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www.ssp.vic.gov.au

Office and Property Services

The Shared Service Provider (SSP) delivers a full range of office accommodation and property management services for Victorian Government leased and owned properties.

We strive to deliver seamless, integrated, end-to-end-property services that support fit-for-purpose, contemporary accommodation solutions for clients. We achieve this with our partner in service delivery, Jones Lang LaSalle (JLL)External Link .

We deliver the following services across the CBD, metropolitan and regional areas of Victoria.

Facilities management

  • SSP offers a comprehensive office property management service for managing and maintaining Victorian government-owned and leased buildings through its 24 hour / 7 day a week service.

    This includes a central help desk (online and call centre service) for reporting building faults and property service requests.

    Clients can log and track their facilities maintenance requests online in real-time. All non-priority facilities jobs can be logged using JLL’s CorrigoExternal Link system.

    Facilities Management (FM) maintenance services include:

    • general repairs and maintenance
    • heating, ventilation, and air conditioning (HVAC) services (exclusive of critical IT Environments)
    • electrical services (exclusive of critical IT Environments)
    • fire services (exclusive of critical IT Environments)
    • plumbing services
    • lift services
    • cleaning services (including specialist COVID-19 response cleans)
    • waste management (including secure waste)
    • pest control
    • energy management
  • If you need something fixed or maintained at your office space, you can log and track your facilities maintenance requests online. Please follow your internal processes regarding logging facilities management.

    All non-urgent jobs must be logged using JLL’s CorrigoExternal Link system.

  • To ensure safety in an emergency, always call 000 for the relevant emergency service first.

    For any emergency or critical issues, major operational or service interruptions, Victorian Government clients should always contact the SSP Helpdesk by phone on 1800 Shared (1800 742 733).

  • Training resources

    To learn how to register and log work orders, download Corrigo user guide:

      Training videos

      How to create a work order

      How to view a progress of the work order

      How to create a work order

    • Each Work Order request is given a priority allocation as follows:

      • P1 Emergency - response within 1 hour, completion 2 hours.

      Examples- health and safety issues endangering life safety e. g. leaks or pipe bursts causing large flooding, flooding due to damaged roofs, power outages in the entire building, fire. Dial 000 first if you are in danger.

      • P2 Critical -response within 2 hours, completion 48 hours.

      Examples- multiple toilets not flushing, broken fire alarm, partial power outages.

      • P3 High - response within 8 hours, completion 2 business days

      Examples- emptying or replacing secure bin, water taps issues, pest control.

      • P4 Standard - response within 2 business days, completion within 5 business days

      Examples- cupboards repairs, fixing light fittings in the common areas, new installations (pictures, lights etc).

      • P5 Low - response within 10 business days, completion within 20 business days
      • P5 Scheduled - response within 15 business days, completion within 30 business days

      Examples - anything non -critical or urgent e.g. bins supply, appliances supply/removal.

    • For site-specific queries, please speak to your nominated JLL Site FM.

    • You can do it in CorrigoExternal Link when the work order (WO) has been completed.

      • Open your WO in CorrigoExternal Link
      • Select Verify and rate the completed work
      • Select your rating from the list and add your comments
    • If you are not satisfied with the standard of Facility management services or you have an issue with a work request, you can raise a formal complaint by following this process:

      • Open CorrigoExternal Link
      • Create a new work order, select the property and location
      • Under the "What can we help you with" drop-down list select "Complaints"
      • Provide the details of your complaint on the form that appears and submit

      To raise a general not WO related complaint, please fill in the Complaints formExternal Link .

    • To log your work orders on your mobile, you can download the Corrigo app.

      • Go to Corrigo websiteExternal Link
      • Register your details and you’ll receive an email to set your password
      • Download the Corrigo Incorporated mobile app from the Apple App or Google Play Store
      • Log in to Corrigo External Link and choose the company name: JLL VIC-GOVT-AU

    Building security planning and maintenance

    • SSP provides security planning, security assessment and advisory services for its clients as occupants in owned and leased Victorian Government properties.

      Building security planning is offered as either a discrete service line or integrated as part of SSP’s general space management planning and solutions.

      This is delivered in line with SSP’s building security policies and procedures to ensure a consistent and effective WoVG approach to accommodation security.

    • To obtain an access card to your building, please make an enquiry through the following channels:

      • the on-site security, or
      • human resources, or
      • your designated facilities person within your unit or department.

      Specific application requirements and approval processes will be determined by your department and/or building location.

      We encourage you to speak with your line manager in the first instance, who should be able to assist.

    • Please complete the Enquiry formExternal Link in the first instance and a member of SSP’s building security team will help you with your request.

    Space management planning

    • Accommodation advisory and planning

      Developing and delivering fit for purpose client accommodation solutions consistent with WoVG accommodation objectives, policies and standards to meet approved and budgeted client business requirements.

      Real Estate management

      All real estate and leasing activities required to support the implementation of accommodation advisory and solutions for clients.

      Car park management

      SSP procures car parking for its clients as occupants in owned and leased Victorian Government properties in line with WoVG policies.

    • In the first instance, the SSP Accommodation services team will:

      • discuss current and emerging accommodation requirements with the department/agency Corporate Executive Director or equivalent through regular Accommodation services meetings
      • initiate SSP services based on agreed client accommodation plans

      For new or urgent requirements that are not already covered by the approved client accommodation plan, please complete the New Requirement Request form, including approval by the nominated Corporate Executive Director and email it to SSPStrategy@dtf.vic.gov.au

      If unsure, please contact your department/agency SSP Senior Relationship Manager, or log a request via the Enquiry form.

    • In the first instance, the SSP Accommodation services team will:

      • discuss current and emerging accommodation requirements with the department/agency Corporate Executive Director or equivalent through regular Accommodation services meetings
      • initiate SSP services based on agreed client accommodation plans

      For new or urgent requirements that are not already covered by the approved client accommodation plan, please complete the New Requirement Request form, including approval by the nominated Corporate Executive Director and email it to SSPStrategy@dtf.vic.gov.au

      If unsure, please contact your department/agency SSP Senior Relationship Manager, or log a request via the Enquiry form.

    Office relocations

    • SSP coordinates the logistics of office moves and relocations for occupants in owned and leased Victorian Government properties.

      SSP will help to:

      • review relocations requests against agreed client accommodation solutions or WoVG accommodation strategy.
      • assess the move request to determine the scope and engage relocation contractor
      • manage contractor delivery

      Please note SSP is not responsible for ICT arrangements but can work with client nominated providers to ensure a coordinated approach to moves and changes.

    • In the first instance, the SSP Accommodation services team will:

      • discuss current and emerging accommodation requirements with the department/agency Corporate Executive Director or equivalent through regular Accommodation services meetings
      • initiate SSP services based on agreed client accommodation plans

      For new or urgent requirements that are not already covered by the approved client accommodation plan, please complete the New Requirement Request form, including approval by the nominated Corporate Executive Director and email it to SSPStrategy@dtf.vic.gov.au

      If unsure, please contact your department/agency SSP Senior Relationship Manager, or log a request via the Enquiry form.

    Space management fit-out

    • SSP delivers end to end accommodation project management related to works and fit-outs in client occupancies.

      These services are considered and delivered within the context of broader WoVG accommodation plans, policies, and priorities.

      The scope does not include ICT management or internal change/ communication management with impacted stakeholders. However, SSP will engage with relevant parties to support integrated and coordinated project implementation.

      Services include:

      • program/project planning and budgeting advice
      • concept development, establishing the program team, establishing the governance arrangements, engaging contractors, managing construction
      • governance of all works programs
      • procurement of project management services
      • compliance with regulatory requirements, government policies, standards, and office accommodation guidelines, WoVG office accommodation security management framework and sustainability targets.
    • In the first instance, the SSP Accommodation services team will:

      • discuss current and emerging accommodation requirements with the department/agency Corporate Executive Director or equivalent through regular Accommodation services meetings
      • initiate SSP services based on agreed client accommodation plans

      For new or urgent requirements that are not already covered by the approved client accommodation plan, please complete the New Requirement Request form, including approval by the nominated Corporate Executive Director and email it to SSPStrategy@dtf.vic.gov.au

      If unsure, please contact your department/agency SSP Senior Relationship Manager, or log a request via the Enquiry form.

    Reviewed 09 March 2022

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