DR3901-001_Space_Standards_for_ITS_Personnel.pdf

U.S. Department of Agriculture

Washington, D.C. 20250

DEPARTMENTAL REGULATION

Number:

3901-001

SUBJECT: Space Standards for

International Technology Services

Personnel and Automated Data

Processing Rooms at Customer

Locations

DATE: June 28, 2013

OPI: The Office of the Chief Information Officer

International Technology Services – Business

Services Division, Asset Management Branch

TABLE OF CONTENTS

Section Page

1. PURPOSE 2

2. CANCELLATIONS 2

3. AUTHORITY/REFERENCES 2

4. BACKGROUND 2

5. POLICY 2

6. SCOPE 2

7. SQUARE FOOTAGE 3

8. LAYOUT OF OCIO-ITS SPACE 4

9. SPECIFICATIONS FOR LARGE OFFICES 4

10. SPECIFICATIONS FOR THE ADP ROOM 4

11. ADP ROOM EQUIPMENT OUTPUTS 6

12. ADP ROOM WIRING/CABLING 6

13. EXTERIOR SIGNS 6

14. RESPONSIBILITIES 6

15. DEVIATIONS 7

16. DEFINITIONS 7

1. PURPOSE

The purpose of this regulation is to provide general space requirements and guidelines for Automated Data Processing (ADP) rooms and International Technology Services

(ITS) personnel located in all customer managed space. Locations with no ITS staff must adhere to the ADP room requirements.

2. CANCELLATIONS

a. This regulation supersedes Departmental Regulation (DR) 3901-001 dated October

27, 2008.

3. AUTHORITY/REFERENCES

a. Departmental Manual (DM) 3510-001, Physical Security Standards for Information

Technology (IT) Restricted Space.

b. DR 1620-002, USDA Space Management Policy.

c. DR 3902-001, Service Center Technology Modernization Project (SCTMP)

Wiring/Cabling Specifications for Service Center Agencies’ (SCA) Computer

Rooms.

4. BACKGROUND

On November 28, 2004, ITS became a separate entity with unique space requirements.

As the SCA began to plan for new or renovated space, it became apparent that requirements were needed in order to standardize ITS space across the country.

Additionally, it was necessary to incorporate new IT security requirements into all space planning.

5. POLICY

The goal of ITS’ space management policy is to ensure space is provided that allows

ITS employees to efficiently perform their duties, complies with Departmental

Regulations and at the same time keeps space costs to a minimum.

6. SCOPE

The standards in this notice shall be used for all Office of the Chief Information Officer

(OCIO)-ITS space planning. The ADP room standards will be applied to all offices receiving ITS services, including those offices where no ITS staff is co-located. These standards will also apply to all ADP rooms that have been approved for co-location with non-customers. This policy also covers space managed by our customers where ITS is being asked to provide IT infrastructure services to third parties.

7. SQUARE FOOTAGE

a. General. The standards listed in the following table show the maximum square footage that will be used in any space request. In offices with no ITS staff, the ADP room shall be a minimum of 75 square feet and a maximum of 100 square feet, and the standards in this notice will apply.

MAXIMUM SQUARE FOOTAGES

TYPE OF SPACE 1 ITS 2-3 ITS 4-6 ITS 7-9 ITS

OFFICE - The same square footage as comparable grade level offices of the customer in the building, not to exceed

150 square feet.

= or <150

SF

Allocated sq.

ft. times no.

of employees

Allocated sq.

Allocated sq.

ADP ROOM – This room is for ITS and customer information technology equipment. The room shall be large enough to allow three feet for accessibility around all sides of the equipment. If this calculation is more than 100 square feet, contact the ITS

Realty Specialist who will forward them to the appropriate Division

Director for approval on a case by case basis.

75-100 SF 75-100 SF 75-100 SF 75-100 SF

STORAGE – Storage space cannot be shared with customer nor located within the ADP room.

50 SF 50 SF 100 SF 150 SF

WORK/SETUP AREA 50 SF 50 SF 100 SF 150 SF

Maximum Total Square Footage

(not including Shared Space)

325 – 350

SF

175-200 SF

plus office space

275-300 SF

375-400 SF

8. LAYOUT OF OCIO-ITS SPACE

a. General. It is preferred that all ITS space is adjoining. Each room or suite shall have four ceiling to floor walls and a lockable door.

b. ADP Room. The ADP room must be a separate, lockable room used only for telecommunications and computer equipment. No storage of any kind is allowed in this room. The room must be wide enough to allow three feet for accessibility around all sides of the equipment rack or cabinet. Note: If the Group Manager has made the determination that the cabling loop will allow the cabinet to be easily moved to provide the 3’ clearance this is acceptable.

c. General ITS Room/Suite. For safety reasons, the building manager will be issued a key to ITS space. Other than that, only ITS personnel will be issued a key to this space. This space will serve as the ITS employee cubicles/offices, work/setup area and storage.

d. Space for Managers, ITS Division Directors, Branch Chiefs and Group Managers.

At locations where private offices are allocated to Managers, ITS Division

Directors, Branch Chiefs and Group Managers will also have a private office with a lockable door. This office may be within or adjacent to the general ITS room.

e. Private Offices. When a location’s existing configuration has non-supervisory personnel occupying private offices, the possibility exists that the non-supervisory employee may have to vacate the office for a supervisor.

9. SPECIFICATIONS FOR LARGE OFFICES

Since the requirements of large offices are unique, the requirements will be defined on a case by case basis at the time of a major renovation or solicitation of new space. Large offices must adhere to all USDA security standards.

The square footage of offices for supervisors and top management may be larger than

150 square feet. The size of these offices shall be decided on a case by case basis and will be based on the size of comparable grade level offices at the location, with the goal of staying within Departmental standards.

10. SPECIFICATIONS FOR THE ADP ROOM

The specifications listed below shall be included in all space Request for Lease

Proposal/Lease (RLP/L) packages. The ADP room shall be renovated to bring it into compliance whenever a new lease is signed, even if the office will remain in the same space, or whenever renovations are made to existing space.

a. Doors. The number of entrances to the ADP room will be kept to a minimum as required by local fire code. Every entrance into an ADP room must be a metal clad or solid core, lockable door. A managed process will be utilized to control all access to the room. The process can be electronic or manual (key access, door bell with escort and sign-in, etc.) and the process must be documented. One key or code will be assigned to an individual from each customer group. All computer room doors shall be removed from the master key system of the facility. Exterior doors must have either interior hinges or exterior hinges with non-removable pins.

b. Windows. There will be NO WINDOWS in the ADP room, even if a portion of the room has exterior walls.

c. Flooring. The flooring will be anti-static hard surface; no carpet.

d. Walls. Wall construction will be slab to slab with sound transmission class 40 or better.

e. Temperature and Humidity. The ADP room shall be cooled at all times. The ambient room temperature shall be maintained between 65º to 78ºF (18º to 26ºC).

The ambient relative humidity levels shall be maintained between 35% and 55%.

The temperature and humidity controls shall be managed within the room, including point of contacts for emergency situations. The ADP room shall have access to temperature readings within the space. Air conditioning must be controlled on the weekends as needed to maintain the minimum temperature in the room.

f. Shared Space. The ADP room shall NOT be designed as a multi-use room. Only

ADP and telephone equipment shall be in this room. Mail machines, printers

(unless specifically for the ADP equipment), faxes, file cabinets, shared storage, copiers, plotters, etc. shall be located outside the ADP room. ITS storage will NOT be in the ADP room.

g. Plumbing. Because of the danger of water damage, the ADP room shall not be located in areas where water bearing pipes would be overhead.

h. Fire Suppressant Systems. A sprinkler system will be installed when local building codes require it. A dry-pipe system is preferred. Sprinkler heads shall be placed so that they are not directly above any equipment. Each ADP room shall be equipped with a clean agent fire extinguisher. An annual inspection must be performed on the fire extinguisher.

i. Telephone System. The telephone demarcation must be inside the building, not on the exterior. While this is preferred at all sites, it is mandatory in new construction.

The building contractor shall attach to one wall a sheet of ¾ inch 4 x 8 plywood, painted with fire retardant paint. This will be the extended demarcation point and for the installation of phone equipment, etc.

j. Physical Location. The ADP room should not be located either above, adjacent, or below public areas in multi-story buildings. The ADP room will be located in the interior of the building away from exterior windows, if practical. DM 3510-001

Section 3 (b1 & c1).

k. Public Areas, Mailrooms and Loading Docks. The ADP room will be located a minimum of 50 feet from public areas, mailrooms and loading docks. DM 3510-

001 Section 3 (c6-c8).

l. Signage. Ensure that all signs identifying the ADP room are removed from public view. Directories or building maps that identify the location of critical or sensitive asset locations shall not be displayed.

m. Electrical Power. Where possible, the capability of shutting off power to an information system component that may be malfunctioning or threatened without endangering personnel by requiring them to approach the equipment shall be included in new and refurbished ADP rooms.

11. ADP ROOM EQUIPMENT OUTPUTS

Refer to the manufacturer’s requirements for all equipment that will be located in the room.

12. ADP ROOM WIRING/CABLING

Cable plant specifications will be provided by the appropriate ITS Division. Please refer to the following links for cabling/wiring guidance: DR 3902-001, SCTMP

Wiring/Cabling Specifications for Service Center Agency (SCA) Computer Rooms, http://www.ocio.usda.gov/directives/doc/DR3902-001.pdf.

13. EXTERIOR SIGNS

Exterior signs identifying the customer organizations are for the convenience of the public. Since ITS does not directly service the public, there is no requirement for ITS to be identified on these signs.

14. RESPONSIBILITIES

a. Contracting/Real Property Leasing Officer of the lead agency will:

(1) Work closely with the OCIO-ITS Group Manager and OCIO-ITS Realty

Specialist to ensure that the appropriate requirements for the space and wiring/cabling are included in all Request for Lease Proposal/Lease packages prior to issuance.

(2) Prior to accepting new space or renewing a lease, will provide to the OCIO-

ITS Realty Specialist, through the OCIO Group Manager, a dimensioned floor plan that clearly shows the ADP room and OCIO-ITS space.

http://www.ocio.usda.gov/directives/doc/DR3902-001.pdf

(3) Notify the OCIO-ITS Technical Support Division (TSD) Group Manager prior to collocating with third parties when there is a need for the third party to use ITS services so a determination can be made by ITS as to whether the services can be provided.

b. OCIO-ITS-TSD Group Manager will:

(1) Work closely with customer management to identify offices that may be issuing a new lease or doing renovations.

(2) Provide the OCIO-ITS Realty Specialist copies of dimensioned floor plans for all offices that are planning to issue a new lease or planning renovations that involves OCIO-ITS.

(3) Provide the OCIO-ITS Realty Specialist with an ADP Room Checklist for all offices whose ADP rooms are being brought into compliancy with the standards.

(4) Review the electrical section of the construction drawings to ensure that the location of the phone jacks, data ports and electrical outlets will be accessible once systems furniture is installed.

(5) Coordinate with customers when services are needed for third party customers.

c. OCIO-ITS Realty Specialist will:

(1) Work with the OCIO-ITS Group Managers and customer contacts to resolve any issues regarding ITS space and will recommend that an issue be elevated to the State Food and Agriculture Council when consensus can’t be reached.

(2) Work with the Real Property staffs of the SCA and other customers to develop guidance regarding space issues that may involve OCIO-ITS space.

(3) Approve all floor plans involving ITS personnel or ADP room space before construction begins.

15. DEVIATIONS

Requests for deviations from these standards should be sent through the Group Manager to the OCIO-ITS Realty Specialist, who will forward them to the appropriate Division

Director for approval on a case by case basis.

16. DEFINITIONS

a. ADP Room. Areas that house telephone and/or computer equipment.

b. Public Areas. Areas open to all individuals, including visitors. Examples are reception rooms, training rooms, cafeterias/vending areas, and rest rooms.

c. Shared Space. Space, such as a break room, that is shared by more than one agency within a given office.

d. Service Center Agencies. Farm Service Agency (FSA), Natural Resources

Conservation Service (NRCS), and Rural Development (RD) are collectively referred to as the Service Center Agencies (SCA).

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