Ray Dinello, Director, FIS. Business Solutions & Information Contact: Pamela Duff

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1 Archibus Space Management: Space Auditor Training Instructor: tor Ray Dinello, Director, FIS Business Solutions & Information Contact: Pamela Duff

2 Introduction Space Pilot Intro Back Ground Space Data Collection Updating Space: Reporting Issues Agenda Hierarchy of Space Data Approval (Org. Structure) t Space Change Workflow Overview of Archibus Navigation Updating Space (Form) Update Space Form Fields Update Space - All Departments Space Update Scenarios

3 Agenda Continued Training Demo Space Form/Request Space ---Break--- Hands-On Training Log In Training Server Complete Form-Update College/Admin Space Request Space Outside Area Update Space Using Drawings Reports & Printing Options ---Break--- NEW: Key Request Process Hands-on Training: Reports & Printing Report Space Discrepancy Summary and Update Reports

4 Overview Space Data Management - Background - Purpose of Training - ARCHIBUS Space Management: Web-based based Application Uses - Space Owner updates - Audit Functionality for Campus, Building, Division, College/Admin Unit, and Department. -**Key Request Process Space Management / Occupancy Updates

5 Space Management Space Pilot -Auditor Assignments - Two individuals assigned per Academic Unit Real Data Collection Process -Update Assigned Space -Reporting -Key Request Verifications

6 Organizational Hierarchy

7 Archibus Organizational Structure Organizational Codes 5 Digit Org ID Organization Name Chancellor Chancellor Emeritus Board of Trustees General Counsel Planned Giv, Pub Event & Info Business Affairs VC Business Services AVC Auxiliary Operations Dining Dining-Contractor Billing Bookstore Bookstore-Contractor Billing Vending XX Division XXX College/Admin Unit XXXX Department Reprographics XXXXX Sub-Department er Card Services Mail Services Parking & Transportation Services The Space Management Module Roles and Approval Authorities correspond with the current Campus Hierarchical Structure. Every room update is completed on the lower 5-digit Sub-Department level Printing Financial Services AVC Budget Controller Accounts Payable Cashiers General Accounting Payroll Student Accounts Sponsored Programs

9 Space Change Work Flow

10 Space Change Work Flow Space Committee Major space request changes will be decided upon outside of Archibus by the Space Committee in accordance with UNC Charlotte Policy # 17. Division (XX) College/Admin Unit (XXX) Division (XX) College/Admin Unit (XXX) UNC Charlotte Space Assignment, Management and Alteration is governed by Policy Statement 17. POLICY STATEMENT #17: l / li i / h l Dept (XXXX) Sub Dept XXXXX Dept (XXXX) Sub Dept XXXXX

11 Archibus Navigation Overview

12 Overview of Archibus Navigation Navigation Bar Used to access contextbased info, Help or to Sign Out of Archibus. Activity Displays current Archibus Activity i.e. Space Management Task List heading and task items Displays associated list of tasks available for selected Space Manager Role.

13 Update Unit Space

14 When in search windowpane, click on the plus (+) or minus (-) icon to close or display the Mini Console. Update Space - (College/Admin Unit) Using the Mini Console After typing in your search criteria in the field(s) provided, select the down red arrow to filter the Space Update Request list. Screen Maximize Selecting the mini arrow will close the task menu and maximize the viewing and working area. Select the arrow again to open the task menu

15 Update College/Admin Unit Space After entering your search criteria and filtering the room list, click on the Select button to display the Update Space form. The DWG button will display the drawing for review of room location. Select Displays Space Update Request form for completion.

16 Update Space Form Required Fields 1. Stations 2. Room Category 3. Program Code 4. Room Discipline 5. Program Code %

17 Update Space Form Selecting the ellipse button on the field will provide a data dt list of codes for selection Action buttons allow Space Mgr to Complete the form (save data), Cancel update or View Existing space assignments Required Fields before Completing Form 1. Number of Stations 2. Room Category 3. Program Code 4. Room Discipline 5. Program Code %

18 Update Space Form Fields

19 Assigning Room Category Select the + to open the mini console. Select the down red arrow after entering search data to filter the data list. Room Category designates the actual use of the room regardless of design intent. Examples: Conference room, classroom, office, etc.

20 Assigning i Program Code Program Code identifies the room use and the associated percentage for each program that is assigned. Note: The default will be 100 percent. If more than one program is selected, the total percentage of all programs must equal 100 percent.

21 Assigning Room Discipline Room Discipline i designates the room academic discipline (Classification of Instructional Program, CIP). i.e. Art and Sciences, Food Services and Technology, etc. A room may serve more than one discipline (Instructional Program). Within Archibus, a room may be assigned up to four different programs; however, at least one room discipline is required.

22 Primary Location Check Box Occupancy and Primary Location Occupant field #10 allows text entry of individuals id not located within the Employee/staff table i.e. students Occupancy identifies the employee(s) associated with the room space. All occupants may be assigned to the Occupant #1 - #9 validated fields. The Occupant #10 field is a text field where additional personnel who use the room may be added. i.e. contractors, students, etc. The Primary Location box for each field provides the ability to identify the space as the primary location for the employee. Select the check box beside the occupant field to indicate the room as the primary location for the selected individual(s). Note: If an employee has more than one office, the primary location is the one where he/she spends most of their time.

23 Update Request Review After selecting the Complete button on the request form, the Review page will display providing an overview of the changes. Select the Print Request button to print a PDF of the room changes or Select the Select Another Room to return to the search screen to update another room.

24 Update Space (All Departments)

25 Request Any Space To Update Space when the Room is not listed within your Update College/Admin Unit, select the Update Space (All Department Space). Note: Requesting space outside area of ownership requires an approval process before the space is updated.

26 Space Approval Scenarios

27 Space Approval Process Scenario # 1 Space Change request within Business Unit but outside College/Admin Unit. Business Affairs Division (XX) Space Committee/Division Manager Business Affairs Division (XX) Final Space Request approval occurs at BA Division level College/Admin Unit (XXX) College/Admin Unit (XXX) Dept (XXXX) Dept (XXXX) Space Request Initiated within Same Division but outside College/Admin Unit must be decided upon at the Academic Affairs Division level Sub Dept XXXXX Sub Dept XXXXX

28 Space Approval Process Scenario #2 Space changes outside the Division will be approved by the higher Division levels. Business Affairs Division (XX) College/Admin Unit (XXX) Space Committee/Division Manager Academic Affairs Division (XX) College/Admin Unit (XXX) Final approval for space requested occurs at the highest level, the Academic Affairs Division (XX) Dept (XXXX) Dept (XXXX) Space Requested is located outside Division therefore final approval must occur at the highest level among the Divisions Sub Dept XXXXX Sub Dept XXXXX

29 DEMO Archibus Space - Form Fields - Request Space

30 BREAK HANDS-ON TRAINING

31 Hands-On Training Select the ARCHIBUS training link: ARCHIBUS Training i Link Training Link: Using Archibus Development Server Log in Using NinerNet Username and Password Filling out the Space Update Form Request One Room

32 Update Space Using Drawings

33 Using the mini console, Enter Bldg, floor and room info an select the down filter. Next, select the box beside the bldg and room to display the drawing. Update Space Using Drawings Clicking on the drawing room location will display the Space Change Request Form for updates. Update Space using drawings will display the form for requesting and updating space. A pop up will display to inform when space request is sent for approval process.

34 Reports 1. Room Export 2. Paginated Reports

35 After entering your search criteria into the Search console, select the Search Now button to filter and locate selections. Reports Room Export Select Room Export Report task to view and filter bybldg, dept and subdept info. Check the rooms you wish to view in the report. Note: To bulk select all rooms listed, select the first box in the heading. Next, Select PDF button to view and print the Room Details Export report.

36 Reports Paginated Reports Enter Building info within fields provided, ddthen select Show to filter. Drawing & detail buttons Select Floor windowpane Summary window

37 Paginated Report button is selected to view and print the report Reports i d i tth Paginated Reports A Paginated Report View window will display along with the progress bar. Once the report has generated 100%, select the link to view the report. Paginated Report displays in Word Format for printing or saving.

38 NEW ARCHIBUS PROCESS: Campus Key Request Process Discontinuation of Paper format Jan 2013

39 Key Request Go to Facilities Management homepage: Info Select Key Requests located under the Home listing

40 Key Shop Information Website: Contacts: Rob Herrington Andy Lavoie

41 Hands on Practice edu/archibus/training login asp Select the ARCHIBUS training link: ARCHIBUS Training Link Using ARCHIBUS Training Server Log in Using NinerNet Username and Password Create/Submit Motor Fleet Reservation Review Reports

42 BREAK HANDS-ON TRAINING

43 Reports 1. Summary Report 2. Update Reports 3. Report Space Discrepancy

Summary Report Filter and select the level of

Select the PDF or XLS button to view data in

44 Summary Report Filter and select the level of information needed for the report and select the Search button The details will display in the windowpane below. Select the PDF or XLS button to view data in report format. Summary report with room details will display in format selected

45 Update Report Select the List of FM no updated button to view the list of Rooms Not Yet Updated. Selecting the PDF or XLS g button will display the room information in report format.

46 Space Report Instructions Step by Step Instruction are available on the Space Management Webpage at: edu/fis/space asp

47 Report Space Discrepancy

48 Report Space Discrepancy Changes may occur to space of which we are unaware; for example: room numbers being changed. Select the Report New Space Discrepancy action button to display the form. The Report Space Discrepancy form provides ability to report any issues or discrepancies with space, drawings, etc. After the required field data, select the SAVE button to submit the form. An will notify FIS of the discrepancy. After the required field data, is entered select the NEXT button to advance to the next page.

49 After the required field data is completed, select the SUBMIT button to submit the form. An will notify FIS of the discrepancy. Report Space Discrepancy Once the form is Submitted, an notification will be sent to everyone on our team. You may also attach a document or picture of the room discrepancy if needed Use the Add New button to display the list of rooms for multi selection.

50 Hands-On Training Select the ARCHIBUS training link: ARCHIBUS Training i Link Training: Reports Review

edu 704 687 0510 Pamela Duff pduff@uncc.

51 Points of Contact for Assistance Nick Patel Pamela Duff Fred Brillante Dionte Sims Yimin Wu Curtis Gatt Ray Dinello d

52 Questions?

2/2/2012. Archibus Space Management:

2/2/2012. Archibus Space Management: Agenda Archibus Space Management: Space Auditor Training Instructor: Ray Dinello, Director, FIS Coordinator & Information Contact: Pamela Duff Introduction Space Pilot Intro Back Ground Space Data Collection