Edit Space

The general information pane at the top of the page displays basic information about the space. You cannot change the Property a space is associated with or the External Property ID of that property.

To modify this information:

1. In the Floor field, select a value to indicate the floor the space is on.

2. In the Space field, modify the name of the space.

3. In the Description field, modify the description of the space.

   This value can be up to 1000 characters long. As you type, the character count updates indicating the number of additional characters that can be entered.

4. In the External Space ID field, modify the value to indicate a space ID that is used in conjunction with an external system.

5. In the Active field, select a value to indicate whether the space is active.

   Inactive spaces remain in the system, but are not displayed to users.

6. In the Default field, select Yes if this space is the default space for this floor.

7. In the Class field, select a space class value.

   Space classes are used to identify types of spaces, for example, office, laboratory, or retail, but are independent of other types of classifications (such as the category and subCategory). User-defined fields are often associated with space classes, so selecting a value may cause additional panes containing custom fields to appear.

8. In the Telephone field, modify the contact telephone number for the space.

9. In the Survey Group field, select the space survey group the space is associated with.

   It is not required to associate a space with a survey group. To associate the space with no survey group, select the Select… value.

10. In the Tab Order field, modify the numeric value.

    The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

11. Click UPDATE to save all modifications.

The Categorization pane contains information about the categories used to classify this space and indicate how the space is owned and allocated. To modify this information:

If Complex Allocations are in use, some of these fields may display "Complex" as the field value and cannot be edited. For more information, see Complex Allocations.

1. Under the Allocations & Ownership heading, modify any of the following values:

   1. To define the Allocated Individual, click the Select link and select a user.

      The allocated individual is the user who the space is allocated to for charge back and reporting purposes, such as the manager of the space. If the space needs to be allocated to multiple people, Complex Allocations should be used.

   2. To define the Allocated Group, click the Select link and select a department.

      The allocated group is the department that the space is allocated to for charge back and reporting purposes. If the space needs to be allocated to multiple departments, Complex Allocations should be used.

      Note:

      If department-based security is enabled for an installation, associating a department with a space grants security rights to that space to all users who are affiliated with the selected department.

   3. To define the Owning Group, click the Select link and select a department.

      The owning group is the department that owns the space.

   4. To define the Billing Group, click the Select link and select a department.

      The billing group is the department that expenses for the space should be billed to.

   5. In the Ownership Status field, select a value indicating the terms under which the space is occupied, for example, Owned or Long-Term lease.

2. Under the Functional Usage heading, modify any of the following values:

   1. In the Functional Status field, select a value indicating whether the space is currently being used, for example, In Use, Vacant, or Under Renovation.

   2. In the Space Functional Category field, select a value indicating the type of activity that occurs in the space, for example, Research, or Student Services.

   3. In the Space Functional Sub-Category field, select a value indicating a secondary classification of the activity that occurs in the space.

      For example, if the functional category is Student Services, the subCategory might be Financial Aid.

3. Under the Categorization heading, modify any of the following values:

   1. In the Space Category field, select a value indicating the general purpose of the space, for example, Office or Manufacturing.

   2. In the Space Sub-Category field, select a value that further defines the purpose of the space.

      For example, if the category is Manufacturing, the subCategory might be Biomedical or Technology.

   3. In the Space Type field, select a value that further defines the purpose of the space.

      For example, if the category is Manufacturing and the subCategory is Biomedical, the type might be Clean Room.

   4. In the Space Standard field, select a value that indicates the space standard that this space matches.

      Space standards are used to identify types of spaces, based on their size, categorization, and capacity. For example, the standard for Executive Office might be 300 to 500 square feet, categorized as Office/Executive, and with a capacity of 1 person. Space standards are most often used to help locate an appropriate space to assign to a worker in a particular position.

      Space standards are used solely to identify spaces and are not enforced. For example, a space can still be classified as an Executive Office even if it is slightly smaller than the standard.

   5. In the Space Standard Approval field, select value to indicate that is appropriate to use the selected space standard, even if the space does not completely confirm to the standard.

      Selecting Yes prevents the space from being flagged as non-conforming in searches and reports.

4. Click UPDATE to save all modifications.

The Occupancy pane provides information about the type and number of occupants that a space can hold and currently does hold. To modify this information:

1. Under the Occupancy Parameters heading, modify any of the following values:

   1. In the Reservable field, select Yes if the space should be allowed to be reserved using the Reservations module.

   2. In the Capacity field, enter a numeric value indicating the number of occupants the space can hold.

   3. In the Capacity Type field, select a value indicating the type of capacity the capacity value represents.

      For example, if the space is a conference room, the capacity type might be persons; if the space is a parking lot, the capacity type might be vehicles.

   4. In the Capacity Code field, select a value indicating additional information about the space capacity.

      For example, if this value might indicate whether a lab space or cubicle is needed for each occupant.

2. Under the Occupancy Summary heading, view or modify any of the following values:

   1. In the Occupancy Status field, select a value indicating the occupancy status of the space.

      By default this value is automatically assigned by the system based on the capacity of the space and the number of current occupants. For example, if the capacity is 25 and the occupancy is 0, the system may assign a value of indicating that the space is empty.

      You can override this default value when special circumstances apply, for example, if a space is temporarily vacant due to renovations.

   2. View the Total Calculated Occupancy value.

      This value is not editable. It is calculated by adding the total assigned occupants to the total unnamed occupants. These values appear in the Occupancy Breakdown pane.

   3. View the Total Vacancies value.

      This value is not editable. It is calculated by subtracting the total calculated occupancy from the capacity.

3. Under the Occupancy Breakdown heading, view or modify any of the following values:

   1. View the Total Assigned Occupants value.

      This value is not editable. It is calculated by adding up all of the assigned individuals for the space and any subSpaces within the space. The individual's names appear in the Occupying Individuals and Occupying Groups pane. Only individuals are used to calculate this value; the members of any occupying groups are not used in the calculation.

   2. In the Total Unnamed Occupants field, enter a numeric value indicating the number of unnamed occupants of the space.

      This value is used to account for occupants that are not system users. For example, a space might be additionally occupied by a number of unnamed clients or research assistants.

   3. In the Unnamed Occupants Description field, enter a description for the unnamed occupants, such as students or factory workers.

4. Under the For EP Purposes heading, modify any of the following values:

   These values are used in conjunction with the Emergency Preparedness module.

   1. In the Daytime Occupants field, enter the number of occupants that are normally in the space during the day.

   2. In the Nighttime Occupants field, enter the number of occupants that are normally in the space during the night.

   3. In the Total Occupants field, enter the total number of occupants that are normally in the space.

      This value often is, but need not be, the number of daytime occupants plus the nighttime occupants.

5. Under the Occupying Individuals and Occupying Groups heading, a list of all of the occupying individuals and groups assigned to the space and any subSpaces within the space is displayed.

   You can modify the values that are associated directly with the space. A value that has rolled up from a subSpace within the space are for display only and can be modified by editing the subSpace.

   1. To add an occupying individual, click the Add Occupying Individual link and select a user name.

      The user is added to the list. You can specify a Percentage of time this individual occupies the space, as well as indicate whether this is the individual's Primary Location.

      The percentage of time entered for all occupying individuals can add up to no more than 100%.

   2. To remove an occupying individual, click the Remove link to the right of the individual's name and then click OK in the conformation dialog box.

   3. To add an occupying group, click the Add Occupying Group link and select a department name.

      The group is added to the list. You can specify a Percentage of time this group occupies the space.

      The percentage of time entered for all occupying groups can add up to no more than 100%.

   4. To remove an occupying group, click the Remove link to the right of the group's name and then click OK in the conformation dialog box.

6. Click UPDATE to save all modifications.

The Associated Sub-Spaces pane provides a list of all subSpaces that have been created within this space. You cannot create additional subSpaces in this pane (that is done on the Create Location page), but you can define what percentage of the space each subSpace occupies. To modify this information:

1. View the Total Area value.

   This value indicates the total area of the space in either square feet or square meters.

2. In the Percent of Space fields, enter values indicating the percentage of the total space that each subSpace comprises.

3. In the Force Area/Percent to equal 100 percent of space field, select Yes to indicate that the Percentage of space values must add up to 100%.

   • If you select Yes, you will not be allowed to save modified percentage values unless they total 100.

   • If you select No and the associated subSpaces add up to less than 100% of the space, the unaffiliated space utilizes the parameters defined at the space level.

   • If you select No, and the associated subSpaces add up to more than 100% of the space, this can result in calculations and reports that reflect space that doesn't actually exist.

4. Click UPDATE to save all modifications.

The Area pane contains information about the size of the space and how it is classified for reporting purposes. All area values entered are rounded to three decimal places.

To modify this information:

1. In the Show values in field, select whether you want to display values in square feet or square meters.

2. In the Total Area 1 field, enter a value for the total number of square feet or meters in the space that should be classified as Area 1.

   Area 1 classifies the main area contained in the space. This value is used when calculating the aggregate reportable space information values (see below) and as the area that subSpace percentages are calculated against.

3. In the Total Area 2 field, enter a value for the total number of square feet or meters in the space that should be classified as Area 2.

   Area 2 classifies additional or auxiliary space. This value is for informational purposes only and is not used in any space or subSpace calculations.

4. In the Aggregate Reportable Space Information Fields section, select an Include in calculations value for each of the following types of space:

   • Exterior Gross – indicates the total of all areas

   • Interior Gross – the total portion of area that is enclosed or considered to be part of the finished interior

   • Rentable Per Contract – the total portion of area that can be rented including leased spaces as well as pro-rated common areas

   • Building Rentable – the area used to calculate base rent (per square foot/meter)

   • Usable Area – enclosed space that is available for the exclusive use of a building occupant

   • Interior Planning Area – usable area minus encroachments and expansions

   • Assignable Area – all areas that can be assigned to an occupant

   • Non-Assignable Area – all areas that cannot be assigned to an occupant but is necessary for general building operation

   • Non-Measurable Portfolio – areas, such as off-site workspaces, that are tracked but are not part of the property's real estate portfolio

   For each type of space, set the Include in calculations flag to one of the following values:

   • Use category – Select this value to indicate that the space should be included or excluded from the calculation based on the space's category classification. Each space category definition indicates which reportable types a space should be included in. For example, a space categorized as Storage might be included in the Usable Area, but not in Building Rentable.

     If a space includes subSpaces and the Use category value is selected, the subSpace categories override the space category in determining whether each subSpace is included in each reportable type. For any additional space not allocated to a subSpace (in cases where the subSpaces do not add up to 100% of the space) the space category determines whether the additional space is included in each reportable type.

     For example, consider the 10,000 square foot Training space containing two subSpaces: Classroom A (50% of the space) and Classroom B (30% of the space). If the Use category value is selected, 5000 sqFt will be classified according to the Classroom A category, 3000 sqFt will be classified according to the Classroom B category, and the remaining 2000 sqFt will be classified according to the Training space category.

   • Include – Select this value to indicate that the entire space should be included in the reportable type, regardless of any space or subSpace classification.

   • Exclude – Select this value to indicate that the entire space should not be included in the reportable type, regardless of any space or subSpace classification.

5. In the Additional Manually Tracked Areas section, enter values to indicate the number of square feet or meters that should be classified in any of these "Other" types.

   For example, an installation might use Other Area 1 to track the carpeted areas, Other Area 2 to track the non-carpeted areas, and Other Area 3 to track areas that are wired for high-speed Internet. These values are defined on the space level only, they are not calculated from the subSpaces within a space.

   Note:

   These areas are labeled Other Area 1 through 5 in the standard system. Some installations may customize these labels to better indicate the specific type of area being tracked.

6. Click UPDATE to save all modifications.

The Billing/Chargeback pane contains information about the unit cost of space on the floor as well as information about the general ledger account that costs can be billed to. TO modify this information:

1. In the Unit Cost field, enter a numeric value corresponding to the cost (per square foot/meter) of this space.

2. In the Currency field, select the appropriate currency for the unit cost.

3. In the Account # field, select the account that costs for this space should be billed to.

   Only accounts that are associated with the property are included. When an account is selected, a description of the account appears. Once the account is saved, the cost percentages associate with the account are displayed as well.

4. Click UPDATE to save all modifications.

The Complex Allocations pane contains information about how the space is categorized, if simple categorizations have not been defined. Complex allocations allow space to be classified under a more than one category. For example, they are often used at higher education properties where space is shared by more than one department or its allocation changes at different times of the year.

Complex allocations are made for a particular time period; they have a start date and an end date and cannot overlap.

Complex allocations are listed in the order in which they were created with the most recent dates at the top. For each complex allocation, the following information is displayed:

• Description – a description of the complex allocation
• Start Date – the date on which the complex allocation takes effect
• End Date – the date on which the complex allocation ends
• Area – the amount of area that is allocated

At the top of the pane is the Add Complex Allocation link. Click this link to open the Complex Allocation Information page and define a new complex allocation. To the right of each complex allocation is an EDIT link that allows you to modify an existing complex allocation. For more information, see Complex Allocations.

The Contacts pane contains information about individuals, companies, or groups that can be contacted when issues about the space arise.

Contact

An individual contact identifies a person who can be contacted in regard to the space. Contacts can only be chosen from a list of full users. To add a contact:

1. Click the Add Contact link.

   The Add Space Contact dialog box opens.

2. To specify the Contact Name, click the Select link.

3. Enter your search criteria, click FIND, and then select a user name.

4. In the Contact Type field, select the type of contact, for example, Emergency Contact or Space Planner.

5. Click ADD.

You can edit or delete a contact by clicking the Edit link.

Contact Company

A Contact company identifies a company that provides a service for the space, such as a maintenance company or supply vendor. Only companies that currently exist in the system can be added. To add a company:

1. Click the Add Contact Company link.

   A dialog box opens allowing you to select a company.

2. Enter your search criteria, click FIND, and then select a company name.

You can remove a contact company by clicking the Remove link.

Contact Group

A contact group specifies the department that is responsible for the space, for example, the HR department or the Chemistry department. Contact groups can only be chosen from a list of defined departments. When selected, the contract group will specify the name of the user who is the authorizing manager for the group.

To add a contact group:

1. Click the Add Contact Group link.

   The Add Space Contact Group dialog box opens.

2. To specify the Department, click the Select link.

3. Enter your search criteria, click FIND, and then select a department.

4. In the Contact Type field, select the type of contact, for example, Emergency Contact or Space Planner.

5. Click ADD.

You can edit or delete a contact group by clicking the Edit link.

The Regions and Zones pane provide links to the locations that the space is associated with.

Regions

This section lists each region that the property containing the space is associated with. The following information is displayed:

• Region Name – This column indicates the name of the region. Clicking the link opens the Associate Properties to Regions page, allowing you to view a list of all properties that are associated with this region.

• Company Associated – This column indicates the name of the company that is associated with this region. Clicking this link opens the Company Details page, allowing you to view detailed information about the company.

The Assets pane provides a list of all assets that have been associated with the space or any of its subSpaces. For each asset, the following information is displayed:

• Asset Name – the name of the asset ; clicking this link opens the Asset Details page

• Asset Number – the assigned asset number

• Asset Class – the classification of the asset

• Manufacturer – the name of the company that manufactured the asset

• Sub-Space – the subSpace, if any, the asset is associated with

The Comments pane displays a list of all comments entered about the space and allows you to enter additional comments. For each comment entered, the following information is displayed:

• Comment – the full text of the comment entered

• Last Updated By – the name of the user who entered the comment

• Last Updated– the date and time on which the comment was entered

• EDIT– a link that allows you to edit or delete comments

To add a comment:

1. Click the Add Comment link.

   The Add Space Comment dialog box opens.

2. In the large field, enter the text of your comment.

3. Click ADD.

The Maintenance pane displays a list of all incomplete work requests that have been associated with the space. For each work request listed, the following information is displayed:

• ID – the unique ID of the work request; clicking this link opens the Request Details page, containing detailed information about the work request.

• Type/SubType – the work type and subType classifications for the work request

• Status – the current status of the work request; once a work request is closed, it is removed from this list.

• Space – the space within the floor where the work will take place

• Comments – the initial statement of work for the request, indicating what needs to be done

If the NPFA (Non-Profit Fund Accounting) module is enabled, an Accounts pane is displayed, allowing you to define the accounts that spaces use to classify revenues and expenditures.

To specify an account:

1. Expand the Accounts pane.

2. Click the Add Another Account Group link.

   The Accounts pane expands to display the account definition options.

3. In the Account Group field, select the type of accounts you want to add.

   An account group defines the type and format of the account strings that you can define to classify revenues and expenses for this entity.

4. In the Billing Type field, select the type of billing you want to use for this entity.

   The billing type defines whether actual costs, estimated costs, or no costs will be used when billing for this entity. It also determines the percentage of markup applied to charges.

   Note:

   Depending on the configuration of the account group selected, the Billing Type drop-down menu may be disabled.

5. Configure the accounts you want to associate with this entity.

   You can associate one or more accounts.

   1. Click the Add New Link.

      The Add Account String dialog box opens.

   2. In the Chart of Accounts field, select the chart of accounts that contains the account strings you want to add.

      Note:

      Depending on the configuration of the account group selected, the Chart of Accounts drop-down menu may not appear. If it is not displayed, the default chart of accounts will be used.

   3. In the Account Index field, select the account index containing the segment values that you want to use to populate the segment fields.

      An account index provides a named shortcut for populating the segment values. If you select an index, values will automatically fill-in for all of the segments. You can manually override a particular segment value, if needed.

      Note:

      Depending on the configuration of the account group selected, the Account Index drop-down menu may not appear. If it is not displayed, you can manually enter segment values in the fields.

   4. Enter a value for each segment.

      If you used an account index, these fields are automatically populated for you. You can modify them, if needed.

      As you click into each field, a list of valid values may appear in a drop-down menu. You can pick a value from the list instead of typing a value. Some account groups may not have this feature enabled.

   5. Click ADD.

   The account string and the Percentage of the costs that will be allocated to this account string are displayed. You can add additional account strings, if needed and modify the percentage values to allocate the costs appropriately. All account string percentages must add up to 100%.

6. Click OK to save the account configuration.

   You can add another account group, if needed. For example, some installations define separate account groups for different billing types.