Summary
Tenant Representatives are identified by the agency to act as liaisons on behalf of their agency to disseminate information to internal staff. All building-related emergencies are to be reported directly to the building manager through the Tenant Representative. All non-emergency related building issues are to be reported using AiM. Tenant Representatives are also responsible for amending all fire safety violations. Tenant Representatives should identify volunteers to maintain the Tenant Safety Organization (TSO) with a current list of all new and active volunteers (including AED operators) by providing the current list directly to the building manager, while removing inactive TSO volunteers as they depart their respective agency.
Visitor Access
VMS Visitor Access
The Office of General Services utilizes the Visitor Management System in the majority of its State Office Buildings. VMS is an electronic system that records, organizes, and grants access to any scheduled or unexpected visitors as permitted.
Tenant agencies in OGS-owned and managed facilities with a Visitor Management System (VMS) should establish designated representatives who can enter approved visitors into the system as needed. VMS allows agencies to safely control the flow of visitors into their workspace. In addition, VMS utilizes a “watchlist” feature to monitor any possible security threats to the building and its tenants.
Each agency’s designated VMS representative is responsible for recording all critical information of a visit into VMS when registering a visitor, including the date and expected duration of the visit, the floor and specific location to be visited, along with the purpose of the visit and any relevant details about who directed this person to be granted entry to the facility.
Agencies are responsible for ensuring VMS access for staff or outside persons is appropriate based on assigned job tasks or functions. A designated VMS representative should never enter a visitor in the system who does not have business with their specific work unit unless given express direction from a supervisor. To request copies of VMS access reports or for visitor assistance please contact OGS Security ID at [email protected] or call (518) 474-6292.
Non-VMS Visitor Access – Where Applicable
There are Office of General Services buildings that do not have the VMS system. These buildings utilize a logbook with a sign in roster.
Each visitor will sign into the logbook with name, time, who they are seeing, and reason for visit. The visitor will sign out with a time when the visit is finished.
Each visitor will receive a sticker that needs to be worn on the outside of the clothing or jacket. The sticker needs to be visible at all times during the visit.
ID Cards
Agency Employee Onboarding
Each tenant agency is responsible for ordering ID cards for their newly onboarded employees. Each agency’s designated Security ID Representative(s) submit all employee ID card applications for their unit to the OGS Security ID office. The average turnaround time for employee ID cards to be issued is approximately 7-14 business days from the date the application is received by OGS.
Employee Access-Level Privilege Maintenance
Agencies are responsible for ensuring building ID Card access for staff is appropriate based on assigned job tasks, including access to multiple buildings, restricted areas, 24/7 access, etc. Agencies must also ensure that requests to remove or update building access privileges are submitted to OGS Security ID in a timely manner as employees onboard and offboard, or as operational needs change. Agency representatives can view their building access reports by submitting a request to [email protected].
90-Day Active Security ID Card Use Report
The OGS Security ID office will provide a 90-Day Security ID Access Report to agency representatives on a quarterly basis. The report identifies active Security ID Cards that have not been used to gain access to any facility within 90 days of the report date. Agencies are responsible for reviewing this report and identifying any Security ID Cards that require deactivation.
Agency Employee Offboarding
In accordance with New York Codes, Rules and Regulations, when an employee leaves State service or upon termination of contractual services for non-State employees, the agency’s Security ID Representative(s) must collect the employee’s ID Card immediately and return it to OGS Security ID for proper deactivation. If it is not feasible to retrieve the ID Card from the employee immediately upon separation, a request should be sent instead for removal of access to [email protected] until which time the ID Card can be recovered.
Additional information can be found at https://ogs.ny.gov/real-estate/id-cards
Or by contacting OGS Security ID at:
Email: [email protected]
Phone: (518) 474-6292
Work Order
Tenants can submit work requests through their immediate supervisors. The immediate supervisor shall forward this request to their agency tenant representative. The tenant agency representative will review the request and forward a customer service request using the OGS AIM Maintenance Work Management system to the Facilities Manager for approval and completion.
Submit a Work Order
Log into the OGS Building Management Tenant Request Portal to submit a work order for building repairs or maintenance. Common examples of tenant requests include:
- Patching walls, adjusting doors
- Lock repairs
- Electrical (receptacle) repairs
- Restroom and cleaning supplies
- Indoor temperature complaints
- Light bulb changes
If you need to request a change in heating or cooling at the Empire State Plaza or Harriman Campus, please call (518) 474-6825 with the request and provide the Building and Room Number.
At any other location, please contact your local building manager.
Use of Property
Tenant Alteration Request (TAR)
Tenant Alteration Request (TAR) projects include all work that alters space owned or leased by New York State agencies. A TAR project generally involves the altering of workstation layouts, minor changes to the location of walls and/or paths of ingress/egress; and requires space planning services, development of construction documents, and a building permit. Common examples include:
- Request for space in a new location or increase/decrease of space in an existing location
- Change in usage of existing rooms (ex. converting an enclave to an office, etc.)
- Reconfiguration of doors, interior walls, and windows (unless restricted by building codes)
- Reconfiguration of workstations
- Increase or decrease in the number of workstations
- Construction/reconfiguration of additional offices or conference rooms (unless restricted by building codes)
- Tenant security system modifications