View Space

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

Allocations & Ownership

• Allocated Individual – the person the location is allocated to for charge back or reporting purposes

• Allocated Group – the department the space is allocated to for charge back or reporting purposes

• Owning Group – the department that owns the space

• Billing Group – the department that will be billed for the space

• Ownership Status – indicates the terms under which the location is occupied (for example, Owned or Leased)

Functional Usage

• Functional Status – indicates whether the location is currently being used (for example, In Use or Under Renovation)

• Space Functional Category – indicates the type of activity that occurs in the location (for example, Instruction or Student Services)

• Space Functional Subcategory – further defines the type of activity that occurs in the location, for example, if the functional category is Student Services, the functional subCategory might be Financial Aid

Categorization

• Space Category – indicates the primary classification of the space, for example, Office or Manufacturing

• Space Sub-Category – further defines the category of the space, for example, if the category is Manufacturing, the subCategory might be Biomedical or Technology

• Space Type – further defines the subCategory of the space, for example, if the category is Manufacturing, and the subCategory is Biomedical, the type might be Clean Room

• Space Standard – this field is reserved for future implementation

• Space Standard Approval – this field is reserved for future implementation

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

Occupancy Parameters

• Reservable – indicates whether reservations can be made in this space; future functionality will link this value to the Reservations module

• Capacity – a numeric value indicating the number of occupants the space can hold

• Capacity Type – indicates how the capacity is measured, for example, the capacity type of a conference room might be persons while the capacity type for a parking lot might be vehicles

• Capacity Code – additional information about the capacity for a space, for example, this value could indicate that a lab station or cubicle is needed for each occupant

Occupancy Summary

• Occupancy Status – indicates whether a space is occupied, partially occupied, or vacant

• Total Calculated Occupancy – the total number of occupants in a space, calculated by adding the assigned occupants, the unnamed occupants, and the occupants of any of its subSpaces

• Total Vacancies – the total number of vacancies in a space, calculated by subtracting the total occupancy from the capacity

Occupancy Breakdown

• Total Assigned Occupants – the number of occupying individuals assigned to the space and any its subSpaces

• Total Unnamed Occupants – the number of unnamed occupants, such as unnamed students or clients

• Unnamed Occupant Description – a description of the unnamed occupants (for example, Students or Clients)

For EP Purposes

• Daytime Occupants – the number of people occupying the space during the day (used with the Emergency Preparedness module)

• Nighttime Occupants – the number of people occupying the space during the night (used with the Emergency Preparedness module)

• Total Occupants – the total number of people occupying the space (used with the Emergency Preparedness module)

Occupying Individuals and Occupying Groups

• Occupying Individuals – a list of all the assigned occupants of the space and any of its subSpaces; for each individual, the following information is displayed:

  • Name – the name of the individual

  • Phone – the individual's primary phone number

  • Email – the individual's email address

  • Percentage – the percentage of time this individual occupies the space; for space occupants (not occupants of subSpaces) the percentage values can add up to no more than 100%

  • Sub-Space – the subspace this individual occupies; this column only appears if one or more of the individuals is the occupant of a subSpace

  • Primary Location – Yes if this space or subSpace is this individual's primary location
    

• Occupying Groups – a list of departments assigned to this space or any of its subSpaces; for each department the following information is displayed:

  • Department Number – the group's department number

  • Description – a description of the department

  • Percentage – the percentage of time this group occupies the space; for space occupying groups (not occupying groups defined for its subSpaces) all percentage values can add up to no more than 100%

  • Sub-Space – the subspace this group occupies; this column only appears if one or more of the groups is the occupying groups of a subSpace

The Associated Sub-Spaces pane provides a list of all subSpaces that have been created within this space. For each subSpace, the following information is displayed:

• Sub-Space – the name of the subSpace

• Percent of Space – the percentage of the total space that this subSpace comprises; all subSpaces do not necessarily have to add up to 100% of the space

• Area of Sub-Space – the actual area, in square feet or square meters, that this subSpace comprises

• Occupant – the assigned occupying individual for the subSpace

• Occupying Group – the assigned department for the subSpace

• EDIT – click this link to open the Edit Sub-Space page for this subSpace

  This link is only displayed if you have the appropriate security rights assigned to your account.

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

• Total Area 1 – This value indicates the total number of square feet or square meters that should be classified as Area 1. Area 1 values are used in calculating the aggregate reportable space information values.

• Total Area 2 – This value indicates the total number of square feet or square meters that should be classified as Area 2. Area 2 values are used to track other types of space and are not used in calculating the aggregate reportable space information values.

Aggregate Reportable Space Information Fields

The values in the reportable space information fields indicate how the area contained in this space should be classified for reporting purposes. These values are calculated by determining whether the overall space and/or the subSpaces within it should be included in a particular classification.

The following definitions provide a general description of each of the following reportable area classifications. Your installation may follow more specific industry-standard definitions to classify these areas.

• 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

Additional Manually Tracked Areas

The values in these fields allow you to track up to five other types of area in a space. For example, these fields might be used to track carpeted vs. tiled areas or 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.

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. The following information is displayed:

• Unit Cost – indicates the per square foot/meter cost of space on the floor

• Currency – indicates the type of currency that the unit cost is in, for example, US dollars or Euros

• Account Number – the number of the account that the cost entry is billed to

• Labor Cost % – the markup percentage associated with labor costs for this account

• Material Cost % – the markup percentage associated with material costs for this account

• Other Costs % – the markup percentage associated with other costs for this account

The Complex Allocations pane contains information about how the space is categorized, if simple categorizations have not been defined. If this is the case, the Categorization pane will have the value "Complex" listed for one or more categories.

Complex allocations allow space to be classified under a more than one category. Complex allocations are most 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. For example, using complex allocations you could indicate that a lab space is shared by the Chemistry and Physics department during the school year, but allocated to the Biology department over the summer.

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

Click the View link to view more detailed information about a 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 appears, 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.