Space / Space Chargeback / Shared Workplace Chargeback
Space / Space Chargeback / Standard Space Chargeback (Non-Transactional)
Workplace Services / Hoteling / Management Reports

Update Area Totals - Space and Time Percent, Space Percent

Since room area information is stored in the Workspace Transactions table, Hoteling and Shared Workplace Chargeback users update their area totals with routines that work with the Workspace Transactions table. These routines make all the calculations of the  Update Area Totals task but additionally, calculate allocated room area.

The Allocated Room Area field of the Workspace Transactions (the rmpct) table represents 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 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.

The Workspace Transactions Table (rmpct table)

If you are using the Shared Workplace Chargeback method of the Space Chargeback application, or if you are using the Hoteling application, you will be storing your room data in the Workspace Transactions table.

• For the Shared Workplace application, you will enter the percentage of space within the room, or the percentage of time that a room is used. See Allocate Percentages.
• For the Hoteling application, the Workspace Transaction values are completed by the system and cannot be edited.
  • Space Percentage = 100 / Room Capacity
  • Time Percentage is calculated by the Update Area Totals, Space / Time task, and is the amount of time within the specified date range that the room is occupied. If a hotel booking has a start date of 2/1 and an end date of 2/14, and you specify a date range of 2/1 to 2/28, then Time Percentages will calculate to 50. If the room is booked for just part of the day -- for example, morning only -- then Time Percentage will be calculated as 25.

Determining the Update Area Totals Task to Use

Hoteling users simply run the Update Area Totals button on various reports. The system runs the appropriate calculations.

Shared Workspace Chargeback users must choose between two tasks:

• If your Workspace Transaction records have values for the Percentage of Space field (and not the Percentage of Time, Start Date, or End Date fields), run:Update Area Totals - Space Percentages.
• If you are using the Percentage of Time, Start Date, or End Date fields, run:Update Area Totals - Space, Time Percentages.With this task, the system prompts you for a date range, examines the date range specified for each room, and determines the percentage of this date range that a room is being used. If a time percentage, rather than a date range has been specified for the room, the action uses the time percentage.