Space / Space Inventory / Room Inventory - Set Up & Manage (Transactional)

Define Workspace Transactions (share rooms)

As you use the system's features to move employees, claim space, and release space, the system will automatically create workspace transaction records.

Follow this procedure to define your own workspace transaction records and record how space within a room is shared, rooms are shared over time, or a room is both shared over time and its physical space is shared.

If you need background information on workspace transactions, see:

• Sharing Rooms with Workspace Transactions (Concept)
• The Rooms Table and the Workspace Transactions Table

Note: If a workspace transaction record already has an associated service request, you will not be able to edit the workspace transaction's attributes.

Note: Since all room inventory data is based on workspace transactions, the system automatically creates workspace transactions and updates their values in many situations. You can use this task to review the records that are automatically generated and updated by the system. If necessary, you edit generated records. You can also define your own workspace transactions by following the below procedure.

Note: Before deleting Room records, you should check if there are dependent Workspace Transaction records that have a status of Requested. If you delete a room, whose dependent Workspace Transaction record has a status of Requested, the Workspace Transaction record will stay in rmpct as a garbage data.

Hoteling Records 

As you review the Workspace Transaction records, you may notice that some are not editable. The Hoteling routine of the Workplace Services/Hoteling application automatically generates Workspace Transaction records and completes their percentage fields. These records cannot be edited from this task because doing so would bypass the Hoteling process. These records are viewable from this view for informational purposes only.

To eliminate Workspace Transaction records generated from the Hoteling application from this view, choose to show non-hotelable rooms in your filter.

Procedure to Create a Workspace Transaction Record

You will complete a Workspace Transaction record for each individual space or time use of a room. For example, if the space in room 104 is being evenly shared by two departments, you would create two Workspace Transaction records, enter the appropriate department in each, and complete Space Percentage with 50 percent.

1. Prerequisite: You must generate a Workspace Transaction record for each room record. See Reconcile Workspace Transactions.
2. Choose Define Workspace Transactions, and the system presents in the left pane a tree for drilling down from building, to floor, to room, to Workspace Transaction.
3. Choose if you want to view Workspace Transaction records for all rooms, hotelable rooms only, or non-hotelable rooms only.  

4. Select a generated Workspace Transaction record for the desired room, and note that it reflects space and time percentages of 100 percent. It also contains the same primary attributes (department, room category, room type, etc) as the Room record from which it was generated.
5. Edit the default values to reflect the percentage of space in the room that is being used, or the time that the room is being used.

• If the room is being used for a set time period, such as two months, create a record for this use and complete Start Date and End Date with these two months. The system will calculate the Time Percentage based on the date range that you supply when you run the Update Area Totals task. You can then create other Workspace Transaction records for other time periods.
• If you are using only a portion of the room, complete the Space Percentage field. For example, if you are evenly splitting a room between department A and department B, create two Workspace Transaction records, complete Space Percentage with 50 percent, and reference enter department A in one record and Department B in the other.
• When completing the Employee Code with the name of the employee associated with this shared portion of the room, note that you directly enter the value and do not choose it from a list of employees entered in the Employees table. If you do not enter the name exactly as it is stored in the Employees table, the system will notify you when you save the record and give you a chance to correct it.
• If the room is being shared such that a portion of it is being used as common area, be sure to set the Prorate field of the Workspace Transaction record representing the shared space.

5. Complete the other fields of the Workspace Transaction record as follows:

• Primary Employee Location -- In the Employees table, the building , floor, and room values serve as the “primary” location for employees. If the employee and location referenced in a Workspace Transaction record match the location in the Employee record, set this value to Yes. The system will update the Employee location to match the value set in the Workspace Transaction record. If the Workspace Transaction record contains a non-primary (satellite) employee location, set this value to No. The location in the Employee record will not match the employee listed in the corresponding Workspace Transaction record
• Primary Room Attribute -- If the Workspace Transaction record contains different attributes (division, department, room category, room type) than those of the associated room, set this option to No. If it has the same attributes, set this option to Yes so that the system can update the Room record with the attribute values of the Workspace Transaction record.

6. Create additional Workspace Transaction records to document the other uses of this room. For example, if you record that 60 percent of the space is used by the Finance department, you will need to create additional Workspace Transaction records to show how the other 40 percent of space is used. Use the Add New Workspace Transaction button to create the new record.

When you save the record, the system does the following:

• Alerts you if the space and time percentages that you have completed do not add up to 100 percent. For example, if you already had a Workspace Transaction record for room 101 which was set to 100 percent space and time, and then you created another Workspace Transaction record for this same room, the system will present a warning. You can choose to have the system automatically adjust the percentages. For example, in this case, since there are two Workspace Transaction records, the system would set both records to 50 percent space usage. If you don't want the system to make these adjustments, you can reset the percentages yourself.
• If Primary Employee Location and Primary Room Attribute are set to Yes, and if you have made updates to the Employee or attributes of the Workspace Transactions record, the system updates the corresponding values in the Employee record and the Room record to match the values of the Workspace Transaction record.

Although the system does make the above check, it does not prevent you from creating records that conflict with one another. For example, the system does not prevent you from creating a workspace transaction record without a department assignment or a prorate value indicating that the item is common area. Therefore, you should periodically run the Workspace Transaction Exceptions report so that you can identify and correct these issues.