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BASCS Guidance

Real Property Management Function Model

Introduction

This section covers the Real Property Management Function, sub-functions, processes, activities, and transactions of common administrative business, commonly conducted in and across all government institutions to facilitate the delivery of programmes and services, concerning the management of immovable real property assets used or acquired by an institution, such as; lands whether within or outside of Canada, buildings, fixed structures, related utility infrastructures, improvements and other fixtures on, above, or below the surface of the land, and includes an interest therein.

Links to relevant Real Property Management policies and legislation

The Real Property Management function has been modeled according to specific policies, legislations or documents related to Real Property Management within the Government of Canada, in addition to a number of common laws, policies and publications that relate to all common administrative functions addressed within this BASCS Guide.

Common legislation:

Common Treasury Board Secretariat policies and publications:

Legislation related specifically to Real Property management:

Treasury Board Secretariat policies and publications:

A search for other links to policies that may relate to the Real Property Management function can be undertaken by accessing the Treasury Board website, while links to related legislation can be further researched on the Justice Canada website.

Real Property Management Function Business Process Model

According to our research and consultation process, we have identified a number of sequential sub-functions within the Real Property Management business process model. These sub-functions provide a foundation for BASCS classifications related to the Real Property Management function.



Image 1

Real Property Management Sub-function Business Process Model

A number of sequential activities in each sub-function were identified for the Real Property Management process. These activities provide the next level of BASCS classifications related to the Real Property Management function.

Image 2

Real Property Management Function Draft Classification Model

This model records classification structure addresses the Real Property Management function, the steps in the business process developed to fulfill the function (i.e., sub-functions), the activities associated with each of these sub-functions, and the transactions of administrative business concerning the management of real property within the federal government-as commonly conducted in and across all government institutions to facilitate the delivery of programmes and services.

The four sub-functions of the Real Property Management business process, listed in order of a life-cycle concept of managing real property, are:

Real Property Management - Planning
Real Property Management - Acquire
Real Property Management - Using
Real Property Management - Dispose

As a business process, these sub-functions are arranged in the following sequence:

Image 3

REAL PROPERTY MANAGEMENT FUNCTION

PRIMARY NUMBERS AND SUB-FUNCTIONS

2.0 Real Property Management - Comprehensive Matters

2.1 Real Property Management - Planning

2.2 Real Property Management - Acquire

2.3 Real Property Management - Using

2.4 Real Property Management - Dispose

Note: the numeric coding system presented in this draft model classification structure is used for example purposes only. As of the date of this model, LAC has made no final decisions regarding the application of a standard coding system (including delimiters) to complement classification structures for common administrative records.



2.0 REAL PROPERTY MANAGEMENT - COMPREHENSIVE MATTERS

The Real Property Management - Comprehensive Matters record grouping is reserved for records of activities and transactions that relate to or affect, in a comprehensive manner, the Real Property Management function or the business process developed to fulfill that function (i.e., this record grouping is reserved for records of activities and transactions that relate to or affect all or most sub-functions of the Real Property Management business process). Examples of such activities and/or transactions are:

  • developing, applying, monitoring, and/or evaluating a policy, guidelines, systems, procedures, etc. that address or encompass all or most aspects of the real property management function and/or business process (example record types: draft and approved policies, guidelines, procedures; draft and final requirements definitions for real property management information systems1; draft and final requirements definitions for real property management staff learning programs2);
  • group activities and initiatives, i.e., those of committees, project teams, delegations, etc., that focus on all or most aspects of the real property management function and/or business process (example record types: committee and/or work group meeting agenda and minutes, records of decisions, issue logs);
  • liaison activities that address or encompass all or most aspects of the real property management function and/or business process (example record types: documents of inter-organizational information sessions and/or collaborative initiatives);
  • reporting activities that address or encompass all or most aspects of the real property management function and/or business process (example record types: draft and final reports addressing the overall (e.g., corporate) real property management function and/or business process.

1 Note: for records of activities relating to information management systems and technologies, see the model records classification structure developed for the Management of Information function.

2 Note: for records of activities relating to the delivery of learning programs, see the model records classification structure developed for the Human Resources Management function.

Note: records of activities and transactions that relate to specific aspects of the real property management business process (i.e., planning, acquiring, using, or disposing) should be classified to those sections of this classification structure. Records that simultaneously address two or more, but not all, sub-functions of the business process should be classified to one of those sub-functions; the existence of these records should be noted in the descriptions of the related sub-function, activity, and/or transaction records groupings or, if appropriate, in the profiles of related individual documents (as a metadata 'cross-reference' element).



Example file codes and titles for: Real Property Management - Comprehensive Matters

2.0-0

Real Property Management - Comprehensive Matters - Policy Matters
(reserved for records related to developing, applying, monitoring, and/or evaluating a policy that simultaneously addresses all or most sub-functions of the Real Property Management function)

2.0-0-1

- GoC Real Property Management Policy

2.0-0-2

- Requirements of the Treasury Board Common Services Policy

2.0-0-3

- Requirements of the Canadian International Trade Tribunal Act

2.0-0-4

- Requirements of the Department of Public Works and Government Services Act

2.0-0-5

- Requirements of the Treasury Board Management of Major Crown Projects Policy

2.0-0-6

- Requirements of the Federal Heritage Buildings Review Office Code of Practice

2.0-0-7

- Requirements of the Treasury Board Policy on Federal Contaminated Sites Management

2.0-0-8

- Requirements of the Treasury Board Policy on Federal Contaminated Sites and Solid Waste Landfills Inventory

2.0-0-9

- Requirements of the Treasury Board Policy on Open and Fair Real Property Transactions

2.0-0-10

- Requirements of the Treasury Board Policy on Real Property Management Framework

2.0-1

Real Property Management - Comprehensive Matters - General Matters
(reserved for records related to the Real Property Management - Comprehensive Matters record grouping but for which no specific file or file grouping has been created)

2.0-1-1

- Applying the Treasury Board Guide to the Monitoring of Real Property Management

2.0-2

Real Property Management - Comprehensive Matters - (Departmental / Sector / Branch) Real Property Management Committee
(reserved for records related to the deliberations of the [departmental/sector/branch] real property management committee)

2.0-2-1

- Terms of Reference

2.0-2-2

- Cumulative Record of Decisions

2.0-2-2005/06

- Meetings Agenda and Minutes - Fiscal Year 2005-2006

2.0-3

Real Property Management - Comprehensive Matters - Liaison Activities
(reserved for records related to internal or external relations on a spectrum of issues and/or initiatives that encompass all or most aspects of the Real Property Management function)

2.0-3-1

- Procedures for Liaison with Private Contractors

2.0-3-RPIC

- Real Property Institute of Canada (RPIC)

2.0-4

Real Property Management - Comprehensive Matters - Reporting Activities
(reserved for records related to the process of reporting to management on [departmental/sector/branch] real property management matters of a comprehensive nature)



[back to Real Property Management Function - Primary Numbers and Sub-functions]

2.1 REAL PROPERTY MANAGEMENT - PLANNING

This sub-function record grouping is reserved for records of activities and transactions that relate to or affect, in a strategic manner, determining the real property resources needed to achieve goals and objectives. Activities associated with the Real Property Management - Planning sub-function may have a sequential relationship as follows:

Image 4

'Real property management - planning' entails the activities of:

  • forecasting the long-term supply of real property assets against future demand requirements in light of environmental scans that consider evolving political, legal, and market contexts and constraints, and the real property implications of changing mandates;
  • within the 'forecasting' context, analysing and defining short and mid-term real property needs and evaluating options for meeting defined requirements, in consideration of the results of due diligence and risk analysis through research into matters such as, e.g., title and obligations, environmental and heritage factors, aboriginal land claims;
  • selecting the best option(s) and finalising approval(s) processes (e.g., submissions to Treasury Board, Memoranda of Understanding), establishing performance targets/indicators, and documenting these together with strategies in a real property management plan; and
  • assessing performance against plans as a means for evaluating the plans themselves (in terms of appropriateness and effectiveness of implementation) as well as the overall long term asset management planning process.

Example file codes and titles for: Real Property Management - Planning

2.1-0

Real Property Management - Planning - Policy Matters
(reserved for records related to developing, applying, monitoring, and/or evaluating policies that specifically address the 'planning' sub-function of Real Property Management)

2.1-0-1

- Requirements of the Expropriations Act

2.1-0-2

- Requirements of the Treasury Board Policy on Long-term Capital Plans

2.1-0-3

- Planning implications of the Treasury Board Policy on Real Property Revenue

2.1-1

Real Property Management - Planning - General Matters
(reserved for records related to the Real Property Management - Planning sub-function record grouping but for which no specific file or file grouping has been created)

2.1-2

Real Property Management - Planning - Government Planning Process
(reserved for records related to the Government of Canada and institution-specific planning processes that have real property management implications)

2.1-2-1

- Government of Canada Planning Cycle

2.1-2-2

- Strategic Planning

2.1-2-3

- Business Planning

2.1-3

Real Property Management - Planning - Real Property Planning Committee
(reserved for records related to the deliberations of a [departmental/sector/branch] real property management planning committee)

2.1-3-1

- Terms of Reference

2.1-3-2005/06

- Meetings Agenda and Minutes - Fiscal Year 2005-2006

2.1-4

Real Property Management - Planning - Forecasting
(reserved for records related forecasting the long-term supply of real property assets against future demand requirements in light of environmental scans that consider evolving political, legal, and market contexts and constraints, and the real property implications of changing mandates)

2.1-4-1

- Requirements of the Canadian Environmental Assessment Act

2.1-4-2

- Requirements of the Department of Canadian Heritage Act

2.1-5

Real Property Management - Planning - Analysing
(reserved for records that, within the 'forecasting' context, relate to analysing and defining short and mid-term real property needs and to evaluating options for meeting defined requirements, in consideration of the results of due diligence and risk analysis through research into matters such as, e.g., title and obligations, environmental and heritage factors, aboriginal land claims)

2.1-5-1

- Requirements of the Treasury Board Alternative Service Delivery Policy

2.1-6

Real Property Management - Planning - Deciding/Approving
(reserved for records related to selecting the best option(s) for meeting real property needs and to finalising approval(s) processes (e.g., submissions to Treasury Board, Memoranda of Understanding), to establishing performance targets/indicators, and to documenting these together with strategies in a real property management plan)

2.1-6-1

- Cost-Benefit Analysis

2.1-6-2

- Cost Estimates

2.1-6-3

- Cost Modelling (including assumptions, constraints)

2.1-7

Real Property Management - Planning - Assessing
(reserved for records related to assessing performance against plans as a means for evaluating the plans themselves [in terms of appropriateness and effectiveness of implementation] as well as the overall long term asset management planning process)



[back to Real Property Management Function - Primary Numbers and Sub-functions]

2.2 REAL PROPERTY MANAGEMENT - ACQUIRING

This sub-function record grouping is reserved for records of activities and transactions that relate to or affect, in a specific manner, acquiring real property resources to support programs, activities, or initiatives - in reference to the real property management plan. Activities associated with the Real Property Management - Acquiring sub-function may have a sequential relationship as follows:

Image 5

'Real property management - acquiring' entails the activities of:

  • defining and refining real property requirements on a technical and attribute level, and developing and setting related specifications;
  • selecting the method for acquiring real property assets, e.g., soliciting proposals to lease, purchase, construct;
  • implementing the method for acquiring property assets and managing related client and/or supplier agreements;
  • receiving, accepting and commissioning real property assets, i.e., ensuring that all requirements have been met and putting the asset into service; and
  • evaluating application of the acquisition process in terms of performance against factors such as scope, time, and budget and reporting findings.

Example file codes and titles for: Real Property Management - Acquiring

2.2-0

Real Property Management - Acquiring - Policy Matters
(reserved for records related to developing, applying, monitoring, and/or evaluating policies that specifically address the 'acquiring' sub-function of Real Property Management)

2.2-0-1

- Requirements of the Expropriations Act

2.2-0-2

- Requirements of the Federal Real Property and Federal Immovables Act relating to the acquisition of real property

2.2-0-3

- Requirements of Federal Real Property Regulations relating to the acquisition of real property

2.2-0-4

- Requirements of National Building Code of Canada that have an impact on the acquisition of real property

2.2-0-5

- Requirements of National Fire Code of Canada that have an impact on the use real property assets

2.2-1

Real Property Management - Acquiring - General Matters
(reserved for records related to the Real Property Management - Acquiring sub-function record grouping but for which no specific file or file grouping has been created)

2.2-2

Real Property Management - Acquiring - Government Acquisition Process
(reserved for records related to the Government of Canada and institution-specific real property management acquisition processes)

2.2-2-1

- Management of Major Crown Projects Policy (TBS)

2.2-3

Real Property Management - Acquiring - Real Property Acquisitions Committee
(reserved for records related to the deliberations of a [departmental/sector/branch] committee focussed on the acquisition of real property assets)

2.2-3-1

- Terms of Reference

2.2-3-2004/05

- Meetings Agenda and Minutes - Fiscal Year 2004-2005

2.2-3-2005/06

- Meetings Agenda and Minutes - Fiscal Year 2005-2006

2.2-4

Real Property Management - Acquiring - Refining and Setting Specifications
(reserved for records related to defining and refining real property requirements on a technical and attribute level, and developing and setting related specifications)

2.2-4-1

- Requirements of Treasury Board Federal Identity Program Policy relating to the acquisition of real property

2.2-4-2

- Requirements of Treasury Board Policy on the Duty to Accommodate Persons with Disabilities in the Federal Public Service relating to the acquisition of real property

2.2-4-3

- Meeting Federal Identity design requirements

2.2-4-3-1

- Flagpoles and Flags

2.2-4-4

- Setting aesthetic specifications

2.2-4-4-1

- Decor (standard / optional grades, colour schemes, etc.)

2.2-4-4-2

- Fine Art (sculpture, paintings)

2.2-5

Real Property Management - Acquiring - Selecting
(reserved for records related to selecting the method for acquiring real property assets, e.g., soliciting proposals to lease, purchase, construct)

2.2-6

Real Property Management - Acquiring - Implementing
(reserved for records related to implementing the method for acquiring property assets and managing related client and/or supplier agreements)

2.2-7

Real Property Management - Acquiring - Commissioning
(reserved for records related to receiving, accepting and commissioning real property assets, i.e., ensuring that all requirements have been met and putting the asset into service)

2.2-7-1

- Real Property Assets Inspection and Acceptance Process

2.2-8

Real Property Management - Acquiring - Evaluating and Reporting
(reserved for records related to evaluating application of the acquisition process in terms of performance against factors such as scope, time, and budget and reporting findings)



[back to Real Property Management Function - Primary Numbers and Sub-functions]

2.3 REAL PROPERTY MANAGEMENT - USING

This sub-function record grouping is reserved for records of activities and transactions that relate to or affect, in a specific manner, the distribution or redistribution, use, operation, and/or maintenance of real property resources. Activities associated with the Real Property Management - Using sub-function may have a sequential relationship as follows:

Image 6

'Real property management - using' entails the activities of:

  • operating and maintaining real property assets, e.g., cleaning, routine maintenance and upkeep;
  • improving the capacity of real property assets in terms of, for example, space/size, life expectancy, re-purposing, when such betterments entail new capital investment or recapitalisation;
  • allocating and/or reallocating real property assets, including tracking allocations and usage (managing inventories), and managing real property assets to meet existing and changing requirements;
  • managing real property agreements, e.g., leases, occupancy agreements, tenant service contracts, and relations with clients (tenants) and suppliers (landlords) on issues such as signage, access, health and safety; and
  • monitoring routine performance of real property assets against legal or policy compliance requirements, and reporting of relating findings, details concerning increased or surplus demands, physical condition, etc., from, for example, inventory data.

Note: for records of activities relating to Information Technology systems and applications designed to facilitate the use, operation and maintenance of real property assets, see the model records classification structure developed for the Management of Information function.

Example file codes and titles for: Real Property Management - Using

2.3-0

Real Property Management - Using - Policy Matters
(reserved for records related to developing, applying, monitoring, and/or evaluating policies that specifically address the 'using' sub-function of Real Property Management)

2.3-0-1

- Requirements of the Federal Real Property and Federal Immovables Act relating to the use of real property assets

2.3-0-2

- Requirements of Federal Real Property Regulations relating to the use of real property assets

2.3-0-3

- Requirements of the National Building Code of Canada that have an impact on the use real property assets

2.3-0-4

- Requirements of the National Fire Code of Canada that have an impact on the use real property assets

2.3-0-5

- Requirements of the Treasury Board Policy on the Duty to Accommodate Persons with Disabilities in the Federal Public Service

2.3-0-6

- Requirements of the Treasury Board RPM Policy on Accessibility

2.3-0-7

- Implications of the Treasury Board Policy on Real Property Revenue on the use of real property assets

2.3-0-8

- Requirements of the Treasury Board Policy on Use of Real Property Facilities

2.3-1

Real Property Management - Using - General Matters
(reserved for records related to the Real Property Management - Using sub-function record grouping but for which no specific file or file grouping has been created)

2.3-2

Real Property Management - Using - Government Processes for Using/Operating/Maintaining Real Property
(reserved for records related to the Government of Canada and institution-specific processes addressing the use, operation, and/or maintenance of real property assets)

2.3-3

Real Property Management - Using - Real Property Management Operations Committee
(reserved for records related to the deliberations of a [departmental / sector / branch] committee focussed on the use, operation, and/or maintenance of real property assets)

2.3-3-1

- Terms of Reference

2.3-3-2005/06

- Meetings Agenda and Minutes - Fiscal Year 2005-2006

2.3-4

Real Property Management - Using - Liaison Activities
(reserved for records related to internal or external relations on issues and/or initiatives relating to the use/operation/maintenance of real property assets)

2.3-5

Real Property Management - Using - Operating and Maintaining
(reserved for records related to operating and maintaining real property assets, e.g., cleaning, routine maintenance and upkeep)

2.3-5-1

- Requirements of the Canadian Environmental Protection Act

2.3-5-2

- Requirements of the Non-Smokers' Health Act relating to the use of real property assets

2.3-5-3

- Requirements of the Payments in Lieu of Taxes Act

2.3-5-4

- Requirements of the Government Property Traffic Regulations

2.3-5-5

- Requirements of Treasury Board Federal Identity Program Policy relating to the use of real property

2.3-5-6

- Requirements of Treasury Board Policy on Fire Protection, Investigation and Reporting

2.3-6

Real Property Management - Using - Improving
(reserved for records related to improving the capacity of real property assets in terms of, for example, space/size, life expectancy, re-purposing, when such betterments entail new capital investment or recapitalisation)

2.3-7

Real Property Management - Using - Allocating/Reallocating, Managing Accommodation
(reserved for records related to allocating and/or reallocating real property assets, including tracking allocations and usage (managing inventories), and managing real property assets to meet existing and changing requirements)

2.3-8

Real Property Management - Using - Managing Real Property Agreements
(reserved for records related to managing real property agreements, e.g., leases, occupancy agreements, tenant service contracts, and relations with clients (tenants) and suppliers (landlords) on issues such as signage, access, health and safety)

2.3-9

Real Property Management - Using - Monitoring and Reporting
(reserved for records related to monitoring routine performance of real property assets against legal or policy compliance requirements [e.g., fire code, health and safety requirements], and reporting related findings, details concerning increased or surplus demands, physical condition, etc., from, for example, inventory data)



[back to Real Property Management Function - Primary Numbers and Sub-functions]

2.4 REAL PROPERTY MANAGEMENT - DISPOSE

This sub-function record grouping is reserved for records of activities and transactions that relate to or affect, in a specific manner, the disposition of real property assets, i.e., their removal from the ownership and/or control of the Government of Canada. Activities associated with the Real Property Management - Dispose sub-function may have a sequential relationship as follows:

Image 7

'Real property management - dispose' entails the activities of:

  • selecting a method for disposing of real property assets, e.g., transfer, sell;
  • implementing the method selected for disposing of real property assets;
  • decommissioning real property assets, removing them from inventories, and finalising all related and required documentation; and
  • evaluating application of the disposition process in terms of performance against factors such as scope, time and budget, and reporting findings.

Note: for records of activities relating to Information Technology systems and applications designed to facilitate the disposition of real property assets, see the model records classification structure developed for the Management of Information function.

Example file codes and titles for: Real Property Management - Dispose

2.4-0

Real Property Management - Dispose - Policy Matters
(reserved for records related to developing, applying, monitoring, and/or evaluating policies that specifically address the 'dispose' sub-function of Real Property Management)

2.4-0-1

- Disposition requirements of the Federal Real Property and Federal Immovables Act

2.4-0-2

- Disposition requirements of the Federal Real Property Regulations

2.4-0-3

- Requirements of the Treasury Board Policy on Disposal of Surplus Real Property

2.4-1

Real Property Management - Dispose - General Matters
(reserved for records related to the Real Property Management - Dispose sub-function record grouping but for which no specific file or file grouping has been created)

2.4-2

Real Property Management - Dispose - Government Real Property Disposition Process
(reserved for records related to the Government of Canada and institution-specific processes for the disposition of real property assets)

2.4-3

Real Property Management - Dispose - Real Property Disposition Committee
(reserved for records related to the deliberations of a [departmental/sector/branch] committee whose focus is the disposition of real property)

2.4-3-1

- Terms of Reference

2.4-3-2004/05

- Meetings Agenda and Minutes - Fiscal Year 2004-2005

2.4-3-2005/06

- Meetings Agenda and Minutes - Fiscal Year 2005-2006

2.4-4

Real Property Management - Dispose - Liaison Activities
(reserved for records related to internal or external relations on real property disposition issues and/or initiatives)

2.4-5

Real Property Management - Dispose - Selecting
(reserved for records related to selecting a method for disposing of real property assets, e.g., transfer, sell)

2.4-6

Real Property Management - Dispose - Implementing
(reserved for records related to implementing the method selected for disposing of real property assets)

2.4-7

Real Property Management - Dispose - Decommissioning
(reserved for records related to decommissioning real property assets, removing them from inventories, and finalising all related and required documentation)

2.4-8

Real Property Management - Dispose - Evaluating and Reporting
(reserved for records related to evaluating application of the disposition process in terms of performance against factors such as scope, time and budget, and reporting findings)

Legislative and Government Policy Requirements for BASCS Real Property Management Draft Classification Model

Click here to check the status of the legislative and government policy requirements for BASCS Real Property Management draft classification model.

Sample Conversion Plans for Real Property Management Records

Sample conversion plans for Real Property Management records will be appended as they become available. Click here to check the status of sample conversion plans.

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