Attachment_B_-_OMHA_POR_(2015)_-_Miami_05302014.pdf

Summary | Utilization Rate (UR) Calculations U.S. Department of Health and Human Services Office of Medicare Hearings and Appeals

Current

Historical Allocation

(RSF)

Historical Allocation

(USF)

Total UR - New

Eligible Shared Space

(Prorated)

Excepted space (hearing rooms/storage) Exempt from UR

Calculation

Total Eligible Usable Area

Eligible Headcount

Utilization Rate

(sf / person)

Office of the Chief Judge (Headquarters) 10,324 11,397 sf 0 sf 2,726 sf 8,671 sf 51 ppl 170.02

Mid-Atlantic Field office (Arlington) 18,223 15,451 sf 0 sf 2,581 sf 12,870 sf 78 ppl 165.00 Southern Field Office (Miami) 51,285 44,088 27,362 sf 0 sf 4,611 sf 22,751 sf 134 ppl 169.78 Western Field Office (Irvine) 45,540 42,771 27,362 sf 0 sf 4,611 sf 22,751 sf 134 ppl 169.78 Mid-Western Field Office (Cleveland) 70,497 63,326 27,362 sf 0 sf 4,611 sf 22,751 sf 134 ppl 169.78 Central Operations (Cleveland) 0 10,167 sf 0 sf 1,160 sf 9,007 sf 53 ppl 169.95 Kansas City (18 ALJ) 0 26,202 sf 0 sf 3,451 sf 22,751 sf 134 ppl 169.78

195,869 175,460 145,302 sf sf 23,751 sf 121,551 sf 718 ppl 169.29 UR Goal: 170 sf

No Net New Status: USF RSF

Existing Real Estate 175,460 195,869 Deviation from Goal: -0.09

Projected New Real Estate (w/o Kansas City) 119,100 136,965

Difference 56,360 58,904 Adjustment needed to meet goal: None Projected Additions to Real Estate (Kansas City) 26,202 30,132 No Net New Balance 30,158 28,772

Future (2015)

Locations

25,275

Office Location RSF USF FY2014 Occupants FY 2015 Occpt Plan + / ‐ Arlington 17,502 15,451 52 80 78 26 Central Operations 11,693 10,167 29 53 53 24 Cleveland 31,466 27,362 113 137 134 21 Headquarters 13,023 11,397 55 55 51 ‐4 Irvine 31,466 27,362 136 139 134 ‐2 Miami 31,466 27,362 140 140 134 ‐6 Total: 136,616 Kansas City 0 139 134 134

136,616 Kansas City (18 ALJ) 30,132 26,202 Total 525 743 718 193

166,748 145,303

FY 15 CJ APT shows only 629 FTE

TOTAL UR 145,303

Speciality space X .45 circulation 23,751 Total Space used for UR 121,552 Occupants Identified UR 169

Summary |Space Program Standards U.S. Department of Health and Human Services Office of Medicare Hearings and Appeals

Space Management Standards

Space Management Standards ‐ Headquarters Office (HQ)

Cubicle Workstation Type 2 64 SF Office Automation

Cubicle Workstation Type 3 24 SF Extern (Bench)

Office Type 4 100 SF Individual Workspaces ‐ HQ Cubicle Workstations

Cubicle Workstation Type 1 90 SF ttorney, Program Analyst, Executive Assistant (GS‐13 and below

Branch Chiefs

Office Type 2 200 SF ALJ (50 SF hearing Exception Space), SES

Office Type 3 150 SF SES and Directors

Item Value

Individual Workspaces ‐ HQ Offices Office Type 1 200 SF Chief ALJ, DCALJ (50 SF hearing Exception Space)

Notes

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Item Value Notes

Historical Utilization Rate 215 SF

New Utilization Rate 170 SF Standard Established by the DHHS Office for Facilities Management and Policy, dated 10/13/2011

Circulation Rate (% above Total Net Area) 45.00%

Percentage of space allocation set asside for internal hallways and corridors: Note: rate is based on high ratio of offices. Circulation rate will need to be adjusted is the percentafe of open workstations is higher.

Fit Factor Rate (% above Total Net Area) Estimated area lost due to large columns, irregular spaces and other anticipated builiding floor plate inefficiencies.

Rentable/Usable Factor (x.xx) 1.15 Multiplier that converts usable area to rentable area

Individual Workspaces ‐ Offices Office Type 1 200 SF ALJ (50 SF hearing Exception Space)

Office Type 2 120 SF Non‐ALJ Supervisors

Cubicle Workstation Type 2 24 SF Legal Extern

Office Type 3 90 SF Attorney, Paralegal, Program Analyst

Individual Workspaces ‐ Cubicle Workstations

Cubicle Workstation Type 1 64 SF Legal Assistant, Intake Docket, Office Automation

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Group Space Program Updated: April 29, 2013

Office of Medicare Hearings and Appeals (OMHA) Miami, FL

Office Area Summary quantity square feet quantity square feet notes

Individual Workspaces 145 ≈ 16,788 sf 116 11,544 sf Offices 92 ≈ 11,863 sf 60 8,200 sf (from Table 1.1 below)

Workstations 53 ≈ 4,925 sf 56 3,344 sf (from Table 1.2 below)

Standard Support Spaces 36 ≈ 4,161 sf 43 4,536 sf Meeting Spaces 3 ≈ 472 sf 13 1,100 sf (from Table 2.1 below)

Resource Spaces 33 ≈ 3,689 sf 30 3,436 sf (from Table 2.2 below)

Special Support Spaces 20 ≈ 5,748 sf 14 2,790 sf (from Table 3 below)

(=) Net Area for Group ≈ 26,697 sf 18,870 sf Distribution of Net Area

Internal Circulation 45.0% = + 8,492 sf Fit Factor Adjustment 0.0% = + 0 sf

(=) Usable Area for Group 27,362 usf total area occupied by the organization (USF)

Rentable/Usable Factor (from space standards)

31,466 rsf

Headcount

Employee Type Full-Time Part-Time Subtotal Full-Time Part-Time Subtotal notes

Federal 130 130 130 130 Future:

Contractor 4 4 4 4 Future: VTC technician, IT technician, Security Officer, Personnel from Other Organizations 6 6 6 6 Future: (2) Student Trainee (Pathways) (4) Legal Extern

Total Headcount: 140 140 total population that occupies the workplace

Space Utilization Calculation

Total Headcount 140 (from Total Headcount above) onnel Excluded from UR Calculation - 6 legal extern position

(=) Total Eligible Headcount 134

Net Area for Group 27,362 sf (from Total Net Area above)

(-) Space Exempt from UR - 3,180 sf (from Table 4 below)

(=) Eligible Net Area for Group 24,182 sf

(+) Internal Circulation & Fit Factor 45.0% = + 10,882 sf (same % rates as above)

+ 35,063 sf (=) Usable Area for Group + 27,362 sf (from Total Usable Area above)

Current (2012)

Current (2012)

Future (2015)

Future (2015)

Future (2015) x 1.15

= 3146572.5% of total usable area

0%0%0%0%Distribution of Net Area

0 0 0 0 043%

18% 6%

18%

15% Offices

Workstations

Meeting Spaces

Resource Spaces

Special Support Spaces

43%

11%0%

21%

25% 43%

18% 6%

18%

15% Offices

Workstations

Meeting Spaces

Resource Spaces

Special Support Spaces

44%

18% 2%

14%

22%

Utilization Rate for Group-owned Space Only

(does not included prorated portion of shared-use space) orated Portion of Shared-Use Space 15.6% = + 0 sf (from Shared Use Space)

(=) Eligible Usable Area for Group 27,362 usf Utilization Rate for Group

(-) Customer Utilization Rate Goal 170*134=22,780

Group Deviation from Goal tment Needed in Group Usable Area None

1.1 Individual Workspaces | Offices

space type sf quantity subtotal sf quantity subtotal notes

Office Type 1 219-336 2 ≈ 555 sf 150 sf 1 150 sf Current: 336sf, 219sf, 250sf, offices Future: (1) HOD

Office Type 2 168‐182 9 1526

200 sf 18 3,600 sf Future: (18) ALJ; Note: 50 sf of each office is exempt from the UR calculations

Office Type 3 130-156 23 ≈ 3,460 sf 100 sf 4 400 sf

Future: (1) Supervisory Program Analyst (3) Supervisory Attorney/Sr.

Attorney

Office Type 4 108-126 39 ≈ 4,576 sf 90 sf 45 4,050 sf

Future: Office sharing ration of 3:2 (based on current flexiplace usage) for (36) Attorney - ALJ Team, (8) Attorney Pool support (10)Paralegal,

(4) Program Analyst (1) hoteling office

Office Type 5 80-96 19 ≈ 1,746 sf Future: hotel office subtotal: 92 ≈ 11,863 sf 60 8,200 sf

1.2 Individual Workspaces | Workstations

space type sf quantity subtotal sf quantity subtotal notes

Workstation Type 1 ≈ 80 sf 53 ≈ 4,240 sf 64 sf 50 3,200 sf

Current: workstation count does not include ALJ team work areas (see Table 2.2 below for file storage/work area) Future: ALJ teams - (36) Legal Assistants; Atty/LA Pool - (5) LA Admin Support Staff - (2) Office automation, (1) VTC tech (1) IT Tech; Intake/Mailroom staff -

(3) Intake Docket, (2) Student/Pathways; Note: (2) office automation/mail clerks work in mailroom and Security officer workstation are included in support space table

Workstation Type 2 117-135 5 ≈ 373 sf

Future: majority of the staff; include workstation for (2) IT contractors +

(1) FTE IT; IT staff should be located adjacent to the server room and IT config/work area.

Workstation Type 3 144-168 2 ≈ 312 sf

Touchdown Space 24 sf 6 144 sf

Future: (5) Extern - Legal (work about 20 hrs/wk each) + (1) extra seat for visitors Externs should be seated near Sup. Atty subtotal: 53 ≈ 4,925 sf 56 3,344 sf

Current (2012) Future (2015)

170 sf / person 0 sf / person

Future (2015)Current (2012)

2.1 space type sf quantity subtotal sf quantity subtotal notes

Conference Room (4 people)

Conference Room (8-10 people) 200 sf 1 200 sf Future: located near Admin space

Conference Room (15-20 people) Conference Room (20-25 people) Open Meeting Table (4-6 people)

Conference Room (5-6 people) arge Multipurpose Conference Room ≈ 224 sf 1 ≈ 224 sf 900 sf 1 900 sf

Future: Accommodate large Group Meeting/training. Provide movable modular tables for training classes.

Provide flexibility to open the space into the break areas (adjascent) and open space/circulation to create a lards open area to accommodate 100+ people at monthly meetings.

Also consider providing movable partitians with high quality sound mitigation to subdivide the room into 3-4 smaller meeting rooms

Breakout Meeting Room ≈ 136 sf 1 ≈ 136 sf ACA Multi-Purpose Training Room ≈ 112 sf 1 ≈ 112 sf subtotal: 3 ≈ 472 sf 13 1,100 sf

2.2 Standard Group Support | Resource Spaces

space type sf quantity subtotal sf quantity subtotal notes

Copy Area ≈ 9 sf 4 ≈ 36 sf 1st and 2nd floor copy areas (A, B, C E)

Copy Area ≈ 20 sf 1 ≈ 20 sf 2nd floor Copy areas D

Copy/work Area ≈ 30 sf 3 ≈ 90 sf 1st and 2nd floor copy areas (A, B, C E)

Printer/copier/work Area ≈ 90 sf 1 ≈ 90 sf 110 sf 6 660 sf (4) ALJ teams, (1) Admin, (1) Pool support

Quiet Retriet Room 50 sf 2 100 sf Provide work surface and data/power drops

Library ≈ 126 sf 1 ≈ 126 sf File Storage/Work area

Docket File/work Area ≈ 673 sf 1 ≈ 673 sf 200 sf 1 200 sf Counterspace to accommodate labeling/paging machines;locate adjascent to docketing team

ALJ Team Work Area 99 15

≈ 1,485 sf Current: Team area with racks/shelves to hold working case files

Future (2015)Current (2012)

Current (2012) Future (2014)

Standard Group Support | Meeting Spaces

ALJ Team Work Area 32 sf 18 576 sf

Current: team open work areas;

currently most of the team areas are being used as storage areas for overflow case files die to the lack of file storage. Future: (1) work space per ALJ team to organize/layout working case files. Need work areas for handeling backlog cases until all case files are in electronic format.

Should consider mobile/free standing furniture for flexibility to change;e.g.

file cabinets with standing height countertop for work surface. Note:

The work areas should be located adjascent or in close proximity to the ALJ teams and the ALH high-density file area. Consider grouping several teams work areas together to form a shared space.(?)

Docket TeaM High-Density File Area 500 sf 2 1,000 sf

Estimate current capacity is 96 linear feet (4 racks) per ALJ team (total 20 teams)= aproximately1,900 LF;

Docket team has 15 racks= 360 LF Future: Assume high-density file system with aproximate total = 2,230 LF of capacity. Note: Designed the open file area using a standard planning module size, so that it can be converted to standard offices, conference rooms or other functions when the file areas(s) is no longer needed.

Storage Room - (Rm )

Current: converted a large meeting/training room to store case files;aprox (82) 5H 48" wide rack, current capacity is istimated at about 2500 LF. The current room also inclused a work area for scanning, an areas for housing the central equipments tower for VTC hearings.

Future: Assume using high-density file system to accomodate case file storage

Storage Room - (Rm 1743 ) ≈ 70 sf 1 ≈ 70 sf Storage Room - (Rm1746 ) ≈ 112 sf 1 ≈ 112 sf Storage Room - (Rm 1747) ≈ 96 sf 1 ≈ 96 sf Storage Room - (Rm 1739) ≈ 56 sf 1 ≈ 56 sf

Storage Room - (Rm 1735 ) ≈ 54 sf 1 ≈ 54 sf Storage Room - (Rm 1731) ≈ 513 sf 1 ≈ 513 sf

Storage Room - (Rm 18, #80) ≈ 168 sf 1 ≈ 168 sf ensity file Area (Case Files Storage) 800 sf 1 800 sf Future: Assume aprox 2,500 LF of capacity

File Area Storage Closet

Storage Room - (Rm 177)

Admin Team High-Density File Area 100 sf 1 100 sf Future: Assume 280LF of capacity subtotal: 33 ≈ 3,589 sf 31 3,436 sf

Current: Use vacant office for ALJ teams file storage;

Future: Consolidate files in the high density file area(s) noted below.

space type sf quantity subtotal sf quantity subtotal notes

Waiting/lobby Area ≈ 255 sf 1 ≈ 255 sf 200 sf 1 200 sf Security/ Check-in 80 sf 1 80 sf

Unisex Restroom (If Applicable) ≈ 27 sf 1 ≈ 27 sf Reception ≈ 130 sf 1 ≈ 130 sf

Large Break Room ≈ 154 sf 1 ≈ 154 sf Break Room Break Room

Breakroom/Kitchenette 200 sf 2 400 sf LAN Closet ≈ 22 sf 2 ≈ 44 sf 80 sf 1 80 sf SEC Closet 80 sf 1 80 sf

Equipment Closet 100 1 100 sf Hearing Rooms

HR 1 416 1 416

HR 2 187 1 187

HR 3 384 2 768

HR 4 425 2 850

HR 5 475 2 925

HR 6 408 2 816

HR 7 396 1 396

HR 8 468 1 468

In-Person HR 400 2 800

VTC HR 200 2 400

Mail/Storage IT Storage 100 sf 1 100 sf Mail Room ≈ 156 sf 2 ≈ 312 sf 400 sf 1 400 sf

Bulk Storage 150 sf 1 150 sf Storage Room - (Rm 123)

Storage Closet Storage Closet

Shared Ammeneties Gym

Lockers/Showers (M/F) subtotal: 20 ≈ 5,748 sf 14 2,790 sf

4 Spaces Exempt from Utilization Rate Calculation space type sf quantity subtotal notes

IN Person Hearing Room 400 sf 2 800 sf VTC Hearing Room 200 sf 2 400 sf

Hearing Space in ALJ Office 50 sf 18 900 sf High-Density File Area (Backlog) 800 sf 1 800 sf

Security Check-in Area 80 sf 1 80 sf Lobby/Waiting Area 200 sf 1 200 sf subtotal: 3,180 sf

Special Group Support Spaces Current (2012) Future (2014)

Future (2014)

OMHA POR (2015) - Miami