Space / Occupancy / Background Data (Transactional)

Background Data

Before you can analyze your personnel inventory and occupancy plan, you must develop basic personnel background data. This includes developing your Employee Standards and Employees, as well as updating data in other tables based on your employee data.

Define Space Application Parameters

You have control over how the system handles a few occupancy-related issues, such as entering a benchmark average area per employee. Review the application parameters and set them to meet the needs of operations at your site by running the Define Space Application Parameters task.

Develop Organizations

A facility manager or space manager can define the organizations in your facility by running the Define Organizations task.

Develop Employee Standards

You have the option to define Employee Standards, which categorize the employees in your organization. For example, you can define a standard of ACCT-1 to define basic information about this position, such as entitled area, status, and grade. Run the Define Employee Standards task.

Develop Employees and their Locations

To develop your employee information, run the Define Employees task. It is with this task that you initially assign an employee to a room location. The system may then update these assignments as it processes move orders.

Note: When assigning employees to rooms, it is a best practice that employees be assigned only to occupiable rooms. Furthermore, all rooms should be assigned a room category.

Assign Employee Standards to Room Standards

You may want certain types of rooms to be occupied only by certain types of employees. You can associate employee standards and room standards so that the system can prevent users from occupying rooms not appropriate to their employee standard. To do so, run the Assign Employee Standards to Room Standard task.

Workspace Transaction Exceptions

Before associating employees with rooms, space managers may want to use this report to identify and correct errors in their room inventory. The Workspace Transaction Exceptions report lists and highlights all exceptions that in your inventory.

Employee Exceptions

Like the Workplace Transaction Exceptions report, this report helps space managers identify and correct common data-related errors in their employee and occupancy data. See Employee Exceptions report.

Update Area Totals

Some tasks of the Occupancy application rely on accurate area figures so that they can calculate statistics such as Average Area Per Employee. Calculate area values for a particular date range by running the Update Area Totals task which totals departmental areas and generates other statistics from rooms and workspace transactions.

Update Room Capacity from Room Standard

In its Standard Employee Headcount field, each room standard defines the number of employees that can occupy rooms of this standard. For example, Office Type A may be designed to house two employees. In the Rooms table, you can enter a value for the Employee Capacity field.

This task ensures that a room's Employee Capacity value is in line with the Standard Employee Headcount value of the room's room standard.

For each room, this task examines the Employee Capacity field of the room and examines the Standard Employee Headcount field of the room's room standard. The action then updates the Employee Capacity for each room. Department managers use this information to determine vacancies and assign employees to rooms.

Update Room Capacity from Room Type

For information, see Setting Employee Capacity for Rooms in Bulk.

Reconcile Workspace Transactions

You may need to synchronize the information in your Rooms and Employees tables with the Workspace Transactions table. To do so, you can run the Reconcile Workspace Transactions task.

Exporting your Background Data

For your convenience, the main tables of this process are listed on the Navigator with tasks convenient for exporting to Excel or Word, or using the Archibus Data Transfer feature.