Requesting a Change in Department Space

When a department needs to expand or reduce their space, they do so by submitting a service request . The system will route this request to the appropriate party who will assign additional space to the department and optionally set up the steps for moving to this new space. Similarly, if a department is down-sizing, they can request to release space from their department so that they are no longer charged for it.

As a department manager, you can request a space change using a service request and then check the status of your service requests (including canceling your request) with these tasks:

Request a Space Change

View Service Requests

Highlight Reports

When analyzing departmental use of space, a department manager will often want a graphical representation of how a floor is divided into departmental groups or how rooms are assigned to departments. With a graphical representation, department managers can easily see the relationship between groups and between rooms. For example, department managers can answer such questions as: are all rooms used by my department located on the same area of the floor? is my department located near departments with which we often interact?

If your CAD specialist created Web-enabled files of your floor plan drawings, you can view your groups and rooms on a floor plan drawing using the following tasks. For these reports, you use the drill-down features in the left frame to drill down from divisions to departments. If you have several records to drill through, you may wish to use the filter at the top of the view. The filter will limit the drill-down frames to showing just the data that you indicate in the filter. For example, if you want the program to present only floors with groups assigned to the Finance division, set the Division Code to FINANCE in the filter console.

If you need help on adjusting the drawings to suit your needs and using the drawing toolbar, see Working with Drawings

Department Group Highlights per Floor

1. Select the Space Inventory / Department Manager / Department Group Highlights per Floor task.
2. If you wish the selection list to show only floors of a certain building or that contain groups of a certain division or department, specify the building and/or division and department in the restriction console at the top of the screen and click the Show button. If you skip a restriction, you can later specify exact departments by which to highlight

• In the left pane, drill down to choose the building and floor for which you want to see drawings.

• If you select a floor from the drill-down tree, the system will present the floor plan drawing and highlight groups according to their departmental assignment. The departmental data beneath the drawing indicates the department that each color represents.
• If you further drill down to select a department, the drawing will highlight the groups of the selected department, and present only data for this department.

4. If necessary, you can click on any group to access a dialog with further details about the group.
5. For each department that has groups on the floor, the report shows the average area, the total group area, and the number of groups of this department. Additionally, for the entire floor, the report displays the total number of groups and the total group area.

Department Room Highlights per Floor

1. Select the Space Inventory / Department Manager / Department Room Highlights per Floor task.
2. If you wish the selection list to show only floors of a certain building or that contain rooms of a certain division or department, specify the building and/or division and department in the filter console at the top of the screen and click the Show button.

• In the left pane, drill down to choose the building and floor for which you want to see drawings.

• If you select a floor from the drill-down tree, the system will present the drawing and highlight rooms according to their departmental assignment. The departmental data beneath the drawing indicates the department that each color represents.
• If you further drill down to select a department, the drawing will highlight the rooms of the selected department, and present only data for this department.

4. If necessary, you can click on any room to access a dialog with further details about the room.
5. For each department that has rooms on the floor, the report shows the average area, the total room area, and the number of rooms of this department. Additionally, for the entire floor, the report displays the total number of rooms and the total room area.

Department Rooms and Department Groups Reports

The space manager at the site typically determines whether departmental space is tracked in terms of groups or individual rooms. Depending on the method used at their site, department managers will use one of the following reports for a detailed accounting of the individual rooms or groups assigned to their department.

Department Groups -- Load this task, and the system presents the Divisions, Departments, and Groups tables. Drill down to select a division and a department within the division; the report then shows all the groups for the selected department.

The Divisions and Departments tables each present a total of the group area assigned to the department or division. If department managers question any of the summary data, they can examine the individual groups for a detailed understanding of the space assigned to them. Perhaps they question the size of the groups assigned to them.

Notice the employee headcount values; these derive from either the employee counts for the department and division. The average is determined by dividing the group area value by the count value. Although you cannot assign employees to groups, this value shows how much group area a department has, per employee.

Department Rooms -- Load this task, and the system presents the Divisions, Departments, and Rooms tables. Drill down to select a division and a department within the division; the report then shows all the rooms for the selected department.

The Divisions and Departments tables each present a total of the occupiable and non-occupiable room area assigned to the department or division. Department and division managers can use this data for an understanding of the space assigned to and used by their departments and divisions. The report also sums the employees assigned to each room to department and division and calculates the average area for each employee in the department and division.