Archibus SaaS / Foundations

Developing Facility Data: Departments, Rooms, Employees, Room Categories and Floor Plans

Before Archibus Foundations managers can begin working with the features such as the Space Console and the Service Console and self-service users can access room plans and report maintenance problems using the Archibus Workplace, the basic data about the facility must be entered into the Archibus system so that self-service users can select it and view it. The types of data that must be entered includes floor plans, lists of employees, room lists, department lists, and so forth.

The Foundations / Background Data & Reports process provides a list of the data you must create:

There are a few ways that you can get this data into the system:

• Outsource the data development tasks to an Archibus business partner. The business partner can develop data, import Excel spreadsheets that you provide, work with CAD floor plans to make them ready for use with Archibus, and development new CAD drawings if necessary. See Outsourcing Facility Data and Drawing Development.
• Develop the data yourself using the Foundations tasks. Use the following topics and videos as a guide.

Develop your organizational hierarchy and room categorizations

1. Enter your company's organizational hierarchy. See Define Divisions and Departments.
2. Enter room classifications for your facility. You can:
   • Use the predefined list of categories, such as OSCRE.
   • Create your own categories and types

   For either method, see Define Room Categories and Room Types.

   See Set Room Capacity based on Room Type

Enter your buildings and floors into the database

Define Locations

Bring your floor plans into Archibus

If you are a CAD user and have purchased the Archibus Smart Client Extension for AutoCAD, follow the procedures in outlined in:

• Connect your CAD Plans to Archibus

You can also outsource this work.

Review and edit your rooms

Typically, a CAD users develops a floor plan in CAD that outlines your rooms, per above. You can then edit the room records as necessary using the Define Locations task.

If your site does not develop CAD plans, you can use the Define Locations task to develop a room list, and your self-service users can work with the Archibus Workplace using a room list only.

• Define Locations
• Set Room Capacity based on Room Type

Assign organizations and room categories to rooms

Once your drawings are available to Web Central and you have developed basic underlying data, you can associate your rooms with departments and room types using the Space Console. See:

• Assign divisions, departments, room categories, and room types to rooms using the Space Console (video - 7:06)
• Space Console overview

Import your employees into Archibus and assign employees to rooms

1. Ensure rooms have capacity values (video - 4:15)
2. Bulk import employees (video - 5:23)
3. Enter individual employees using the Archibus Space Console (video 1:39)
4. Enter individual employees using the Define Employees task
5. Assign employees to rooms using the Space Console (video 3:35)

Also see: Space Console overview

Define equipment standards

Define the types of equipment in your facility by entering them in the Equipment Standards table.

Optionally, while developing your background data, you can define the equipment in your facility using the Manage Equipment and Equipment Standards task; however, this task is also available under the Assets activity.

Define your own Reports

You may find that you want to examine database tables and fields for which the Navigator does not provide a report.

In these situations, you can use the Foundations / Background Data & Reports / Reports Central task to create your own custom report by specifying the tables and fields you want to examine. Reports Central provides a wizard interface to walk you through the steps of creating your own report. See Reports Central.