[Please bear with us. this article is under construction]
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1. What is this module about
The Space Management module is an addition to the ‘Buildings and areas’ module, via which the entire portfolio of buildings and floors can be managed via a single overview. It offers insights in cost per m2 per department, cost center or headcount. It also offers the options for managing floorplans (via SVG files), creating the areas based on a floorplan and multiple default or custom floorplan views.
The Space Management module in Workplace Management is a light weight version of Space Management and is not to be confused with the new Space Management Product currently in development by Spacewell.
This additional sub module is enabled via Module settings → Master data tab → Buildings and areas: Space management → Use Space management:
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1.1 Space management navigation menu
Via the navigation menu, users with system group '3. Edit buildings and areas' have access to the Space Management dashboard:
This dashboard directly shows an overview of all buildings with a stacked bar chart containing the number of areas per area type (see Area types) for each building.
In a button bar, multiple cost overviews are available. See down below for more info.
In the actual data overview, all buildings including each floor are shown, directly showing relevant information, like which floors have a floorplan uploaded and how many workplaces the floor contains.
Via this overview, it is also possible to create a new building with an number of floors in 1 action via the ‘Create new building’ option:
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1.2 Floorplans
Floorplans (drawings) can be uploaded per floor via an SVG (Scalable Vector Graphics) file. Using these floorplan drawings has multiple benefits:
Areas on a floor can automatically be generated based on this floorplan. eliminating the need to create all the areas per floor manually or add them into an csv import file.
The floorplan can be viewed per floor using different color coded views (e.g. distinguish reservable areas from non reservable areas, types or areas, per department, etc.), making it easy to visualize these differences.
If an areas is created via such a floorplan, an option on the area will appear, which will show the area highlighted on the floorplan. This makes it easy to quickly find your way towards a given area, if for instance a work order is planned for this area.
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Be aware, these floorplans have no relation with the floorplans used in Workplace Experience and are thus also not synced to Workplace Experience in case of an active integration. |
Uploading the floorplan
A floorplan (in .svg format) can be uploaded on the page of a floor area (Area of the category ‘Floor’) via the tab ‘Manage floorplan’:
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Upload the file via the floorplan field and make sure to also at least specify the Drawing unit based on the SVG specifications (e.g. 90 mm = 1 m).
Generate areas based on floorplan
If a floorplan is uploaded, the option to generate the areas based on the floorplan is displayed:
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Once the background task that generated the areas is finished successfully, the areas will be available and linked to the floor. See general tab on the floor, as each area linked to the floor is displayed in a page include.
N.B: by default, all the areas will be imported with area type = ‘Building section’. This can be changed manually after importing.
View the floorplan
If a floorplan is uploaded, the option to view the floorplan also becomes available via the tab ‘Floorplan’ on the page of a floor area:
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This overview comes with multiple options:
Open an area by clicking on it.
Use the different color coded views via the top left icon:
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Each of these default overviews will color code the areas based on the respective view:
Departments: A department can be linked to each area (via the tab ‘allocation’ on an area) and each department will get is own color in the floorplan via this view
Reservable: If areas can also be reserved, the reservable areas will show a different color
Cost centers: A cost centers can be linked to each area (via the tab ‘allocation’ on an area) and each cost centers will get is own color in the floorplan via this view
Area categories: The areas are shown in different colors, based on the categorie of each area
Area types: The areas are shown in different colors, based on the area type of each area
Highlight: The initial view in which each area is highlighted in yellow with the option to open any of the areas
1.3 Cost overviews
Per area, the following fields can be used as parameters for cost overviews:
Allocation tab:
Department
Cost center
Number of persons
Main area:
On the main area of the building (this is the area which is opened when selecting a building via the Space management dashboards building overview), it is also possible to specific the 'Rent per month per m2'
Cost overviews
Via the Space Management menu option, multiple cost overviews can be viewed via the button bar:
Cost center overviews: The areas used by a cost center and the rent per m2 per month are used to calculate the total costs per cost center per m2. The results are shown in a graph and overview.
Department overviews: The areas used by a department and the rent per m2 per month are used to calculate the total costs per department per m2. The results are shown in a graph and overview.
Employee overviews: The number of allocated employees and the rent per m2 per month are used to calculate the costs per employee per m2. The results are shown in a graph and overview.
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