Asset Management / Enterprise Asset Management / Project Proposal Console

Creating Space Requirements for Proposed Projects

Working from the Space Requirements tab of the Project Proposal Console, you can create a baseline inventory and requirements for all the allocated space for a selected list of floors for a project. When you run the Create Requirements action, and save a requirement, a workflow rule creates the following records:

Baseline inventory: The baseline inventory is based on your current inventory for the locations you select.
Space requirements. The application also creates the space requirements with the same values as the baseline inventory. You are then able to refine the space requirement values as you develop your proposed project.

See Baseline inventory and space requirements.

Working from the Space Requirements tab, you can

Automatically generate space and / or asset requirements for your selected locations
Manually add or edit space requirement items.
Add baseline locations to the space requirements
Export space requirements data shown in the grid to DOCX or XLS using the Export button.
Select the fields shown in the grid. Use the Tools icon to access a form that enables you to select the fields to display, and change the order in which they are displayed.

Only one space requirement per project

Only one space requirement will be associated with a project.

Therefore, if one already exists for the selected project, the Create Requirements button will be disabled. As your planning evolves, you can add requirements to this existing space requirement. You can also add new locations to the baseline inventory.
If no space requirement exists that has the same name as the Project ID, then the Create Requirements button is enabled, so you can create the requirements and baseline inventory for your space and assets. If a portfolio scenario or a space forecast that has space requirements defined is linked to this project, you can access those space requirements from this project. See Linking to space forecasts and scenarios.

Procedure: Creating space and asset requirements from project data

From the Space Requirements or the Asst Requirements tabs, you can automatically create space, equipment, and furniture asset requirements for project locations using the Create Requirements action. When you create requirements from the Project Proposal Console, the records represent the baseline inventory (P 0 Values) and the space requirements (P 1 Values) for all the allocated space, equipment, and furniture assets for the selected list of floors.

Manually adding and editing space and asset requiremtns

You can then add space requirement items manually to the space requirement, and you can edit any space requirement item as needed. When manually entering or editing space requirement items you work from the Space Requirements tab. See Adding and Editing Space Requirement Items.

This also applies to asset requirements: When manually adding or editing asset requirements, you work from the Asset Requirements tab. See Adding individual assets as needed

Procedure: Creating space and / or asset requiremtns

Typically, you would add project locations and their actions before creating space requirements. By first defining locations and their actions, these locations are automatically included in the space and asset requirement when you create it. See Adding Project Locations and Actions.

To automatically create the space and asset requirements for the project:

From the Project Proposal Console, select the project for which you want to generate requirements.
Select the Space Requirements or the Asset Requirements tab, and click Create Requirements.
The Create Requirements form appears, so that you can create space and asset requirements for the project.
Requirements Name. This will automatically default to the Project Name (project.project_name), and will be read-only. This will ensure that the Space Requirements and the project are linked. The Project Name is copied to the Space Requirements Name (sb.sb_name) field) for this new space requirement record.
Enter the following information to create the space requirement:
Description: In the Description box, enter a description to help you distinguish this requirement.
Requirements to Create: Select any combination of space, equipment, or furniture requirements for your project.
Summarize up to what level? You can set the organizational level by which to group these requirements by selecting an option in the “Summarize up to what level” field. The form will first check to see if a portfolio scenario already exists for this project, that is, if a Portfolio Scenario field equals the Project ID; if yes, then the option for the portfolio scenario (portfolio_scenario.scn_level) is preselected on this form, and the field is read-only.
Summarize Allocation?: The workflow rule that creates the requirements uses this selection to group the data. You can choose to group the inventory of assets by building and /or floor, or to not group the assets, in which case the requirements do not include building and floor information. If you selected to summarize by the Functional Group level, then inventory will always have the building and floor data, so the “Yes, by Building and Floor” option will be selected automatically, and no other option can be selected.
Summarize Space From: You can choose to have the baseline inventory and requirements summarized from room areas, a count of room standards, or a count of employees. Asset requirements are based on equipment standards or values you enter manually. The application groups the sums by the organizational unit you choose for the Summarize to what level? field.
You choose one of the following ways to have the application calculate the baseline and space requirements.
Note: For information on how the workflow rule calculates counts and costs for assets, see Getting Started with Asset Requirements.
- Rooms as Areas. This selection creates space allocation records based on actual room areas, and sets the Room Standard to "SQFT” (square feet) or “SQM” (square meters), depending on the Base Units that are set for your project.
  - These standards (SQFT or SQM) are “dummy” standards that exist in the Room Standards (RMSTD) table and have a standard area of 1.
  - The workflow rule populates the sum of the rm.area for the selected locations into the p00_value (baseline) and p01 (requirement) fields, and enters 1 into the rm_std_area field.
  - All Room Standards from the Rooms (RM ) table will be ignored.
  - These sums are grouped by the selected organizational level, and also by building and floor if you selected this in the Summarize Allocation? section of the form. .
- Rooms as Standards. This selection creates space allocation records based on the count of each Room Standard type from the rooms of the selected buildings and floors. The actual Room Area values for any room that contains a Room Standard will be ignored. The application gets the cost and area values from the room standards. All rooms that do not have a room standard are represented by the "SQFT” or "SQM" dummy room standard, and follow the same procedures for the 'Rooms as Areas' for these rooms. These room standard counts are grouped by the selected organizational level, and also by building and floor if you selected this in the Summarize Allocation? section of the form.
- Employees as Headcounts. This selection creates space allocation records based on the count of employees from the Employees (EM) table who are assigned to the selected buildings and floors, and sets the Room Standard to “PEOPLE.” The “PEOPLE” standard is a “dummy” standard that exists in the Room Standards table and has a standard area to represent the amount of floor space an employee can be expected to require. The application uses the PEOPLE standard to get the area, and cost values. The workflow rule will populate the count of employees into the Period 0 Value (baseline) and Period 1 Value (requirements) field. The actual Room Area values and Room Standards for any room that contains an employee will be ignored. These sums are grouped by the selected organizational level, and also by building and floor if you selected this in the Summarize Allocation? section of the form.
Select Floors: By default, the application uses the buildings and floors that are associated with the project, and that have an action item associated with the location (that is, project locations include all the buildings and their floors that exist in the Action Items (activity_log) records for the project.) You only need to select any additional locations you are adding.
When you click the Select Values button, you are presented with a multi-selection drill-down list of all the Buildings and Floors in the database.
Click Save.
The application creates the baseline inventory (P 0 values) and also creates the space requirements (P 1 Values) for each space requirement item (equipment assets, furniture assets, and space). The P 1 Values are the same as the P 0 Values, but you can adjust these values as needed. See Adding and Editing Space Requirement Items.
The application also creates the asset requirements for the select locations. See Getting Started with Asset Requirements.

Statistical totals for the space requirement

The Space Requirements Summary displays statistical totals for the space requirement. Each is a virtual field. These values are updated whenever you edit a record.

Note: These statistics do not include asset requirements, Summary statistics for assets are shown on the Assets tab.

The following statistics are listed.

Number of Spaces. This is the number of units (room area, number of employees, or number of room standards) for the space requirement for the selected project. The units shown depend on your selection for the Summarize Space From field when creating the space requirement.
Cost of Spaces. This is the sum of the cost of space, furniture, and moves times the number of units (room area, number of employees, number of room standards) for the space requirement for the selected project.
Area of Spaces, This is the Room Standard Area stored for the requirement times the number of units (area, number of employees, number of room standards) for the requirements for the selected project. See Defining Space Standards for a description of how the area is calculated depending on the selection you make for Summarize Space From when creating the requirements.

Space Requirements Statistics

By default, the bottom pane shows the following data for the space requirement. Use the Tools icon to select to show additional fields, or to or hide fields that are showing.

The calculations for area and costs fields depend on your selection for the Summarize Space From field when creating the requirement. See Defining Space Standards for a description of how area and costs are calculated using different selections for how space is summarized.

Baseline. Shows the number of units for the baseline inventory (the P 0 Value). The units are area, number of employees, or number of room standards, depending on the selection you made for Summarize Areas From field when defining the requirement.
Cost of Baseline. This is the sum of the Cost of Space + Cost of Furnishings + Cost of Moves x the count of the baseline for this item, that is, the Period 0 Value (sb_items.p00_value)
Area of Baseline. This is the Room Standard Area stored for the requirement x the baseline count for this item.
Project Requirement. Shows the number of units for the space requirements (Period 1 Value). The units are room area, number of employees, or number of room standards, depending on the selection you made for Summarize Areas From field when defining the requirement.
Cost of Requirement. This is the sum of the Cost of Space + the Cost of Furniture + the Cost of Move x the count of units (area, number of employees, or number of room standards) for the requirement.
Area of Requirement: Calculated as the Room Standard Area stored for the requirement x the number of units for the requirement. The units can be based on area, number of employees, or number of room standards.
Required minus Baseline Count. The difference between the requirement count and the baseline count.
Required minus Baseline Cost. The difference between the requirement cost and the baseline cost.
Required minus Baseline Area. The difference between the Area of Requirement and the Area of Baseline.
Building Allocation / Floor Allocation. For functional groups, the building and floor the allocation is for.