Working from the Project Proposal Console, you can create space and asset requirements for your capital projects based on locations you select for the project. Space and asset requirements are part of the same space requirement. When you run the Create Requirements action, either from the Space Requirements or Asset Requirements tab, you can create requirements for any combination of space, equipment and furniture requirements.
When you run the Create Requirements action, you create one requirement that includes space budget items for both space, equipment and furniture assets (depending on your selections.). The way to distinguish between the items is that the space budget items for space requirements contain a value in the Room Standard (rm_std) field, the equipment records contain a value in the Equipment Standard (eq_std)) field, while the furniture items contain values in the Furniture Standard (ta.fnstd) field.
For information on Asset Requirements, see Getting Started with Asset Requirements.
Space requirements include the following:
When you run the Create Space Requirements action, the workflow rule creates a space requirement that summarizes the space, equipment, and furniture requirements for the project locations. The space requirement is made up of space requirement items that detail the items by which you summarized space, equipment, and furniture asset needs, and the costs and areas of these items. For example, when creating the requirement, if you sum areas at the division level, the space requirement will have one space requirement item for each division in your inventory and each space requirement item will document the cost and required area for this division.
When you run the Create Space Requirements action from either the Space Requirements tab or the Asset Requirements tab of the Project Proposal Console, the application:
After running the Create Space Requirements action, the space requirement items appear in the Space Requirements pane. You can manually add space requirement items to the requirement b y clicking Add in the Space Requirements pane.
When you run the Create Space Requirements action, the application creates the baseline inventory and the requirement for your project. The baseline inventory is your current inventory. It might include a few proposed locations if you have already added these to the inventory in response to needs, such as open positions not yet filled. The requirements are the needs for the proposed project that evolve as you develop the project.
When you run the Create Requirements action, the workflow rule creates the baseline inventory and stores the Count of units in the Period 0 Value field for both space and assets for the selected locations. At the same time, it creates the space and asset requirements and stores this count of units in the Period 1 Value field, giving the Period 1 Value the same value as the baseline. As you develop the proposed project, you add and edit space and asset requirements, as needed, to reflect the evolving requirements for the proposed project. As you do so, the space requirements will differ from the baseline inventory.
Both the Period 0 Value and the Period 1 Value field contain the number of units (area, number of employees, or number of standards - equipment or room) for the requirement. Data is created automatically based on your existing space or asset inventory by running the Create Requirement action. You can then manually enter items for the space requirement to reflect your planning.
You create the baseline inventory at the start of your work on the proposed project. Once you create the baseline inventory, you can add new baseline locations, but you cannot change the baseline value for the existing locations.
If your organization has a license for the Strategic Space Planning or the Portfolio Forecasting applications, you can link the proposed project to a portfolio scenario or space requirement created in those applications. This link is made when the Project Name (project.project_name) for the proposed project matches the Portfolio Scenario Name field (portfolio_scenario.scn_name), or the Space Requirements Name (sb.sb_name.)
When you create requirements for a project that is linked in this way, these space requirements become available in the Space & Portfolio Planning Console. If requirements have been created in the Space & Portfolio Planning Console, these requirements are available in the Project Proposal Console. With linking, you can share and update the data from each of these consoles.
Once the project is linked to the portfolio scenario, the program will assign any tasks or redlines you add for the scenario directly to the linked project.
You can create the project, portfolio scenario, and space requirements in any order:
Important: If you edit a Project Name and the project is already linked to a portfolio scenario, be aware that you need to update the Portfolio Scenario Name to maintain the link. This update is not automatically done. This also applies when renaming portfolio scenarios that are linked to a proposed project or space requirement; in this case you must update the Project Name to match the new Portfolio Scenario Name.
Important:
Unique names. Ensure that the Project Name is unique among all your Proposed projects, and that the Portfolio Scenario Name is unique among your portfolio scenarios. This ensures that you can distinguish scenarios and projects from others, and that only one portfolio scenario is linked to one proposed project.
Have a naming convention. Have a naming convention, and apply it consistently. This facilitates keeping names unique, locating projects and scenarios, and keeping related projects or scenarios together in lists. The naming convention that works best varies depending on practices at your site. For example, you might begin names with the name of the capital project that the space planning is part of, or the business unit initiating the project. This could be followed by a numbering sequence to make the name unique.
The following are some suggested steps for getting started with creating space requirements.
Space requirements are based on space standards that are defined in the Room Standards table. When you run the Create Requirements action, the Room Standards record that is used for the calculations depends on your selection for the 'Summarize Space From' field on the Create Requirements form.
To get started, you might want to review the space standards used for room area, headcount, or room standards to review the values entered for each of them, and how the application uses these values. See Reviewing Room Standards.
When you create space requirements, locations that you selected for the project and that have an action are automatically added to the requirement. You can modify the locations as needed. However, if you first add your project locations, and actions you do not have to select these locations from the Create Requirements form. For this reason, you might want to add your locations before creating requirements. See Adding Project Locations and Actions.
You run the Create Requirements action to have the application automatically create the area and cost data for your space requirements. See Creating Space Requirements for Proposed Projects.
When you create space requirements, the requirements are based on your baseline inventory. As your planning progresses, you will want to adjust the requirements to reflect your planning. You do this by adding space requirement items to the space requirement. See Adding and Editing Space Requirement Items.
You also might want to add new baseline locations that do not exist in your current inventory. See Adding Baseline Locations.
When you run the Create Requirements action, depending on the selections you make on the Create Requirements form, the application creates asset (equipment or furniture) requirements and adds them to the same requirement as the space requirements.
See Getting Started with Asset Requirements.
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