Space / Occupancy / Operational Reports (Transactional)

Operational Reports

Once you develop the employee inventory and run the actions to update data based on employee data, a space manager or department manager can analyze the employee inventory and occupancy with the below reports.

Before running these reports, be sure that you have updated your data by running the following actions of the Occupancy / Background Data process:

You may also wish to review:

Note: Because a floor may have the same employee assigned to more than one room (satellite and primary locations), location-based reports, such as the "Employees by Location" report present metrics such as “average area per occupant” and "occupancy count." A department, on the other hand, counts each assigned employee only once. Therefore, organization-based reports, such as "Employees by Division and Department," present “average area per employee” and "employee count" metrics.

Employees by ...

For a listing of basic employee information, you can run this set of reports. The All Employees report lists basic employee information.

For an understanding of the employees that occupy each building, floor, and room, run the Employees by Location report. Start with buildings and drill down to floors, rooms, and the specific employees occupying each room. Notice that the building, floor, and room panes provide information on the occupancy count and the average area per occupant. The Employees pane lists whether this location is the employee's main location or satellite location.

The department manager will particularly be interested in the Employees by Division and Department report, which presents summary employee data for each division and department including employee average area, the average cost per employee, and the overall cost of employee space for the department. The report obtains the cost information from the Cost per Area fields of the Rooms, Floors, or Buildings table.

To compare your employee inventory against your defined employee standards, run the Employees by Standard report. For each standard, compare the Entitled Area to the Average Employee Area. Are your employees' space assignments in line with the defined entitled area for their standard? You can also examine the data of the individual employees of each standard.

View Employee Average Area by ... Reports

The space manager can run the Average Area per Employee by Room Category and Type to check the room types and categories used by personnel and the average area per employee for each category and type. Since room categories classify vertical penetration and service area space, you can verify that no employees are assigned to the unoccupiable areas. You can also quickly see the types of rooms occupied by your employees. Do you have a lot of empty rooms of a particular type? Perhaps this space should be reconfigured. What is the occupancy count for each room type? For each room type, is the average are per employee sufficient? Are employees in these types of rooms too crowded.

Since rooms are also classified by room standard, the space manager may be interested in the room standards in which employees are housed. Run the Employee Average Area by Room Standard report to see the room standards that are being used by personnel and check the average area each employee is allotted for each room standard. What type of rooms are used most by your employees? Are employees housed in appropriate rooms? Are any employees being housed in conference rooms or filing rooms?

Employee Departmental Analysis by ... Reports

Departmental managers will find these reports handy for assessing the area allocated to their departments.

The All Departments report lists each department and its total area, number of employees, and average are per employee. Does a particular department have more average area per employee than the other departments? What are the employee headcounts for each department?

For an understanding of space allocation to departments at the building level, run the Employee Departmental Analysis by Building report. With this report, you can see the occupancy per building and the total occupied area per building.  Select a building to see all the departments that occupy space within this building and the average area per employee for each department. For a similar analysis by floor, run the Employee Departmental Analysis by Floor report. Note that the Building and Floor report on occupancy rate; once you select these items to see the departments contributing to these values, you will notice that departments report on Employee Headcount.

To see the floors which your departments occupy run the Employee Departmental Analysis by Location report. With this report, you select a department and examine summary information of the floors this department occupies. For example, you can see if a department is spread across multiple floors and the average area per employee on these two floors.

Locate Employee

If you need to visit an employee's office, it is helpful to know the location of the office on the floor. Similarly, you may wish to graphically see the size of the employee's office. With this report, you can see an employee's main location and satellite locations (if exist). The report highlights each type of location in its own color, which you an see in the legend. Since an employee's primary and satellite locations can exist on different floor plans, the system loads multiple floor plans as necessary.

To see an employee's main or satellite location on a floor plan:

  1. Select Space / Occupancy / Operational Reports / Locate Employee.
  2. In the top frame, choose the employee from the Employee Name and click Show.
  3. The system displays the selected employee in the left frame. Click this employee's check box.
  4. The system loads the floor plans as necessary to show the main and satellite locations. In the bottom frame, the system displays basic information about the main and satellite locations for this employee.

Employees without rooms

With many companies using a hoteling strategy, employees are often assigned only a building and floor; they then book a hotelable desk (room) each day.

Employees with no room assigned (that is, the employee does not have a room transaction record in the rmpct table) are listed in the “Employees” panel with their Building Code and Floor Code information.

As long as Building Code and Floor Codes are present, the view displays a floor plan.

Occupiable Vacant Room Reports

Knowing your vacant rooms is vital for placing new employees and using space efficiently. A large number of vacant rooms over a prolonged period may indicate that you have more space then you require. Vacant rooms are those rooms who room category classifies them as occupiable and that have an Occupancy Count of 0.

Occupiable Vacant Rooms

Run this report for a listing of vacant rooms as of today.

Occupiable Vacant Room Highlights

If you need to see the location of your vacant occupiable rooms, or if you want to examine vacancy as of past and future dates, run this task to have the system highlight occupiable vacant rooms on a floor plan drawing.

With this report, you select a floor and the system displays its drawing and highlights the floor's vacant rooms. Key information for each vacant room is listed beneath the floor drawing.

  1. Select the Occupiable Vacant Room Highlights task.
  2. Optional: Complete the filter console.
  1. In the left frame, choose a building and drill down to select the floor whose floor plan you want to view.
  2. In the right frame, the system displays the selected floor plan drawing and highlights every occupiable room that is vacant on the specified date.
  3. Beneath the drawing, the system lists basic information about the highlighted rooms.
  4. You may wish to know more about the floor's rooms. You can use the Labels option to display each room's department, room standard, or room category on the floor plan drawing. For example, if a room is vacant, you may want to see what department it is assigned to as this department is being charged for this room.
  5. To see past vacancy and projected future vacancy, use the date buttons to move the current date by Previous Year, Previous Month, Previous Week, Next Week, Next Month, or Next Year. For example if a future date shows a lot of projected vacancy on multiple floors, you may wish to terminate your use of these floors the next time you renew your lease.

Available Rooms

Since rooms can be defined to hold multiple employees, assessing only room vacancy may not indicate all rooms in which you have space to house employees. Available rooms are those rooms that are occupiable and whose Occupancy Count is less than the Employee Capacity. Examine the Employee Available Capacity field for the Available Rooms report to determine rooms in which additional employees can be housed.

Note: By definition, all vacant rooms are available rooms. Thus, the rooms listed in the room vacancy reports will also appear in the room availability reports.

Occupancy Plan

To visually see each employee's location on a floor plan, run the Occupancy Plan task. You can review occupancy plans as of past and future dates to visually see how your space changes over time.

  1. Select the Occupancy Plan task.
  2. Optional: Complete the filter console.
  1. In the left frame, choose a building and drill down to select a floor.
  2. In the right frame, the system displays the selected floor plan drawing and displays the employee name and room number for every room that has an employee assignment as of the specified date. The system also highlights these rooms so that you can easily locate occupied rooms. If multiple employees are using this room on this date, the system lists all employee names in the room.
  3. To see past occupancy plans and projected future occupancy plans, use the date buttons to move the current date by Previous Year, Previous Month, Previous Week, Next Week, Next Month, or Next Year.
  4. If you need to print the occupancy plan, use the Paginated Report button. A printed occupancy plan may be useful to showing your staff their new locations in a planned move, enabling a manager to comment on a hard copy, or posting in a common area so that staff can easily find employees whose offices they need to visit.