NovemberSpace Management SystemsSpace Data Accordant 2009

V1.01 – 13th November 2009

AccordantSpace Data

Space Data Accordant November 2009

Release History:V1.00 10th November 2009 First DraftV1.01 13th November 2009 Revised

Contents DescriptionSection 1 Executive Summary

Benefits & Options

Functionality

Technology Options

Appendix A Technology Options

November 2009

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Section 1Product Overview

Space Data Accordant November 2009Executive Summary

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IntroductionSpace Data Technology provides award winning space management consulting, technology solutions and outsourcing services to companies striving to optimise the efficiency of their office design, space utilisation and space administration functions while reducing costs

Space Data Accordant Space Data have been working with CADM, a leader in developing space management solutions, to develop an all encompassing space management system, Accordant is designed to meet the needs of managing Real Estate and Moves in the current office environment. It provides comprehensive and easy-to-use web tools for Facilities Management that deliver :

• People & Asset Tracking• Moves & Change Management • Space Allocation & Recharge • Space Utilisation and Occupancy Reports• Strategic Planning and Trends • Resource Booking (Rooms and Hot Desks) • CAD Scenario Planning & Publishing • Drawing Management & Version Control

Accordant delivers cost savings on move planning and space management, as well as providing far more accurate and easily accessible data that aids both operations staff and administrators. It also gives Management the data and tools to make important strategic decisions regarding Real Estate, which is usually a firm's second largest capital expenditure.

Space Data & BGM:The BGM Group is currently in the process of acquiring Space Data Technology (UK). The merged companies will greatly increase the service being offered.

The following is a list of services provided by Space Data• Strategic Planning• Space Analysis• Outsourcing CAD Services• In House CAD Services• Space Reporting• Application Development• Move Planning

Space Data Accordant November 2009Benefits & Options

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BenefitsSpace Data Accordant has been designed by people who understand Space and Occupancy Management. Accordant delivers many benefits, including:-

• Scalable system, will work for any organisation, large or small• Competitively priced• Will grow with the organisation to meet requirements• Web based• Rapid deployment• Hosted or in-house rollouts available• Intuitive interface allows for minimum training• Will easily integrate with other enterprise solutions (HR, Finance, IT)• Fully compatible with Microsoft Office and Outlook• Based on leading edge technology• Allows for deployment beyond the drawing office - Managers, Administrators, Project Managers• Will streamline manual processes into logical workflows• Reduces time to deliver projects • Minimises errors that may occur in more manual based processes• Captures costs associated with space utilisation, asset and moves• Excellent reporting capabilities• Full asset management capabilities• Will facilitate continuity planning• Will satisfy compliance requirements• Archiving, so trends can be reported• Full audit trail

Low Output High Output

Value for Money

Low Cost

High Cost

Low ROI

High ROI

Manual Process

Space Data AccordantDelivers High Output and ROI for Low Efforts and Costs

Space Data Accordant November 2009Functionality

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High Level SummarySample data and process available on the Space Data Accordant application.

High Level Summary

Room Booking

Desk UtilisationsReports

Reporting

High level summary reports on the entire Real Estate portfolio instantly available

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Detailed Data & ReportingSample data and process available on the Space Data Accordant WEB application.

Personnel Locator

Departmental Plan

Layouts

Allocation and Chargeback

Reporting

The system allows the user to view the data from high level summaries down to the most minute detail, in both a data and visual format

The information can be made available to departments through-out the firm that will enable these departments to increase productivity. Departments that can benefit are:• Human Resources• Mail Room• Building Ops• IT Support• Reception• Catering• Procurement

Space Data Accordant November 2009Functionality

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Projects and MovesSample data and process available on the Space Data Accordant WEB application.

Proposed Layouts

Move Packs

Name allocation

Move Module:• Visual indication on where personnel

will be located• Creates a move by dragging and

dropping• Moves can be created from a scanned

image. • Easy to make changes• Business Units can be giving access to

the system, to plan churn moves. This greatly reduces the load on the CAD and Planning team.

Move PacksA detailed move pack can be created in seconds with the following information• Project details and schedule• Service required• Move data• Move instruction and procedures• Floor plans• Move Labels• Costing

Space Data Accordant November 2009Functionality

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Other FunctionalitySample data and process available on the Space Data Accordant WEB application.

Desk Booking

Room Booking

Asset Tracking

Trends

Space Data Accordant November 2009Technology Options

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Software OptionsThe following matrix compares the two options available for delivering a solution. Space Data Accordant can be either fully installed in the client's existing network or hosted externally

A Hosted web solution provides many advantages over current operational models in that it allows for:• Scalability• Flexibility• Rapid deployment – users can be up and running in a matter of hours• Adaptable• Easy Upgrades• Versatile• Secure• Value on Investment• Continuity Planning

Where data is hosted off site, it is hosted in secure Data Centres, that operate to the latest standards. Physical access to servers is limited to approved Data Centre staff and a log is maintained and available on all personal who access the system. If the client already has an approved hosting company, this can be considered.

Hosted Solution On Client Site

Client Server Not Required Required

Client IT Support Not Required Required

Data Retention In a secure Data Centre In House

CAD Team Anywhere In House

Upgrades Controlled by Developers In conjunction with the client's IT team

Set Up Cost ££ £££

Maintenance Costs £ ££

On SitePros• Data is totally inside the client's

firewall

Cons• Compliance with internal IT process can add effort to the implementation project• Client has to procure the

necessary servers• Longer lead times• More costly upgrades

Hosted off SitePros• Extremely quick set up times• Accessible Globally• Easier Upgrades

Cons• Client data is held off site.

November 2009

Appendix ATechnology Requirements

Space Data Accordant November 2009Appendix A - Technology Requirements

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System ArchitectureMost features can be deployed via a standard browser connected to a suitably configured web server. At the heart the installation is the CADM database storing the central Real Estate Data. Connections to this can also be made from CADM’s Windows applications (Estate Manager, Planner, Relocator etc) and from AutoCAD client machines. Other key sources of data (e.g. personnel, cost centres, asset data) can be linked to the CADM database via a number of different methods – depending on requirements for speed, security, complexity etc .

Minimum System RequirementsThe following is the Minimum system requirements

Item Supports Software Requirement

Server O/S Server Instances Windows 2000 Server / Linux

Web server Browser client users for all online Modules.MS IIS 5 / Apache 2PHP 5 (incl GD 2)

CADM Database All applicationsMSSQL 2000 / Sybase ASE 12 / MySQL 5 / Oracle 11g

Client Database External client data ODBC Compliant

Browser client'sOnline access to viewing, booking, Moves and Space Management IE 6 / Firefox 2 / Java 1.7

Windows client'sDesktop access to back office data for CRE/FM staff only Windows XP

CAD client's Integration of CAD drawings to system AutoCAD 2007

WEB Server

Accordant Server

Client Database (Optional)

Browser Client

Windows Client

CAD Client