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Over-allocated and Under-allocated Rooms
This report shows all over-allocated rooms, that is rooms for which the Allocated Area field of the Workspace Transactions table is greater than the Room Area field of the Rooms table. Likewise, under-allocated rooms are those whose Allocated Area is less than the Room Area.
This report is useful for showing problems with your data, as described below. If you want general information on how your space is utilized, see the Hoteling Utilization Reports
This report focuses on Allocated Room Area, which indicates how much space (both space-wise and time-wise) is allocated to a particular instance of use and is therefore billed to the corresponding department. It is calculated by the Update Area Totals - Space and Time Percent routine as:
rmpct.area_rm = (the corresponding room’s area) * (pct_space / 100) * (pct_time / 100).
For example, if a room’s area is 100 sq ft, and 50 percent of its space is being used 50 percent of the time by a specific department, then the Allocated Room Area is 25 square feet.
Over-Allocated Rooms
If a room is over-allocated, it means that the sum of the Allocated Room Area values (the rmpct.area_rm fields) of its corresponding Workspace Transaction records is greater than its Room Area. For example, suppose a room has an area of 100 square feet, and it has three corresponding Workspace Transaction records with the following allocated areas of 30, 40, and 50. In this case, the room is over-allocated because the sum of the Workspace Transaction records (120) is greater than the area of the room.
This can occur if the room is, indeed, over-allocated, or over-utilized. If you are often over-allocating rooms, you may require more space or more hotelable rooms.
However, over-allocated rooms can also indicate that Shared Workplace data is not correct or is interfering with hoteling data. For example, suppose that you run the Synchronize Shared Rooms task of the Shared Workplace Chargeback process. This process inserts in the Workspace Transactions table a record for each room, and sets by default Space Percentage and Time Percentage to 100. Let’s say, after that, that a hoteling manager sets the room as a hotelable room , and someone books it. In this case, there is a Workspace Transaction record with 100 for Space Percentage and Time Percentage from Shared Workplace, and then another Workspace Transaction record from hoteling. In the first record, the Allocated Room Area will calculate to be equal to Room Area. Thus, when you add in the Workspace Transaction record generated from hoteling, the room will be over-allocated.
If you work with both Shared Workplace Chargeback and Hoteling, you may wish to run this report to determine over-allocated rooms and then review their data.
Under-Allocated Rooms
Under-allocated rooms are those for which the sum of the Allocated Room Area for the corresponding Workspace Transaction records is less than the room's Room Area. For example, suppose a room has an area of 100 square feet, and it has three corresponding Workspace Transaction records with the following allocated areas of 20, 30, and 40. In this case, the room is under-allocated because the sum of the Workspace Transaction records (90) is less than the area of the room.
If your organization wants to account for and chargeback all space, you will find that under-allocated rooms may make your chargeback reports incomplete. When running Perform Chargeback from Shared Workplace Chargeback or Hoteling, the system calculates cost based on the allocated room area, not the actual room area. That means that chargeable areas and costs are based only the area that was utilized. Any under-utilized space is not charged back.
In some circumstances, the above is perfectly acceptable. But some organizations may want to account for, and charge back, all space. This means that, perhaps, an organization assigns a department to be the “default” department to take ownership of hoteled space that is not used. Or, you could prorate unused space to the floor. For example:
- HQ-18-113 shows up in the report as under-allocated. After running Update Area Totals for the entire year 2010, it shows to have an allocated area of 31.40 and a room area of 74.86. That means that 43.46 square feet is not accounted for (58%).
- You then go into Shared Workplace Chargeback process's Allocate Percentages task. Here, you add a Workspace Transaction record that has Percentage of Space equal to 58, and is prorated to "Floor”. Alternatively, if there is a Workspace Transaction record that already exists, you can adjust the percentage of space of this record in the Over-allocated and Under-allocated Rooms report. (Recall, this field is editable for non-hoteling Workspace Transaction records.)
- Back in Hoteling, run “Update Area Totals” again for the year of 2010 and see that HQ-18-113 is no longer under-allocated.
Procedure
To examine your over-allocated and under-allocated rooms:
- Run the Over-allocated and Under-allocated Rooms report from the paths specified at the top of this topic.
- In the filter, you can search for rooms belonging to a certain building or floor. You can also choose to see only under-allocated room, only over-allocated rooms, or all rooms.
- Choose the Search button and the system presents the Rooms panel, listing basic information about each room.
- To ensure that your area values are up-to-date, run the Update Area Totals button. The system presents a dialog prompting you for the date range for which you want to update room areas. Enter a date range and choose Start Job.
- Return to the Over-allocated and Under-allocated Rooms report and examine the rooms listed. Depending on your filter, these rooms are either over-allocated, under-allocated, or a mixture of both.
- For details on a particular room, click on it and the system presents its room bookings (Workspace Transaction records) that meet the date range that you entered.