Workplace Awareness

Many organizations are now fast-tracking such solutions in an effort to be prepared to control physical distancing regulations and safety protocols. As more people return to the office, these capabilities can monitor proper distancing, track workplace usage patterns and ensure safety.

How can I retain my current portfolio state prior to beginning my back to work planning?

Before you begin any back to work planning, you may want to retain a copy of your pre-back to work planning state. To do this:

Take a snapshot labeled Pre Back To Work to retain key data. Refer to Snapshots to confirm this option captures all information you require.
On request our Client Services team can create a dedicated back up of your entire database on a nominated date. This backup can be retained for an on-demand restore of your UAT environment. The UAT environment with the dedicated back-up data is then used as a reference point for the state of your portfolio prior to your back to work planning, allowing you to view allocation and occupancy in VBS and run needed reports.

Prerequisites

The prerequisites for the process are:

No.	Description	Responsible
1	If required, retain a copy of your current data. This can be done by using a Snapshot labeled 'Pre-Back to Work', or by submitting a support ticket to create a dedicated back up that you can restore to your UAT environment post back-to work planning. Support to create the backup on request. Refer to the 'How can I retain my current portfolio state prior to beginning my back to work planning?' section directly above this table for the process.	Client/Serraview Support
2	Complete Regional Awareness activities to identify affected buildings/regions.	Client
3	Buildings & Floors and underlying floorplans up to date.	Client
4	Occupancy and Utilization data up to date.	Client
5	Create new space types, for example: Isolation Room polygon. Temp Office polygon. Refer to Add, Edit, or Delete the Space Types If you are using Locator, consider whether any new space types will continue to be available via the Find a Desk or Find a Space.	Client
6	Create an integer custom field against space called 'Original Meeting Room Capacity'. This field is referenced in the Shared Space Capacity report. Refer to Manage Custom Fields	Client
7	Client to submit a support ticket to add the Workpoint Area Report to the client environment. Serraview Support to add report to the client environment.	Client/Serraview Support
8	Client to submit a support ticket to add the Allocations with Tags Report to the client environment. Serraview Support to add report to the client environment.	Client/Serraview Support
9	Client to submit a support ticket to add the Back to Work - Space Capacity Changes dashboard to the client environment. Serraview Support to add reports to the client environment.	Client/Serraview Support

Process

The process involves:

No.	Description
1	Identify the density of building(s) for social distancing Where social distancing measures are required, the Density-Based Capacity Report can allow you to enter a minimum density requirement at a region, building, or floor level. This allows you to identify floors where you have people occupying spaces that do not meet your minimum density requirement and look at all spaces you have mapped on a floor to see where you may have the opportunity to repurpose spaces. For example, you may find workpoints where the square footage is too small, and you may need to consider shift work, or moving some people out of the space to another floor. You may also find shared spaces such as Meeting Rooms where you can continue to maintain social distancing measured by decreasing their capacity based on your minimum density requirement.
2	Analyze each floor to identify where you may need to adjust seating capacity The existing floorplan design and the working style of the teams help determine your approach to identify usable space to create a Back to Work plan. For example, a single floor or building may mean you have the capacity to house the teams within their existing allocation. Review the VBS For each floor, assess the current allocation/occupancy in the VBS to provide you with a clear view of the currency of your data, and the potential number of people returning. The Information Panel shows statistics around occupancy and allocation. It is recommended you look over the available Color By options to enrich your understanding of the possible solutions. For example: Color By Org Unit - Which Org Units are involved in your Back to Work plan Color by Validation - When team occupancy was last validated using Workplace to know how current your occupancy data is. Color by Actual vs Target Ratio - Where teams under target ratio can potentially have their allocation reduced Color By Fixed vs Flexi Teams - To understand the current working style of teams. Useful Reports 215 Validation Summary Report 215 Validation Summary Report - use this to quickly view all validation statistics across a region/building or floor. Allocations with Tags Report Allocations with Tags Report - this shows a list of teams where a Business Criticality tag has already been applied. Badge Data Utilization Reports 223 Badge Swipe Building Utilization Report - displays every person who was seen on Badge Swipe Data entering the chosen building(s) during the selected date range. 292 Badge Swipe Utilization Dashboard - displays the Badge Swipe utilization statistics of a building for a selected date range. SvLive Utilization Reports 326 Utilization - Building and Floor Summary - key utilization statistics for a building or floor over a chosen date range in a dashboard. 327 Utilization - Building and Floor Details - key utilization statistics for a building or floor over a chosen date range in an Excel spreadsheet. 328 Utilization - Space Type Summary - compares utilization statistics of up to 5 different space types over time on a dashboard. 329 Utilization - Space Type Details - compares utilization statistics of individual space types over time in an Excel spreadsheet. Workpoint Area Report The Workpoint Area Report allows you to enter a required minimum area for workpoints. For example, if 20 sqft is the recommended area per person, you can enter this as your minimum area and workpoints that do not meet these criteria are highlighted in red.
3	If you identify any spaces in the Workpoint Area report that fall under your minimum area requirements. Navigate to the Spaces module. Use the Location Selector to open the building and floor. Click the Edit Floor button. Use the Measuring Tool to click and drag between spaces to measure how far apart they are.
4	Next, you may choose to complete some of the activities below, this will depend on the space you have available and the working style of the teams inhabiting the space: Change Space Types Change Seat Capacity of Shared Spaces
4a	Change Space Types Changing space types is a quick and easy way to repurpose the space without making changes to existing space mapping. For example, you may repurpose a meeting room to a Temp Office or Isolation Room space type. Remember when changing spaces from one space type to another, you may need to update the Charge Rule, the number of Workpoints, and the number of seats assigned to each space. Refer to step 4b of this process when changing the number of Seats Change a Space To change a single space in Serraview 3.0, refer to Space Details Form, or you can use the Space Mapping tab as per the example below. Navigate to the Spaces module. Use the Location Selector to open the building and floor. Click the Edit Floor button. Double click a space. The Edit Space form displays. On the Overview tab you can update the following: number of workpoints number of seats Charge Rule. 6. Click the Update Space button.
4b	Change Seat Capacity for Shared Spaces You can change the number of seats in a Meeting Room to allow people to maintain social distancing while still using the space for meetings. To carry out these changes in Serraview, refer to Space Details Form. Also, this can be completed via a Workpoint Import to change space types in bulk or another way is to use the Spaces module.
5	Generate the Back to Work - Space Capacity Changes Dashboard Any changes to space capacity using the methods in steps 4a and 4b above will enable you to run the Back to Work - Space Capacity Changes report from the Reporting Dashboards. This provides oversight into the overall reduction of capacity on a floor. While not part of this process, the Covid-19 Space Buffer space type is referenced in some back to work processes and is a specific workpoint type that is included when this report calculated the Workpoints table of the Back to Work - Space Capacity Changes dashboard.