1.4 Roles and responsibilities

1.4.1 Cabinet

Cabinet is the highest authority and may consider office accommodation-related matters from time to time and make decisions on general and specific accommodation issues.

1.4.2 Deputy Directors-General Accommodation Group

The Deputy Directors-General Accommodation Group advises the Cabinet Budget Review Committee (CBRC) on major asset-related strategies and policies and budget issues related to asset management from a whole-of-government perspective.

The Deputy Directors-General Accommodation Group has responsibility for overarching guidance and support for the delivery of whole-of-Government strategies, including the Strategic Accommodation Savings Plan 2020-2026, and other whole-of-government office accommodation matters.

The Deputy Directors-General Accommodation Group is chaired by the Deputy Director-General, Building Division, Department of Energy and Public Works, with secretariat arrangements to be managed by the Queensland Government Accommodation Office. Membership is comprised of four permanent members and four temporary members:

In general terms, the Deputy Directors-General Accommodation Group is formed for the purpose of making significant decisions on specific office accommodation matters.

The role of the Deputy Directors-General Accommodation Group includes:

• providing oversight of implementation of the whole-of-government Strategic Accommodation Savings Plan 2020-2026
• ensuring the progression and ongoing monitoring of outcomes identified by the Leadership Board
• making recommendations to the Workstream Advisory Group and Leadership Board
• consulting with Government stakeholders to ensure that options recommended to the Leadership Board are appropriate and that the implications or opportunities raised by these recommendations are clearly understood
• overseeing and determining the overall strategic direction and approach for the ownership and management of the Government’s office portfolio consistent with government policy
• endorsement of office accommodation dealings/strategies comprising purchases, disposals, refurbishments, redevelopments related to government-owned office buildings, and approval of leases in non-government-owned buildings (including coordination of appropriate submissions for ratification and/or financial endorsement of these dealings/ strategies)
• endorsement, review and auditing of accommodation standards and guidelines in terms of quantity and quality
• acceptance and actioning of departments’ submissions related to office accommodation issues, including the final determination on lease or relocation options which are potentially inconsistent with existing government policy/strategy
• operating in alignment with the department’s strategic objectives and the government’s priorities.

The Deputy Directors-General Accommodation Group may establish cross-sector working groups to support its work.

1.4.3 Department of Energy and Public Works (EPW)

EPW is responsible and accountable for managing the Government's portfolio of owned and leased office accommodation through its business unit; Queensland Government Accommodation office (QGAO).

In general terms, the role of the QGAO in relation to the management and provision of government office accommodation can be categorised as:

• leading the adoption and implementation of new office design principles as appropriate
• developing and monitoring office accommodation guidelines and benchmarks
• assuming the role of lessee in a legal sense for office accommodation leased from the private sector on behalf of government agencies
• approving private sector leases of less than 5000m2
• developing and implementing acquisition, refurbishment, disposal and utilisation strategies for office accommodation and office building assets, including providing associated financial information to Queensland Treasury
• consulting and liaising with agencies, local authorities, community-based organisations and the property industry
• preparing annual Strategic Portfolio Plan (SPP) and managing the department's Office Accommodation Program and Capital Works Program
• the financial management of government office accommodation tenancies including billing collection of payments, making contractual payments for leases and making internal government payments for office accommodation related services.

1.4.5 Agencies

Agencies are responsible for undertaking their own business planning, developing corporate strategies and business plans and delivering government services in accordance with the government's priorities and policy.

Within the context of office accommodation management, agencies should identify and document:

• new service-delivery initiatives, changes to existing service delivery, continuity of existing services and discontinuation of services or winding-up of project teams
• changes to service delivery method or technology (e.g. internet-based or e-business instead of public interface)
• changes to agencies' structures.

As part of the business planning process, each of the above components should incorporate:

• proposed timing
• potential opportunities such as preferred synergies, possible integration of service-delivery programs, physical collocations and resource sharing
• possible locational constraints such as incompatibility with other agencies' services or clients, or with private businesses
• identifying workplace staff numbers and workplace client/visitor numbers
• workplace technology
• functional building and accommodation
• costs.