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FM:Interact – Space Standards Scenario Planning
Document Release Date: 3/29/2018
Edition: 4
1 FM:Interact – Space Standards Scenario Planning
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2 FM:Interact – Space Standards Scenario Planning
Table of Contents Overview ......................................................................................................... 2
Lesson Objectives ............................................................................................ 2
Prerequisites ................................................................................................... 2
Scenario Planning by Space Standards ........................................................... 3
Before We Begin ............................................................................................. 3
Scenario ................................................................................................... 3
Process Flow ............................................................................................ 3
Activity 1: Validate Space Standard Assignment ........................................ 4
Procedure: Validate Space Standard Setup ............................................ 4
Activity 2: Scenario Planning Privileges and Permissions ........................... 5
Activity 2, Part 1: Scenario Planning Role ................................................... 5
Procedure: Review the Scenario Planner Role........................................ 5
Activity 2, Part 2: ......................................................................................... 6
Procedure: Review the Scenario Planner’s Privileges ............................. 6
Activity 2, Part 3: Review a Scenario Planner User Group and Power User
Designation ................................................................................................. 7
Procedure: Review Group and Power User Designations ....................... 7
Activity 3: Run the Reindex Utility .............................................................. 8
Procedure: Run the Reindex Utility ......................................................... 8
Activity 4: Republish Existing Drawings ...................................................... 9
Procedure: Access FM:CAD ..................................................................... 9
Recover Drawings ................................................................................... 9
Create a Scenario Project .............................................................................. 10
Scenario ................................................................................................. 10
Process Flow .......................................................................................... 10
Activity 5: Create the Scenario Project ..................................................... 11
Procedure: Create a Scenario Project ................................................... 11
Activity 6: Create Scenario Options .......................................................... 13
Procedure: Create Scenarios ................................................................. 13
Activity 7: Add Existing Buildings & Floors to a Scenario .......................... 15
Procedure: Add Existing Details to a Scenario ...................................... 15
Activity 8: Add Buildings & Floors to a Scenario ....................................... 17
Procedure: Add Existing Details to a Scenario ...................................... 17
Procedure: Add New Details to a Scenario ........................................... 18
Stacking and Blocking .................................................................................... 19
Scenario ................................................................................................. 19
Process Flow .......................................................................................... 19
About the Stacking and Blocking Tab .................................................... 20
About the Floor Stacking View .............................................................. 20
About the Floor Plan Blocking View ...................................................... 21
Placing Groups on to a Stack Bar .......................................................... 22
Blocking Space ....................................................................................... 22
Activity 9: Stack the 6th Floor .................................................................... 23
Procedure: Stack the 6th Floor ............................................................... 23
Activity 10: Block the 6th Floor .................................................................. 24
Procedure: Block a Floor ....................................................................... 24
Procedure: Block with Unmatched Standard ........................................ 27
Procedure: Block with Shared Space .................................................... 27
2 FM:Interact – Space Standards Scenario Planning
Activity 11: Stack the 25th Floor ................................................................ 28
Procedure: Stack the 25th Floor............................................................. 28
Activity 12: Block the 25th Floor ................................................................ 30
Procedure: Block the 25th Floor ............................................................ 30
Close the Scenario ................................................................................. 31
Cost Tab......................................................................................................... 32
Introduction .......................................................................................... 32
What are Cost Categories?.................................................................... 32
Activity 13: Assign Costs to Option 1 ........................................................ 32
Procedure: Assign Costs ........................................................................ 32
Activity 14: Assign Costs to Option 2 ........................................................ 33
Promoting Scenarios and Phases .................................................................. 34
Introduction .......................................................................................... 34
Promotion Rules .................................................................................... 34
Activity 15: Promote a Scenario and End Phase ....................................... 35
Procedure: Promote a Scenario ............................................................ 35
What’s Next ........................................................................................... 36
Scenario Planning and Move Management .................................................. 36
The Move Planner Role ......................................................................... 36
About this lesson ................................................................................... 36
Activity 16: Review Move Tickets and Placement .................................... 37
Procedure: Review Move Tickets .......................................................... 37
Activity 17: Post and Close a Scenario Planning Move Project ................. 39
Procedure: Post and Close a Move Project ........................................... 39
Scenario Planning and AutoCAD ................................................................... 41
Introduction .......................................................................................... 41
Before You Begin ................................................................................... 41
Space Standards Assignments ............................................................... 41
Group Job Codes and Space Standards ................................................. 41
Republishing Drawings .......................................................................... 41
New Drawing Scenarios ........................................................................ 41
Work Flow: Using a Reconfigured Production Drawing ........................ 42
Work Flow: Using a New Drawing ......................................................... 43
Activity 18: Reconfigure an Existing Floor Plan for Scenario Planning ..... 44
Introduction .......................................................................................... 44
Procedure: Reconfigure an Existing Floor ............................................. 44
Activity 19: Using a New Floor Plan for Scenario Planning ....................... 46
Introduction .......................................................................................... 46
Procedure: Use a New Floor Plan for Scenario Planning ...................... 46
Activity 20: Converting a .fmsp Drawing for the Next Phase of a Scenario
Plan ............................................................................................................ 47
Introduction .......................................................................................... 47
Procedure: Convert a Scenario Planning Drawing for the Next Phase . 47
Activity 21: Converting a Scenario Planning Drawing to Production ........ 48
Introduction .......................................................................................... 48
Procedure: Convert a Scenario Planning Drawing to Production ......... 48
The Last Step ......................................................................................... 49
2 FM:Interact – Space Standards Scenario Planning
Overview The FM:Interact Strategic Planning module, Scenario Planning by Headcount and Scenario Planning by Space Standards Views are used to resolve specific
occupancy problems. Strategic Planning helps space planners translate business requirements into space requirements.
Lesson Objectives Upon completing this lesson, you will be able to:
• Define Scenario Planning in terms of Facility Management.
• Identify key features and functionality of the Strategic Planning Module.
• Outline the process of creating, analyzing and implementing simple scenarios.
• Complete necessary tasks prior to using the Strategic Planning Module.
• Change the format of drawings to better use them within the Module.
Prerequisites Before beginning this activity guide, it is recommended that you complete the following the courses:
• SPC 101: Getting Started with Space Management
• AutoCAD for FM:Interact
• ADM 101: Getting started as an FM:Interact Administrator
• Getting Started with the FM:Interact Move Management Module
During this course, we will not cover topics discussed in the recommended course list above. To register for the recommended courses go to
http://fmsystems.grokcloud.com or contact us at [email protected] to book a private training session.
Note: FM:Interact
version 2017.2.82
was used in the
creation of this
activity guide.
3 FM:Interact – Space Standards Scenario Planning
Scenario Planning by Space
Standards
Before We Begin
Scenario
Your organization has just purchased the Scenario Planning View. You need to ensure the proper setup of the system so that it is able to accommodate the Scenario Planning View.
Process Flow
This flow diagram represents the elements that need to be set before you can use the Scenario Planning View. This assumes you plan to use the Scenario Planning View in conjunction with the Move Management View.
FM:Interact Administrator
AutoCAD Technician
StartSet Space Standards for Groups
Scenario Planning Privileges
Run Reindex Utility
End
StartTag Rooms with Space Standards
Republish Drawings
End
4 FM:Interact – Space Standards Scenario Planning
Activity 1: Validate Space Standard
Assignment In this activity you will verify your organization
has established space standards. This is properly
setup in the training environment and is for use
only with your personal system.
Caution! You cannot use Scenario Planning
without established space standards, and
without those space standards assigned to
spaces.
Procedure: Validate Space Standard Setup
In FM:Interact, navigate to System
AdministrationManage Modules
Built-in ModulesSpace
ManagementAdministrator
ViewsSpace Standards.
1. Verify Space Standards have been
defined.
2. Open the floor plans you want to
include in your scenario.
Example: Building 900, 6th floor
3. Select the “Space Standard” Graphic
View.
4. Verify Space Standards have been
assigned to the spaces on the floor.
5 FM:Interact – Space Standards Scenario Planning
Activity 2: Scenario Planning
Privileges and Permissions In this activity you will review the Scenario
Planner Role, and its associated privileges and
permissions.
Once again, the training environment is already
set up to support Scenario Planning. The tasks
presented here will need to be done in your own
system, however.
Activity 2, Part 1: Scenario Planning
Role In this activity you will review the Scenario Planner role. This is not a role that is shipped with FM:Interact. Therefore, you may want to consider adding a Scenario Planner Role to your organization’s system.
Procedure: Review the Scenario Planner
Role
In FM:Interact, navigate to System AdministrationManage Security RolesRole List to access the Role List View.
1. Navigate to the 2nd page and locate the already established Scenario Planner Role.
• Note: Remember, this Role has
already been established in the
training environment.
2. Click on the Scenario Planner role to
review the assigned privileges and
permissions.
6 FM:Interact – Space Standards Scenario Planning
Activity 2, Part 2: In this activity you will validate the Scenario
Planning privileges that are assigned to the
Scenario Planner Role.
Procedure: Review the Scenario Planner’s
Privileges
In FM:Interact, navigate to System AdministrationManage Security PermissionsPrivileges to access the Privilege Permissions page.
1. From the Privilege Type drop-down list, select Scenario Planning.
• Result: The list of privileges updates
for the selected privilege type.
2. From the Privileges click to display a
checkmark next to a specific privilege,
and click the Edit Security button at the
bottom of the page in order to
assign/edit Roles.
• Example: Select all options.
• Result: The Edit Privilege
Permissions page displays allowing
you to choose a Role.
7 FM:Interact – Space Standards Scenario Planning
Activity 2, Part 3: Review a Scenario
Planner User Group and Power User
Designation In this activity you will review the setup of a
Scenario Planner User. You will also learn what
groups and power User designations are needed
to support Scenario Planning.
You will review the setup for the User: ajaxs
Procedure: Review Group and Power User
Designations
In FM:Interact, navigate to System
Administration Manage Security
UsersUser List to access the User List
page.
1. From the User List, click A to see Users
whose name starts with ‘A’ (ajaxs).
2. Click Edit next to the ajaxs record.
3. Review the Groups assignments.
4. Review the Power User assignments.
Ensure the Power User designations
match the ones set in the picture to the
right.
5. Exit the page.
8 FM:Interact – Space Standards Scenario Planning
Activity 3: Run the Reindex Utility In this activity you will run the Reindex Utility in
FM:Interact. This ensures any changes made to
the Space Standards and Groups will be applied
throughout the system.
Procedure: Run the Reindex Utility
In FM:Interact, navigate to System AdministrationManage Modules Built-In ModulesSpace Management Reindex Utility to access the Reindex Utility page.
1. From the list of options, click to display a checkmark next to Update Space Standards from Job Codes, and then click OK.
• Result: The system displays a
message stating the data was
updated successfully.
9 FM:Interact – Space Standards Scenario Planning
Activity 4: Republish Existing
Drawings In this activity you will open FMCAD and
republish existing drawings. This will ensure that
the drawings are published to Silverlight, and are
available in the Scenario Planning View.
Note: This procedure assumes that you have
updated your AutoCAD program with the
FM:Systems ribbon which supports 8.4. This
ribbon has additional functionality required to
support Scenario Planning.
Drawings you will republish:
From the FM Drawing Files folder:
• 500-05.dwg
• 500-016.dwg
• 900-06.dwg
• 900-07.dwg
From the SPDrawings folder:
• 950-25.fmsp.dwg
Procedure: Access FM:CAD
1. From your desktop, double-click the
FMCAD icon to open FMCAD.
2. Open one of the drawings listed above.
3. From the FM:Systems ribbon, select
Publish.
4. From the Publish to FM:Interact pop-up
window, click Publish.
• Result: The drawing is published.
5. Repeat for the remaining drawings.
Recover Drawings
Given the drawings have been moved and manipulated across multiple Virtual machines; error may have been introduced into the drawings. If you receive an error message do the following: 1. Select FILE>DRAWING UTILITIES>RECOVER.
Or
1. FILE>RECOVER
2. Select the file, and click Open
10 FM:Interact – Space Standards Scenario Planning
Create a Scenario Project
Scenario
Your organization is looking to reduce costs. As
the Space Planning department, you want to
contribute to the cost saving efforts. You will
look at consolidating the Chicago site.
You will create a scenario and identify a few
options, or “what if” scenarios to determine
which option will best meet the needs of your
organization. You are going to use this scenario
for the rest of this guide.
Scenario Project: Consolidate Chicago
• Option 1: Consolidate the 6th and 7th floor.
• Options 2: Consolidate into a new location.
Process Flow
This activity represents a simple scenario project. Scenario Planning can have many more decision points. However, for this training class, the scenario will be relatively simple. In this section, you will focus on the creation of Scenario Planning projects.
11 FM:Interact – Space Standards Scenario Planning
Activity 5: Create the Scenario
Project In this activity you will create a new scenario with the following characteristics:
Procedure: Create a Scenario Project
In FM:Interact, navigate to Strategic PlanningScenario Planning to access the Scenario Planning View.
1. From the Scenario Planning View, click the Add button.
• Result: A blank Project Details form
appears in the Details Panel.
2. Enter the following information by
referencing the Table above:
• Name
• Description
• Start/End date(s)
3. Click Submit.
• Result: The Details Panel Updates.
Field
Value to Enter
Name Consolidate Chicago
Description Evaluate if we can consolidate onto one floor
Start Date Accept today’s date
End Date Accept a year from today
Site CHI Chicago
12 FM:Interact – Space Standards Scenario Planning
4. From the Project Details tab, click Add
Site.
5. From the list of sites, click to display a
checkmark next to the site(s) to include
in the scenario. Reference the Table
above. Then, click Add Selection.
• Example: CHI Chicago
• Result: The Project Details tab
displays the selected site(s).
13 FM:Interact – Space Standards Scenario Planning
Activity 6: Create Scenario Options In this activity, you will create the two “what if” options that you plan to explore as possibilities. Add both of the following options:
Option 1: Consolidate in Existing Facility
Field
Value to Enter
Name Option 1: Consolidate the 6th and 7th floors
Description Test if we can accommodate all employees on one floor in the Chicago building versus two floors.
Option 2: Consolidate in New Location
Field
Value to Enter
Name Option 2: Consolidate into a new Location
Description Test a new location to see if it can accommodate all employees at a lower cost than our current lease.
Procedure: Create Scenarios
In FM:Interact, navigate to Strategic PlanningScenario Planning to access the Scenario Planning View.
1. Click to select the Consolidate Chicago record.
• Result: The Details Panel updates for
the selected record.
2. Click on the Scenarios Tab.
14 FM:Interact – Space Standards Scenario Planning
3. From the Scenarios tab, click Create
New Scenario.
• Result: The Create New Scenario
pop-up window displays.
4. From the Create New Scenario window,
enter the name and description of the
scenario by referencing the Tables on
the previous page, and click Save.
• Result: The scenario is saved.
5. Repeat steps 3 and 4 for each scenario
option.
• Result: The scenarios will display in
the Scenarios tab.
15 FM:Interact – Space Standards Scenario Planning
Activity 7: Add Existing Buildings &
Floors to a Scenario In this activity you will open one of the scenario
options, and add the following information to
the scenario:
Option 1: Consolidate onto an Existing
Floor
Field
Value to Enter
Building 900 Western Headquarters
Floor 7th floor
Floor 6th floor
Procedure: Add Existing Details to a
Scenario
In FM:Interact, navigate to Strategic PlanningScenario Planning to access the Scenario Planning View.
1. Click to select the Consolidate Chicago record.
• Result: The Details Panel updates for
the selected record.
2. Click on the Scenarios Tab.
3. From the Scenarios tab, click the first
scenario option to open the scenario.
• Result: The Project: Consolidate
Chicago pop-up window displays
across the screen. A new set of tabs
appear as well.
4. Click the Buildings tab.
16 FM:Interact – Space Standards Scenario Planning
5. Click Add Existing Building/Floor.
• Result: The Add Existing Buildings
and Floors window displays.
6. From the list, select the following, and
click Add Selection:
• 6th Floor
• 7th Floor
17 FM:Interact – Space Standards Scenario Planning
Activity 8: Add Buildings & Floors to
a Scenario In this activity you will open the second
scenario option and add the following
information:
Add Existing Building and Floors
Field
Value to Enter
Building 900 Western Headquarters
Floor 7th floor
Floor 6th floor
Add New Building and Floor
Field
Value to Enter
Site Chicago
Building Code 950
Description Midland Building
Floor Code 25
Floor Description
25th floor
Usable 25000
Assignable 25000
Procedure: Add Existing Details to a
Scenario
1. Go back and complete Activity 9, Steps 1 through 6, but this time choose the second scenario option. Use the first table presented above to help with adding details.
18 FM:Interact – Space Standards Scenario Planning
Procedure: Add New Details to a Scenario
1. From the Buildings tab, click the Add
New Building/Floor button.
• Result: The Add New Building or
Floor window displays.
2. Click to display a black dot next to Add
a new building option. Click Next.
3. At the Add New Building page, fill in
each field using the information
presented in the second Table on the
previous page.
4. Click Save.
5. Close the tabs and return to the list of
scenarios.
19 FM:Interact – Space Standards Scenario Planning
Stacking and Blocking
Scenario
We will continue with the scenario described in
the previous section.
Process Flow
This activity represents a simple scenario
project. In this activity, you will focus on the
Stack and Block features of Scenario Planning.
20 FM:Interact – Space Standards Scenario Planning
About the Stacking and Blocking Tab
In FM:Interact, navigate to Strategic PlanningScenario Planning to access the Scenario Planning View. Choose the correct scenario from the Scenario Planning View (e.g., Consolidate Chicago). Choose the first option Option 1: Consolidate the 6th and 7th floors. Click on the Stacking and Blocking tab.
About the Floor Stacking View
We are going to look at the Floor Stacking page in more detail. Use the image on the right as a reference.
1. Unplaced Panel: Groups that appear in the Unplaced Panel are associated with the floor but have not been placed on the floor plan. These Groups have also not been placed in the Stack bar. You can drag and drop these Groups onto the Stack bar to visualize their special requirements on the floor.
2. Placed Panel: Groups that appear in this panel have been placed on the floor plan and appear on the Stack bar.
3. Floor Stacking View: The Floor Stacking View contains all floors that have been added to the scenario, the Stack bars, and drop-down arrow menus for each floor.
4. Floor Drop-Down Arrows: These drop-down menus allow access to a series of options associated with each floor. These include View Floor Plan, which will be used later in this activity.
5. Stack Bars: These visual elements represent Groups that have been placed on a floor. Each color signifies a different group. Once a bar has been filled, all spaces on the floor have been taken.
21 FM:Interact – Space Standards Scenario Planning
About the Floor Plan Blocking View
From the Floor Stacking View, use the drop-down arrow associated with the 900-07 floor to choose the View Floor Plan option. The Floor Plan Blocking View opens. We are going to look at the Floor Plan Blocking page in more detail. Use the image on the right as a reference.
1. Unplaced Panel: Groups that appear in this panel have not yet been placed on the floor or the floor plan. You can drag and drop these groups onto the floor plan.
2. Placed on Floor, Unplaced in Floor Plan: Groups that appear in this panel have been associated with the floor but do not yet have room assignments and are not placed on the floor plan.
3. Placed in Floor Plan: These Groups have been placed on the floor plan.
4. Floor Plan Blocking View: This Graphic View allows the Scenario Planner to visualize room placement on a floor plan. Groups can be dragged and dropped on the floor plan in order to increase efficiency.
22 FM:Interact – Space Standards Scenario Planning
Placing Groups on to a Stack Bar
Whether a space standard exists on a floor or
not, you can still place it. From the Stacking
View, you can choose to:
• Select groups from the Unplaced panel
and place them on the stack bar (multi-
colored bar that displays for each floor).
• Select a group color block from one stack
bar, and place the group on another
stack bar.
• Select a group from the Placed panel,
and place that group on a stack bar for a
different floor.
• Drag and drop groups from the panels or
stack bar, and move them to a different
floor’s stack bar.
If the space allocation exceeds the capacity of
the floor, the system will present a caution icon.
Note: The stack bar represents an estimated fit.
It does not account for the circulation (unless
you have polyline circulation).
Blocking Space
From the Blocking view you can:
• Place groups from the Unplaced panel onto the floor plan.
• Place groups from the Placed on Floor, Unplaced in Floor Plan panel, onto the floor plan.
• Remove groups from the floor plan into the Placed on Floor, Unplaced in the Floor Plan.
• Remove groups from the floor plan into the Unplaced panel.
• Drag and drop from one room to another room on the floor plan.
23 FM:Interact – Space Standards Scenario Planning
Activity 9: Stack the 6th Floor In this activity you will clear the 900-07 floor and
place the groups onto the 6th floor. You can place
groups from 900-07 to 900-06 in a number of
different ways.
Procedure: Stack the 6th Floor
In FM:Interact, navigate to Strategic PlanningScenario Planning to access the Scenario Planning View.
1. Click to select the Consolidate Chicago record.
• Result: The Details Panel updates for
the selected record.
2. Click on the Scenarios Tab.
3. From the Scenarios Tab, click to select
the first scenario option.
• Result: The Scenario: Option 1:
Consolidate the 6th and 7th floor
window displays.
4. Click on the Stacking and Blocking tab.
5. Click on the drop-down arrow next to
the 900-07 record.
6. Select Clear Floor.
• Result: The groups display in the
Unplaced Panel.
7. Click to select the groups in the
Unplaced panel, and drag and drop the
groups onto the 6th floor stack bar (the
colorful bar).
• Result: All groups are placed onto the
6th floor.
8. Click Save in the bottom left corner.
24 FM:Interact – Space Standards Scenario Planning
Activity 10: Block the 6th Floor In this activity you will place groups onto the floor plan of the 6th floor.
Procedure: Block a Floor
In FM:Interact, navigate to Strategic
PlanningScenario Planning
1. Click to select the Consolidate Chicago
record.
• Result: The Details Panel updates for
the selected record.
2. Click on the Scenarios Tab.
3. From the Scenarios Tab, click to select
the first scenario option.
• Result: The Scenario: Option 1:
Consolidate the 6th and 7th floor
window displays.
4. Click on the Stacking and Blocking tab.
5. Click on the drop-down arrow next to
the 900-06 record.
6. Select View Floor Plan.
• Result: The floor plan appears, with
each group appearing highlighted in a
different color.
25 FM:Interact – Space Standards Scenario Planning
7. From the Placed on Floor, Unplaced in
Floor Plan panel select a space standard
by drilling down the list for each group.
• Result: The floor plan emboldens all
spaces that match the group’s space
standard.
26 FM:Interact – Space Standards Scenario Planning
8. Drag and drop each group from the
Place on Floor, Unplaced in Floor Plan
panel onto blank spaces on the floor
plan.
• Note: There may be more than one
space to place. For example, there
are eight (8) FIN-AP Workstations
9. Continue to place matching space
standards. You may run out of empty
spaces. If so, continue to the next step.
27 FM:Interact – Space Standards Scenario Planning
Procedure: Block with Unmatched
Standard
1. To place unmatched standards, drag
and drop a mismatched space standard
onto the floor plan.
• Result: The system warns you that
the standards do not match.
2. From the message, click the checkbox
and click Place.
Procedure: Block with Shared Space
1. To place shared space, select (or drag
and drop to) an occupied space that
contains the same space standard.
• Result: The system warns you that
the space is occupied and provides
options for how to proceed.
2. From the message options, select Share
Space, and click OK.
3. Continue to place spaces until all spaces
display in the Placed in Floor Plan
panel.
4. Click Save.
28 FM:Interact – Space Standards Scenario Planning
Activity 11: Stack the 25th Floor In this activity, you will clear both the 900-06 and 900-07 floors. You are exploring the possibility of moving to a new building (950) and you have the floor plan for the 25th floor. Use the steps provided in Activity 11 to complete the stacking activity.
Procedure: Stack the 25th Floor
In FM:Interact, navigate to Strategic PlanningScenario Planning to access the Scenario Planning View.
1. Click to select the Consolidate Chicago
record.
• Result: The Details Panel updates for
the selected record.
2. Click on the Scenarios Tab.
3. From the Scenarios Tab, click to select
the second scenario option.
• Result: The Scenario: Option 2:
Consolidate into a new location
window displays.
4. Click on the Stacking and Blocking tab.
5. From the stack bar for 900-07, click the
drop-down arrow to access the Clear
Floor option. Click the Clear Floor
option.
• Result: The groups clear, and display
in the Unplaced panel.
29 FM:Interact – Space Standards Scenario Planning
6. Repeat step 5 for the 900-06 building.
7. Highlight the groups in the Unplaced
panel, and drag and drop them onto the
950-25 floor stack bar.
• Result: All groups are placed onto the
25th floor.
• Tip: Hold shift while clicking to select
all unplaced groups at once.
8. Click Save.
30 FM:Interact – Space Standards Scenario Planning
Activity 12: Block the 25th Floor In this activity you will place groups onto the
floor plan of the 25th floor. You are going to need
to handle mismatched space standards and
possible shared space.
Procedure: Block the 25th Floor
In FM:Interact, navigate to Strategic PlanningScenario Planning to access the Scenario Planning View.
1. Click to select the Consolidate Chicago
record.
• Result: The Details Panel updates for
the selected record.
2. Click on the Scenarios Tab.
3. From the Scenarios Tab, click to select
the second scenario option.
• Result: The Scenario: Option 2:
Consolidate into a new location
window displays.
4. Click on the Stacking and Blocking tab
5. From the stack bar for 950-25, click the
drop down arrow to access the Select
Floor Plan. Click on the Select Floor
Plan option.
• Result: Available .fmsp floor plans
will display.
• Note: If you receive an error
message, click through the messages
to continue.
31 FM:Interact – Space Standards Scenario Planning
6. From the list of floor plans, select 950-
25.fmsp, and click OK.
7. From the stack bar for 950-25, click the
drop down menu to access the View
Floor Plan option. Click the View Floor
Plan option.
• Result: The 950-25 floor plan
displays. Notice there are no groups
placed on the floor.
8. Follow the steps from Activity 12 to
place the groups onto the floor plan.
9. Click Save.
Close the Scenario
Close the window in which the floor plan was
displayed. You will return to the Scenario
Planning View with the Scenario tab selected.
32 FM:Interact – Space Standards Scenario Planning
Cost Tab
Introduction
You use the Costs tab to capture costs for each
phase of a scenario plan and for each group
associated with the scenario option.
What are Cost Categories?
Space Planners can create cost categories to
save and re-use across scenarios. For example:
• Move a Large Office
• Move a Medium Workstation
• Move a Conference room
As a Space Planner, you create categories that
are most relevant to the work you do, and how
you prefer to budget your projects.
This activity will assume that all previous
activities (1-14) have been completed.
Activity 13: Assign Costs to Option 1 In this activity, you will add the costs associated
with each group and its space standard as well as
assign a move category to all.
Procedure: Assign Costs
In FM:Interact, navigate to Strategic PlanningScenario Planning to access the Scenario Planning View.
1. Click to select the Consolidate Chicago
record.
• Result: The Details Panel updates for
the selected record.
2. Click on the Scenarios Tab.
33 FM:Interact – Space Standards Scenario Planning
3. From the Scenarios Tab, click to select
the first scenario option.
• Result: The Scenario: Option 1:
Consolidate the 6th and 7th floor
window displays.
4. Click on the Costs tab.
5. Drill down into the group you wish to
work with.
• Example: FIN-AP-Accounts Payable
6. From the Category drop-down list,
select the cost category to apply to the
selected group’s space standard.
Repeat for each group in the list.
• Example: Cart Move
• Example: FIN-PR-Purchasing and
MKTG-Sales & Marketing
7. To add extra costs, click on Additional
Costs and click the Add Costs button.
8. Add the following costs:
9. Click Save.
10. Close the window.
Activity 14: Assign Costs to Option 2 Follow the steps outlined in Activity 15 to assign
costs to the second scenario option. Use the
Category drop-down to select Relocate instead
of Cart Move.
Name
Category
Quantity
Prep Telecom Telecom 62
Prepare the 6th floor Cleaning 62
34 FM:Interact – Space Standards Scenario Planning
Promoting Scenarios and Phases
Introduction
After running through the scenarios and their assigned costs, next you will select a scenario as the solution to your space problem. When selected, you will promote the scenario as the solution.
Promotion Rules
When either promoting scenarios or the phases of a scenario, you must adhere to the following rules.
• Within one scenario project, only one
scenario option can be promoted.
• If you do not have multiple phases, your
start phase and end phase will be
promoted.
• If you have the Move Management
Module, and you promote a scenario, a
Scenario Planning (SP) Move Project is
created.
• If a new floor plan is needed, the
AutoCAD Technician must convert the
.fmsp drawing to production.
• The Move Planner then executes and
closes the move before any subsequent
phases can be promoted.
You can promote a scenario from the Scenario
Tab, Stacking View, or the Blocking View.
35 FM:Interact – Space Standards Scenario Planning
Activity 15: Promote a Scenario and
End Phase Once you have decided upon the scenario plan
to implement, you will promote the scenario. In
this activity, you will promote Option 1:
Consolidate the 6th and 7th floor.
Procedure: Promote a Scenario
In FM:Interact, navigate to Strategic PlanningScenario Planning to access the Scenario Planning View.
1. Click to select the Consolidate Chicago
record.
• Result: The Details Panel updates for
the selected record.
2. Click on the Scenarios Tab.
3. From the Scenarios Tab, click on the
drop-down arrow and select Promote.
Click OK at the system messages.
4. Open the promoted scenario, and from
the Phase option in the top left corner,
use the drop-down arrow to select
Promote Phase.
• Result: The list of phases displays.
5. Click Promote.
• Result: The system prompts you to
name the move project, and set a
date.
6. Click Create Move Project.
36 FM:Interact – Space Standards Scenario Planning
What’s Next
At this point, the Scenario Planner has
completed his/her tasks associated with
promoting a scenario and/or its phases(s).
Next, the Move Planner reviews the SP Move
Project, and completes the necessary tasks:
• Update move details, if necessary.
• Execute the physical move.
• Post and close the move project.
Note: If there are subsequent phases associated
with the scenario, the Move Planner reaches out
to the Scenario Planner to let them know that
he/she can work the next phase of the scenario.
Note: If a reconfigured floor plan was needed for
the promoted phase, the Move Planner would
need to work with the AutoCAD technician to
convert a Scenario Planning drawing (.fmsp
drawing) to production before the Move Planner
could post and close a move.
Scenario Planning and Move
Management If your organization utilizes the Move
Management Module, you can promote a
Scenario Plan project and its subsequent phases
to the Move Management Module, where a
Scenario Planning (SP) Move Project is created.
Before you begin, execute the Reindex Utility to
ensure information from the reconfigured floor
plan is reconciled in the system.
The Move Planner Role
When the move planner receives the Scenario Project Move Project, the space allocation for employees has already occurred during blocking for the selected scenario and/or phase. When working with a scenario plan move project, the Move Planner:
• Can update employee room assignments (if appropriate).
• Assign employees to rooms (if the employee has no room assignment).
• Schedule Move Dates.
• Ensure the physical Move Occurs.
• Close the Move.
• Post Moves to update FM:Interact employee records that identify where the employee sits.
About this lesson
This lesson focuses on the Scenario Planning (SP) Move Projects and how to complete, post and close the move.
37 FM:Interact – Space Standards Scenario Planning
Activity 16: Review Move Tickets
and Placement In this activity you will review the placement of employees on the 6th floor. You will need to log out of the system, and then log back in as a fictional Move Planner named Heather Grey. Use the following credentials to log into the system:
User Name: HGrey Password: fms
Procedure: Review Move Tickets
In FM:Interact, navigate to Move ManagementViews Move Project to access the Move Project View.
1. From the list of projects, select the SP000001 Consolidate Chicago project, and click the Move Details button.
• Result: The Move Status Check View
displays for the selected project.
2. Click the checkbox at the top of the Grid
to select all move tickets.
3. Click the Assign Room button.
• Result: Each move ticket associated
with the SP Move displays in a new
window.
38 FM:Interact – Space Standards Scenario Planning
4. From the list of move tickets, select a
ticket.
• Result: The floor plan displays with
each employee’s new space added.
5. If you are satisfied with the placement of
employees, click the Save button at the
bottom of the window. If you are not
satisfied, you can move employees to
new spaces and then click Save.
• Result: The Move Status Check View
displays with the move tickets
associated with the SP Move Project.
39 FM:Interact – Space Standards Scenario Planning
Activity 17: Post and Close a
Scenario Planning Move Project In this activity you will post and close move tickets associated with the SP Move Project whose goal was consolidating the 6th and 7th floors. This activity assumes you have just reviewed the move tickets and are ready to close the move project.
Procedure: Post and Close a Move Project
This procedure assumes you are starting from
where you left off in the last activity. If this is not
the case, follow the steps in Activity 18 to catch
up.
1. From the Move Status Check View, click
the checkbox at the top of the page to
select all move tickets at once. Then,
click Close Move Project.
• Result: The post move window
displays.
2. From the Actual Move Date field, select
an actual move date, and click the
Apply to all move link.
• Example: A date one month in the
future.
3. Click the Post Moves link.
• Note: As a page of moves is posted,
the next page displays. You may
need to click Post Moves multiple
times before all tickets are posted.
• Result: Shared spaces displays in the
window.
40 FM:Interact – Space Standards Scenario Planning
4. If you had shared space, you are given
an opportunity to update the
percentage split between groups.
5. Click Save.
• Result: The move is posted and is
removed from the Move Status
Check View.
41 FM:Interact – Space Standards Scenario Planning
Scenario Planning and AutoCAD
Introduction
As we know, Scenario Planning utilizes AutoCAD drawing files. The FM:Systems ribbon found in AutoCAD has additional functionality related to Scenario Planning. Given that Scenario Planning addresses “what if” situations, you do not want to compromise drawings. Therefore, drawings should be saved for use in Scenario Planning through AutoCAD. This section of the activity guide focuses on utilizing the FM:Systems ribbon found in AutoCAD to create and convert drawings for use in Scenario Planning. For an overview of how AutoCAD integrates with FM:Interact, refer to the SPC 101A: AutoCAD Activity Guide. If you run in to any problems in the upcoming 4 activities, please refer to this guide.
Before You Begin
No matter if you use existing drawings or new drawings with Scenario Planning, there are a number of setup items required for a successful integration between Scenario Planning and AutoCAD
Space Standards Assignments
Scenario Planning utilizes space standards. Therefore, rooms must have a space standard assigned. All drawings must be updated to include a space standard.
Group Job Codes and Space Standards
Job codes within each group must have a space standard assigned. The Space Planner is responsible for updating space standard assignments against the job codes in FM:Interact.
Republishing Drawings
With the new Web Publishing option set to accept drawings published to Silverlight, next the AutoCAD technician must republish AutoCAD drawings. This process was described earlier in the Activity Guide in Activity 6.
New Drawing Scenarios
In the last four (4) activities of this guide, we will
look at four (4) different “new drawing
scenarios” that an AutoCAD Technician might
run in to. These include:
• Updating a drawing that already
exists in the FM:Interact database so
that it may be used in Scenario
Planning
• Adding a new drawing to the
database that is specifically meant for
Scenario Planning.
• Converting a .fmsp drawing for the
next phase of a scenario plan.
• Converting a Scenario Planning
drawing to production.
42 FM:Interact – Space Standards Scenario Planning
Work Flow: Using a Reconfigured
Production Drawing
If being used in a Scenario Plan, an existing floor will be reconfigured. Here is the process for making that drawing available in the Scenario Planning module
Stage
Description
Save to Scenario Planning
1 The Space Planner provides the AutoCAD technician with details about the reconfiguration for the production floor. Example: Change existing workstations to a smaller size.
2 The AutoCAD technician opens the production drawing, and from the FM:Systems AutoCAD ribbon, selects Saves as new SP (Scenario Planning) drawing. NOTE: The file name includes .fmsp that identifies the drawing for use in Scenario Planning.
3 The AutoCAD technician is prompted to save the drawing in the SPDrawings folder, and the file name includes the .fmsp extension.
4 The AutoCAD technician takes the .fmsp drawing and completes the reconfiguration. The drawing is polylined and tagged.
5 The AutoCAD technician selects Sync.
6 The AutoCAD technician selects Publish, to publish the drawing to Scenario Planning.
Convert FMSP to Production
7 The Space Planner decides which Scenario to promote and which drawings to convert from a Scenario Planning drawing to a production drawing.
8 The Space Planner contacts the AutoCAD technician and identifies which Scenario Planning drawing (.fmsp) needs to be converted to production.
9 The AutoCAD technician opens the identified .fmsp drawing.
10 The AutoCAD technician selects Convert to Production.
11 The AutoCAD technician selects Publish. Result: The Scenario Planning drawing is converted to production and published to FM:Interact
12 The AutoCAD technician confirms the transfer and assigns a name to the drawing.
43 FM:Interact – Space Standards Scenario Planning
Work Flow: Using a New Drawing
If a new floor plan is being used in the Scenario
Plan, You will follow this process in order to
make that drawing available in the Scenario
Planning Module.
Depending on the AutoCAD release you use, the
FM:Systems menu offers new functionality to
support Scenario Planning. The ribbon
associated with Scenario Planning looks like this:
If you are using the FMCAD application, your
ribbon will look like this:
Stage
Description
Save to Scenario Planning
1 The AutoCAD technician opens the drawing, and from the AutoCAD menu, selects Save As…
2 The AutoCAD technician moves to the SPDrawings folder, and names the drawing with the fmsp file extension. Example: name.fmsp.dwg
3 The AutoCAD technician selects Synch.
4 The AutoCAD technician selects Publish, to publish the drawing to Scenario Planning.
Convert FMSP to Production
5 The Space Planner decides which Scenario to promote and which drawings to convert from a Scenario Planning drawing to a production drawing.
6 The Space Planner contacts the AutoCAD technician and identifies which Scenario Planning drawing (fmsp) needs to be converted to production.
7 The AutoCAD technician opens the identified fmsp drawing.
8 The AutoCAD technician selects Convert to Production.
9 The AutoCAD technician selects Publish. Result: The Scenario Planning drawing is converted to production and published to FM:Interact
10 The AutoCAD technician confirms the transfer and assigns a name to the drawing.
44 FM:Interact – Space Standards Scenario Planning
Activity 18: Reconfigure an Existing
Floor Plan for Scenario Planning
Introduction
If a Scenario Plan calls for a reconfigured floor
plan, the AutoCAD Technician needs to follow
the procedure presented here.
The Space Planner and AutoCAD Technician
need to make sure the reconfigured floor plan is
available to Scenario Planning, and does not
affect production.
Once a scenario is selected as a solution, the
scenario planning drawing will be converted to
production.
Procedure: Reconfigure an Existing Floor
To reconfigure an existing drawing in Scenario Planning without impacting the production drawing, you use the Save As New SP function.
1. Launch FMCAD from you desktop by double-clicking the FMCAD 2014 icon.
2. Open the drawing file you wish to use in Scenario Planning from the FM Drawing Files folder.
• Example: 500-05.dwg
3. From the FM:Systems ribbon, select
Save as New SP.
• Result: You are prompted to save the
drawing as a new Scenario Planning
Drawing.
• Note: Files used in Scenario Planning
include the .fmsp extension.
45 FM:Interact – Space Standards Scenario Planning
4. Select the SPDrawings folder to save
the drawing in. Click Save.
• Result: The AutoCAD drawing is now
a drawing that is capable for use in
Scenario Planning. The file name
now includes the .fmsp designation.
5. The FM:Systems ribbon options change
to support Scenario Planning.
6. Complete any reconfigurations you
need, including polylining and tagging
of the space.
7. From the FM:Systems ribbon, select the
Sync DB button to sync the database
with FM:Interact.
8. From the FM:Systems ribbon, select the
Publish option.
• Result: The .fmsp version of the
drawing is available for use in
Scenario Planning.
• Result: The system prompts you to
enter a description of the
reconfigured floor plan.
9. Type a description of the reconfigured
drawing, and click Publish.
• Result: The reconfigured floor plan is
complete. The Scenario Planner will
see the formatted floor plan in
FM:Interact.
46 FM:Interact – Space Standards Scenario Planning
Activity 19: Using a New Floor Plan
for Scenario Planning
Introduction
If a Scenario Plan calls for a new floor plan that is not included in your existing real estate portfolio, the AutoCAD Technician needs to follow the procedures presented here.
The Space Planner and AutoCAD Technician need to make sure the floor plan is available to Scenario Planning and does not affect production.
Once a Scenario is selected as a solution, the Scenario Planning drawing is converted to production.
Procedure: Use a New Floor Plan for
Scenario Planning
1. Launch FMCAD from you desktop by double-clicking the FMCAD 2014 icon.
2. Open the new drawing file you wish to use in Scenario Planning.
• Example: 100-01.dwg
3. From the AutoCAD menu, select Save
As.
• Result: You are prompted to save the
file.
4. Select the SPDrawings folder as the
destination for the save.
5. Rename the file to include the .fmsp
extension (e.g., 100-01.fmsp.dwg).
6. Click Save.
7. Complete the following tasks:
• Register the drawing.
• Polyline the drawing.
• Tag the drawing (include space
standards).
8. From the FM:Systems ribbon, click the
Sync DB button to sync the database.
9. From the FM:Systems ribbon, select
Publish.
10. Type the description of the
reconfigured drawings, and click
Publish.
• Result: The .fmsp version of the
drawing becomes available for use in
Scenario Planning.
The Space Planner will need to select the new
floor plan and new drawing from the Scenario
Planning View. When using a new floor plan in
Scenario Planning, FM:Interact will update with
the new building and/or floor. The building
and/or floor may still need to be permissioned to
roles. Permissions are covered in the Admin 101
Activity Guide.
47 FM:Interact – Space Standards Scenario Planning
Activity 20: Converting a .fmsp
Drawing for the Next Phase of a
Scenario Plan
Introduction
When a Scenario Plan has multiple phases, the Scenario Planning drawing from one phase needs to be converted to a new drawing for the next phase. This allows the drawing to update iteratively for the selected phase. For example, a floor plan is being reconfigured in sections. Section A is reconfigured. The reconfigured drawing for Section A needs to be the starting point for the reconfigured drawing needed for Section B
Procedure: Convert a Scenario Planning
Drawing for the Next Phase
1. Launch FMCAD from you desktop by double-clicking the FMCAD 2014 icon.
2. Open the Scenario Drawing file.
• Example: 900-06.fmsp.dwg
3. From the FM:Systems ribbon, select
Save As New SP.
• Result: You are prompted to save the
drawing as a new Scenario Planning
drawing.
4. Complete any reconfigurations,
polylines, and tags on the drawing.
5. Update the file name, if necessary, and
click Save.
• Example:900-06-FMSP_SectionA.dwg
• Result: AutoCAD updates the
FM:Systems ribbon.
6. Click Sync DB.
7. Click Publish.
• Result: The system prompts you to
enter a description of the
reconfigured floor plan.
8. Type a description of the reconfigured
drawing, and click Publish.
• Result: The reconfigure floor plan is
available in Scenario Planning.
48 FM:Interact – Space Standards Scenario Planning
Activity 21: Converting a Scenario
Planning Drawing to Production
Introduction
When a Scenario Plan (and any phases
associated with the Scenario) is promoted to
Move Management as the scenario solution, the
Scenario Planning drawing must be converted to
a production drawing.
Procedure: Convert a Scenario Planning
Drawing to Production
1. Launch FMCAD from you desktop by double-clicking the FMCAD 2014 icon.
2. Open the Scenario Planning drawing file
that you wish to convert to production.
• Example: 500-05.fmsp.dwg
3. From the FM:Systems ribbon, select
Convert.
• Result: The Transfer Scenario
Planning Drawing to Production
dialog box appears.
4. Verify the Scenario name, and from the
Phase drop-down, select the phase you
wish to move to production.
49 FM:Interact – Space Standards Scenario Planning
5. Click Transfer.
• Note: This transfers ALL updated
space data from the Scenario
Planning Tables to the A0 Table. This
includes updated/reconfigured
rooms and tags and any updated
space standards or A0.Groups data,
• Result: You are prompted to save the
reconfigured drawings.
6. Update the file name, and click Save.
• Result: AutoCAD updates the
FM:Systems ribbon.
7. Click Publish.
• Result: The reconfigure drawing is
published for use in FM:Interact.
The Last Step
In FM:Interact, the Reindex Utility must be run to
update the database. The Reindex utility is found
at:
System AdministrationManage
ModulesBuilt-In ModulesSpace
ManagementReindex Utility
50 FM:Interact – Space Standards Scenario Planning
Notes: