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Initiating a POE

The responsibility for initiating a POE rests with the facility owner. A POE may be initiated by a number of different people, including:

  • program director
  • development manager
  • asset manager.

Defining the scope of a POE

The scope of a POE should be identified early. Failure to do so can lead to cost and time extensions and a potential diffusion of effort.

Selecting the level of evaluation

A POE needs to select a level of evaluation. An evaluation may be undertaken at either a “broad” or a “detailed” level.

A broad-level POE entails a high-level evaluation. It uses fewer resources than a detailed-level POE and should be undertaken routinely on new facilities.

A detailed-level POE entails an in-depth level of evaluation. This level of evaluation is usually more resource intensive and should only be undertaken on an “as required” basis.

The combination of a broad-level POE followed by a series of detailed-level POEs may form a highly effective POE strategy. In this strategy, the detailed studies are identified by the outcomes of the broad study. This results in the focusing of resources upon priority issues.

Identifying stakeholders

The identification of stakeholders in the POE process usually leads to the inclusion of:

  • the facility’s users, such as the staff and clients
  • the facility’s design team
  • the facility’s managers
  • members of the community.

Other parties may also be involved. For example, in the case of an identified environmental issue the environmental protection authority may be involved with a POE.

Selecting an evaluation team

The selection and appointment of an evaluation team should be based on the scope, level and complexity of the POE, to determine the type of expertise required.

The selection of an evaluation team may be achieved by engaging external consultants, in association with “in house” resources. This provides a broad range of skills to address a wide variety of issues, whilst ensuring an appropriate degree of objectivity. Team membership should be based upon an individual’s expertise in relation to the anticipated issues.

A small POE may be undertaken by a single person.

When the appointment of a consultancy team is the chosen evaluation team tendering for the consultant according to the POE - consultancy brief is required. The brief is included as Appendix C.

POE templates

Data collection templates have been developed to correspond to the types and levels of data outlined on page, the POE study.

The prescribed data collection templates must be used to ensure consistency in the collection of a minimum data set for all projects. This will enable comparisons to be made between projects of similar size, service profile and complexity. It will also ensure that data collected is comprehensive and useful for the informing of future benchmarking for the project and similar projects and updating of Department of Health and Human Services processes, as required.

Department of Health and Human Services POE templates are currently being developed. Refer to the NSW Health POE templates detailed in the NSW Health Post Occupancy Evaluation Guideline until further notice, in which they will be added the this guideline.