Space Editor User Guide - UNSW Facilities Management

Facilities Management
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UNSW’s annual space validation provides Faculties and Divisions an opportunity to review their space allocation. It is
vital that the data collected is accurate as it is used for benchmarking and reporting to TEFMA, G08, DEEWR, Uniforum
and within the University.
The nominated Faculty/Division Space Editors are responsible for reviewing, validating and editing data in relation to room
type, room function, room capacity and room name assigned to their organisational unit during this audit period.
The Space Validation process will take place over a two week period. Dates for 2012 are as follows:
Monday 29 October to Friday 9 November 2012.
Access ARCHIBUS by launching your web browser and typing in https://archibus.unsw.edu.au
Enter your UNSW Username and z pass within the relevant boxes in the login window
Z id
Zpass
Click on the ‘Sign Out’ out option within the navigation bar in the top right hand corner of the screen
Note: It is important to sign out of the system to free up your system licence
Once you have logged into ARCHIBUS you are in the Web Central process navigator.
The system will automatically direct to the Process or Roles screen.
Space Planning > Space Inverntory and Performance > Process and Roles:
There are two types of access:
Space Viewer – Ability to view data only and floor plans
Space Editor – Ability to edit and view data, limited editing to set organisational unit via a report
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Hint: If you have two screens you might like to have the floor plan of the space open on one screen and the Space
Editors report on the other. To do this: 1. Log onto Web Central > Space Viewer > Dynamic floor plans and select the
building and floor 2. Open a new web session on a separate web browers > Log onto to Web Central again > Space
Editor.
SELECT – Space Editor Role
SELECT - ‘Space Editor’
SELECT - Edit Space Audit Task
CLICK – ‘Edit Space Audit’
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SELECT > the button labelled ‘Show’ at the top left hand side of page
The Space Editor report will only list those spaces assigned to the Faculty/Division/Unit the users were nominated to
review
Use the filter fields to refine your report (useful if you are validating space for more that one unit, multiple buildings)
When filter is complete, select ‘Show’ button to refresh report list. ‘Clear’ button will clear your filters
FILTER > on field options available
SELECT > the button labelled ‘Show’ at the top left hand side of page
SELECT - ‘clear’ button to
clear filters
SELECT - ‘Show’ button
Filter fields values to refine search eg by building or school. Select
‘Show’button after selection has been finalised
A report will be displayed once the show button has been selected (this could take a few minutes)
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The report is ready to review, edit and validate. The following fields are available for editing:
Field (Editable)
Comment
Room Primary Type Room Type Groups 1-8
Room Type Defines the type of room/space type eg Office – Academic or Meeting room. Three digit codes: 100 – 999
Room Primary Function Room Function Groups 10 - 90
Room Function
Room Capacity
Room Name
Defines how the room is used (activities in the room and how they support the primary functon of the
institution). Two digit codes: 10 – 90
Please enter the space capacity if known in relation to the following room types:
Offices – number of desks
Meeting rooms – number of seats
Labs (teaching) - capacity
Teaching rooms – capacity
If the room is referred to by a particular name please enter. For example: Boardroom or First Year
Teaching Lab
Room Comment
Field is available to enter comments such as; the room/space is shared or it is used for 20% research and
70% teaching or shared between two organisational units. Plus if the room/space is not allocated to your
organisation please note who is occupying the space
NOTES:
1. Space Editors are unable to re assign the space to another organisational unit. Please enter in a room comment if this
space is occupied by another organisational unit or email: spacemanagement@unsw.edu.au
2. Shared space between two or more organisational units is currently not displayed in report. This is currently under
development so please add a comment. Our team has data on file extracted from Trigria on room/spaces which are shared
and will be working on transfering this data over to ARCHIBUS
3. For shared rooms and function types, please enter a comment in the Room Comment field and the percentages occupied
Example of the editible fields in the pop up window
Fields able to be edited
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The first coloumn is for Space Editors to mark off they have checked the data. If the data requires modifying then
SELECT >’ EDIT’ button
Check Box to indicate
data has been reviewed
‘EDIT’ button
Example: Room D25 – G13 is currently an academic office - 101 and has a function code – 13. The room/space is
now a meeting room seating 10 and room name is Meeting Room 1.
1. SELECT > ‘Edit’ button
1. SELECT ‘Edit’ button
A pop up window will appear
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Data fields to be changed are highlighted below:
To clear data in current cells > HIGHLIGHT data in cell> press DELETE to clear cell (avoid using the back space button)
2. Highlight and press DELETE to
clear data from cell
2. CLEAR current room cell > ENTER in new capacity for room > 10
3. TYPE > ‘Meeting Room 1’ in Room Name cell
Capacity – 10 entered in cell
3. ENTER in Room Name in cell
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To change the room type from an academic office to a meeting room. Both the room primary type (code 1 to code
6 grouping) and the room code (Room primary code – 1 change to 6 and room type 101 to 601) Both cells need to
be cleared before the new data can be entered. Please refer to the G08 data dictionary for codes and descriptions
located on the ARCHIBUS webpage: http://www.facilities.unsw.edu.au/archibus. Commonly used codes table by
organisational units is located on page
4. Highlight and clear current data in both the Room Primary Type and Room Type cells
HIGHLIGHT > DELETE data in cells (avoid using the back space button)
5. Enter in the new Room Primary Code and Room Type code for the room. To list Room Primary Types the ellipse
icon will need to be select to display list of codes available
SELECT >
icon
4. Highlight and press DELETE to
clear data from cell
5. SELECT ellipes icon to display Room
Primary Type list
A pop up window will appear
6. SELECT > Primary Room Type > ‘6 – General Facility Space Group ‘
6. SELECT > Room Primary Type
Group 6 now appears
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Repeat > Step 6 for Room Type cell > select room type > Committee/Conference/Metting: code 601
7. Repeat > Steps 4 – 6 to change the Room Function (change to – Administration: code 14). Please note: the Room
Primary Function code is not changing
8. SELECT > ‘Save’ to save changes
9. SELECT > ‘Save’
7. Repeat step 6 > SELECT > code 601
The primary room function
remains unchanged
8. Repeat steps 4 – 6 > SELECT > code 14
Once saved the room record – D26 – G13 is updated with new codes, capacity and room name. The room status
changes from ‘Created’ to ‘Edited’.
This room is now ready to be marked off as validated. Please note: once the space is validated and marked verified
then the room data is unable to be edited
To change the checked and validated room status to ‘Verfied’ please check the boxes in the first column of each row.
Your staff number ID will be recorded in the Space Auditor Column
9. CHECK> box to mark data has been checked and is correct
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10. SELECT > ‘Mark Verified’ to update list status
Please note: once the space is validated and marked verified then the room data is uneditible
Staff ID recorded in Space Auditor column
The space audit data status has been updated and changed to ‘Verified’. Audit date and Space Auditor staff id is
recorded. These record are now uneditable (Edit button is now shaded)
Audit date and space auditor id is recorded.
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To filter rooms by status:
Record Status
All
Created
Edited
Verified
Description
Lists all room/space assigned to Space Editor organisational unit
Rooms/spaces that have yet to be validated or edited
Room/spaces have been edited however they have yet to be marked as verified. These records
are still abled to be updated if required
Room/spaces that have been marked verified. These room/spaces are now uneditible
SELECT > ‘RECORD STATUS’ filter > select from drop down box
SELECT > ‘Show’ button to display list
Below is an example of room/spaces with the status ‘Created”. These are rooms/spaces yet to be checked and
validated by the Space Editor
Helpful Hint
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Icons/Filters/Consoles
Function
This field acts as a filter. Type characters of the name you need to search on
and press Enter. The system will return those records with the same name
Use % symbol as a wild card. The prefix wild card - %Sci will search for all
word containing letter sci but not beginning with Sci. Wild card suffix – Sci%
will search for all words beginning with Sci.
This icon expands or retracts data panels.
Click on the ellipsis to open a table or acts as a drop down list
Click the Next link to move to the next page. This details that there are
multiple pages of data
By selecting this console you will open up the filter field. Pressing the up arrow
will clear any filters select
Floor Plan Icon
Function
Select: Float over a room to retrieve information, double click for further
information
Zoom: Highlight and zoom into selection of floor plan
Pan: Left click and hold, allows user to move floor plan left and right
Zoom In: Zooms into the floor plan
Zoom Out: Zooms out of the floor plan
Zoom Extents: Zooms out to display entire plan
Centre: Centres the floor plan within the window
Isometrics: Projects the floor plan on a different plane for 3D viewing
Reset: Reloads the floor plan
Clear: Clears the floor plan of any selected rooms
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Term
Annual Space Validation
G08 Data Dictionary
Room Primary Type
Room Type
Room Primary Function
Room Function
Room Capacity
Open Plan Office
Meaning
Process in which nominated University Space Editors validate that the space
allocated to their organisation unit and the space attributes match the data in
the ARCHIBUS space inventory system
Room type and function codes plus descriptions complied by the Group of Eight
University. This codes are based on the TEFMA benchmarking guidelines. G08
Dictionay is Llocated on right hand side of page:
http://www.facilities.unsw.edu.au/archibus
Room Type groups (1- 9). There are nine room primary type groups: Offices,
Teaching, Specialist Teaching or Research, Ancillary, Library/IT & Learning,
General, Residential, Non-Useable, Non-Reportable
Describes the type of room e.g. office, laboratory. Every space and room is
assigned a three digit code (100 – 999)
Room Function groups (10 -90). There are nine room primary function groups:
Follows the standard Go8 definitions. This code describes how the room is used
e.g. is the laboratory used for research or teaching.
The number of desks (office space) or seating capacity (teaching rooms &
meeting rooms)
Open plan design or when a enclosed office has > 4 desks
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Item Email Name of contact
Technical Issues archibus@unsw.edu.au Philip George
Data and floor plans
Issues
spacemanagement@unsw.edu.au
Dianne Montgomerie
Jan Jelenic
Joe Fischer
Training spacemanagement@unsw.edu.au Dianne Montgomerie
User Guide spacemanagement@unsw.edu.au Dianne Montgomerie
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1. Time saving tips
a) Log on and go to the Space Viewer Role window
b) Download your organisational unit data into the an excel spreadsheet
c) Mark up the rooms/spaces where data require editing
d) Log on to Space Editors role window
e) Edit the rooms/spaces you had marked identified on your spreadsheet that require editing
f) Check edited rooms as ‘mark as verified’
g) Select ‘Created’ in the status box drop down option
h) Select the tick box located in the very top of the first colunm. This will check all the rooms in the list
i) Select ‘mark verfied’
j) Space Validation process is now complete
2. How to view floor plans while validating room data
a) Log onto Web Central > Space Viewer > Dynamic floor plans and select the building and floor
b) Open a new web session on a separate web browers > Log onto to Web Central again > Space Editor
Two screens
This will enable you to view the floor plans while validating the data in the Space Editor’s window
One screen
Switch between the two windows open
3. Deletion of Data
To clear cell data use DELETE button and avoid using the back space
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The tables below are a selection of commonly used codes by Faculty and Units, Research Centres and Central Administration.
The complete list of room type and function is available via the Space Viewer role > Definitions > Unit by Divisions/Faculities or
via the G08 Data Dictionary: www.facilities.unsw.edu.au/staff-services/floor-plans-space-information. If you experience
difficulty in assigning the correct room codes to spaces please contact: Dianne Montgomerie, Extn: 53226 or
d.montgomerie@unsw.edu.au
Room Types Room Code Function Code
Academic Office 101 13
Academic Office (tutors) 101 11
Research Staff Office 102 12
Research Staff - Open Plan Office 113 12
Technical Staff Office 104 14
Technical Staff - Open Plan Office 115 14
Professional Staff Office 108 14
Professional/General Staff - Open Plan Office 116 14
HDR/Honour Student Office 103 12
HDR/Honour Student - Open Plan Office 114 12
Store Rooms 414 to 419 14
Workshops (staff) 406 14
Meeting/Conference 601 14
Server Rooms 512 14
Common Rooms 604 to 606 14
Photocopy, mail, utility rooms 603 14
Teaching Laboratories & rooms use appropriate room code 11
Research Laboratories (wet, dry, PC2 etc) use appropriate room code 12
Laboratories - used for teaching & research use appropriate room code 13
Studios - teaching use appropriate room code 11
Studios – research use appropriate room code 12
Studios – teaching and research use appropriate room code 13
Computer Labs- teaching use appropriate room code 11
Computer Labs - open access
(used as a room course work students can use to do assignments)
310 11
Kitchenettes/tea rooms 816 81
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Room Types Room Code Function Code
Academic Office (use if the staff teaching and research
within their associated School)
Research Staff Office
(research fellow, postdocs, research assistants)
101 13
102 12
Research Staff - Open Plan Office 113 12
Technical Staff Office 104 12
Technical Staff - Open Plan Office 115 12
Professional Staff Office 108 12
Professional/General Staff - Open Plan Office 116 12
HDR/Honour Student Office 103 12
HDR/Honour Student - Open Plan Office 114 12
Meeting/Conference 601 12
Lab Prep 12
Instrument rooms 12
Store Rooms 414 to 419 12
Workshops (staff) 406 12
Server Rooms 511 12
Common Rooms 604 to 606 12
Photocopy, mail, utility rooms 603 12
Teaching/Seminar Rooms use appropriate room code 12
Laboratories - (wet, dry, PC2 etc) use appropriate room code 12
Kitchenettes/tea rooms 816 81
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Room Types Room Code Function Code
Central Units (excluding units below) All room types 100 – 699 21
Student Life and Learning All room types 100 – 699 21
All Spaces relating to Careers, Employment,
Counselling, Religious facilities
All room types 100 – 699 53
Study areas – open access 216 46
Library (except server rooms) All room types 100 – 699 41 & 46
IT All room types 100 – 699 42
Accommodation Services (staff office, meeting rooms etc)
(student accommodation rooms/spaces see below)
All room types 100 – 699 53
Medical Services All room types 100 – 699 53
Child Care All room types 100 – 699 57
Sports and Recreation All room types 100 – 699 56
Residential (Student Accommodation) 700 - 721 72
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