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344 VBS Exceptions Report

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Overview

This report highlights VBS anomalies for review and to be actioned by the Corporate Real Estate team such as:

  • Multiple Location Employees - People have multiple assigned locations in Serraview.
  • Unassigned Employee - People have no assigned location in the system.
  • Flexi Occupants of Fixed Teams - Occupants have been onboarded as flexible occupants to fixed teams.
  • Block & Stack Exceptions - Teams that are considered to be in an invalid state due to team allocation (stack) not matching the number of workpoints mapped (blocked).
  • Invalid Team Size (Stack) - Teams that are considered to be in an invalid state with a team allocation (stack) value of '0'.
  • Unknown & Orphaned Teams - Teams that are 'Unknown' or 'Orphaned Cost Centre', they do not link back to a valid parent Org Unit. This is a result of uploading a new Org Structure Tree where no forwarding Cost Centre is provided for OrgUnits that have been deleted from the file.
  • Unallocated Desks - Floors have workpoints that have not been allocated to a team.

Key Data

Multiple Location Employees tab

Exception: The following people have multiple assigned locations in Serraview.

Impact: High impact. These people are counting twice towards occupancy statistics.

Resolution: Validate which location the occupant should be assigned to and remove them as an occupant from the other location.

  • Person Details 
    • Employee No
    • First Name
    • Last Name
    • Email
    • Phone Number
    • Job Title
    • Employment Start Date
    • Employee Status
  • Location Details
    • Building
    • Floor
    • Workpoint or Team

Unassigned Employee tab

Exception: The following people have no assigned location in the system.

Impact: Medium impact. These people are not contributing to occupant counts on any floors.

Resolution: Validate if these people should be occupying space, then assign people to the correct space.

  • Person Details
    • Employee No
    • First Name
    • Last Name Email
    • Phone Number
    • Job Title
    • Employment Start Date
    • Employee Status
  • Person Org Unit Details
    • Business Unit
    • Team
    • Cost Centre
  • Location Details
    • Building
    • Floor
    • Hood
    • Workpoint or Team
  • Last Updated
    • Last Updated

Flexi Occupants of Fixed Teams tab

Exception: The following occupants have been onboarded as flexible occupants to fixed teams.

Impact: Medium impact. These occupants will count towards the occupancy count of the floor, but do not have an assigned desk.

Resolution: Assign these people to a specific desk in Serraview.

  • Person Details 
    • Employee No
    • Last Name
    • Email
    • Phone Number
    • Employment Start Date
    • Employee Status
  • Location Details
    • Building(s)
    • Floor(s)
    • Team(s)
    • Cost Centre(s)

Block & Stack Exceptions tab

Exception: The following teams are considered to be in an invalid state due to team allocation (stack) not matching the number of workpoints mapped (blocked).

Impact: High impact. Affects vacancy stats for the floor & cost recharge (if applicable).

Resolution: Match allocation to blocking, note this will increase/decrease the floor's vacancy.

  • Region
  • Building
  • Floor
  • Team
  • Cost Centre
  • Workpoints Stacked
  • Workpoints Blocked
  • Difference

Invalid Team Size (Stack) tab

Exception: The following teams are considered to be in an invalid state with a team allocation (stack) value of '0'.

Impact: Low impact. Teams are seen in reports, no impact to allocation statistics.

Resolution: Delete team stack from VBS.

  • Region
  • Building
  • Floor
  • Team
  • Workpoints Stacked

Unknown & Orphaned Teams tab

Exception: The following teams are 'Unknown' or 'Orphaned Cost Centre', they do not link back to a valid parent Org Unit. This is a result of uploading a new Org Structure Tree where no forwarding Cost Centre is provided for OrgUnits that have been deleted from the file.

Impact: High impact. Allocation statistics are affected because the teams are 'unknown' they cannot be linked back to a Division/Cost Centre.

Resolution: Review & Update Team Cost Centre in the Team Form.

  • Region
  • Building
  • Floor
  • Org Unit
  • Team
  • Cost Centre
  • Total Workpoints

Unallocated Desks tab

Exception: The following floors have workpoints that have not been allocated to a team.

Impact: Medium impact. Unallocated workpoints will appear in reports.

Resolution: Investigate & allocate to the correct team.

  • Region
  • Building
  • Floor
  • Vacant Desks