As part of Back to Work planning, you may find that not only do you need to take desks offline, or entire floors are no longer available to maintain social distancing measures, but flexi teams need to be slowly phased back into the workplace over times. For this activity to be successful, it is likely that the CRE team will need to reach out to Managers to seek detailed information about their team members, and use that not only to transition people into a permanent working from home status, but also to look at the best way to phase people back into a building over time.

Prerequisites

The following prerequisites are required for the Complex Phased approach.

No.	Description	Responsible
1	Refer to Workplace Awareness in regards to creating a backup of your current state prior to back to work planning.	Client/Serraview Support
2	Buildings & Floors and underlying floorplans up to date.	Client
3	Occupancy and allocation data up to date.	Client
4	Complete the Situational Awareness activities to identify affected buildings/regions.	Client
5	Create one floor per building to house remote workers, named "WFH". Refer to Add, Edit, or Delete a Floor or Floor Import.	Client
6	Create 'WFH' tag against the Team tag set. Refer to Add, Edit, Delete, Remove, or Merge Tags and Apply Tags in the Block and Stack.	Client
7	Create a new keyword set for your Back to Work phases. Refer to Add a new Keyword Set	Client
8	Create a Back to Work Phase custom field against the Person, referencing the keyword set created at step 7. Refer to Custom Fields	Client
9	If you want information from the business, set up either a Micro-survey or BOS.	Client/Serraview Support
10	Client to set up 'P1', 'P2' and 'P3" tags against the Team tag set for your Phased teams. Refer to Manage Tags.	Client
11	Client to submit support ticket to get the Serraview Support to add the Import - WFH Teams Report. Serraview Support to add the report.	Client/Serraview Support
12	Client to submit support ticket to get the Serraview Support to add the Import - WFH Occupancy Report. Serraview Support to add the report.	Client/Serraview Support
13	Client to submit support ticket to get the Serraview Support to add the Import - Back2Work Teams Report. Serraview Support to add the report.	Client/Serraview Support
14	Client to submit support ticket to get the Serraview Support to add the Import - Back2Work Occupancy Report. Serraview Support to add the report.	Client/Serraview Support
15	Client to submit support ticket to get the Serraview Support to add the Allocations with Tags Report. Serraview Support to add the report.	Client/Serraview Support
16	Client to submit support ticket to get the Back to Work - Space Capacity Changes report. Serraview Support to add the report.	Client/Serraview Support

Process

The Phase Back to Work - Complex process involves:

Step	Description
1	Create a backup of your pre-back to work planning data, refer to Workplace Awareness.
2	While you may not require any changes to seating, it is important to analyze the floor to see if there is any requirement to change meeting room seating capacity or space types.
3	Gather Data CRE conduct an audit to identify people who will move to a permanent working from home (WFH) arrangement, or phase information for each individual via: Complete an Employee Audit using Micro-survey Complete an audit with the Managers using BOS
4	Permanent work from home If you have people moving to permanently work from home, this process will move them into WFH teams on your WFH floor. a) Navigate to Analytics > Reporting module and run the Import - WFH Teams Report. This report generates one row for each team where one or more assigned people has the Work From Home field checked on their person record. b) Navigate to Admin > My Imports and perform a Team Import, using the Import - WFH Teams Report as your import file. his Team Import will create the teams on your WFH floor, with the team name appended with “- WFH”. and add a "WFH" team tag c) Navigate to Analytics > Reporting module, run the Import - WFH Occupancy Report. This will Identify all people with the Work from Home Field checked on their person record. d) Navigate to Admin > My Imports and perform an Occupancy Import, using the Import - WFH Occupancy report as your import file. This will move all people from their original team to the WFH teams on the WFH floor. If you only want to update the WFH status of people in bulk rather than move them into separate teams on a WFH floor, you can use Bulk Update or complete a Person Import.
5	Create and populate business critical teams - Phase 2 and Phase 3 After you have moved the people who are now working remotely permanently out of your teams, you can move on to splitting the remainder into their designated phases. We are going to leave our people designated as Phase 1 in the original team, so our steps here will go from those designated as Phase 2 onward. a) Navigate to Analytics > Reporting module and run the Import - Back2Work Teams Report filtered to Phase 2. This report generates one row for each team where one or more assigned people has 'Phase 2' in the back to work custom field on their person record. b) Navigate to Admin > My Imports and perform a Team Import, using the Import - Back2Work Teams Report as your import file. This Team Import will create the teams on Scratch Pad, append the team name with " - 2" and add a 'P2' Team tag. c) Navigate to Analytics > Reporting module, run the Import - Back2Work Occupancy Report. This will identify all people with 'Phase 2' in the back to work custom field on their person record. d) Navigate to Admin > My Imports and perform an Occupancy Import, using the Import - Back2Work Occupancy report as your import file. This will move all people from their original team to the P2 teams on the Scratch Pad. e) Repeat steps a to d, filtering to Phase 3. We now expect the building to be cleared of all allocation, with all teams either on the WFH floor or the Scratch Pad.
6	Optional - Action Phase 1 Teams For this process, the original team is assumed to be the Phase 1 team. You can simply leave this team name/tagging as is and move them to the Scratch Pad using the VBS. Alternatively, you can navigate to Admin > My Imports and use the Team import to add a “ - P1” to the end of the original team name, and a 'P1' tag as well. This would make the team names and tags consistent. Once you do this, then you could move them to the Scratch Pad
7	Review the Insights Dashboard for Safe Seating Capacity Use the following Insights Dashboards: Workpoint Safe Spacing Dashboard - to answer your questions about workpoints and safe spacing and to identify any problem locations. Workpoint Safe Spacing Floorplan Viewer Dashboard - to visualize the amount of space you have around each workpoint. You can adjust the diameter of each red bubble through the filter panel.
8	Adjust seating capacity We now need to adjust the floor to reduce the number of available desks in order to maintain social distancing in the workplace. a) Navigate to the Spaces module. b) Use the Location Selector to open the building and floor. c) Click the Edit Floor button. d) Click the Tagging icon and select the Covid-19 Space Buffer space tag. For more details, on how to use the Tagging, refer to Tag Spaces. e) Tag every second desk in a checkerboard pattern. This shows a section of the floor with the Blue Tag applied for every second desk. f) Run the 141 Workpoint Properties Report filtered to workpoints with the Covid-19 Space Buffer tag. This will be used for the workpoint import. g) Run a Workpoint Import to change all workpoints with the Covid-19 Space Buffer tag to the Covid-19 Space Buffer space type. When every second desk is changed to the Covid-19 Space Buffer space type, we will expect to see the floor stack approximately halved. When social distancing is no longer required, you will need to change these desks back to their original space type. This can be done via the Workpoint Import.
9	Move Planning - Business Criticality Priority 1 Teams Now your teams have their Business Criticality tags applied and your number of available desks have been reduced on the floor stack, you can begin your back to work scenario planning. We will first move our Business Criticality Priority 1 Teams using the following process. Use the information from the Allocation with Tags report to help guide your back to work scenario planning. For more information on using Scenario Planner, refer to Recommended Practice for a Scenario Plan. a) Navigate to Scenario Planner and create a new scenario for your Business Criticality Priority 1 teams, who will be moving back in the first phase. b) It is recommended that you change the ratios of all neighborhoods and flexi teams to a target ratio of 1. This is to ensure we understand the new capacity of the space and do not move in more people than we have available desks. You can use the Fixed vs Flexi Color By in your scenario to assist in visualizing your flexi teams, and then use Bulk Update Teams tool to change the Team ratio for your Flexi teams. c) Click and drag the Business Criticality Priority 1 teams from the Scratch Pad onto their new location on the stack and block the teams if required. d) Check that you have not overstacked any neighborhoods or floors, refer to Stack Warnings. e) Publish to Live.
10	Move Planning - Business Criticality Priority 2 Teams We now move on to review moving our Business Criticality Priority 2 teams back into the workplace. Use the information from the Allocation with Tags report to help guide your back to work scenario planning. For more information on using Scenario Planner, refer to Recommended Practice for a Scenario Plan. a) Ensure you have published (implemented) your Business Criticality Priority 1 scenario to update the VBS. b) Navigate to Scenario Planner and create a new scenario for your Business Criticality Priority 2 teams, who will be moving back in the second phase. c) Click and drag the Business Criticality Priority 2 teams from the Scratch Pad onto their new location on the stack and block the teams if required. d) Check that you have not overstacked any neighborhoods or floors, refer to Stack Warnings. e) Publish to Live.
11	Move Planning - Business Criticality Priority 3 Teams We now move on to review moving our Business Criticality Priority 2 teams back into the workplace. Use the information from the Allocation with Tags report to help guide your back to work scenario planning. For more information on using Scenario Planner, refer to Recommended Practice for a Scenario Plan. a) Ensure you have published (implemented) your Business Criticality Priority 1 scenario to update the VBS. b) Navigate to Scenario Planner and create a new scenario for your Business Criticality Priority 3 teams, who will be moving back in the third and final phase. c) Click and drag the Business Criticality Priority 3 teams from the Scratch Pad onto their new location on the stack and block the teams if required. d) Check that you have not overstacked any neighborhoods or floors, refer to Stack Warnings. e) Publish to Live.

Overview

Prerequisites

Process