Space / Space Inventory (Transactional)
Space / Occupancy (Transactional)

Workspace Transactions and Other Archibus Applications

The Workspace Transaction features of the Space domain are tightly integrated with the Service Desk, Hoteling, and Moves applications.

In order to activate the workspace transaction features, you must have a license for either:

Moves
Service Desk

Which license you require depends on how you want to work with workspace transactions:

If you want to use the request process within Space (such as, Request an Individual Move, Request a Group Move, Request Department Space) and the approvals that go with it, then you must have a Service Desk license. The request process is Service Desk functionality.
If you want to use the Moves application to manage move requests generated either from Space (through Service Desk) or directly from Moves, and have those move requests create Workspace Transaction records, then you must have a license for the Moves application.

Service Desk

When you request individual moves, group moves, and department space change requests, you are actually completing a service request, which is controlled by a governing Service Level Agreement (SLA). The Service Desk application also has features for creating and managing service requests and SLAs, although the Service Desk application works with any type of service request, not just space-related service requests and their governing SLAs.

If your site wants to change the default workflow (as defined in the SLA) for individual moves, group moves, or departmental space request, a Service Desk Manager must edit the SLA defining these types of requests. Accordingly, the Space applications provide a Service Desk Manager role with tasks for defining SLAs. This same role and task set are available in the Service Desk application.

Space requests that you request with the Space applications can be processed using Service Desk tasks. Similarly, an SLA governing a space request can be edited in either Service Desk or Space.

Note: Service Desk functionality is not used for the Space Manager's Assign Room Attributes and Occupancy task (which is also available from the Worspace Transaction Console). With this task, you can make room attribute changes and occupancy changes without using service requests.

Moves

If you have a license for the Moves application, you can choose to have the Moves application handle your move requests. When defining the service level agreement (SLA) for processing move requests, specify the Moves application as the service provider. For information, see Service Request Workflow for Move Requests and Departmental Space Requests.

With this working method, you will be able to request moves using the Space domain and then estimate the costs their costs and include them in move planning scenarios using the tasks of the Moves application.

Tip: Typically, you will want to choose a consistent workflow so that similar moves are processed the same way. For example, you may want to have all group moves fulfilled by the Moves application and all individual moves fulfilled by the Occupancy app.

Note: If a group move request (generated with the Space domain's workspace transaction features) is being processed by the Moves application, the system creates furniture and equipment move data only if the move is from the employee’s primary location (rmpct.primary_em = 1). If an employee move is from a satellite location, then the system will not create any equipment or furniture move records.

Hoteling

Both the workspace transaction features and the Archibus Hoteling application record how rooms are shared over time and how the space within a room is shared by storing this data in the Workspace Transactions table. They differ in that the Hoteling application is designed for temporary assignment of a room, where as the Space application tracks a long-term assignment. For example, using Space, you may place an employee in a room for the unforeseeable future -- the employee will likely stay in this room until the next department reorganization, the employee has a promotion, or the overall space is reconfigured. Whereas with Hoteling, you may place an employee in a room for two weeks to accommodate their visit to the corporate headquarters or their temporary work on a special project.

With both workspace transactions and hoteling, room assignments are stored in the Workspace Transactions (the rmpct) table. Therefore, if you are using the Hoteling application and the Space domain's workspace transaction features, be aware that the Space domain's occupancy counts, occupancy rates, area totals, and chargeback totals consider operations from Hoteling. Similarly, workspace transactions created in Space are reflected in Hoteling.

The system distinguishes between hotelable and non-hotelable rooms by a flag in the Rooms table (the rm.hotelable field). Additionally, you can further track your hotelable rooms with these methods:

Assign hotelable rooms to a separate department. This enables you to charge and report on unused hotelable space.
Create a room category for all hotelable rooms. This will help you further distinguish hotelable rooms from non-hotelable rooms. For example, you could follow this procedure:

Define a room category of “Hoteling” (including one or more room types for that category).
Assign the category’s Super Category as “Usable Area” and Calculations Used In as “All Totals”.
In the Rooms table, set the Is Hotelable? value to Yes for all rooms that are assigned the room category of Hoteling. For all rooms that are assigned all other room categories, set Is Hotelable? to No.

Note: Unlike the Moves and Service Desk applications, you do not need a license for Hoteling in order to work with Workspace Transactions in Space.

Mobile