‪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.

‪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.

‪User group : Space manager / analyst

‪Goal: Getting in depth analytics of occupancy and utilization of all different space types.

‪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.

‪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.

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)

Filter settings are personal to the logged in user.

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

• 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 !

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.

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

• Helps to estimate potential m2 reductions: m2 reductions could also mean transforming certain less used space types in other space type with more added value

• Helps estimate potential cost savings: Cost savings needs to be seen as a real saving if sub renting is possible, if the Real Estate contract can be renegotiated or if the customers is planning to move to a new location

The outputs of the opportunity simulator need to be validated together with many variables of the customers real estate strategy like: Flex workspace or fixed, clean desk or not, personal offices or shared offices, offices as meeting rooms, booking systems, flexibility rental agreement, move or stay possibilities, …

The opportunity simulator is a simulation toolkit for the space manager/expert and does not replace the knowledge of a space manager/expert

‪Calculation of the maximum possible m2 reductions / cost savings in case of average occupancy has been taken into account.  This means that every day of the week and every hour of the day the company would have the same occupancy scores.  This is only possible if the company would only work with 100% reservable work-, concentration- and collaboration spaces.

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‪Calculation of ‘no risk’ m2 reduction (vacancy)/ cost savings in case of max occupancy has been taken into account.  This means that everybody will still at all times have the needed work and collaboration space available when needed.

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‪Simulation of potential of m2 reduction (vacancy)/ cost savings in case of x% of the max occupancy has been taken into account.  This means that in some moments there will be an under capacity of work or collaboration spaces if the same work pattern would be used.  By moving some peak moments into moments of less occupancy these moments of under capacity can be solved for 100% meaning that everybody will at all times have the needed work and collaboration space available when needed.

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

• 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

• 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

We consider this a new project and will setup new dashboards for this project. You will have an "old" dashboard for the pre-move period and a new dashboard post-move.

A renovation project inside the building probably comes with a new/updated floorplan that must be uploaded in Workplace. The dashboards will show data based on the new floorplan structure. This means there will be a discrepancy between the "old" and the "new" dashboard data, so you cannot compare historical data with new data. We suggest to set up a new project to discuss the changes with the Spacewell Dashboard team.

A reorganization of rooms or workplaces (on the same floorplan), this can be setup at the level of the IWMS and/or Workplace - resp. impacting locations and/or sensor devices. For example, in IWMS you can move a room in the master location data, which will be reflected in Workplace, but the location tree will change in the navigation window of the dashboards.  This introduces a "breakpoint" in the analysis based on historical data. We suggest to set up a new project to discuss the changes with the Spacewell Dashboard team.

If sensors are being moved from one location to another, the Space Monitor dashboard will show no data on the old location, since it no longer has an active sensor associated. We suggest to set up a new project to discuss the changes with the Spacewell Dashboard team.

A move of individual workplaces (eg in case of employees changing desks) is even more difficult, since our solution is not built to track people. The dashboard visualises data and analytics at the level of locations, there is no PII in our system (although implicitly a workplace may be associated to a certain employee within the company). We suggest to set up a new project to discuss the changes with the Spacewell Dashboard team.

Moving any location to another part in the building (another floor, another zone, …) will introduce a breakpoint in the analysis. It will most probably also include a new/updated floorplan, see above.