Australian Government Property Data Collection
Attachment A – Property Data Specifications – Property File September 2015
All italicised words are defined terms, the definitions of which are provided in the PRODAC
dictionary or in the data element specifications.
Scope
Where a non-corporate entity leases or owns 500m2 or more of usable office area within a
building, the non-corporate entity must submit data for each property within the building, unless
the property is located overseas or is an Exempt Military or Intelligence Property. This includes
office properties, special purpose properties and other types of property located in Australia or
Australia’s external territories.
The data for each property must be contained within a Property File as described below and data
must be collected and collated in accordance with the specifications set out in this document.
All data must be collected and collated in accordance with these specifications and submitted
using PRODAC Online at http://prodac.c3hosted.com/.
Property File
The Property File is made up of two data sets – Building and Lease. Each non-corporate entity is
to report the following data elements for the reporting period for every property that falls within
the scope.
Building data set elements
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E02: Building identifier
E03: Street number or building name
E04: Street name
E05: Suburb
E06: State or Territory
E07: Postcode
E21: Owner
E15: Heritage status
E16: Building grade
E17: Non-corporate entity’s comments
Page 1 of 22
PRODAC Property data specifications September 2015
Attachment A
Lease data set elements
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E02: Building identifier (as reported in Building data set)
E01: Lease identifier
E18: Lease type
E22: Lease Status
E13: Lease start date
E14: Lease end date
E08: Net Lettable Area
E09: Leased-out Area
E10: Total non-office area
o Non-office area C – Basement or inadequate amenity
o Non-office area D – Police station or laboratory or hospital etc
o Non-office area E – Specifically for operation activity
o Non-office area F – Public facility
o Non-office area G – Judicial chambers and court rooms
o Non-office area H – Areas specifically for the Governor-General, Prime Minister,
Parliamentarians etc
o Non-office area I – Emergency and crisis coordination areas
o Non-office area J – Exempt area
o Non-office area K – Door swing
E11: Workpoints
E12: Occupied workpoints
E19: Green Lease Schedule type
E20: Last market review
E17: Non-corporate entity’s comments
The Property File contains a record of the non-office area in each category for every property.
Derived Elements
Non-corporate entities are not required to provide data on the following list of elements. These
derived elements are calculated by Finance using the data collected from agencies.
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D01: Controlled area
D02: Usable office area
D03: Ratio of usable office area
D04: Fit-out density
D05: Occupational density
D06: Workpoint vacancy
D07: Lease remaining
D08: Lease length
D09: Regional status
D10: Property size
Page 2 of 22
PRODAC Property data specifications September 2015
Attachment A
Dictionary
The following definitions apply for the purposes of the Australian Government Property Data
Collection (PRODAC). Each data element and derived element is also a defined term and the
definitions are contained in the data specifications for the appropriate element.
Building
Includes: Any building leased or owned by the non-corporate entity with 500m2 or more of
Usable Office Area.
Notes:
If a non-corporate entity has two or more leases in a building, the same building is
reported for all leases.
If a non-corporate entity leases one or more buildings under a single lease, or leases
an area of land that contains buildings under a single lease, the same lease is
reported for multiple buildings. Costs data elements are apportioned for each
building in scope.
Lease
Includes:
Any lease, sublease or other arrangement (such as heads of agreement, exchange of
letters, memorandum of understanding, contract, licence or agreement) under
which a non-corporate entity may occupy part or all of a building that is not owned
by the non-corporate entity.
Excludes: Arrangements to hire venues on a short term basis.
Leased-out means an area that placed in the control of another non-corporate entity or entity
under any type of arrangement (such as a heads of agreement, exchange of letters,
memorandum of understanding, contract, licence or agreement) and which has been established
in accordance with the PGPA Act.
Nominal data collection date for the occupancy file is 30 September in the collection year, as
appropriate.
Non-corporate entity (Non-corporate Commonwealth entity) as defined in the Public
Governance, Performance and Accountability Act 2013 (PGPA Act).
Non-corporate entity code is a concise and recognisable code assigned by each non-corporate
entity, which uniquely identifies the non-corporate entity’s properties. The non-corporate entity
code is an acronym (e.g. PMC) or key word (e.g. Treasury).
Page 3 of 22
PRODAC Property data specifications September 2015
Attachment A
Non-office area is an area within the controlled area of the property, which falls into one of the
following categories in the ‘include’ column.
Category C – Basement or inadequate amenity
Include
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Exclude
All areas and facilities in a basement
All areas and facilities which do not
provide adequate amenity for use as
office space due to the absence of
natural light or other physical
constraints.
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All areas used to support office activities such
as meeting rooms, breakout areas, conference
rooms, non-public reception areas, equipment
rooms, space used to store office items,
computer rooms and data centres unless they
are located in a basement or area of
inadequate amenity.
All vacant areas previously used for office
activities.
All areas which are being refurbished or
refitted for office activities.
Category D – Police station, laboratory, hospital etc
Include

Exclude
A police station, laboratory, hospital,
quarantine area, public hearing room
or workshop.
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An area specifically used to repair and
maintain office items.
Category E – Specifically for operational activity
Include
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Exclude
All areas used to undertake an
operational activity.
Rooms or areas specifically used to
detain, examine, interview, observe,
assess or counsel members of the
public.
All areas used to store equipment and
items, other than office items, that are
needed for operational activities.
Additional facilities that have been
fitted out by the non-corporate entity
(that is, not part of the base building)
such as bathrooms, showers,
kitchenettes specifically to support
operational activities.
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Any general meeting rooms or offices that
may be used for meetings with members of
the public or stakeholders on an ad hoc basis.
Areas used to store office items or any form of
paper-based media, including files, archived
files, books or other documents.
Additional facilities that have been fitted out
by the non-corporate entity (that is, not part
of the base building) such as bathrooms,
showers, kitchenettes, unless they are
specifically to support operational activities.
All areas used for office activities, including
where the office activities enable operational
activities.
Category F – Public facility
Include
Exclude
Page 4 of 22
PRODAC Property data specifications September 2015
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All areas which are freely accessible to
the public, such as public libraries,
public galleries, public cafeterias,
public reception areas, public waiting
areas and public retail areas.
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Attachment A
Libraries, galleries, cafeterias and
gymnasiums where access is fully or partially
restricted to staff and contractors within the
non-corporate entity.
Category G – Judicial chambers and court rooms
Include
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Exclude
Judicial chambers and the secure zone
around judicial chambers, court rooms
and hearing rooms.
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Offices provided for tribunal members,
commissioners, ombudsmen or similar
officers.
Category H – Areas specifically for the Governor-General, Prime Minister,
Parliamentarians etc
Include
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Exclude
All areas specifically provided for the
use of the Governor-General,
Commonwealth Parliamentarians,
former Governors-General, former
Prime Ministers and former members
of the judiciary.
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Areas provided for Accountable Authorities,
chief executives, senior executives,
contractors, consultants and uniformed or
sworn personnel, to undertake office
activities.
Category I – Emergency and crisis coordination areas
Include
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Exclude
An area designed and used specifically
for coordinating responses to
emergency or crisis situations.
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Call centres, unless designed and used
specifically for directing responses to
emergency or crisis situations.
Category J – Exempt Area
Include
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Exclude
An area specifically designated by the
Department of Finance as an exempt
area.
Page 5 of 22
PRODAC Property data specifications September 2015
Attachment A
Category K – Door Swing
Include
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Exclude
 All areas that are unusable or difficult to use
because of the location, lay-out or design of
non-office areas.
All door-swing areas where the door
provides access to a non-office area or
to an area that is not in the Net Lettable
Area.
An area can only be included in non-office area if it is in the Net Lettable Area
Notes:
and the controlled area for the property. For example, areas such as base
building stairs, accessways, base building toilets and plant rooms must not be
included in non-office area because they are not in the Net Lettable Area.
If there is uncertainty about whether an area is an office area or non-office
area, it must be treated as an office area.
Office items includes all paper, paper-based products, files, books, brochures, paper forms,
paper handling products, document holders, binding equipment, binding supplies, laminating
equipment, laminating supplies, paper shredders, paper recycling containers, stationery,
photocopiers, printers, printer supplies, paper scanners, facsimile machines, telephones,
telephone accessories, projection devices, chairs, desks, tables, computer hardware, computer
software and computer networking hardware.
Office activity is all office support work and office work.
Office support work is any activity that supports or enables office work.
Includes:
Recreational, social, well-being and corporate activities.
Maintenance and repair of office items.
Office work is an activity undertaken at desk, counter, office or meeting room, where office items
are the main equipment used to undertake the activity.
Includes:
General interactions with parliamentary staff, the public or other stakeholders.
Distribution, processing, storage or archiving of any paper-based product.
Operational activity is any activity other than office activity undertaken by a non-corporate
entity that is directly related to the functions of the non-corporate entity.
PCA means the Property Council of Australia.
Page 6 of 22
PRODAC Property data specifications September 2015
Attachment A
Property
Include:
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Notes:
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Part or all of a building that a non-corporate entity is occupying or has the
right to occupy under a lease on the nominal data collection date.
Part or all of a building that is owned by a non-corporate entity on the
nominal data collection date.
The property includes any area leased-out to another non-corporate entity or
other entity.
If a non-corporate entity has two or more leases in a given building, each
lease is a separate property.
If a non-corporate entity leases one or more buildings under a single lease, or
leases an area of land that contains buildings under a single lease, each
building is a separate property.
If a non-corporate entity leases land that does not contain any buildings, the
land is not a property.
If a non-corporate entity leases space from another non-corporate entity, the
lessee non-corporate entity must still report the property covered by the
lease if it falls within the scope.
Page 7 of 22
PRODAC Property data specifications September 2015
Attachment A
Data element specifications
The following data elements are reported for the reporting period for each building.
Building identifier (E02)
Definition:
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A unique code which identifies each building that a non-corporate entity
owns or leases as a lessee. This code contains the prefix “B-”, the noncorporate entity code, followed by a hyphen, and a unique building number, eg
B-DNT-01.
Notes:
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If a non-corporate entity has more than one lease in a building, each lease is
to have the same building identifier.
Maintain and use the same identifiers and consistency with previous
collections by building.
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Format:
[B-][Non-corporate entity code-][non-corporate entity assigned building
number]
Street number or building name (E03)
Definition:
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The street number or name of the property or building.
Notes:
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If the property is a unit, use the format “10B/131”.
If the property spans more than one street number, use the format
“12-14”.
If the property does not have a street number or a building name and is
located on a corner, report “corner” for this element and put both street
names in E04: Street name.
Do not include information about the level of the building on which the
property is located.
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Format:
[street number] or [building name]
Street name (E04)
Definition:
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The street on which the property is located.
Notes:
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Record the street type, i.e. street, road, lane, square etc, without
abbreviation.
If the property is reported as being on a corner, report both street names for
this element using the format “Street and Street”.
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Format:
[name of street][street type]
Suburb (E05)
Definition:
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The suburb in which the property is located.
Page 8 of 22
PRODAC Property data specifications September 2015
Notes:
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Format:
Upper case: [suburb]
Attachment A
Report the suburb where the property is physically located.
Do not report the suburb where mail is sent for the property.
State or Territory (E06)
Definition:
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The State or Territory in which the property is located.
Notes:
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Report the State or Territory where the property is physically located.
Do not report the State or Territory where mail is sent for the property.
Format:
Code
ACT
NSW
NT
QLD
SA
TAS
VIC
WA
Meaning
Australian Capital Territory
New South Wales
Northern Territory
Queensland
South Australia
Tasmania
Victoria
Western Australia
Postcode (E07)
Definition:
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Postcode in which the property is located.
Notes:
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Report the postcode where the property is physically located.
Do not report the postcode where mail is sent for the property.
Format:
[nnnn]
Owner (E21)
Definition:
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The ownership of the property.
Notes:
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Report the current ownership that applies for the reporting period.
Format:
Code
Commonwealth
State Government
Private
Meaning
The Commonwealth owns the property
State or Territory owns the property
Non-government
Page 9 of 22
PRODAC Property data specifications September 2015
Attachment A
Heritage status (E15)
Definition:
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The outcome of the heritage assessment done under section 341ZB of the
Environment Protection and Biodiversity Conservation Act 1999 (EPBC Act).
Include:
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A property is only reported as ‘heritage’ if the heritage assessment required
under section 341ZB or the EPBC Act indicates that the property is located in,
or includes, a place with identified heritage values.
References:
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Environment Protection and Biodiversity Conservation Act 1999
Format:
Code
Meaning
Heritage
The property is located in, or includes, a place with
identified heritage value.
NH
The property is not located in, and does not include, a
place with identified heritage value.
Unknown
A heritage assessment has yet to be undertaken for the
place in which the property is located.
Building grade (E16)
Definition:
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The current grade of the building in which the property is located, in
accordance with the PCA: A Guide to Office Building Quality.
Notes:
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Where building grade information in accordance with the PCA guidance is
not reliable or easily available, report ‘unknown’ for this element.
References:
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PCA: A Guide to Office Building Quality, most current version
Format:
Code
EB Premium
EB Grade A
EB Grade B
EB Grade C
EB Grade D
New Premium
New Grade A
New Grade B
Unknown
Meaning
Premium grade for existing buildings
Grade A for existing buildings
Grade B for existing buildings
Grade C for existing buildings
Grade D for existing buildings
Premium grade for new buildings
Grade A for new buildings
Grade B for new buildings
Building grade not known or unreliable
Page 10 of 22
PRODAC Property data specifications September 2015
Attachment A
Non-corporate entity comments – building (E17)
Definition:
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Any comments that the non-corporate entity would like to make about the
property. Agencies are encouraged to provide comments for any changes to
data elements other than E11 Workpoints and E12 Occupied workpoints.
Comments on these elements are only requested if the value changes
substantially.
Notes:
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Any information that the non-corporate entity considers relevant about the
property. This may include information about refits, whether the property
has been affected by machinery of government changes, plans to vacate or
sublease the property, reasons for an unusual fit-out density or occupational
density. This element may be left blank.
Format:
[Text]
Page 11 of 22
PRODAC Property data specifications September 2015
Attachment A
The following data elements are reported for the reporting period for each lease.
Lease identifier (E01)
Definition:
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A unique code which identifies each lease that a non-corporate entity holds
as a lessee. This code contains the prefix “L” followed by a hyphen, the noncorporate entity code, followed by a hyphen and a unique lease number eg LDNT-01.
Notes:
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If a non-corporate entity has more than one lease in a building, each lease is
to have a unique lease identifier.
If a non-corporate entity has more than one building under a single lease,
each building is to have the same lease identifier.
If a non-corporate entity owns the property, report “owned” for this element.
Maintain consistency with previous years unless a new option has been
taken.
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Format:
[L-][Non-corporate entity code-][non-corporate entity assigned building number]
The building identifier (E02) is reported for each lease.
Lease type (E18)
Definition:
Notes:
Format:
- The type of lease under which the non-corporate entity is occupying or has the
right to occupy the building.
- The type of lease is to be determined from the terms and conditions contained
in the current lease as they relate to the coding below.
- If the lease has expired, and is in a holdover period, the non-corporate entity is
to report the lease type that applied under previous (expired) lease.
- Classification into lease type is based on what the non-corporate entity is
obliged by the lease to pay, irrespective of whether the non-corporate entity
meets the costs directly or through reimbursement to the lessor.
Code
Fully gross
Gross
Net
Triple net
Owned
Meaning
Non-corporate entity is obliged to pay only rent to the
lessor.
Non-corporate entity is obliged to pay rent and
increases to statutory charges to the lessor.
Non-corporate entity is obliged to pay some but not all
of the following: rates, water and sewerage, utilities,
taxes, insurance and base building repair and
maintenance.
Non-corporate entity is obliged to pay all of the
following: rates, water and sewerage, utilities, taxes,
insurance, base building repair and maintenance.
The building is owned by the non-corporate entity.
Page 12 of 22
PRODAC Property data specifications September 2015
Not recorded
Attachment A
Non-corporate entity does not pay any rent or
outgoings to the lessor and there is no formal
agreement in place requiring the non-corporate entity
to do so.
Lease status (E22)
Definition:
The status of the current obligation to lease the property.
Notes:
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Format:
The lease status is reported as a separate element rather than within E13 and E14
for the lease start and end date.
If the property is being occupied on a holdover basis, report ‘expired’ for this
element.
If the property is currently being occupied under a heads of agreement, report
‘pending’ for this element.
Code
Active
Owned
Expired
Pending
Meaning
The lease is executed and the term of the lease has not
finished.
The building or property is owned by the Non-corporate
entity.
The lease has expired.
The property is occupied under a heads of agreement.
Lease start date (E13)
Definition:
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The date when the current obligation to lease the property began.
Notes:
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If the property is currently leased under an options clause, the lease start
date is when the current option began.
If the property is being occupied on a holdover basis, report ‘expired’ for the
lease status.
If the property is currently being occupied under a heads of agreement,
report ‘pending’ for the lease status.
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References:
The lease.
Format:
Code
Meaning
[dd/mm/yyyy]
Start date of current lease obligation.
Lease end date (E14)
Definition:
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The date when the current obligation to lease the property ends.
Notes:
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If a non-corporate entity has exercised an options clause, the lease end date
is the date the exercised option ends.
Page 13 of 22
PRODAC Property data specifications September 2015
Exclude:
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References:
The lease.
Format:
Code
Meaning
[dd/mm/yyyy]
End date of current lease obligation
Attachment A
Options periods that have not be exercised.
Net Lettable Area (E08)
Definition:
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For leased property, the total Net Lettable Area (NLA) covered by the lease
measured in accordance with the PCA: Method of Measurement for Lettable
Area.
For owned property, the total NLA of the building measured in accordance
with the PCA: Method of Measurement for Lettable Area.
Include:
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The total NLA in the lease if it is considered accurate.
The sum of all types of NLA including office NLA, storage NLA, cafe NLA and
other types of NLA, except car parks.
Exclude:
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Car parks.
Notes:
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If the lease does not have an area figure or the lease contains a GLA figure,
determine the total NLA in accordance with the PCA: Method of Measurement
for Lettable Area.
If the non-corporate entity considers that the NLA recorded in the lease is
inaccurate, report the NLA determined by a surveyor, architect or similarly
qualified professional.
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References:
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Format:
Square metres [nn,nnn.nn]
PCA: Method of Measurement for Lettable Area, most recent version;
The lease or other relevant documents
Surveyor’s report.
Leased-out area (E09)
Definition:

Total area within the reported NLA of the property which is leased-out to
another non-corporate entity or another entity, measured in accordance with
the PCA: Method of Measurement of Lettable Area.
Include:

NLA of the leased-out area as indicated in the sub-lease, MOU, licence or
similar arrangement.
Exclude:

Arrangements where the non-corporate entity provides workpoints for staff
of another non-corporate entity or entity where control of the space is not
relinquished.
Page 14 of 22
PRODAC Property data specifications September 2015
Notes:

Areas that are shared with the sublessee.
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This element is used to work out the area that the non-corporate entity does
not retain full control of due to sub-letting space.
If the sub-lease, MOU, licence or similar arrangement does not have a figure,
determine the leased-out area in accordance with the PCA: Method of
Measurement of Lettable Area.
If the non-corporate entity considers that the area in the sub-lease, MOU,
licence or similar arrangement is inaccurate, report the leased-out area
determined by a surveyor, architect or similarly qualified professional.
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References:
Format:
Attachment A
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
PCA: Method of Measurement for Lettable Area, most recent version;
Sub-lease or other relevant documents.
Surveyor’s report.
Square metres [nnnnnn.nn]
Total non-office area (E10)
Definition:

Total of all areas within the reported NLA that meet the definition of nonoffice area and are not leased-out.
Notes:

Measurements of the non-office area can be taken from the physical space or
the floor plans, whichever is considered by the non-corporate entity to be the
most reliable.
The non-office area in each category must be recorded on the non-office
sheet for each property.
Area reported as non-office area needs to fit a category of PRODAC defined
non-office area at the point in time of data collection. Area expected to be a
non-office area but not used as such must not be included in this element.


Format:
Square metres [nnnnnn.nn]
Format:
Non-office area
 Non-office area C – Basement or
inadequate amenity
 Non-office area D – Police station or
laboratory or hospital etc
 Non-office area E – Specifically for
operation activity
 Non-office area F – Public facility
 Non-office area G – Judicial chambers
and court rooms
 Non-office area H – Areas specifically for
the Governor-General, Prime Minister,
Parliamentarians etc
 Non-office area I – Emergency and crisis
coordination areas
 Non-office area J – Exempt area
Square metres
Total of area within the
reported NLA that meets
the definition for each
category of non-office
area.
Page 15 of 22
PRODAC Property data specifications September 2015

Attachment A
Non-office area K – Door swing
Workpoints (E11)
Definition:

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
Include:


Exclude:



Notes:




Format:
Total number of workpoints within the usable office area of the property at
the time of the walk-through.
Traditional office fitout arrangements
A workpoint is a desk, enclosed office or a counter where it would be
reasonable to expect a person to carry out office work on an ongoing basis.
Flexible workspace or activity-based working fitout arrangements
A workpoint is a personal storage container such as a caddy, tray, locker or
bag. Personal storage containers are containers in which staff can store all
work and personal belongings that would traditionally be stored in a
workpoint space such as an under desk cabinet. They are a container that is
designated to an individual staff member in the same way a desk is
traditionally designated to a staff member.
All workpoints irrespective of whether they are used by uniformed or sworn
personnel, contractors, consultants, secondees or employees of another noncorporate entity.
All workpoints irrespective of whether they are shared, used on a
part-time basis or used as hot-desks.
Workpoints located within the non-office area or the leased-out area of the
property.
Places in training and meeting rooms.
Desks provided exclusively for short-term access to specialist networks or
resources, such as CabNet, other secure networks or library terminals, and
which are smaller than the typical workstation.
If an office is fitted-out for two or more people, then the office is to be
counted as containing two or more workpoints as appropriate.
If a counter is the primary location for office work for two or more people,
then the counter is to be counted as containing two or more workpoints as
appropriate.
A training or meeting room converted into an office is to be treated as an
office.
The walk-through and count of workpoints must be undertaken within one
week of 30 September each year.
Workpoints [nnnnn]
Page 16 of 22
PRODAC Property data specifications September 2015
Attachment A
Occupied workpoints (E12)
Definition:



Include:


Exclude:




Total number of occupied workpoints within the usable office area of the
property at the time of the walk-through.
Traditional office fitout arrangements
An occupied workpoint is a workpoint that has all essential equipment to do
office work, shows signs of life and could reasonably be assumed to be a place
where office work is regularly undertaken.
Essential equipment is a functional computer, powered monitor, keyboard,
mouse, a functional telephone and a chair. If a non-corporate entity
intentionally provides workpoints without computers (e.g. for staff who use a
laptop or do not require a computer), essential equipment only includes a
working telephone and a chair.
Signs of life are items on or around the workpoint which indicate that it could
not be reallocated to another person. Such items may include a name plate,
folders, stationery and papers, photographs and other personal items, or a
person working at the workpoint during the count.
Flexible workspace or activity-based working fitout arrangements
An occupied workpoint is a personally allocated storage container such as a
caddy, tray, locker or bag. It is necessary that the caddy, tray or locker is
assigned to each individual in these fitout arrangements.
All occupied workpoints irrespective of whether they are occupied by
uniformed or sworn personnel, contractors, consultants, secondees or
employees of another non-corporate entity.
All occupied workpoints irrespective of whether they are shared, used on a
part-time basis or used as hot-desks.
Occupied workpoints located within the non-office area or the leased-out
area of the property.
Workpoints that are being used for storage. These are indicated by the
presence of a sufficient amount of items such as boxes, books, files, rubbish
etc on and around the workpoint.
All workpoints which are obviously in the process of being packed away or
vacated.
All workpoints where there is a reasonable doubt that they are used to
undertake office work on a regular basis.
Note:

Format:
Occupied workpoints [nnnnn]
The walk-through and count of occupied workpoints must be undertaken
within one week either side of 30 September each year.
Page 17 of 22
PRODAC Property data specifications September 2015
Attachment A
Green Lease Schedule type (E19)
Definition:
Notes:
Format:
Type of agreement between the non-corporate entity and lessor that sets out
each party’s role in the achievement of energy efficiency objectives.
Only code a property as a type of GLS if it is a current Green Lease Schedule, as
defined in the Green Lease Schedules Guidance Notes - Energy Efficiency in
Government Operations (EEGO Policy).
Code
GLS A
GLS B
GLS C
GLS D
Other
Nil
Meaning
Green Lease Schedule, type A1 or A2
Green Lease Schedule, type B1 or B2
Green Lease Schedule, type C1 or C2
Green Lease Schedule, type D1 or D2
Another form of energy efficiency agreement currently
in place
No energy efficiency agreement currently in place
Last market review (E20)
Definition:

The date the last agreed market review for the lease took effect.
Include:

Last market review the non-corporate entity agreed to if it has taken effect,
irrespective of whether the review resulted in a change to the rent.




Market reviews that the non-corporate entity has not agreed to.
Market reviews that have not taken effect.
Instances where the opportunity to review to market was forfeited.
CPI and fixed rent escalators.
Notes:

If there is no provision for a market review in the lease, or if the lease is
new and there was no market review undertaken yet, the non-corporate
entity is to report the lease start date.
Format:
Code
Meaning
[dd/mm/yyyy]
Date that the last agreed market review for the lease
took effect.
Owned
The building is owned by the non-corporate entity
Exclude:
Page 18 of 22
PRODAC Property data specifications September 2015
Attachment A
Non-corporate entity comments – lease (E17)
Definition:

Any comments that the non-corporate entity would like to make about the
property. Agencies are encouraged to provide comments for any changes to
data elements other than E11 Workpoints and E12 Occupied workpoints.
Comments on these elements are only requested if the value changes
substantially.
Notes:

Any information that the non-corporate entity considers relevant about the
property. This may include information about refits, whether the property
has been affected by machinery of government changes, plans to vacate or
sublease the property, reasons for an unusual fit-out density or occupational
density. This element may be left blank.
Format:
[Text]
Page 19 of 22
PRODAC Property data specifications September 2015
Attachment A
Derived Elements and Performance Indicators
The following data elements are derived elements and performance indicators. Non-corporate
entities are not required to provide data on these elements. These derived elements are
calculated using the data submitted by the entity.
D01: Controlled area
Derivation:
For each property:
Net Lettable Area minus leased-out area.
Formula:
D01 = E08 – E09
Format:
Square metres [nnnnnn]
D02: Usable office area
Derivation:
For each property:
Controlled area minus total non-office area.
Formula:
D02 = D01 – E10
Format:
Square metres [nnnnnn]
D03: Ratio of usable office area
Derivation:
For each property:
Usable office area divided by controlled area.
Formula:
D03 = D02 ÷ D01
Notes:


Format:
A ratio of 1.00 indicates that all of the non-corporate entity’s controlled area
is usable office area.
A ratio of 0.80 indicates that 80 per cent of the non-corporate entity’s
controlled area is usable office area.
Ratio expressed as a decimal [n.nn]
Page 20 of 22
PRODAC Property data specifications September 2015
Attachment A
D04: Fit-out density
Derivation:
For each property:
Usable office area divided by workpoints.
Formula:
D04 = D02 ÷ E11
Notes:


Format:
This element is used to work out the average amount of space per workpoint
in the usable office area of each property.
The space in this indicator includes the average space provided for the
workpoints and the average ancillary space provided in support of the
workpoints.
Square metres per workpoint (m2/WP) [nn.n]
D05: Occupational density
Derivation:
For each property:
Usable office area divided by occupied workpoints.
Formula:
D05 = D02 ÷ E12
Notes:


Format:
This element is used to work out the average amount of space per occupied
workpoint within the usable office area of each property.
The space in this indicator includes the average space provided for the
occupied workpoints and the average ancillary space provided in support of
the occupied workpoints.
Square metres per occupied workpoint (m2/OWP) [nn.n]
D06: Workpoint vacancy
Derivation:
For each property:
(Workpoints minus occupied workpoints) divided by workpoints
multiplied by 100.
Formula:
D05 = (E11 – E12) ÷ E11 × 100
Format:
Percentage [nn.n]
D07: Lease remaining
Derivation:
Formula:
For each lease:
Lease end date minus [nominal data collection date].
D07 = E14 – [nominal data collection date]
Page 21 of 22
PRODAC Property data specifications September 2015
Format:
Attachment A
Years [yy.yy]
D08: Lease length
Derivation:
For each lease:
Lease end date minus lease start date.
Formula:
D08 = E14 – E13
Format:
Years [yy.yy]
D09: Regional status
Derivation:

The postcode (E07) of each property is matched to the remoteness structure
of the Australian Bureau of Statistics’ Australian Standard Geographical
Classification (ASGC).
Notes:

Each property is classified as ‘major city’, ‘inner regional’, ‘outer regional’,
‘remote’ or ‘very remote’.
Where a property’s postcode is not available in the ASGC remoteness
classification, it will be manually matched by Finance to the most
appropriate available postcode based on proximity.

Reference:

Format:
[regional status]
Australian Bureau of Statistics (2006) 1216.0 Australian Standard
Geographical Classification.
D10: Property size
Derivation:
Each property is allocated to a size category based on the controlled area of the
property as follows:
D01: Controlled area
500 m2 to 999 m2
1,000 m2 to 4,999 m2
5,000 m2 to 14,999 m2
15,000 m2 or more
Notes:

Format:
[Property size]
D10: Property size
small
medium
large
very large
Properties are grouped into size categories to simplify reporting and
analysis.
Page 22 of 22