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Eptura Knowledge Center

Workplace Portal

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Overview

Who sits with what team? Often Business Unit Representatives wonder the real purpose of validation. i.e. what is in it for them? Validation is the first step in understanding how well your space is being used. With validation, you can clarify:

  • How many people and how many desks belong to each Team
  • Allocated desks that are unoccupied
  • Possible opportunities for buildings/floors

Business Unit Representatives for each floor or business unit can use Serraview’s Workplace to communicate occupancy changes to Corporate Real Estate team. Then from the occupancy data gathered, you will have an accurate picture of team allocation and occupancy. The key benefits for all stakeholders are:

  • More opportunities to identify exceptions and unused spaces.
  • Minimizes the need for floor walks to confirm occupancy.
  • Creates formal process to engage and communicate to Corporate Real Estate team on space requirement changes.
  • When tied to a Chargeback process, provides a simple way for Business Unit Representatives to relinquish unused desks and see a reduction in their accommodation costs.

The security includes:

  • Access to Workplace as a Serraview user is managed via security roles, see Security in Workplace Portal.
  • Workplace User Access Before and After Validation, see Start Validation and Finish Validation.
  • Workplace Read-only Role
  • Workplace Administration - For the ability to assign the Workplace Managers and/or Workplace Administrators to teams and/or org units, see Workplace Administration.
  • Self-Managed Workplace Access - your business can choose to use the self-managed access so that users can share their full or partial access and do not have to ask the Corporate Real Estate to manage the access requests,  see Self-manage Workplace Access.

Validation Cycle

Validation is recommended to be completed as a scheduled validation cycle, for example monthly, and the cycle can be for 1 week to 4 weeks. Also, we recommend validation be completed before planning and undertaking churn requests and relocation projects. For more details, see Understand the Monthly Validation Cycle.

High-level Validation Process

The high-level process runs as:

  1. Business Unit Representatives (Workplace Administrators) are assigned to teams and invited to use Workplace, by the Corporate Real Estate team. If needed, you can assign Workplace Managers to supervisor the validation.
  2. Workplace Administrators access Workplace and update the occupancy information for all workpoints within their team allocation. They undertake the validation for occupancy and allocation:
    • Validation of occupancy requires:
      • validate which person is located at which desk.
      • identify which team each person belongs to.
      • identify any new space requirements.
    • Validation of allocation requires:
      • validate which team a desk is allocated to.
      • which neighborhood (if any) the desk is allocated to.
  3. Workplace Administrators confirm the validation which notifies Corporate Real Estate team that they are finished the task.
  4. Corporate Real Estate team use the occupancy information to make strategic decisions about the property portfolio.

Roles and Responsibilities

We recommend for validation to be successful the following roles and responsibilities need to be involved in the process.

Role

Responsibility

Head of Property

A senior member of the Corporate Real Estate team who establishes the Validation process.

Occupancy Planner

Establishes the Validation process.
Manages, trains and communicates with Workplace Administrators.
Manages the Validation process and ensures Validation is completed.
Checks data and actions Validation.
Business Unit Space Performance Reporting.

Relationship Manager

Work with the Workplace Managers to identify the new Workplace Administrators.

Space Data Manager

A member of the Corporate Real Estate team who manages day-to-day BAU (business as usual) in Serraview. This person is responsible for managing the validation process including sending the validation open, reminder and close emails; keeping the VBS up to date prior to validation; and reviewing and resolving exceptions and changes following validation.
This person is also responsible for identifying teams without a Workplace Administrator and assigning new Workplace Administrators.
Following a validation cycle they will prepare and circulate the Validation Summary Report.

Workplace Administrator

Gathers and enters data to validate their team(s) and identifies new space requirements.

Workplace Manager

Works with the Relationship Manager to identify the new Workplace Administrators. Manages Workplace Administrators and approves data.

Learning Paths

Reports

You can find out if validation has been successful by reviewing the participation rates in the Workplace Portal Validation Reports. By reviewing monthly data in the Validation Summary Report, you can determine if the data integrity is improving.