buildings
Education
Defence
Prisons
Culture
Border Guard
Universities
1995/1999 20102001 2003
Road and Rail administraion properties
Border Guard
Separation
between
ownership
and
operations
Economies of scope and scale

52. Market
Customer focus
- 1995
2000
2011->
Solution provider
Expert services

53. CUSTOMER SEGMENTS
53
Properties M€
1 374 1 637
999 286
Ministries and Special
Properties
Defence and security
Offices Development properties

54. PROPERTY MANAGEMENT
PERSPECTIVE

55. 55
SUB-SUPPLIERS SUPPLIERS
BUYING FIRM
CUSTOMER
Gadde & Håkansson 2001
OTHER BUYER
SUPPLY NETWORK PERSPECTIVEPARTNERSHIP NETWORK
MANUFACTURING PARADIGM

56. 56
CONTRACT
MANAGERS
SERVICE
PROVIDERS
CUSTOMERS
OPERATIONAL
MANAGEMENT
CONTRACT
M
ANAGEM
ENT
STRATEGY
AND
STANDARDS
Modified from Larson 1998
SERVICE NETWORK PERSPECTIVEPARTNERSHIP NETWORK
SERVICE NETWORK TRIAGE

57. 57
MAINTENANCE FRAMEWORK AGREEMENT
Open
quality
Compe-
tition
4-year framework4-year framework
Price and Quality competition of clusters of buildings
&
selecting a set of ”preferred partners” reduce the risk of public conflicts
Open
quality
Compe-
tition

58. MAINTENANCE FRAMEWORK AGREEMENT
• Incentive contracts
• Carrot and stick (bonus and sanctions)
• Parameters: Energy, User-satisfaction and Quality
• Improves how we measure things
• Makes co-operation more intense
• Hopefully improves end-result
&

59. 59
MAINTANANCE COSTS 2006-2014 – TOTAL COSTS WITHOUT REPAIRS
59
0,00
0,50
1,00
1,50
2,00
2,50
3,00
3,50
4,00
2006 2007 2008 2009 2010 2011 2012 2013 2014
€ / m2 / kk Senaatti-kiinteistöt KTI - benchmark
> 0,5 €/m2/kk

60. 60
Palkki
Property
M
gm
t
Optimaze.net
(Rapal Oy)
Construction ICT
infra-
structure
Conctruction
Mgmt
Consultants
PhRakl
Tenants
services
Development
and Sales
The degree of difficulty involved in partnership replacement
Easy Difficult
Thestrategicsignificanceofthepartnership
Small
Large PERMANENT PARTNER STRATEGIC PARTNER
SPECIAL PARTNERSERVICE PROVIDER
Energy
Procurement
Services
delivered by
tenants
TOWARDS STRATEGIC PARTNERING?

61. SENATE
WORK ENVIRONMENT
SOLUTIONS

62. TOMORROW´S WORK ENVIRONMENT
SUPPORTS NEW WAYS OF WORKING

63. Social
Ways of working are up to date
Physical
Functional, safe and comfortable
facilities
Virtual
Required equipment and software, and sufficient support
TOMORROW´S WORK ENVIRONMENT

64. Social
Leadership and ways of
working are up to date
Physical
Functional, safe and comfortable
facilities
Virtual
Required equipment and software,
and sufficient support
TOMORROW´S WORK ENVIRONMENT
Software supports
natural ways of
working, and
information systems
used through social
interactions.
ICT needs taken into
account, and all
devices and
software in use
suitable for multi-
facility offices.
Facilities are used
in a flexible way
that supports new
ways of working.

65. Activity-based
environment
Minimum
overbooking
rate of
30 %
Safety zones
Evolving ways of
working: mobility and
multiple locations
At least
50 %
unassigned desks
THE GOVERNMENT PREMISES STRATEGY GUIDES
WORK-ENVIRONMENT PLANNING
Space efficiency
max. 18 m2/FTE
in premises to be fully renovated
max. 15 m2/FTE
in new buildings

66. SOLUTIONS WITH PROVEN EFFICIENCY (2015)
Clients save an average of
19% per FTE in premises costs
after applying Senate`s solutions
Property maintenance costs more than
10%Less than the market average*
Client space efficiency improved by
28%with Senate`s solutions including
development of the work environment
Our solutions are based on space-efficiency
objectives of the Government premises strategy
15 m2/FTE for new buildings
18m2/FTE for fully renovated properties
Since 2015 measured with
knowledge work performance metrics
when transitioning to an activity-based environment
* compared to comparable companies; KTI Benchmarking survey 2014

67. PHASES OF THE WORK ENVIRONMENT SOLUTION
• Proposing a suitable facility
• Signing a rental agreement
• Initiating possible actions related to
needed changes
• Work environment development and
planning
• Deployment and collaborative audit
of new work environment
DEPLOYMENT
We deploy a solution that
fits your needs
• Goals, preconditions and
organisation-specific needs
• Work-environment vision
• Knowledge work performance
metrics
• Description of a work environment
and service package that support
your operations
PLANNING
We assess what
your organisation needs
• Supported deployment of new work
environment and new working methods
• Change management
• Knowledge work performance metrics
• Work environment management
coaching
NEW WORK
ENVIRONMENT
We support your transition
to new ways of working

68. The social work environment
in cooperation with the client
Management services
• Strategic facility management
• Work environment development
• Change management support
• Safety consultation
Physical work
environment
• Offices
• Campuses
• Specialised premises
• Co-working space
• Facility services
Virtual work environment
In cooperation with Government ICT
Centre Valtori
TOMORROW’S WORK ENVIRONMENT SOLUTION

70. Management services
Needs
• Your organisation is transitioning to
new ways of working and work
environments that support them.
• You need a work-environment solution
that offers savings and improves results
and employee satisfaction.
Benefits
• More efficient facility and work
environment management
• Savings on premise expenses
• Improved information work
performance
• Simple organisational reform
SOCIAL WORK ENVIRONMENT – MANAGEMENT SERVICES
> Strategic facility management
> Change management support
> Work environment development
> Safety consultation

71. > Strategic facility management
> Change management support
> Work environment development
> Safety consultation
Management services
SOCIAL WORK ENVIRONMENT – MANAGEMENT SERVICES

72. SOCIAL WORK ENVIRONMENT – MANAGEMENT SERVICES
Strategic facility management
• See your premises as a strategic resource and get support for the management and
development of your organisation's facilities and work environments
• Gain insight into your current situation and set guidelines for future operations
• Outline your goals and plans for facility utilisation and development in the long term
• Make smart decisions
Service products
• Facility strategy creation
• Facility portfolio analysis and management

73. A SHIFT FROM MEASURING EFFICIENCY TO MEASURING
PERFORMANCE
73
Work performance
Individual work
habits
Contextual factors
- work
environment
Efficiency
Wellbeing
Physical, virtual and social
work environment
A Proactive, flexible and
mobile ways of working +
efficient use of ICT
Work efficiency and
effectiveness (outcomes,
skills, quality)
Motivation, satisfaction,
drive, ambiance, stress,
work-life balance
Source: SmartWOW-työkalu tietotyön suorituskyvyn
kehittämiseen, NOVI Research Center, Tampere University
of Technology, 2014

74. A KNOWLEDGE WORKER – NOT IN THE ASSEMBLY LINE
BUT IN THE MIDDLE OF COMPLEX NETWORKS
74

75. FACTORS AND ASSETS OF KNOWLEDGE WORK
PERFORMANCE AND PRODUCTIVITY
75

76. PRACTICAL MEASUREMENT APPROACH OF KNOWLEDGE
WORK PERFORMANCE
• Indexes describing the maturity level of ways of working
• Ways and skills of utilizing ICTs
• Ways to utilize physical work environment refelcting the work modes
• Individual working methods
• Group level working methods
• Work wellbeing impcats
• Subjective productivity
• Organization specific human resource inputs
• Organization specific outputs and results
• Measurement before and after work
environment change
• Development of national data base of
knowledge work performance
76

77. NATIONWIDE OFFICE AND WORKPLACE CONCEPTS
77
• For organizations that have a
nationwide network of offices and a
customer service network
• Objective to achieve scale benefits
• Unified procedures and space
utilization principles
• Applied on several different
administrative sectors: e.g. Tax
administration, National Land Survey,
Public employment and business
services

78. WHAT ARE GOVERNMENT WORKPLACE CONCEPTS IN
THE FINNISH CONTEXT?
• The Finnish government has a long history of
localised decision-making processes with a
strong emphasis on guiding the governmental
agencies through information (e.g. strategies).
• Recently, ministries and central agencies have
strengthened their control through corporate
real estate management models. One tool has
been to create governmental workplace
concepts for branches of administration.
• This development has been done in close
cooperation with Senate Properties. Senate
Properties is a government-owned enterprise
that acts as the government’s expert on the
work environment and work premises.
78Anne Sundqvist 29.1.2016

79. Työpistetilat Työpistetilat
Työpistetilat
Työpistetilat
Julkiset yhteis-käyttötilat
Kokous /
Yhteiskehittely-
keskus
Julkiset tilat
Cafe/ravintola
Tukitila
t
Tukitila
t
Tukitila
t
Sisäiset yhteis-käyttötilat
Työkahvila
Yhteiskäyttöiset työpisteet
Vetäytymistiloja Hiljaisia tiloja
Tulostus, WC
Työpistetilat
ja tukitilat
Julkiset tilat Julkiset yhteiskäyttötilat
Sisäisetyhteiskäyttötilat
(työ-kerroksissa)
Sisäiset yhteis-käyttötilat katu-
tasossa/kellarissa
1. krs.
2-N. krs.
Kulunvalvonta-alue
Asiakaspalvelu
Aula
Ravintola
Muut tilat
Lounge ja kokouskeskus
Hupi-tila
Sisäisin työtiloihin
Julkiset tilat Julkiset yhteiskäyttötilat
Ulos
Yhteis- ja yksilötyöhön sopiva
nimeämätön malli
Yhteistyöintensiivisempi järjestely,
nimeämätön
Yhteistyöpainotteisempi nimetty
työpistejärjestelyYksityinen nimetty työpistejärjestely
TYÖPROFIILIT Hlömäärä Buukkausaste (eli monelleko työpiste)
1: ANKKURI (toimistolla, työpisteellä) 225,0 100 %
2: YHDISTELIJÄ (toimistolla, paljon liikkeellä) 225,0 80 %
3: KERÄILIJÄ (vähän toimistolla, paljon liikkeellä) 225,0 60 %
4: NAVIGOIJA (hyvin vähän toimistolla) 225,0 40 %
6,5 tehollinen palveluaika (tuntia/päivä)
KÄYNTIASIAKKAAT / VKO Itsepalvelussa Palvelutiskillä Palveluhuoneissa
Lyhyt palvelutilanne (15 min) 900 450 450 Huom voit pyytää asiakkaalta todelliset tapaamistilastot ja täyttää ne punaisiin kohtiin
tilatarvearvio => 6,9 3,5 3,5
Pitkä palvelutilanne (45 min) 450 225 900
tilatarvearvio => 10,4 5,2 20,8
6,5 tehollinen kokousaika (tuntia/päivä)
SIDOSRYHMÄKOKOUKSET / VKO 20-30 hlö neuv. 8-12 hlö neuv. 4-6 hlö neuv.
60 min kokoukset 90 180 270 Huom voit pyytää asiakkaalta todelliset tapaamistilastot ja täyttää ne punaisiin kohtiin
tilatarvearvio => 2,8 5,5 8,3
120 min kokoukset 90 180 270
tilatarvearvio => 5,5 11,1 16,6
Henkilötyövuosia (htv) 900
Työntekijöitä yhteensä: 900 ,
Työpisteitä yhteensä: 630
Työpisteitä laskennallisesti: 70 % :lle työntekijöistä
ALUSTAVA TULEVA TILAOHJELMA, Esimerkkiohjelma
Pinta-ala yhteensä (m2): 12637 8 206 Pinta-ala sisäiset toimistoalueet
Tilatehokkuus (m2 / htv): 14,0 9,1 Tilatehokkuus (m2 / htv):
Tilatehokkuus (m2 / työntekijä): 14,0 9,1 Tilatehokkuus (m2 / työntekijä):
Tilatehokkuus (m2 / työpiste): 20,1 13,0 Tilatehokkuus (m2 / työpiste):
Julkiset tilat (katutasossa) m2 yht. lkm m2 á
Aula, vastaanotto & postitustila, asiakas-wc:t 176,0 1 176,0
Ravintola / Cafe (työkahvila-tyyppinen, jota voi käyttää muina aikoina työskentelyyn) 315,0 158 2,0 4
Asiakaspalvelutilat: Itsepalvelupisteet itsepalvelualueella 72,0 18 4,0
Asiakaspalvelutilat: Palvelutiskit (1+2 hlö, sis. odotusalueen ja taustatilat) 135,0 9 15,0
Asiakaspalvelutilat: Palveluhuoneet (2+2 hlö asiakastapaamisiin tai palveluun videoyhteydellä) 375,0 25 15,0
Muut tilat: esim. showroom ja talon kirjasto 176,0 1 176,0
muu tila, mikä? 0,0 0 0,0
muu tila, mikä? 0,0 0 0,0
Primäärikäytävien osuus (arvio) 416,3 25 %
TOTAL m2 1 665 13 % pinta-alasta
Julkiset yhteiskäyttötilat (ensisijaisesti katutasossa) HUOM päällekkäisyys/synergiat julkisten tilojen kanssa m2 yht. lkm m2 á
Loungetilat 35,0 1 35,0
Iso neuvottelutila (20-30 hlö), joista osa ravintolan kabinetteina 400,0 8 50,0
Keskikokoinen neuvottelutila (8-12 hlö), joista osa ravintolan kabinetteina 510,0 17 30,0
Pieni neuvottelutila (6 hlö), joista osa ravintolan kabinetteina 375,0 25 15,0
Hupi-tila (n. 10 hengen monitilaympäristö) 206,0 1 206,0
Mahdollisuus n. 100 hlö tilaisuuksiin muita tiloja muuntamalla / yhdistämällä
Hyvinvointi- ja liikuntatilat (1 kpl, keskitetty) 126,0 126 1,0 5
muu tila, mikä? 0,0 0 0,0
muu tila, mikä? 0,0 0 0,0
Primäärikäytävien osuus (arvio) 550,7 25 %
TOTAL m2 2 203 17 % pinta-alasta
Sisäiset yhteiskäyttötilat (katutasossa jos mahdollista tai esim. kellarissa) m2 yht. lkm m2 á
Sosiaalitilat (suihkut, pukukaapit ym. toimii myös väestösuojana) 236,3 157,5 1,5 4
Asiakirja- ja muut varastotilat 186,0 1 186,0
muu tila, mikä? 0,0 0 0,0
muu tila, mikä? 0,0 0 0,0
Primäärikäytävien osuus (arvio) 140,8 25 %
TOTAL m2 563 4 % pinta-alasta
Sisäiset yhteiskäyttötilat työkerroksissa ("kerroskeidas") m2 yht. lkm m2 á
Työkahvila 550,0 5 110,0 150
Keskikokoinen neuvottelutila (8-12 hlö) 315,0 11 30,0 60
Pieni neuvotteluhuone/projektihuone/ideointitilat (4-8 hlö) 315,0 13 25,0 50
Vetäytymistilat / hiljaisen työn tilat 126,0 21 6,0 30
Yhteiskäyttöiset työpisteet (luotavissa hiljaisen työn alueeksi, vierailijapisteiksi tai puhelintyötilaksi) 84,0 21 4,0 30
Muut tilat: mm. skannaus-/tulostus sekä postitustiloja, WC-tiloja 147,0 4 35,0 150
muu tila, mikä? 0,0 0 0,0
muu tila, mikä? 0,0 0 0,0
Primäärikäytävien osuus (arvio) 512,3 25 %
TOTAL m2 2 049 16 % pinta-alasta
Työpistetilat m2 yht. lkm m2 á
Työpiste 1: Henkilökohtainen 140x80 cm työpöytä + 2,4 hm säilytystilaa omalla työpisteellä ja 2,4 hm keskitetysti 1 350,0 225,0 6,0 Laskee työpistemäärän profiilista 1
Työpiste 2: Nimeämätön 140x80 cm työpöytä + oma lokero ja 2,4 hm (hyllymetriä) säilytystilaa keskitetysti 900,0 180,0 5,0 Laskee työpistemäärän profiilista 2
Työpiste 3: Nimeämätön 140x80 cm työpöytä + oma lokero ja 0,8 hm (hyllymetriä) säilytystilaa keskitetysti 607,5 135,0 4,5 Laskee työpistemäärän profiilista 3
Työpiste 4: Nimeämätön 140x80 cm työpöytä + oma lokero keskitetysti 360,0 90,0 4,0 Laskee työpistemäärän profiilista 4
muu tila, mikä? 0,0 0 0,0
muu tila, mikä? 0,0 0 0,0
Primäärikäytävien osuus (arvio) 1 072,5 25 %
TOTAL m2 4 290 34 % pinta-alasta
Lähitukitilat (työpisteiden lähellä) m2 yht. lkm m2 á
Pieni neuvotteluhuone/projektihuone/ideointitilat (4-6 hlö) 195,0 13 15,0 50
Vetäytymistilat 315,0 63 5,0 10
Skannaus/-tulostustila, toimistotarvikevarasto 130,0 13 10,0 50
Vaate- ja tavarasäilytys 390,0 13 30,0 50
Lähisäilytys ja varastotiloja 130,0 13 10,0 50
WC-tilat 240,0 16 15,0 40
muu tila, mikä? 0,0 0 0,0
muu tila, mikä? 0,0 0 0,0
Primäärikäytävien osuus (arvio) 466,7 25 %
TOTAL m2 1 867 15 % pinta-alasta
Huom voit pyytää asiakkaalta todelliset tapaamistilastot ja täyttää ne punaisiin kohtiin
Huom voit pyytää asiakkaalta todelliset tapaamistilastot ja täyttää ne punaisiin kohtiin
yksi yhteinen tila organisaatiolle. Koko = 50 m2 + 0,2 m2/työpiste (pyöristettynä ylös)
1 laskennallinen paikka / X työpistettä
Itsepalvelupisteiden lukumäärä asiakasmääristä pyöristettynä ylöspäin lähimpään kokonaislukuun
Palvelutiskien lukumäärä asiakasmääristä pyöristettynä ylöspäin lähimpään kokonaislukuun
Palveluhuoneiden lukumäärä asiakasmääristä pyöristettynä ylöspäin lähimpään kokonaislukuun
Käyttäjäsidonnainen, skaalautuva, mahdollista ettei tule ollenkaan. Oletuskoko: Koko = 50 m2 + 0,2 m2/työpiste (pyöristettynä ylös)
Voidaan yhdistää julkisten tilojen aulaan
kokousmääristä johdettuna, pyöristettynä ylös/alaspäin lähimpään kokounaislukuun
kokousmääristä johdettuna, pyöristettynä ylös/alaspäin lähimpään kokounaislukuun
kokousmääristä johdettuna, pyöristettynä ylös/alaspäin lähimpään kokounaislukuun
skaalautuva, mahdollista ettei tule ollenkaan. Oletuskoko: Koko = 80 m2 + 0,2 m2/työpiste (pyöristettynä ylös)
1 laskennallinen käyttäjä / X työpistettä
1 laskennallinen käyttäjä / X työpistettä
yksi yhteinen tila organisaatiolle. Koko = 60 m2 + 0,2 m2/työpiste (pyöristettynä ylös). Muutettavissa esim. liikunta ja neuvottelutiloiksi
1 tila per X työpistettä pyöristettynä ylöspäin lähimpään kokonaislukuun TAI 1 kpl / kerros
1 tila per X työpistettä pyöristettynä ylös- tai alaspäin lähimpään kokonaislukuun TAI 2 kpl / kerros
1 tila per X työpistettä pyöristettynä ylös- tai alaspäin lähimpään kokonaislukuun TAI 3 kpl / kerros
1 tila per X työpistettä pyöristettynä ylös- tai alaspäin lähimpään kokonaislukuun TAI 3 kpl / kerros
1 tila per X työpistettä pyöristettynä ylös- tai alaspäin lähimpään kokonaislukuun TAI 6 kpl / kerros
1 tila per X työpistettä pyöristettynä ylös- tai alaspäin lähimpään kokonaislukuun TAI 1 kpl / kerros
Laskee työpistemäärän profiilista 1
Laskee työpistemäärän profiilista 2
Laskee työpistemäärän profiilista 3
Laskee työpistemäärän profiilista 4
1 tila per X työpistettä pyöristettynä ylöspäin lähimpään kokonaislukuun
1 tila per X työpistettä pyöristettynä ylöspäin lähimpään kokonaislukuun
1 tila per X työpistettä pyöristettynä ylöspäin lähimpään kokonaislukuun
1 tila per X työpistettä pyöristettynä ylöspäin lähimpään kokonaislukuun
1 tila per X työpistettä pyöristettynä ylöspäin lähimpään kokonaislukuun
1 tila per X työpistettä pyöristettynä ylöspäin lähimpään kokonaislukuun
1 867
250
4 290
800
2 049
300
563
200
2 203
300
1 665
400
ARVIO TILATARPEESTA,
kaikki lat: 12637 m2,
toimisto lat: 8206 m2
NYKYINEN TILANKÄYTTÖ,
kaikki lat: 2250 m2,
toimisto lat: 1550 m2
Julkiset lat (katutasossa)
Julkiset yhteiskäy ö lat
(ensisijaises
katutasossa)
Sisäiset yhteiskäy ö lat
(katutasossa tai
kellarissa)
Sisäiset yhteiskäy ö lat
("kerroskeidas")
Työpiste lat
Lähituki lat (työpisteiden
lähellä)
14.-15.06.2016
STATE GENERIC WORKPLACE CONCEPT

80. Work environment development
• Learn how your employees work and what kind of work environment best
supports their work
• Renew the ways of working within your organisation and support these with a
professional work environment design
• Gain a work environment where your employees are comfortable and productive
Service products
• Work environment development project that improves, defines or renews facility
utilisation
• Conceptualisation of office networks
• Work environment management
SOCIAL WORK ENVIRONMENT – MANAGEMENT SERVICES

81. Change management support
• Linking work environment changes with strategic development
• Controlled implementation of changes according to organisational needs and culture
• Engaging change process
• Ensuring organisational performance in change situations
Service content
• Knowledge work performance metrics and development
• Change management services
• Deployment of the new work environment
• Coaching for new ways of working
SOCIAL WORK ENVIRONMENT – MANAGEMENT SERVICES
Resisting
Time
Supportive

82. Safety consultation
• Cost-efficient risk management
• As possible risks are identified in advance, protective measures can be taken.
This will usually cost less than repairing damage or having to make changes at a
later date.
Service products
• Haukka safety mapping
• Safety planning
• Implementation and inspection of safety measures
SOCIAL WORK ENVIRONMENT – MANAGEMENT SERVICES

84. > Offices
> Campuses
> Special premises
> Hupi facilities and joint-use facilities
> Facility services
Physical work environment

85. • We'll find a facility solution that fits your needs from
our database or from the private market.
• If the private sector is used, we set out your options,
negotiate contracts and supervise the change work.
• If required, we will also assist with reorganising any
rental agreements that are no longer required.
PHYSICAL WORK ENVIRONMENT
Correctly dimensioned
and supportive facilities

86. Office premises that support new ways of working
• We start with an adjustable, acitivity-based
environment based on the work environment
concept set by the government.
• As work becomes more mobile, space
requirements are reduced.
• Wireless networks, portable devices and smart
facility planning encourage taking full advantage
of available facilities.
• The goal is to offer turnkey solutions and
promote joint-use facilities.
• Choices and activities are driven by sustainable
development.
Office premises
PHYSICAL WORK ENVIRONMENT

87. AN ACTIVITY-BASED ENVIRONMENT LETS YOU
CHOOSE SPACES BASED ON YOUR NEEDS
Collaboration Concentration Confidential discussions and
materials
Informal meetings
Meetings Calls and online
meetings
Customer service Breaks and random
encounters

88. Public administration campuses bring synergy
benefits
• Collaboration and joint use of facilities across
organisational boundaries
• Centrally sourced and professionally managed
facility services
• Safety infrastructure that fulfils government
requirements
Campuses
PHYSICAL WORK ENVIRONMENT

89. • We plan and implement facilities for multi-
faceted operations such as:
• prisons
• garrisons
• laboratories
• Special premises are developed through
conceptualisation to further improve
operations.
• We are currently developing specific
performance metrics for different facility types.
• Utilisation rates can be improved e.g. by
promoting joint use and with smart facility
planning.
Special premises
PHYSICAL WORK ENVIRONMENT

90. Senate Properties provides:
• Survey of service requirements
• Tendering
• Acquisition
• Agreement management
• Quality control
Facility services
HANSELIN PUITESOPIMUKSET
SERVICES MANAGEMENT
RECEPTON SERVICES
CONFERENCE AND
RESTAURANT SERVICES
CLEANING SERVICES
OFFICE SERVICES
SECURITY SERVICES
HANSEL FRAMEWORK AGREEMENTS
PHYSICAL WORK ENVIRONMENT

91. We provide public administration with flexible
co-working environments for work and for
meetings.
Hupi
• A free modern environment for work and for
networking for all public administration.
• A flexible resource for occasional facility
needs.
• The first Hupi was opened in Pasila in Helsinki,
and the network is growing.
• www.senaatti.fi/hupi
Co-working space
PHYSICAL WORK ENVIRONMENT

93. • Wireless network
• Electronic meeting-room reservation systems, up-to-date AV equipment and
accessories
• Access control and timesheets
• Secure printing
• Lobby technology
Our partner in virtual work environment solutions is the Government ICT
Centre Valtori.
VIRTUAL WORK ENVIRONMENT
A functional work environment
promotes virtual work

94. Indoor
conditions
Lighting
Ergonomics
Mobility
Motivation
Sense of
community
Flexibility Acoustics
Look & Feel
Collaboration
Atmosphere
EMPLOYEE WELL-BEING

95. A STRONG SALES & MARKETING
APPROACH

96. Senaatti-areena was organized in six towns in autumn 2015
Theme: New ways of working and work environment solutions, internal motivation
Target group: Central government administration and experts, 390 participants
SENAATTI-AREENA

97. Senaatin Tori was organized in autumn 2015
Theme: Finnish state’s property development and sales
Target group: Real estate desicion-makers, 200 participants
SENAATIN TORI

98. SENATE PROPERTIES IN SOCIAL MEDIA

99. CASE-STUDIES

100. CASE-STUDIES
Finnish Customs
Population Register
Centre
Ministry of the
Environment
TE Services of
Uusimaa The District Court of
Southwest Finland
Valtori

101. Services provided by
Senate Properties
• Creation of facility strategy
• Development of work
environment
• Facility acquisition
• Facility services
FINNISH CUSTOMS
“Centralised facilities improve collaboration
and offer savings from premise expenses.”
“It was great to be able to bring together the operations and people
that needed to be connected – more efficiently, in a smarter and more
cost-efficient way. Our new work environment allows us to work in
new ways. It promotes encounters and makes meetings easy to
organise.”
HANNU LAPPI
CEO, CUSTOMS
Starting point
• Operations in 12 different offices
• 21,400 m2, 850 people,
rents €4.0 m/year
Goals
• Focus operations at one location and
support organisational reform
• Save on rental costs
Solution
• A 750-person work
environment in the Pasila
office hub that promotes
new ways of working
• Rental savings: €0.7 m/year
• State profit for selling old
facilities: €26m

102. Services provided by
Senate Properties
• Facility mapping
• Development of work
environment
• Facility services, such as
reception and security and
cleaning services
HANNU LUNTIALA
DIRECTOR GENERAL,
POPULATION REGISTER CENTER
“The change from a large room to a multi-facility environment was
quite a challenge. The most important thing was to have the whole
staff involved in the planning and preparation. We are excited about
our new work environment because our common facilities promote a
new kind of communality as well as spontaneous encounters.”
Starting point
• Rental agreement in Kalasatama, Helsinki
was about to end, some staff transferred
to Kokkola
• Facilities totalling 6,750 m2, with rents of
€1.5 m/year
Goal
• A work environment that fits the needs of
changed space requirements, new ways of
working and a younger generation of state
officials
Solution
• Multi-facility environment in
government premises at the
Sörnäinen campus in Helsinki
• Total facilities area: 3,150 m2
• Rental savings: 0.7 m per year
POPULATION REGISTER CENTRE
” From resisting change to a positive
surprise."

103. Services provided by Senate
Properties
• Nationwide facility concept
• Adaptation of concepts
• Facility search, acquisition and
subletting
• Supervision of change work and
project management
• Office-specific change coaching
• User services (in some locations)
TE SERVICES OF UUSIMAA
MARJA KYYTSÖNEN
SPECIALIST
Starting point
• Nationwide organisational reform
• Facility efficiency: approx. 35 m2/FTE
• Number of offices: 18
Goals
• Build a new service model and improve
customer service and customer experience
• Save on premise costs
• Improve well-being and comfort at work
Solution
• Facility efficiency average
22 m2/FTE (improvement of
37%)
• Number of offices: 10
• Premise rents decreased by
€0.5 m/year after the renewal
“Our new premises provide ample
support for our new service model.”

104. Services provided by Senate
Properties
• Development of work
environment
• Change management support
• Facility acquisition and
subletting
MINISTRY OF THE ENVIRONMENT
HARRI HAKASTE
SENIOR ARCHITECT
Starting point
• Locations rented from three different
landlords
• Maze-like spaces in poor condition
Goals
• Improve well-being and comfort at work
• Improve cooperation between units
• Minimise effect on the environment with an
efficient facility solution, e.g. reduce heating
and electricity usage by 60% and travel by
13%
• Enable new office property metrics
Solution
• Comfortable multi-facility
environment
• Rental savings: approx.
€220,000/year (2013–2015)
• Facility efficiency improved by
40%
(previously 10,340 m2, now
6,252 m2)
• Substantial energy savings
“Our greatest benefits have been improved
facility efficiency and increased cooperation
between ministries.”

105. Services provided by Senate
Properties
• Facility strategy
• Work environment and
interior design
• Furniture as a service
VALTORI
“Work motivation here has improved a
great deal. Our team has adapted to the
new practices really well. I feel like our staff
were eagerly waiting to see what would
come out of this change.” JORMA AIRAKSINEN
ICT MANAGER, VALTORI
Starting point
• Employees scattered around the metro
area in 35 different locations
Goals
• Compact the organisation’s network in
such a way that there would be a single
office in each location
• Improve efficiency
• Save on premise costs
Solution
• Three floors on
Lintulahdenkatu, Sörnäinen
• 3,160 m2 in use
• No reserved work desks
• Overbooking principle: 320
Valtori employees, 260
workstations

106. THE DISTRICT COURT OF SOUTHWEST
FINLAND
SEIJA LEHTONEN
ADMINISTRATIVE
ASSISTANT, THE
PROSECUTOR´S OFFICE
OF WESTERN FINLAND
Starting point
• District court, enforcement office and
prosecutor all located in different places
• Staff of 260, facility efficiency
25–40 m2/FTE
Goals
• Focus operations at the District Court of
Varsinais-Suomi in Turku
• Make all facilities of the judicial
administration uniform, cost-efficient and
supportive
Solution
• Customer services grouped
together
• Safety improved with zones
• Annual saving on rents:
approx. €206,500
• Facility efficiency: approx.
19–22 m2/FTE
“Our new premises have improved
our sense of solidarity. Working has also
become smoother thanks to the retreat
rooms available for tasks that require intense
focus.”
Services provided by Senate
Properties
• Facility and work environment
concept

108. REMOTE AND FLEXI WORK
Spaces for working…
108
Time and
place become
irrelevant for
working.

109. THANK YOU
Kasper Fabritius
kasper.fabritius@senaatti.fi
Senate Properties Multi-Space video
http://vimeo.com/111627001