2_FBO_12_ITS_Departmental_Regualtion_DR3901-001.pdf

U.S. Department of Agriculture

Washington, D.C. 20250

DEPARTMENTAL REGULATION

NUMBER:

3901-001

DATE:

September 21, 2006

SUBJECT: Service Center Technology

Modernization Project (SCTMP)

Space Standards for Information

Technology Services (ITS)

Personnel at Service Center

Agencies (SCA)

OPI: The Office of the Chief Information Officer

(OCIO) ITS - Administrative Management Division

(AMD), Asset Management Branch (AMB)

1 PURPOSE

The purpose of this regulation is to provide general space requirements and guidelines for ITS personnel located in SCA managed space.

2 SPECIAL INSTRUCTIONS/CANCELLATIONS

a Effective Date. The ITS Space Standards will become effective immediately upon approval.

b Series Replaced. Not applicable.

c Directives Rescinded. Not applicable.

3 AUTHORITY/REFERENCES

a DM 3510-01, Physical Security Standards for Information Technology (IT)

Restricted Space.

b DR 1620-002, USDA Space Management Policy.

4 POLICY

The goal of ITS is to provide space that allows employees to efficiently perform their duties, complies with Departmental regulations and at the same time keeps space costs to a minimum.

The contracting officer of the lead SCA should work closely with the ITS Group

Manager and Realty Specialist to ensure that the appropriate requirements for the space and wiring are included in the solicitation offers prior to issuance.

DR 3901-001 September 21, 2006

5 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.

6 SCOPE

The standards in this notice shall be used for all 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.

NOTE: Previously negotiated Union agreements for employee work space shall take precedence over these standards for employees covered by such agreements.

7 ABBREVIATIONS/DEFINITIONS

ADP Automated Data Processing

DM Departmental Manual

FTE Full Time Employees

IT Information Technology

ITS Information Technology Services

SCA Service Center Agencies

SCTMP Service Center Technology Modernization Project

TSD Technology Support Division a ADP Room. All 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).

e Large Offices. For definition see OCIO-ITS Equipment Security Procedures

Manual, Chapter 1, Section 5.

September 21, 2006 DR 3901-001

8 SQUARE FOOTAGE

a General. The standards below show the maximum square footage that will be used in any space request. Requests for deviations from these standards should be sent to the ITS, AMD, AMB Realty Specialist, who will forward them to the appropriate Division Director for approval on a case by case basis. 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.

b Shared Space. The cost of shared space shall be allocated based on the number of FTEs. For example, in an office with 20 employees, one of which is ITS, then ITS shall be charged for 1/20 th of the square footage of the common use space. Examples of common use space are break rooms and mail rooms. ITS shall not be charged for a portion of any space that they do not use, such as common storage rooms and aerial photography rooms.

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

OFFICE - The same square footage as comparable grade level offices of the

SCA staffs in the building, not to exceed

150 square footage storage for IT equipment.

= or <150 SF

Allocated sq.

ft. times no.

of employees

ADP ROOM – This room is for IT and telecommunication equipment including the AS400. 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

STORAGE – Storage space cannot be shared with SCA nor located within the

ADP room.

50 SF

100 SF

150 SF

WORK/SETUP AREA

100 SF

150 SF

Maximum Total Square Footage

(not including Shared Space)

325 – 350

SF

175-200 SF

plus office space

275-300 SF

plus office space

375-400 SF

plus office space

9 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.

c General ITS Room/Suite. 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 Division Directors, Branch Chiefs and Group Managers. At locations where private offices are allocated for SCA managers, Division

Directors, Branch Chiefs and Group Managers will 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.

10 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 the 150 square feet as outlined in Section 8. 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.

11 SPECIFICATIONS FOR THE ADP ROOM

The specifications listed below shall be followed when requesting new space or making major renovations to present space. Requests for deviations from these standards should be sent to the ITS Realty Specialist, who will forward them to the appropriate Division Director for approval on a case by case basis.

September 21, 2006 DR 3901-001 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 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 SCA. 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 Temperature. The ADP room shall be cooled at all times. The temperature control 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 week ends as needed to maintain the minimum temperature in the room.

e 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.

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

g 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 6 pound FE-36 fire extinguisher. An annual inspection must be performed on the fire extinguisher.

h Telephone System. The building contractor shall attach to one wall a sheet of 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.

i Design Approval. In SCA offices, the Group Manager shall 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. In all other offices, the appropriate Division

Directors shall review and approve the floor plans. All final floor plans for the ADP room and general space shall be approved by the ITS Realty

Specialist before construction begins.

j Public Areas. Where possible, the ADP room shall be within the interior of the building and away from public areas. Where possible, ensure that all computer rooms are not located either above or below public areas in multi-story buildings.

k Mailrooms and Loading Docks. Where possible, the ADP room shall not be located in close proximity to mailrooms or loading docks.

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.

12 ADP ROOM EQUIPMENT OUTPUTS

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

13 ADP ROOM WIRING

Cable plant specifications will be provided by the appropriate ITS Division.

14 POINT OF CONTACT

For further information, please contact Lynn Williams, Realty Specialist, Administrative Management Division, Asset Management Branch at (970) 295-

5452.

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