Real Property / Advanced Forecasting / Advanced Portfolio Forecasting / Space & Portfolio Planning Console

Space & Portfolio Planning Console: Overview

Use the Space & Portfolio Planning Console to plan and allocate space over a period of time so that you can track current data and project future needs and costs. By creating different allocation scenarios, you can evaluate and compare alternative plans.

With the Space & Portfolio Planning Console, you can preform such tasks as:

• Create space planning scenarios to allocate space usage over time on a stack plan,
• Create multiple scenarios to compare options and determine the best space solution.
• Create scenarios for different time periods so that you can visualize major changes and project phases
• Migrate from broad to more detailed space-planning scenarios by using various scenario levels (business unit, division, department, and functional group)
• Analyze the gap between space supply and demand over time for different scenarios
• Tie space-planning scenarios and space requirements to projects
• Highlight and redline a floor plan to indicate specific locations related to the space planning scenario
• Create presentations to share the space options with senior management by outputting your scenarios to PowerPoint

The Space & Portfolio Planning Console provides many options and is designed to provide a flexible working method for projecting space needs. For example, you can choose if you want to:

• Link portfolio scenarios with projects
• Create space requirements and import them into a scenario, or enter space needs directly in the scenario
• Generate functional groups, or allocate space at a higher level such as divisions or business units
• Re-allocate the current inventory, or work with projected needs using forecasts

Concepts and Examples

Review these topics for an understanding of the main concepts and how you can use Space & Portfolio Planning Console to manage your forecasting needs.

Concepts

• Portfolio Scenario
• Space Requirement
• Space Forecast
• Space Allocation
• Allocation Event
• Groups Table
• Remaining Area and Usable Area Calculations
• Portfolio Scenarios and Areas
• Linking Projects to Portfolio Scenarios and Space Requirements
• Space Planning Compared to Advanced Forecasting
• Functional Groups
  • Bring functional group space requirements into a portfolio scenario
  • Syncing
  • Syncing Examples
• Tour of o the Stack Plan Tab of the Space & Portfolio Planning Console
  • Display Stack Plans and Access Building and Floor Information (the Allocated Buildings pane)
  • View Allocation Events and Allocations (the Events pane)
  • View and Work with Stack Plans (Stack Plans pane)
  • View a Scenario's Allocations (Allocation Events tab)

Examples

• Example 1: Plan for a Growth Forecast by Acquiring New Space
• Example 2: Plan for a Growth Forecast Using Existing Space
• Example 3: Join Together Different Departments as a Functional Group:
• Example 4: Join Together Different Staff as a Functional Group

• Example 5: Find Space for an Acquired Company
• Example 6: Share the Portfolio Scenario with Others

Procedure

The below procedure generally outlines a general method for allocating space and comparing different allocations.

The exact steps that you take will depend on your goals and the features that you implement. For example, you may choose to directly enter all allocations into the scenario, and not import space requirements.

Pre-requisite: Define inventory, background data, and space standards.

1. Define inventory and background facilities data.
2. Define space standards by completing the Room Standards table.

Step 1: Generate the baseline inventory and create space requirements.

1. Review these concepts:
   • Space Requirements
   • Space Forecast
   • Space Requirements and Functional Groups
   • Overview to Define Space Requirements Task

2. Document your space needs with these methods:
   • Automatically generate a baseline inventory and space requirement items from current inventory.
   • Manually create a space requirement item.

3. As necessary, edit your space requirements:
   • Edit space requirement items, and enter projected values for the forecast periods.

4. If necessary, update your space requirement items with information from additional floors by adding baseline locations.
5. View space requirements in a chart.

Step 2: Create a portfolio scenario

1. Create a portfolio scenario or create a new portfolio scenario from an existing one
2. Add space to the scenario:
   • Add existing buildings and floors to a scenario.
   • Add space that you will acquire in the future to a scenario.

3. Document a floor's unavailable area.
4. Add your space needs to the scenario
   • Bring space requirements (created above) into a scenario.
   • Bring functional group space requirements into a portfolio scenario
   • Create new allocations in the scenario
5. Optional: Delete or edit a portfolio scenario
6. Optional: Link projects to portfolio scenarios

Step 3: Work with a scenario's stack plan to allocate space

1. Review these concepts:
   • Allocation
   • Allocation Events

2. Become familiar with the Stack Plan tab of the Space & Portfolio Planning Console
   • Display stack plans and access building information (Allocated Buildings pane)
     • Display a building's stack plan
     • Access information about a building or floor
     • Display a floor plan
   • View allocation events and allocations (Events pane)
     • Scan the list of allocation events and allocations
     • Open and refresh stack plans for allocation events
   • View and work with the stack plans (Stack Plans pane)
     • Review the stack plan
     • Control the appearance of the stack plan
     • Set the As of Date for the stack plan

3. Work with the stack plan to:
   • add new allocations
   • edit an allocation
   • split an allocation
   • move an allocation
   • reduce allocated space (negative allocation)
4. Further work with a portfolio scenario:
   • change the placement of allocations within a stack
   • mark up images and floor plans
   • edit space requirements and sync the stack plan (functional groups only)

Step 4: Analyze scenarios and share them with others

1. Review the Space Gap Analysis chart, which is available from the Space & Portfolio Planning Console.
2. Review the Proposed Moves, Portfolio Comparison, and other reports.
3. Output a portfolio scenario to PowerPoint.