Space / Space Inventory / Group Inventory

Group Inventory Reports

Once you define group areas and run the Update Area Totals action, the following reports are available. Use these reports for an understanding of how space is used on each floor; for example, how much is used for department area vs. common area? Is there any unused space on the floor?

Note: To ensure that the reports use your latest data, be sure to run the Group Inventory / Update Area Totals action prior to running these reports. If you do not first run this action, the reports will present data from the last time that the action was run. Any changes in area boundaries or how an area is assigned will not be reflected in the report.

The following reports are available from the Space Inventory / Group Inventory process:

Groups by Building and Floor

Load this task, and the system presents the Buildings, Floors, and Groups tables. Drill down to select a building and a floor within the building; the report then shows all the groups for the selected floor.

The Buildings and Floors tables each present summary information from the composing groups: the total group area, total departmental area (groups assigned to departments), and common area (groups specified as common area). For the details on common vs. departmental area, review the individual records in the Groups pane. Groups that are common areas should not have a division and department assignment and, for chargeback purposes, should have a value other than NONE for their Prorate field.

Be sure to note the Total Unaccounted Group Area value, which represents any group area that is not part of a department and is not common group area. The purpose of this value is to catch any group area that is “extra” and probably should be assigned differently.

Groups by Division and Department

Load this task, and the system presents the Divisions, Departments, and Groups tables. Drill down to select a division and a department within the division; the report then shows all the groups for the selected department.

The Divisions and Departments tables each present a total of the group area assigned to the department or division. Department and division managers can use this data for an understanding of the space assigned to and used by their departments and divisions.

Users interested in this type of departmental analysis, should be sure to load the Highlight Groups by Dept view, documented later in this topic.

Groups by Standard

If you defined group standards and assigned them to your groups, you can use this report for an understanding of how groups are used at your facility. For example, how many departmental, reception, storage, or lounge groups do you have and what are the total areas of these classifications? Choose a group standard, and the system presents all groups assigned to this standard.

Users interested in this type of analysis, be sure to load the Highlight Groups by Standard view, documented later in this topic.

Group Standards by Building/Floor/Department Reports

Use these reports for an understanding of the way groups are used throughout your buildings, floors, and departments.

For the building and floor reports, the system displays the usable area and total group area for each building and floor. Click on a building or floor for a summary by group standard of the groups located on the floor or in the building. Note that the report determines the average area of the groups of each standard and the percentage of usable area occupied by this standard. For example, you might see that for a particular floor, there are eight departmental groups occupying 68 percent of the usable are, and one reception group representing 32 percent of the usable area.

The Group Standards by Department report is similar except that instead of the usable area, it reports on the departmental area and shows the percentage of the departmental area occupied by groups of each standard.

View Departments by... Reports

Facility managers and department managers will often need to know how much space each department is using. Perhaps a department has down-sized and does not need a lot of space, yet it still is assigned this space. By reviewing the reports in this section, department managers and facility managers can quickly gather an understanding of the space allocated to each department. If analysis shows that departmental boundaries should be changed, CAD specialists can adjust the boundaries of the group polylines in the CAD drawings.

The All Departments report lists the departments for which groups have been developed and includes a count of the groups and the total area for each department. Click on any department for a breakdown of group area according to floor.

With the by Building and by Floor reports, you first select the building or floor and then access the total group area of this item, broken down by department. Click on any department for a breakdown of the groups assigned to this department.

Use the Departments per Floor report to determine how your departments are spread out among multiple floors. Select a department, and the system presents a listing of floors on which groups are assigned to this department. You can click on a floor to access the specific groups. If you find that your departments are spread out among multiple floors, you may wish to re-allocate space so that workers in the same department are located near one another, promoting a more efficient work environment.

Highlight Groups by... Reports

When analyzing departmental use of space, you will often want a graphical representation of how a floor is divided into departmental groups. If your CAD specialist created Web-enabled files of your floor plan drawings, you can view your groups on a floor plan drawing using these tasks.

For all of the highlight reports, you can use the drill down in the left frame to drill down from buildings to floors, or from divisions to departments. If you have several records to drill through, you may wish to use the filter at the top of the view. The filter will limit the drill-down frames to showing just the data that you indicate in the filter. For example, if you want the program to present only floors with groups assigned to the Finance division, set the Division Code to FINANCE in the filter console.

If you need help on adjusting the drawing to suit your needs and using the drawing toolbar, see Working with Drawings

Highlight Groups by Department per Floor

1. Select the Space Inventory / Group Inventory / Highlight Groups by Department per Floor task.
2. If you wish the selection list to show only floors of a certain building or that contain groups of a certain division or department, specify the building and/or division and department in the restriction console at the top of the screen and click the Show button. If you skip a restriction, you can later specify exact departments by which to highlight
• In the left pane, drill down to choose the building and floor for which you want to see drawings.
• If you select a floor from the drill-down tree, the system will present the floor plan drawing and highlight groups according to their departmental assignment. The departmental data beneath the drawing indicates the department that each color represents.
• If you further drill down to select a department, the drawing will highlight the groups of the selected department, and present only data for this department.
4. If necessary, you can click on any group to access a dialog with further details about the group.
5. For each department that has groups on the floor, the report shows the average area, the total group area, and the number of groups of this department. Additionally, for the entire floor, the report displays the total number of groups and the total group area.

Highlight Groups by Department

Whereas in the above report, you first specify the floors for which you want to see each department's groups, in this report you drill down through divisions and departments and then examine the floor plan drawings that have groups for the selected departments. Also, this report does not provide summary information, as does the above report.

1. Select the Space Inventory / Group Inventory / Highlight Groups by Department task.
2. If you wish the selection list to show only floors of a certain building or that contain groups of a certain division or department, specify the building and/or division and department in the restriction console at the top of the screen and click the Show button.

• In the left pane, drill down to choose the division and department for which you want to see drawings.

• If the department is represented with groups on floor plan drawings, the system will display the floors in the selection list.
• Choose a floor and the system displays its drawing and highlights the groups of the specified department, according to the color associated with this department.

4. If necessary, you can click on any group to access a dialog with further details about the group.

Highlight Groups by Standard

1. Select the Space Inventory / Group Inventory / Highlight Groups by Standard task.
2. If you wish the selection list to show only floors of a certain building , specify the building in the restriction console at the top of the screen and click the Show button. If you skip a restriction, you can later specify exact group standards by which to highlight

• In the left pane, drill down to choose the building and floor for which you want to see drawings.

• If you select a floor from the drill-down tree, the system will present the floor plan drawing and highlight groups according to their group standard assignment. The data beneath the drawing indicates the group standard that each color represents.
• If you further drill down to select a group standard, the drawing will highlight the groups of the selected standard, and present only data for this standard.

4. If necessary, you can click on any group to access a dialog with further details about the group.
5. Review the total and average area statistics located beneath the drawing. For each group standard on the floor, the report shows the average area, the total group area, and the number of groups of this standard. Additionally, for the entire floor, the report displays the total number of groups and the total group area.