This section captures the foundational facility identification, spatial configuration, and organizational mapping required for workspace reallocation decisions. Accurate completion ensures proper asset tracking and departmental alignment.
Facility Official Name
Facility Address
Floor Number(s) Under Consideration
Total Floor Area (Square Meters)
Total Floor Area (Square Feet)
Space Classification
Grade A Premium Office
Grade B Standard Office
Grade C Basic Office
Mixed-Use Flex Space
Industrial-Converted Office
Other
Current Space Zoning Configuration
Open Plan Workstations
Private Offices
Executive Suites
Meeting Rooms (Small: 2-6 people)
Meeting Rooms (Medium: 7-12 people)
Meeting Rooms (Large: 13+ people)
Conference Center
Breakout/Collaboration Zones
Quiet Focus Rooms
Phone Booths
Server/Telecom Rooms
Storage/Archives
Kitchen/Pantry
Wellness/Quiet Rooms
Laboratory/Technical Space
Workshop/Maker Space
Reception/Welcome Area
Training Rooms
Other Specialized Zones
Current Occupying Department/Business Unit
Target Subsidiary Team/Entity
Is this a formal sub-leasing arrangement requiring legal documentation?
Current Lease Expiration Date
Does the facility hold any industry-specific compliance certifications?
Special Infrastructure or Technical Requirements
Upload Current Floor Plan (CAD/PDF Format)
Upload Facility Exterior and Floor Plate Photographs
Comprehensive analysis of current occupancy metrics, capacity constraints, and utilization patterns. This data drives space optimization decisions and validates reallocation feasibility.
Current Permanent Headcount on Floor(s)
Maximum Design Capacity (Headcount)
Current Number of Assigned Workstations
Total Number of Available Workstations (Unassigned)
Workstation Type Breakdown & Utilization
Workstation Type | Total Units | Assigned Units | Available Units | Average Utilization % (Last 30 Days) | Peak Utilization % (Last 30 Days) | |
|---|---|---|---|---|---|---|
Standard Desk (150x80cm) | 120 | 110 | 10 | 75 | 95 | |
Height-Adjustable Desk | 20 | 18 | 2 | 80 | 100 | |
Collaborative Bench Desk | 10 | 8 | 2 | 60 | 85 | |
Private Office (Single) | 15 | 12 | 3 | 65 | 90 | |
Current Occupancy Density (People per Square Meter)
Current Occupancy Density (People per Square Foot)
Space Utilization Benchmark vs. Corporate Standard
Significantly Under-Utilized (<60% of standard)
Moderately Under-Utilized (60-80% of standard)
At Standard (80-100% of standard)
Over-Utilized (100-120% of standard)
Significantly Over-Utilized (>120% of standard)
Has a professional space utilization audit been conducted in the last 12 months?
Average Daily Peak Utilization % (Based on Badge Swipe Data)
Average Daily Low Utilization % (Based on Badge Swipe Data)
Primary Reasons for Under-Utilization (if applicable)
Hybrid Work Implementation
Department Downsizing/Restructuring
Project-Based Team Disbandment
Seasonal Workforce Fluctuations
Space Design Inefficiencies
Attrition/Retention Challenges
Business Unit Relocation Planning
Not Applicable - Space is Optimally Utilized
Projected Headcount for Subsidiary Team (Next 12 Months)
Projected Headcount for Subsidiary Team (12-24 Months)
Will the reallocation require physical reconfiguration (construction/renovation)?
Overall Space Flexibility Score (1=Fixed, 5=Highly Adaptable)
Upload Space Utilization Heatmaps or Sensor Data Reports
Detailed security protocols, access control configurations, and visitor management procedures to ensure seamless and secure transition of space ownership while maintaining corporate security posture.
Current Physical Access Control System
Legacy Proximity Card System
Smart Card (PKI) System
Mobile Access (Bluetooth/NFC)
Biometric (Fingerprint/Facial Recognition)
Multi-Factor Integrated System
Manual Key/Lock System
No Formal System
Does the access system integrate with corporate identity management?
Security Zone Classifications Present on Floor(s)
Public Access Zone (No Restriction)
Employee General Access Zone
Department Restricted Zone
Confidential Data Handling Zone
Executive/Senior Leadership Zone
Research & Development Secure Zone
Financial/HR Sensitive Zone
Server/Data Center Zone
Laboratory/Technical Restricted Zone
External Visitor Collaboration Zone
Badge Access Level Requirements Matrix
Access Zone | Requires Badge | Requires Escort | Clearance Level (1-5 Scale) | Estimated Badge Holders (Current) | Estimated Badge Holders (Post-Reallocation) | |
|---|---|---|---|---|---|---|
Main Entrance Lobby | Yes | 1 | 500 | 200 | ||
Floor General Access | Yes | 2 | 145 | 85 | ||
Executive Wing | Yes | Yes | 4 | 15 | 10 | |
Server Room | Yes | Yes | 5 | 5 | 3 | |
Will subsidiary team require 24/7 access capability?
Estimated Number of Badges to be Provisioned for Subsidiary Team
Visitor Management Policy for Subsidiary Team
Subsidiary Manages Own Visitor Registration
Central Corporate Visitor System (Shared)
Hybrid: Subsidiary Pre-Registration + Corporate Validation
Escort-Only Visitor Policy
No External Visitors Permitted
Is a separate visitor entrance/waiting area required?
Security Infrastructure Present (Select All)
CCTV Coverage (Interior)
CCTV Coverage (Access Points)
Intrusion Detection System
Mantrap/Dual-Door Security
Security Guard Station
Package Scanning Equipment
Biometric Backup Systems
Emergency Lockdown Capability
Automatic License Plate Recognition (Parking)
None of the Above
Emergency Evacuation and Muster Point Plan for Subsidiary Team
Will the subsidiary team handle sensitive data requiring enhanced security?
Upload Current Security System Architecture Diagram
Comprehensive financial framework for equitable cost distribution between corporate entity and subsidiary. Includes baseline costs, allocation methodologies, transfer mechanisms, and budgetary impact assessment.
Total Annual Gross Rent for Floor(s)
Total Annual Operating Expenses (Common Area Maintenance, Taxes, Insurance)
Cost Component Breakdown & Allocation Basis
Expense Category | Total Annual Cost | Allocation Method | Subsidiary Allocation % | Subsidiary Annual Cost | Corporate Annual Cost | |
|---|---|---|---|---|---|---|
Base Rent | $450,000.00 | Square Footage | 60 | $270,000.00 | $180,000.00 | |
CAM Charges | $75,000.00 | Square Footage | 60 | $45,000.00 | $30,000.00 | |
Utilities (Electric/Gas) | $35,000.00 | Headcount | 55 | $19,250.00 | $15,750.00 | |
Janitorial Services | $25,000.00 | Headcount | 55 | $13,750.00 | $11,250.00 | |
Security Services | $40,000.00 | Square Footage | 60 | $24,000.00 | $16,000.00 | |
Maintenance & Repairs | $20,000.00 | Square Footage | 60 | $12,000.00 | $8,000.00 | |
Primary Cost Allocation Methodology
Square Footage Proportional
Headcount-Based
Workstation Count-Based
Hybrid (Square Footage + Headcount Weighted)
Fixed Fee Arrangement
Market Rate Comparable
Will the subsidiary be charged a facilities management fee?
Are there any one-time transfer/setup costs?
Proposed Cost Allocation Effective Date
Inter-Company Billing Frequency
Monthly
Quarterly
Semi-Annually
Annually
One-Time Annual True-Up
Will this reallocation impact corporate entity's budget forecasts?
Corporate Entity's Annual Budget for this Facility (Post-Transfer)
Subsidiary Team's Annual Facilities Budget Allocation
Are there shared services that will remain under corporate cost center?
Service Level Agreement (SLA) Summary for Included Services
Upload Detailed Financial Model and Cost Calculation Workbook
Final authorization checkpoint requiring dual executive approval from both Corporate Real Estate and Workplace Experience functions. Ensures strategic alignment, budgetary compliance, and employee experience considerations are validated before implementation.
I confirm that all information provided in Sections 1-4 is accurate and complete to the best of my knowledge
I acknowledge that this reallocation complies with corporate real estate portfolio strategy
I confirm that employee experience and workplace satisfaction factors have been evaluated
Has a workplace change management communication plan been developed?
Executive Approval & Review Checkpoints
Review Checkpoint | Completed | Reviewed By | Review Date | Notes/Comments | |
|---|---|---|---|---|---|
Legal & Compliance Review | Yes | General Counsel Office | 3/1/2025 | Sub-lease terms approved | |
Financial & Budget Verification | Yes | Corporate Finance | 3/5/2025 | Cost allocation model validated | |
IT Infrastructure Assessment | Yes | Chief Technology Officer | 3/8/2025 | Network segmentation feasible | |
Security Protocol Approval | Yes | Chief Security Officer | 3/10/2025 | Badge provisioning plan approved | |
Workplace Experience Impact Review | Pending final approval | ||||
Director of Corporate Real Estate - Full Name
Director of Corporate Real Estate - Official Title
Director of Corporate Real Estate - Approval Timestamp
Director of Corporate Real Estate - Digital Signature
Workplace Experience Lead - Full Name
Workplace Experience Lead - Official Title
Workplace Experience Lead - Approval Timestamp
Workplace Experience Lead - Digital Signature
Are there any conditional approvals or contingencies?
Proposed Implementation/Handover Date
Post-Approval Action Items & Implementation Timeline
Upload Final Executed Sub-Lease Agreement or Internal Transfer Memorandum
Upload Consolidated Supporting Documentation Package