Space / Space Inventory / Room Inventory (Non-Transactional)

Room Inventory Process (Non-Transactional)

Note: This topic, and topics that link from it, document the non-transaction-based Space features. If you have not enabled workspace transactions, your Navigator will include the non-transactional Space processes, such as Room Inventory. As you work with the Space documentation, be sure to check the first line of the topic (in blue text) to be verify if the topic pertains to the non-transactional or transactional method.

You can document your rooms using one of the following methods:

• If you require only a room list (an alphanumeric listing of your rooms), you can simply enter the room data by completing Web Central forms or the Space Manager's Space Console (Overview). With this method, you can develop basic room inventory information and manually enter your area data.
• If you want a CAD-based room inventory, you can have a CAD Specialist develop floor plan drawings and add room polylines to the CAD drawings. The CAD Specialist will use the Archibus asset symbol features to connect these graphical representations to records in the Rooms table. With this method, the area information comes from the drawing. This method also calls for publishing the floor plan to an enterprise graphics file so that you can access the floor plan in reports and with the Space Console. See CAD User: Overview.

Minimally, you develop rooms to associate them with departments so that you can calculate total departmental areas. Once departmental rooms are inventoried, you can document common areas not belonging to any specific department, either in the room plan or with a record in the room list. These common areas can then be proportionately assessed to the department occupying rooms on the floor, within the building, or within the site by running a chargeback routine.

Note: Once you develop your room inventory with department assignments, you can charge departments for the space that they use. See Chargeback Overview.

Procedure

The basic procedure is:

1. Pre-requisite: A business process owner defines the space hierarchy and organization hierarchy using the Define Locations task and the Define Organizations task.
2. Pre-requisite: A facilities or space manager gets started with a CAD-based space inventory by developing each floor's gross areas, service areas, and vertical penetration areas, which generates building performance data.
3. A space manager or facility manager defines the room standards used in your facility.
4. A space manager or facility manager defines the room categories and types used in your facility.
5. If you plan to query your floor plan drawings by highlighting rooms by their standard, category, or type, you can run the Set Hatches tasks.
6. You now develop the room inventory, using these methods:

• For a CAD-based inventory, a CAD Specialist uses the CAD environment to outline rooms on a floor plan drawing by creating room area asset symbols. This step generates a Room record for each polyline.
  • For information on representing rooms areas in CAD drawings, see Draw Room Areas.
  • A CAD specialist saves the floor plan drawing as an enterprise graphic. This step enables the floor plan drawings to be included in Web Central reports.
• For a BIM model, see BIM Modeler Tasks.
• For a room list only, a space manager or facility manager enters the rooms into the database using the Define Locations task. To include areas entered from this task in the area calculations, you must run the Update Room Area from Manual Area.

7. A space manager or facility manager runs the Update Area Totals action which totals departmental areas and generates other statistics.
8. A space manager uses the Space / Space Inventory / Space Manager / Space Console to preform many space management tasks from one convenient view. With the Space Console, managers can highlight floor plans, edit data, reallocate space among departments, export data to Excel, and more. See Space Console (Overview).
9. Review reports:
   • A facility manager or space manager reviews the inventory reports.
   • Since rooms can be assigned to departments, department managers can analyze the space their departments are using by running the Department Manager reports.
   • A space manager analyzes remaining area and other and other departmental analyses by running the Space Manager reports.
   • A space manager can draw many analyses on space using the Space Console.
10. Once the inventory is developed, a space manager must maintain it as changes occur in the organization. For example, departments might reorganize and require more space or rooms may re-categorized, such as a conference room being converted to offices. Space Managers can use these methods to maintain the inventory:
    • Use the Space / Space Inventory / Space Manager / Space Console to preform many space management tasks from one convenient view. See Space Console (Overview).
    • Edit rooms as necessary using the Define Locations task
    • If rooms exist in CAD drawings, managers can edit room properties using the Assign Division/Department/Standard/Category/Type to Rooms tasks.
    • Periodically survey the facility using Archibus mobile apps to verify that real-life conditions match the electronic inventory, and update the electronic inventory as necessary. See Space Surveys and Mobile Apps (Concept).

See Also

Comparing Room Lists and Room Plans

Including Both Groups and Rooms in a Space Inventory

Open Plans and Workstations

Team Space