Difficulty: novice

Space monitor dashboard Opportunity Simulator provides insight in the historical data …….

‪User group : Space manager / analyst

Historical data means that the visualized data in the dashboard was gathered until yesterday.

Dashboard user levels

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title Summary dashboard
‪User group : Management ‪Goal: Get high level insight in occupancy and utilization of the complete organization ‪Focus on: Averages, main KPIs, simple graphs, main trending, … ‪This dashboard is easy to use and will give you a high level idea on how well the different space types are being used. Image Removed

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title Overview dashboard
‪User group : Facility manager ‪Goal: Get basic insight in occupancy and utilization of several levels of the organization via filtering functionalities and interactive floor plans ‪Focus on: Extended filtering, Floor plans, averages, main KPIs, simple graphs, main trending, … ‪This dashboard is easy to understand, has filter functionalities and floor plans and gives you a basic idea of how well the different space types are performing. Image Removed

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‪Focus on: Extended filtering, Max/Min/spread, multi-dimensional graphs, mappings, detailed trending, …

‪This dashboard comes with several complex graphs but gives in depth information about how the different spaces are being occupied and utilized. These graphs also will give you insight in potential future space improvements.

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title Opportunity simulator dashboard
‪User group : CFO / Real Estate manager / analyst ‪Goal: Simulate potential m² reductions and savings based on the real usage or need of your organization. ‪Focus on: Potential max reductions and savings per building and simulation of realistic reduction and savings through vacancy analysis. ‪This dashboard comes with several graphs but gives in depth information about how the different spaces are being occupied and utilized. These graphs also will give you insight in potential future space improvements. Image Modified

Pages setup / structure and navigation

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title Navigation between Dashboard sheets
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Filters & KPIs

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title Where to find Filters
Image Removed Dashboards open with default, predefined filters in the top Filter selection. You can change or remove these filters, for example to zoom in one 1 particular week or 1 particular business day: quick filter change: select the filter in the top Filter selection, the current selection will open in a drop-down menu: you can now select more or different values. Don’t forget to confirm your selection. remove filter: select the X next to the relevant filter in the top Filter selection. You can use the filter pane on the left to make selections on the fly, like zooming in on particular floor or category. Each selection shows as an extra filter button in the top Filter selection. You can hit the “Reset View” button to return to the default bookmarks (landing page of the dashboard)

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title Zooming in on a graph or timeline to set a filter
A selection in the dashboard or on a graph/timeline will influence filter settings on the whole dashboard (will be added to the top Filter selection): On the floor plan, select any location (you can select multiple but only the first will be highlighted) On any graph, select a data point / space category / location to select a specific data filter if you want to select multiple locations on the floor plan: only the first one will light up On any timeline, drag & drop (in the time description, not in the graph itself) to select a specific time period Image Removed

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title Calendar filter (optional, needs to be configured separately)
Distinguish “regular days” from “excluded days” Option to exclude particular days or day ranges from the calendar Breaks up the calendar in several periods “Regular days” interleaved with “exempt days” ‪Configuration 0, 1 or # calendar exempt ranges can be defined (cannot be done by Spacewell Consultant; needs to be requested) By default, NO ranges are defined calendar exempt range = 1 or # executive days Exempt ranges cannot overlap ! Image Removed

“Summary” page

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“Overview” page

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As soon as location filtering is set to floor level, floor plan will show up. If Workplace is receiving data that is relevant for this dashboard, the location will be colored. The darker the color, the more this locations is occupied. For the selected period, brighter colored locations are less occupied than darker colored locations.

“Analysis – Occupancy” page

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“Analysis – Utilization” page

This sheet is hidden when not applicable/needs to be explicitly enabled

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Benchmarking of Utilization spaces

This sheet is hidden when not applicable/needs to be explicitly enabled

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Example 1: occupancy (eg 50% occupied in 8h time) vs utilization (2 out of 4 chairs)

‪e.g. a room can be occupied 50% of a day (4 out of 8h) but when only 2 chairs are used out of 4,

‪ it is utilized 50% against 50% occupation.

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-> The real performance is then only 25% (half a day used for half the capacity).

‪Example 2: An 8h meeting for 2 people in a meeting room with capacity = 10

Occupancy = 100%

Utilization = 20%

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‪Example 3: during 1 h, a room (capacity 4) is used by 8 people (tracking method = pointgrab)

Occupancy = 100%

Utilization = 200%

For more information, see Utilization & Occupancy Matrix

= opportunity to make these rooms more popular, or to reconsider their usage as collaboration spaces

why are these spaces so unpopular ?

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title How to interpret Occupancy vs Utilization
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title Select a space to see its rating and corresponding opportunity
Color	Rating
green	best practice utilization spaces
red	under performant utilization spaces
blue	occasionally used spaces with good utilization
yellow	frequently used but over dimensioned spaces
grey	spaces with average occupancy but good utilization
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title Examples per rating and corresponding opportunity
	legend text
color	analytics	example	rating	opportunities
green	Utilization > 30% Occupancy > 60%	A meeting room that is booked several times a day and that is properly sized to accommodate the number of participants	best practice utilization spaces	= good usage of spaces, no major opportunities seen
red	Utilization < 30% Occupancy < 40%	Unpopular spaces that are rarely used and never have many participants	under performant utilization spaces
blue	Utilization > 30% Occupancy < 30%	A boardroom that is only used for quarterly events, but that requires the room size to accommodate the participants	occasionally used spaces with good utilization	= savings opportunity, considering permanent allocation versus renting of spaces do you need to have these spaces permanently allocated in your facility? consider renting spaces on an occasional basis
yellow	Utilization < 30% Occupancy > 40%	A meeting room that is often or permanently occupied by an individual, using the room as a closed workspace rather than a collaboration space	frequently used but over dimensioned spaces	= opportunity to optimize room capacities across your location mix  challenge your mix of collaboration spaces and workspaces
grey	Utilization > 30% 30% < Occupancy < 60%		spaces with average occupancy but good utilization	= savings opportunity to reallocate a number of spaces you probably have too many of this type of utilization spaces consider reallocation some of these spaces

“Opportunity simulator” page

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title Opportunities need to be analyzed per building or floor

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title Vacancy concept
Vacancy concept is highlighted in yellow Remark: When “% workplaces available” = 100%, this is a so called ‘no risk’ vacancy Simulation with 100% workplaces available – ’no risk’ vacancy Simulation with 90% workplaces available – ’10% risk’ vacancy

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title Max concept
Vacancy concept is highlighted in yellow Max concept is highlighted in red Simulation sliders are highlighted in blue Max work and concentration spaces that could be reduced Optimal sizes of the collaboration spaces (only when utilization is measured) Remark: The number of collaboration spaces for the max concept is taken from the vacancy simulation

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title Rental cost

“Reservations vs Occupancy” page

This sheet is hidden when not applicable/needs to be explicitly enabled

‪This sheet shows more information on reservations over the last 6 months, and takes into account reservations on Rooms and Workplaces made on all touch points.

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“Scope & capacities” page

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Dashboard Tips & tricks

How to use whisker box graphs?

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title Example of 3 work spaces on an hourly base
In 25% of measurements, there is data under the box The box represents 50% of the measurements. They dont represent the highest, nor the lowest measurements A long box means a big spread of data (low predictability) In a perfect world, the box should be between the Spacewell suggested % in the dashboards Image Removed

How to get the most out of trendline graphs?

You might only see a small portion of data in the graph compared to the whole selected period. You can recognize this by the highlighted part in the graph underneath.

• To move forward or backward, simply scroll through the big graph or select a portion in the smaller one.

• In the example below: the large graph is only showing us data on 2 days (looking at the peaks in the smaller graph: Tuesday and Wednesday) from the last week in our selected period.

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To get the most out of the trendline, open the graph on full screen using the expand button

• You’ll be able to identify the different moments in time better

• You can switch between hourly, daily, weekly views

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Bookmarks

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You can now also save your filter selections by creating your own bookmarks

• Make filter selection(s) and create a bookmark on that snapshot view Optionally you can save the sheet location in the bookmark (default: ON)

• At any time during the same or a next dashboard session, you can click on the bookmark to return to your saved view

All bookmarks (default (public) and own) are available under the bookmark button

• Your own bookmarks are shared between your colleague users of the dashboard

• Bookmarks are particular to one dashboard (For example, bookmarks defined in Space Monitor will not be available in Comfort Monitor)

Dashboard header

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Hamburger menu

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Qlik options

Not supported by Spacewell

Download sheet as pdf

Instead of downloading a particular chart, also the full sheet content can be downloaded in a pdf report.

Mind that only the sheet body (selected content resulting from filters) is downloaded, not the filter pane.

Floor plans will not be part of the report, some chart data may also be missing.

Embed sheet

Not supported.

Touch screen mode

By default all dashboards can be navigated from touch screens. This toggle allows to turn off touch screen mode, as there may be some UX/UI differences with the normal mode.

Qlik References & Spacewell versions

Help

Link to Qlik help visible to end-users, but not useful since this is designer-related information.

About

Spacewell versioning info.

App overview

Spacewell versioning info.

Good to know

Space Monitor dashboard takes into account following data:

• Business hours only, configured in Studio > Default Regional Settings (allowing for 1h margins both in the mornings and the evenings)

• Weekends are excluded

• 12 months of hourly sensor data

• 6 months of 15 min reservation data

More information

I've installed sensors in location X, but we're moving.

A relocation project can entail several use cases (should the old data still be available in the old location, after the move? Or should the old data move too and be available on the new location?).

The actual use case must be very clear. The more information is available, the better.

Possible move scenarios:

When it comes to timeslot recalculation:

• We cannot recalculate timeslots for specific locations, only for the whole environment

• Taking into account the actual and full configuration, including zones ...

• No dependency on the floorplan

• Needed in case a sensor migrated in the past from one location to another (say A to B)

• When recalculating from T0 we loose the data from location A, only taking data from location B

• Recalculation applies the actual config retroactively until a specified T0 back in time

• Recalculates all data (timeslots)

• When following input parameters are available to the Cobundu team, the job takes about 10-15 minutes

Input needed:

• TO (start date for recalculation – until present)

• Sign off that current config is accurate

Conclusion

• If you are planning a move for a floor where sensors are installed, please reach out to your Spacewell Account Manager.

• Concerns in terms of floor plan changes, configuration impact, analysis breakpoints and privacy need to be addressed.

Frequently Asked Questions on Dashboards

More information

Frequently Asked Questions on Dashboards

Check out FAQ on Dashboards

How to navigate the Dashboards

See How to use dashboards

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