User Guide
for
SISfm
Version 11.5.4
People Manager

 

 

from
Integrated Facility Management Pty Ltd

 

 

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Welcome to SISfm People Manager from Integrated Facility Management
Version 11.5.4

People Manager module manages the allocation of people and equipment to spaces over time.

In People Manager the following person details are used:

• ID (uniquely identifying the person)
• Surname and First Name
• Start and optional End date of the period of tenure
• Additional information in the person details panel

People and equipment are allocated to Zones in occupiable rooms. Each Zone has a unique system-assigned number in its room.

Functions are provided to add and remove Zones.

Each Zone has a capacity of 1 by default, this may be changed to model shift work situations for example.

The capacity of a room is the sum of the Zone capacities in it.

The ability to change the allocation of a person or equipment (which has a person as its custodian) to a room is subject to access control, based upon the administrative classification of both the person and the room.

Reception Screen

The CHECK OUT table lists people with an End date less than a week ahead who have allocations ending after the End date. End dates are coloured green, yellow or red according to whether they are in the future, today, or in the past. To check a person out, select the person in the table, then use Deallocate Person, which issues a confirmation dialog, where action is either shorten (an allocation overlapping the End date) or remove (an allocation starting after the End date), and the Fire Warden warning is included if the person is one:

Message

This will shorten or remove the following allocations: date-range 1   room id 1   zone no 1   (action 1) date-range 2   room id 2   zone no 2   (action 2) ... This person is a Fire Warden. Please be aware that you may need to assign a new warden for this area. Are you SURE?

The CHECK IN table lists people with a Start date less than a week ahead who have no allocations starting before the Start date. Start dates are coloured green, yellow or red according to whether they are in the future, today, or in the past. To check a person in, select the person in the table, then use Allocate Person, which displays the available space screen.

The CHECK OUT and CHECK IN tables are each restricted to a maximum of 1000 rows.

Available Space Screen

Available Space From:    To:    Present:            Search for allocated space Restricted to rooms administered by:  All Business Units business unit 1 Restricted to rooms of type:  All room categories room category 1 Restricted to rooms in:  All sites site 1 Show results as: List Plan Rooms found: 2 Site Building Building Name Floor Room Room Name Department Division Business Unit site 1 building 1 building name 1 floor 1 room 1 room name 1 department 1 division 1 business unit 1 site 2 building 2 building name 2 floor 2 room 2 room name 2 department 2 division 2 business unit 2

The available space screen is displayed by Allocate Person in the Reception and Person screens, and by Available Space in the Room screen. When displayed from the Reception and Person screens it has the person header above it, and when from Available Space in the Room screen the current site, building, floor and room selectors.

Rooms with available space are displayed according to the specified date range, Present factor, administration restrictions, room category and room type restrictions (which are limited to those for occupiable rooms) and (when displayed from the Reception and Person screens) site, building and floor restrictions.

Rooms found may be displayed either as a list or on a Map Enquiry plan (if a site has been selected) when rooms found, and buildings and floors containing them, are highlit in green.

The rooms found list may be sorted by selecting its column headings.

Selecting a room found displays that room in the room screen, with its allocate person section populated if Allocate Person was used.

Selecting the Search for allocated space checkbox changes this screen to search for allocated space, when an operator is available for the Present value:

Allocated Space From:    To:    >= = <= Present:            Search for available space

Person Screen

The person screen is used to search for people, by entering either a person ID or text which either their surname or first name contains.

Select a search result to display the details and allocations of that person.

The Add Person function, and in the person details the Edit and Remove functions, are subject to access control and may not be available.

Select Show/Hide history to show/hide past allocations.

Room Screen displays the room screen for the selected allocation.

Allocate Person displays the available space screen for the selected person.

Move Person displays the available space screen for the selected person to move to from the selected allocation, whose End Date is set to the Start Date of a successful new allocation. If the person is a Fire Warden the following confirmation dialog is issued.

Message

This person is a Fire Warden. Please be aware that you may need to assign a new warden for this area.

Deallocate Person issues the following confirmation dialog for the selected allocation, where the Fire Warden warning is included if the person is one:

Message

Are you SURE you want to remove this allocation? This should ONLY be done if the allocation is entirely in the future, or if it has been created erroneously. Otherwise please press Cancel, select Room Screen, re-select this allocation there, then use Edit Allocation to enter an End Date for this allocation. This person is a Fire Warden. Please be aware that you may need to assign a new warden for this area.

Show Plan displays the room of the selected allocation on a Map Enquiry floor plan in a popup window.

Room Screen

The room screen is used to select rooms using the site, building, floor, room selectors. If a room has not been selected, available space is displayed.

For a selected room, its details and allocations are displayed, including any empty Zones.

In the room details the Edit and Remove functions are subject to access control and may not be available.

Select Show/Hide history to show/hide past allocations, and decommissioned Zones.

Person Screen displays the person screen for a selected allocation.

Allocate Person displays the following additional content for creating a new allocation:

Allocate Person Equipment Name or ID:  Restricted to persons administered by:  All Business Units business unit 1 Name ID surname, first name 1 id 1 Start Date:  End Date:  Present:

Search and select a person as for the person screen , enter the start and optionally the end date of the allocation (by typing or using to display the date selector), enter the Present factor, then press Save, or press Cancel to cancel the allocation.

If the Equipment checkbox is selected:

• the person is the equipment custodian.
• the person is not regarded as being allocated to the room for allocation checks.
• the Present field is not displayed, and a value of 1 is used for allocation checks.
• the Present column of tables displays EQUIPMENT for the allocation.

The following errors may occur when allocating a person or equipment:

• You cannot allocate to a bookable zone
• You do not have permission to allocate this person
• Zone would be over-allocated: date ranges
• Person would be over-allocated: date ranges

Edit Allocation is the same as Allocate Person, but replaces the selected allocation.

Deallocate Person issues the following confirmation dialog for the selected allocation, where the Fire Warden warning is included if the person is one:

Message

Are you SURE you want to remove this allocation? This should ONLY be done if the allocation is entirely in the future, or if it has been created erroneously. Otherwise please press Cancel, then use Edit Allocation to enter an End Date for this allocation. This person is a Fire Warden. Please be aware that you may need to assign a new warden for this area.

Add Zone issues the following confirmation dialog for the selected allocation

Message

Adding this Zone will change the capacity of the room. Are you SURE you want to add this Zone?

Delete Zone issues the following confirmation dialog for the selected allocation

Message

Deleting this Zone will change the capacity of the room. Are you SURE you want to delete this Zone?

Edit Zone displays the following additional content for editing a selected Zone:

Edit Zone Capacity: Notes:

Zone notes are displayed as tooltips over tables in the room and person screens.

Press Save to save the edit, or press Cancel to cancel the edit.

Set Hot Zone changes the selected Zone so that allocations to it cannot be made, when it is displayed in red. This can only be done if there are no current occupants.

Unset Hot Zone changes the selected Zone so that it is no longer hot.

Reserve Zone changes the selected Zone so that allocations to it cannot be changed, when it is displayed in grey.

Unreserve Zone changes the selected Zone so that it is no longer reserved.

Decommission Zone changes the selected Zone so that it no longer contributes to the capacity of the room, when it is displayed in blue.

Recommission Zone changes the selected Zone so that it is no longer decommissioned

Show Plan displays the room of the selected allocation on a Map Enquiry floor plan in a popup window.

Report Screen

A report like the following is generated, optionally limited by site, building and floor (or by selected buildings), and by administrative classification.

The report may include multiple sections for different groups of room categories/types, as shown below.

Site:	All sites
Business Unit:	All Business Units

								All Office Spaces							Open Plan Offices
Site ID	Site Name	Building ID	Building Name	Floor	Business Unit	Division	Department	Total Area m²	Total Capacity	Average m² per seat	Allocated	Unallocated	% allocated	% unallocated	Total Area m²	Total Capacity	Average m² per seat	Allocated	Unallocated	% allocated	% unallocated
site id 1	site name 1	building id 1	building name 1	floor 1	bu 1	dv 1	dp 1	n,nnn	nn	nn.n	n	nn	nn%	nn%	nnn	n	nnn.n	n	n	nn%	nn%
site id 1	site name 1	building id 1	building name 1	floor 2	bu 1	dv 1	dp 1	n,nnn	n	-	0	0	-	-	0	0	-	0	0	-	-
TOTAL								n,nnn	nn	nnn.n	n	nn	nn%	nn%	nnn	n	nnn.n	n	n	nn%	nn%

Report values are calculated as follows, where Z is the sum of the room zone capacity field for room zones that are not decommissioned:

1. Total Area m²: the sum of a configured area field in the room table.
2. Total Capacity: the sum of a configured capacity field in the room table.
3. Average m² per seat: A / B
4. Allocated: the sum of the present field for current allocations.
5. Unallocated: Z - D
6. % allocated: D / Z as a percentage.
7. % unallocated: 1 - D / Z as a percentage.

Validate Screen

The Validate screen is used to check whether either zones or people are over-allocated. This should not be the case if only People Manager is used to maintain this data, but may occur if data has been imported to the rm_zone or em_schedule tables.

An over-allocated Zones report looks like this, where the zone capacity is exceeded by the sum of its occupants' present values. Select a room link to display details of the allocations in its zones.

Over-allocated zones

An over-allocated people report looks like this, where the person Full Time Equivalent is exceeded by the sum of its allocated present values. Select a person link to display details of the allocations of that person.

Over-allocated people

CONFIGURATION

Your SISfm administrator can modify People Manager as follows:

• manage occupancy using Archibus Workspace Transactions table rmpct.
• use room capacity to define the number of Zones, and therefore also:
  • remove functions to add and remove Zones,
  • remove the ability to change Zone capacities.
  • remove the ability to decommission Zones.
• allow Zones to be assigned names.
• allow Zones to be bookable, using the Workstation Bookings module.
• change the term used for "Zone".
• change the term used for "Present".
• exclude the use of Departments.
• exclude room category and room type search filters.
• change default search result options: List or Plan, or both or none.
• define a prefix that may optionally be entered when specifying a person ID.
• provide the function of specifying that a person requires no space, in the reception check-in table.
• provide person over-allocation checking, using a person's Full Time Employment (FTE) factor (if available).
• add or remove additional information columns in person tables.
• include zone groups and the Zone Groups screen, for defining ad-hoc groups of zones.
• include the Occupant Groups screen, for selecting a group of occupants to be moved.