Occupancy data
Agencies covered under the Chief Financial Officers Act can use occupancy data tools to meet the requirements of the Utilizing Space Efficiently and Improving Technologies Act or USE IT Act, outlined in Section 2302 of the Thomas R. Carper Water Resources Development Act of 2024.
OMB issued M-25-25 [PDF] on April 21, 2025, which rescinds MPM-24-01. This new memo maintains the 150 SF per person design standard requirement and outlines the methodologies for data collection. OMB M-25-25 is applicable to all federal agencies.
To manage office space effectively, agencies need accurate occupancy data. Occupancy data is a vital tool agencies use to accurately evaluate space utilization and manage property accordingly. Agencies can collect occupancy data using various tools, but accuracy is key to making informed decisions. Choosing the right method ensures reliable reporting and better space management.
Occupancy data collection tools
Some technologies may require an agency IT security review and must meet Federal Risk and Authorization Management Program standards. Before deployment, all hardware must be assessed for security risks and approved for connection to the agency’s production network. Tenant agencies are responsible for managing and maintaining their own sensors. We will only oversee sensors in public buildings and federally managed facilities controlled by the Public Buildings Service.
| Technology | Description |
|---|
| Badge and access systems | The WRDA requires agencies to use Personal Identity Verification card technology as the standard for collecting occupancy data. Agencies can manage this data through building entrance systems and door readers |
| Daily check in survey | Agencies collect daily reporting locations from employees to ensure accurate occupancy data, even though only aggregate information is required for reporting |
| Occupancy sensors | Sensor systems, commonly known as people counters, track workplace occupancy with frequently updated and highly accurate data. They can be placed at entry and exit points or customized to monitor specific office areas. |
| Video analytics | Video cameras equipped with analytics software can track the movement of people within a space. This technology can provide more detailed information about occupancy patterns and behavior. Similar to sensors, this information can be tailored to tenant specific areas for occupancy measurement. |
| Wi-Fi and bluetooth aggregators | Wi-Fi Positioning Systems allow the tracking of signal strength of Wi-Fi-enabled devices, such as smartphones in order to estimate the number and location of occupants within a building. Similar to Wi-Fi, Bluetooth Low Energy or BLE beacons can be used to track the location of devices and, by extension, occupants. Use our guide on developing a building occupancy tool using laptops. |
| Building automation systems | Building automation systems can infer occupancy based on the use of heating, ventilation, air conditioning, and lighting systems. Analytics on BAS/BMS systems can provide estimated occupancy and be refined through installation of more granular sensors and/or monitors, such as Indoor air quality monitors and lighting sensors can provide this information. |
| Analytics platforms | Specialized platforms integrate data from multiple sensors and systems to deliver comprehensive occupancy analytics. They typically provide real-time monitoring and historical data analysis. Cloud-based solutions may require an IT security review and approval from the implementing tenant agency, as well as FedRAMP authorization. |
| Reservation systems | In locations where workspace reservations are made, the stored data can also be sorted to generate occupancy reports if the system allows for it. Oftentimes, these systems also allow for integration with turnstile and/or sensor data for a more comprehensive analysis of occupancy trends. |
| Visual analysis | Regular monitoring of the workspace over a defined period of time— usually two weeks at several long hour intervals each day— to report workspace patterns and usage. This does not capture absolute occupancy but does give information about workspace usage and valued amenities. This requires dedicated resources for the period of analysis. |
| Timecard analysis | Using data from biweekly timecard reports, agencies can infer building occupancy by analyzing telework frequency. This is not an entirely accurate representation of workspace occupancy, as work travel and site visits often occur. However, if timecards are accurately submitted to report the frequency of telework, sick days, and annual leave, a general understanding of the actual use of duty stations can be established. |
| Mobile location data | Mobile location data leverages aggregated and anonymized pings from mobile devices collected through apps that request location permissions, to approximate the number of people present in a given location over time. This type of information is most useful to report occupancy for single-tenant buildings. |
U.S. General Services Administration