1. What is this module about
Buildings and areas are Assets is one of the master data modules of Workplace Management. The Buildings and Areas
Just like the buildings and areas can be registered via the Buildings and areas module, assets within (or even separate from) these buildings and areas can be registered.
Assets are all the physical objects within or outside of a building. This can be anything from the coffee machines, fire extinguishers, chairs, desks, laptops, elevators, but also cars, bikes, or even art hanging on the walls. Any asset that is worth tracking (for instance how many corrective work orders have been created for it, to plan (long-term) maintenance on it, be able to reserve it, or just to track the location of the asset (by linking it to the building and area module) can be added in the assets module.
The Asset module allows you to use location asset information in other modules. This offers practical benefits in other modules. Some examples:
Requests: Connecting requests to specific buildings or areas helps the Service Desk quickly locate and resolve issues. assets (E.g. a broken laptop, or a malfunctioning coffee machine) can help the Service Desk to find more related data on the assets (e.g. uploaded manuals or supplier contact details), helping to quickly identify and resolve issues. Additionally, tracking open or total requests per asset assists in resource and maintenance management.
Reservation Management: Reserving areas within buildingsequipment (e.g. a beamer) becomes easier, ensuring efficient use of space equipment and better room asset availability.
Contracts: Linking Buildings or areas assets to contracts ensures makes sure the cost and responsibilities can be tracked per building or areaasset. leading to better and more data-driven strategic decision-making and supplier management.
Apart from the use in other modules, the Buildings and Areas Asset module can aid in managing your real estateassets, as it helps to get insights into the organization's buildingsassets, including details like location, ownership, occupancy status, and maintenance history. This overview helps in resource allocation, cost-saving, and strategic decision-making.
Most of the core concepts of this module can be managed by key users (building and area asset editors), therefore most concepts are described in the user manual that can be found here: User manual: Buildings and AreasAssets
The next parts will go into more detail on some of the core concepts of this module that are mostly relevant for administrators:
1.1 Categories
Each building and area assets that is created, is created in a category. For more general information about categories, see: Categories
The following default categories are available for this module:
Buildings
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Category
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Description
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Building
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The category for actual buildings, uses a page with all the relevant fields to track building information like construction date, owner, status, address, etc.
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Site
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The category for sites, e.g a terrain containing multiple buildings. has less fields than a building.
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Geographical area
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The category for Geographical areas, e.g a complete country or otherwise a more conceptual location, not representing a physical building or site. Containing. Containing even less fields.
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Areas
Category | Description |
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Cannot be selected when creating a new area. Each new building automatically gets a ‘Main area’. Every additional area is always (directly or indirectly) part of this area.
Floor
The category for floors. Limited number of fields. Does not contain the options for reservations, as it is not possible to reserve a floor.
Meeting room
The category for meeting rooms. Also has the option to specific the capacity and can be made reservable (relevant if reservations are used)
Workplace
The category for workplaces. Has a default capacity of 1 and can be made reservable (relevant if reservations are used)
Parking
The category for parking spots. Has a default capacity of 1 and can be made reservable (relevant if reservations are used)
Area (general)
The category for any other type of area, that would not fit the other default categories. Also has a capacity field and can be made reservable (relevant if reservations are used)
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Areas also have a hierarchical structure. E.g meeting rooms and workplaces are part of a floor area). The categories do not impact the use of sub areas and parent areas. It is possible to set an area of the category ‘floor’ as a sub area of a ‘Workplace’ category area. However, this might lead to issues if integrations with for instance Workplace Experience are used. As other product might have more strict rules for the area hierarchy in categories that are allowed to be set as child of certain categories. Therefor, if all categories are used, it is advised to use a logic structure (e.g parking, workplaces and meeting rooms on the lowest level, followed by floors) |
2. Additional information on this module
More information on the Buildings and Area Asset module can be found via the following related articles:
For an (end) user manual, see: User manual: Buildings and AreasAssets
For more detailed implementation information (including how to enable the module, which system groups are involved, data imports, and more information on the startboard and navigation menu options), see: Masterdata: Buildings and areas Assets module activation and information