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Space management

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Space management

The concept of space has been added to the Facilities Service Management application. Spaces are defined at all levels with the same unit measure, providing metrics that are readily available for analysis. These metrics include occupancy percentage, total space available, and so on.

The additional benefits of space management include:
  • Ability to forecast future space requirements
  • Simplification of the charge back process
  • Space analysis for actual and planned use cases
  • Addition of zones for creating different collections of spaces

Space hierarchy

A natural hierarchy models all the spaces of your organization. Facilities staff uses this information to determine how effectively space is being utilized. The hierarchy from top to bottom is campus, building, level (floor), and space.

Administrators create types of spaces as needed. New space definition tables are extended from the [fm_space] table. Be sure the proper ACLs are set. The following graphic depicts how tables are related to one another.
Figure 1. Space table hierarchy
Picture depicts order of tables as fm_campus, alm_building, fm_level, and fm_space and how they are extended

Space roll up calculations

The Facilities Service Management application can roll up occupancy, area, and usage information from lower to higher levels in the space hierarchy. Roll ups apply to spaces that are designated as occupiable. The occupancy values from that space are rolled up to the level above them.

When you designate a space as occupiable, you can also specify the maximum occupancy. Depending on the actual occupancy, a percentage of occupancy appears to show how much space is available. Roll up calculations are modified in a script include.
Figure 2. Occupiable selected and dependent fields
image is a screen shot showing the Occupiable check box and dependant fields
The values that roll up are:
  • Occupancy
  • Max occupancy
  • Assignable area

The percent occupied calculation takes place based on the current and max occupancy values.

Associated users

Users can be assigned to more than one location, and can be assigned a primary location.

Employees are assigned a primary location. A business rule ensures that only one record per user can be made the primary location. Employees that travel between campuses can have an assigned space on each campus. These records are stored in the [fm_m2m_user_to_space] table. Adding a user automatically updates the current occupancy and availability status of the space and performs the percent occupied calculation.
Note: When a user becomes inactive, they are automatically unassigned from their space.

Associated departments

Spaces can be assigned to more than one department for cost allocation and reporting purposes.

The Associated Department [fm_m2m_department_to_space] table was added to fm_space, containing the relationship of departments and percentage ownership. Space managers set the weight for each department and the percentage is automatically calculated. A business rule sets the percentages based on weight so that the sum of percentages equals 100%.