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FM:Interact – MOV 201: Administering the Move Management Module

Document Release Date: 02/15/2016

Edition: 1

1 FM:Interact – MOV 201: Administering the Move Management Module

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Overview The Move Management module of FM:Interact streamlines the moving process allowing for quick and easy movement of employees. To further maximize

move management: departments, floors, buildings, new employees, and assets can also be tracked.

With this module, it is easy to track:

Who needs to move

When the person needs to move

Where the person currently sits

Where the person will sit

This activity guide will introduce the tasks performed by the Administrator role in the FM:Interact Move Management module.

Lesson Objectives Upon completing this lesson, you will be able to:

Describe the Move workflow.

Identify the roles associated with the Move Management module.

Identify the roles and responsibilities of the Move Management Administrator.

Establish Administrator only views.

Update Move Routing Rule.

Note: FM:Interact

version 8.4.1 was

used in the creation

of this activity guide.


Table of Contents Overview ......................................................................................................... 2

Lesson Objectives ............................................................................................ 2

Move Management General Concepts ........................................................... 4

Introduction ............................................................................................ 4

Move Management Roles ....................................................................... 4

The Move Management Process ............................................................ 5

Move Management Workflow Diagram ................................................. 6

The Move Management Administrator Role .................................................. 7

Management Setup ................................................................................ 7

A Tour of the Move Management Built-In Node ........................................ 7

Activity 1: Move Management Color Codes ............................................... 8

About the Color Codes Page ................................................................... 8

Default Move Statuses ................................................................................ 9

Procedure: Change the Color Codes ....................................................... 9

Move Management Satisfaction Survey ....................................................... 10

About the Satisfaction Survey Page ...................................................... 10

Activity 2: Creating a Satisfaction Survey .................................................. 11

Activity 2, Part 1: Defining the Survey Name ............................................ 11

Procedure: How to Name a Survey ....................................................... 11

Activity 2, Part 2: Adding Survey Elements to the Survey ........................ 12

Survey Elements .................................................................................... 12

About the Define Survey View Page ..................................................... 12

Survey Limitations ................................................................................. 12

Procedure: How to Add Survey Elements ............................................. 13

Adding the Survey Link to an Email Notification................................... 15

Move Management Survey Reports ......................................................... 16

Administrator Views...................................................................................... 17

Activity 3: Set and Permission Move Management Administrator Views 17

Activity 3, Part 1: Setting Move Management Administrator Views ........ 17

Procedure: How to Make a View Administrator Only .......................... 17

What the Administrator Will See .......................................................... 18

Activity 3, Part 2: Permission Administrator Views .................................. 19

Procedure: Setting Privileges and Permissions for the Administrator

View ...................................................................................................... 19

Move Routing Rules ...................................................................................... 20

What is Move Routing? ......................................................................... 20

Move Routing Filters ............................................................................. 20

The Move Routing Process.................................................................... 20

Activity 4: Update Move Request Routing Rules ...................................... 20

Activity 4, Part 1: Update Move Request Routing Rules, Part 1 ............... 21

Procedure: How to Add a Move Liaison or Move Planner.................... 21

Test the Routing: Enter a New Move Request ...................................... 22

Test the Routing: Move Status Check ................................................... 22

Activity 4, Part 2: Update Move Request Rules, Part 2 ............................. 23

Procedure: How to Update Move Request Routing Rules .................... 23

Test the Routing: Enter a New Move Request ...................................... 23

Test the Routing: Move Status Check ................................................... 23


Move Management General Concepts

Introduction

The FM:Interact Move Management module allows users to submit, view, and edit planned moves. Depending on the user’s role, he/she can complete certain tasks. These include submitting individual or multiple move requests, viewing and editing the status of their request, and posting moves.

Move Management Roles

FM:Interact offers a set of predefined move management custom roles. DO NOT delete these roles as they support legacy functionality. In general, the default Move Management roles are listed on the right:

Role Name Privileges Description

Move Admins

Add Moves, Approve Moves, Close Moves Project, Edit Any Move, Lock Any Move, Post Any Move, Schedule Any Move, View Any Move

Can manage anything about any move.

Move Liaisons

Add Moves, Schedule Moves, View Moves

Move Liaisons are often the single point of contact between a line of business and the facilities organization. Move Liaisons can request moves on behalf of others.

Move Planners

Approve Moves, Lock Moves, Manage Move Project, Post Moves

Move Planners are the point of contact in the facilities organization that manages and coordinates moves. Above move manager, but shy of Move Admin

Move Managers

Approve Moves, Close Move Project, Edit Moves

Greater than liaison, but less than Planner

Move Users

Add My Move, Edit My Move, View My Move

Add, edit, and view my personal move requests.


The Move Management Process

To the right are the stages of the Move Management workflow. Move Liaisons and Move Planners play a big role in the Move Management process. As the Move Management Administrator, you will oversee these roles, as well as ensure the module is running smoothly and effectively.

Don’t worry if you don’t understand every step yet, this is meant to be used as reference when completing these tasks on your own.

Stage Description

1 In FM:Interact, a Move Liaison submits a move request on behalf of an individual or submits a move project. The request may include:

Name of who is moving

Room selection

Move date Result: Once submitted, the move request displays as PENDING in the Move Status Check view.

2 In FM:Interact, a Move Liaison reviews the Move Status Check view to see all move requests. The Move Liaison can:

Change move status (e.g., Approve/Reject etc.)

Change the move date

Result: When the move status changes, the system sends out email notifications to communicate the change in status.

3 In FM:Interact, a Move Planner reviews the Move Status Check view and Locks a Move. NOTE: The lock prevents others from changing move data.

4 The actual physical move occurs. Result: The employee moves from his/her current location to the new location.

5 In FM:Interact, the Move Planner posts the Move. This is a critical step that should not be overlooked as the Employee table (N0) will not update in FM:Interact without its completion. Result: The N0 Employee & Space table updates with the employee’s new location.

6 An email notification is sent to the employee asking the employee to complete a move satisfaction survey.


Move Management Workflow Diagram

This diagram is meant to be used as reference when completing these tasks on your own.

The Move Management Administrator Role


The Move Management

Administrator Role The Move Management Administrator is a person charged with the maintenance and upkeep of the FM:Interact Move Management Module. During the initial install of FM:Interact, the Move Management Module is configured for you. As the FM:Interact Administrator, you then take on the responsibility of maintaining and updating Views, Reports, and Documents as well as Permissions and Roles. It’s important to note that the Move Management supervisor can serve in other Move Management roles.

Management Setup

The Move Management Administrator completes the following functions for the optimum use of the Move Management module:

Maintenance and modification of Move Management Views.

Set/update of the color code for move statuses.

Setup of the Satisfaction Survey (optional).

Survey Report (optional).

Maintenance of Move Routing Rules.

Add/Delete/Modify Move Liaison and Move Planner’s information.

Setup of Administrator Views for the Move Management Module (optional).

A Tour of the Move Management

Built-In Node As the FM:Interact Administrator, you can maintain the Move Management module through functions stored in the System Administration node of FM:Interact. You must log into FM:Interact as an Administrator to have access to the System Administration node. The procedures in this activity guide will assume that you are logged in as such, and have access to this node. To complete the activities presented in this guide, log into the training system with the following credentials: User Name: administrator Password: fms


Activity 1: Move Management Color

Codes As the FM:Interact Administrator, you configure the standard color codes used to identify the status of a move (i.e. green is In-Progress). In FM:Interact, use the Navigation Panel to

navigate to System Administration

Manage ModulesBuilt-in Modules

Move Management Color Codes

About the Color Codes Page

The Color Codes page is where you assign a color to a move status. Beyond the color code for the move status, you can also assign a color to a service status. The page currently shows the default color codes assigned to each move status. Let’s look at each part of the page in detail:

1. The Move Status Color field, displays each move status and the assigned background/font color assigned to the status.

2. The Background color drop-down allows the Administrator to choose a color from a palette, slider, HSB, or HSV color wheel for the move status.

3. The Font Color drop-down field allows the Administrator to choose a color for the text of the status using the same options as above.

4. The Apply button is used to save any color code changes.

5. The Cancel button exits the page without saving any changes.


Default Move Statuses The default move statuses are listed below. It is important to note that your organization may have additional move statuses based on workflow.

Procedure: Change the Color Codes

1. In FM:Interact, navigate to System Administration Manage ModulesBuilt-in Modules Move Management Color Codes.

2. From the Move Status Color field, locate the move status you want to change.

Example: Cancelled Moves 3. From the Background color drop-down,

select the desired color for the move status.

Example: Dark Gray 4. From the Font Color drop-down, select

the desired font color. Make sure the font color is visible in contrast with the background color.

Example: White 5. Click the Apply button.

Result: The color changes are saved.

Status

Description

Pending The initial status of a move when a move request is submitted.

Closed This status is assigned to those moves that are approved, scheduled, and completed.

Approved This move status occurs when a manager and/or planner approves an employee’s move request.

In Progress Status assigned to moves In Progress

Rejected This move status occurs when an employee’s manager rejected the request for a move, or the facilities planner rejected the move request. NOTE: Your organization’s workflow determines who can reject a move.

Cancelled This move status occurs when a facilities planner or move liaison cancels a move.

On Hold Status for moves that have been postponed.

Move Management Satisfaction Survey


Move Management Satisfaction

Survey Administrators can set up a Move Satisfaction Survey which is automatically sent to an employee after their move is complete. When a User completes this online survey, the results are stored in an FM:Interact table. The survey results can be downloaded to an Excel spreadsheet directly from the web. There are two stages for configuring a survey:

1. The Administrator defines the survey name and header/footer information.

2. The Administrator defines survey elements to include in the survey.

About the Satisfaction Survey Page

In FM:Interact, navigate to System AdministrationManage Modules Built-in ModulesMove Management Satisfaction Survey to access the Satisfaction Survey page. On the Satisfaction Survey page, the Administrator can create a survey or modify an existing one. Note: FM:Interact contains no default surveys. The Administrator must create surveys.

The Satisfaction Survey page contains the following parts and functions:

1. The survey drop-down list, located at the top of the page, displays already created surveys, as well as an option to create a new survey.

2. The Survey Description field is where the Administrator can type the survey name that a User will see.

3. Text for internal comments can be

typed into the Internal Notes field. This text is not seen on the survey from the User’s point of view.

4. The Header Text field is where text that

will display in the header section of the HTML page is typed.

5. The Footer Text field is where text that

will display in the footer section of the HTML page is typed.

6. The Save button saves changes made to

the survey.

7. The Define Survey View button initiates definition of the elements used in the survey. This will lead to a multi-step process.

8. The Cancel button will exit the page

without saving any changes to the survey.


Activity 2: Creating a Satisfaction

Survey

Activity 2, Part 1: Defining the

Survey Name To begin the process of creating a survey, the Administrator first defines the survey’s name, header, and footer details.

Procedure: How to Name a Survey

1. From the survey drop-down list, select the New survey… option.

Result: The window updates. 2. In the Survey Description field, type the

name of the survey as it will be seen by the User.

Example: Move Management Survey

3. In the Header Text field, type the text you want to appear at the top of the HTML page of the survey.

Example: Facilities Management

4. In the Footer Text field, type the text

you want to appear at the bottom of

the HTML page of the survey.

Example: Move Manager – Name

5. Click the Save button to save the survey

name.

6. Click the Define Survey View button.

Result: The Define Survey View

page displays.


Activity 2, Part 2: Adding Survey

Elements to the Survey

Survey Elements

The survey can contain the following survey elements:

Checkboxes

Rating Scales

Input Fields

Memo Fields

You can add these elements through the Define

Survey View.

About the Define Survey View Page

Once a survey is named, the Administrator can add survey elements through the Define Survey View button. The page contains the following parts and functions:

1. The List Box displays the current survey elements attached to this survey. There should be no elements for a new survey.

2. The Add Field button is used to add a survey element to the survey.

3. The Add Text button is used to add a text statement on the survey. An example would be directions on how to complete the survey.

4. The Change Label button is used to change the text field label that displays on the survey.

5. The Remove button removes a selected element from the survey.

6. The Up button moves a survey element “up”, and towards the beginning of the survey.

7. The Down button moves an element “down”, and towards the bottom of the survey.

8. The Preview button displays a preview of the survey as the User will see it.

9. The Save button saves any additions or changes to the survey elements.

10. The Cancel button exits the page without saving any changes.

Survey Limitations

There is a limit to the length of a question. The system will cut off the question at the limit. For each type of survey element, you will notice there are a number of options. For example, there are 5 scale options. That means you can only have 5 questions that use a scale. Once you use all the scale options, there are no other scale elements you can add to the survey.

Scenario

As an Administrator, you want to create a new Move Management survey. You want to ask your User who has just undergone a move questions like: Did your Supervisor communicate effectively? Did your equipment work right away after your move? Etc.


Procedure: How to Add Survey Elements

1. From the Define Survey View page, click the Add Text button.

Result: The Survey Text Picker pop-

up window displays.

2. Type the text that will display at the

beginning of the survey.

Example: Please rate your

experience with the following:

3. Click the OK button.


displays with the first survey

element displayed in the list box.

4. Click the Add Text button.

Result: The Survey Text Picker pop-

up window displays.

5. Type the next line of text. Click OK.

Example: MOVE COMMUNICATION


displays again.

6. Click the Add Field button.

Result: The Survey Text Picker

window pops-up.

7. From the Select a field list, choose the

element you want to add to the survey.

Example: YES/NO1

8. In the Prompt Text field, type the

question associated with the survey

element. Click OK.

Example: Did the Move

Management Liaison/Planner

communicate effectively?


9. Click the Add Field button. 10. From the Select a Field box, select the

next survey element you wish to use.

Example: YES/NO2


question associated with the survey

element.

Example: Was the amount of

communication adequate?

12. Click OK.

Result: The Date Survey View

displays again with the new

elements.


14. Type the text that you want to display

next in the survey. Click the OK button.

Example: TECHNOLOGY AND ASSET

MOVE


16. Type the text that you want to display

next in the survey. Click the OK button.

Example: At my new location:


18. From the Select a Field list, select the

survey element you want to add to the

survey.

Example: YES/NO3


question you want to associate with the

survey element. Click OK.

Example: My PC connectivity

worked day one.


20. Click the Add Text button. 21. Type the text you want to display next

in the survey. Click the OK button.

Example: OVERALL IMPRESSIONS



survey element you want to add to the

survey.

Example: SCALE1

24. In the Prompt Text field associated with

the survey element, type the question

you want to ask. Click the OK button.

Example: My overall experience

with Move Management was:


26. Type the text you want to appear next

in the survey. Click the OK button.

Example: FINAL COMMENTS



next survey element you want to add.

Example: Long Text1


survey question associated with the

element. Click the OK button.

Example: Please provide additional

details.

30. Click the Save button.

31. From the Define Survey View page,

click the Preview button to preview

what the User sees when answering the

survey.

Adding the Survey Link to an Email

Notification

The survey is automatically sent out by email when the move status changes to Close. To distribute the survey, the email message content associated with the survey needs to be updated. A sample link will appear in the email, taking the User to the survey. You will need to verify and/or change the server name, instance name, and the identity assigned to the survey. Note: Email notifications are beyond the scope of this class.


Move Management Survey Reports FM:Interact Administrators can review Move Management Survey Reports through FM:Interact. In FM:Interact, navigate to System AdministrationManage Modules Built-In ModulesMove ManagementSurvey Reports to access the Survey Reports node. Once at the Survey Report node select the survey results you want to see from the Survey drop-down list.

Example: SV00002-Move

Satisfaction Survey

The image here shows the Move Satisfaction

Survey report details. Comments are stored in

a separate view. Click the View button to see

the comments.

From the FM:Interact Survey report, click the

Full Report (Excel) button to export the results

to Excel. The report format in Excel looks

identical to what displays in FM:Interact.

Administrator Views


Administrator Views The Administrator View contains Views that the Administrator uses to maintain the Move Management module. If no Views display, you need to identify the Views that are used to maintain the Move Management functionality. By default, FM:Interact already includes a few Move Management Administrator Views. You will need to make them visible by use of permissions and the Administrator Views node.

Activity 3: Set and Permission Move

Management Administrator Views

In FM:Interact, navigate to System AdministrationManage Modules Built-In ModulesMove ManagementModify View to access the Modify View page.

Activity 3, Part 1: Setting Move

Management Administrator Views

Procedure: How to Make a View

Administrator Only 1. From the Select a View to Modify list,

select the View you wish to modify so that it is highlighted.

Example: Admin – Departmental Move

Approver

2. Click the OK button.

Result: The Modify View page

displays.

3. From the Modify View page, click the

Options button at the bottom.

Result: The View Options window

displays.


4. At the Admin Only checkbox, click to display a checkmark.

Result: The View is made an

Administrator only View.

5. Click OK.

Result: The Modify View page

displays again.

6. Click the Save button at the bottom of

the page.

7. Click the Close button.

Result: The View is now available

only to Administrators.

What the Administrator Will See

Sign out of FM:Interact, and sign back in with your Administrator credentials. Navigate to the System Administrator node.

8. Repeat the process for each of the following Administrator Views:

Admin – Move Reasons

Admin – Move Request Routing

Rules

Admin – Move Status Values

Admin – Move Type


Activity 3, Part 2: Permission

Administrator Views Once you have created an Administrator only View, next you assign the appropriate privileges and permissions. This will allow you to see and interact with the View under the Administrator View node. In FM:Interact, navigate to System AdministrationManage Security Permissions Views (Pages) to access the Views Permissions page. The Views Permissions page is where you allow roles to access specific pages or views found in the system.

Procedure: Setting Privileges and

Permissions for the Administrator View

1. From the Module drop-down list at the top of the page, select the module that the view resides in.

Example: Move Management

Result: The available Views for that

module display.

2. Click to display a checkmark next to the

View you want to permission.

Example: Admin - Move Requesting

Routing Rules

3. Click the Edit Security button.

Result: The Edit Page Permissions

page displays.

4. Click to display a checkmark next to the

roles that can see the view. Click OK.

Example: Administrators, FMIAdmin

Move Routing Rules


Move Routing Rules FM:Interact uses routing rules to determine who receives a move request: either the Move Liaison or the Move Planner. As an Administrator, you maintain the move routing rules for your organization. Generally, once the rules are set, you only change them when adding or deleting move liaison or move planners.

What is Move Routing?

Move Routing ensures move requests entered by a Move Liaison, or others, are directed to the appropriate Move Planner to expedite. Your organization can route move requests by Group, Building, Floor, or you can have no routing rules at all. If you choose not to institute routing rules, all requests are sent to one “bucket” where planners manage all incoming requests.

Move Routing Filters

FM:Interact routes move requests based on filters associated with each Move Liaison or Move Planner. Move requests can only be filtered based on the fields found on the move request form. An example of a filter query is: GROUP_’ADMIN’ and TOBLDGFLR=’900’ and its meaning is: Only show the Admin group moving to building 900 (any floor).

The Move Routing Process

1. The Administrator ensures the Move

Liaison or planner is:

Identified as a User of the system.

Has the appropriate Security Group

assignment.

Has the appropriate Power User

assignment.

2. The Administrator adds the Move

Planner or Move Liaison to the Move

Routing Rules View with the appropriate

filter query.

Activity 4: Update Move Request

Routing Rules As your organization changes you may need to add, modify, or delete how move requests route through your organization. In FM:Interact, navigate to System AdministrationManage ModulesBuilt-In ModulesMove ManagementAdministrator ViewsAdmin – Move Request Routing Rules to access the Admin – Move Requesting Routing Rules page. Note: If you do not see the Admin – Move Requesting Routing Rules View, go to the Modify View node, and update the View to be an Administrator only View. Also, ensure the security is properly set to allow you to see the View under the Administrator View option (follow the steps of the last activity).


Activity 4, Part 1: Update Move

Request Routing Rules, Part 1

Procedure: How to Add a Move Liaison or

Move Planner

1. From the Admin – Move Request

Routing Rules, click the Add button.

Result: The Routing Rule form

displays.

2. At the Planner or Liaison ID field, click

the Select button.

3. At the employee search field, type the

name of the Move Planner or Move

Liaison you are adding to the system,

and click Search.

Example: Good, Kelly

4. From the list of employees, click to

highlight the correct Move

Liaison/Planner, and click the Select

button.

Result: The employee’s name now

displays on the Routing Rule form.

5. At the Move Routing Query text box,

type the filter that will direct move

requests that match the query to this

Move Liaison/Planner. Click Submit.

Worded Example: Kelly Good will

only handle requests for building

500 Weston III Tower, 5th Floor.

Example Query: TOBLDGFLR=’500

05’


Test the Routing: Enter a New Move

Request

Log out and log back into the training system with the following credentials: User Name: trebman Password: fms

Note: If you are prompted for a new password,

just retype fms.

In FM:Interact, navigate to Move

ManagementViewsNew Move Request

to access the New Move Request View.

Fill out the New Move Request with the details

in the table to the right.

Test the Routing: Move Status Check

Now, logout and log back in with the following

credentials:

User Name: Kgood Password: fms


ManagementViewsMove Status Check

to access the Move Status Check view.

Do you see a move request for Tyler Rebman?

When Kelly signs in as a Move Liaison and

accesses the Move Status Check, she will see

the move request for Tyler Rebman. Kelly sees

the request because the Move Routing Filter

sends all move requests related to moves in the

500 building’s 5th floor.

Field

Value to Enter

Employee to Move

Rebman, Tyler

To Room 500 Weston III Tower , 5th Floor, 5338 Office

Move Date 2 week in the future.

Reason for Move

FACILITY Facility Project

Move Type BB Bldg to Bldg

Boxes Required

Click to display a checkmark


Activity 4, Part 2: Update Move

Request Rules, Part 2 In this activity, the Move Planner Teresa Bates is going on leave. While Teresa is out, Sandra Carsoni will manage Teresa’s move requests. Log out and log back in as an Administrator with the following credentials: User Name: administrator Password: fms In FM:Interact, navigate to System AdministrationManage ModulesBuilt-In ModulesMove Management Administrator ViewsAdmin-Move Request Routing Rules to access the Admin – Move Request Routing Rules page.

Procedure: How to Update Move Request

Routing Rules

1. Click the Edit button next to Sandra Carsoni’s record.

Result: The Routing Rules Form

displays in the Details Panel.

2. At the Move Routing Query text box,

type the filter that will direct Teresa

Bate’s move requests to display for

Sandra Carsoni.

Example: GROUP_ like ‘ADMIN%’

3. Click the Save Changes button.

Result: The move routing updates.

Test the Routing: Enter a New Move

Request

Log into the training system with the following credentials: User Name: khealy Password: fms Note: If you are prompted for a new password,

just retype fms.


ManagementViewsNew Move Request

to access the New Move Request View.

Fill out the New Move Request with the details

in the table to the right.

Test the Routing: Move Status Check

Now, logout and log back in with the following

credentials:

User Name: Scarsoni Password: fms In FM:Interact, navigate to Move

ManagementViewsMove Status Check

to access the Move Status Check view.

Do you see a move request for Kevin Healy?

When Sandra signs in as a Move Liaison and

accesses the Move Status Check, she will see

the move request for Kevin Healy because Kevin

was a part of the Admin group. The Admin

group is the filter that was associated with

Teresa Bates.

Field

Value to Enter

Employee to Move

Healy, Kevin

To Room 600 Operation Center – NC, M1 Complex, Room 1000 Office

Move Date 3 week in the future.

Reason for Move

FACILITY Facility Project

Move Type BB Bldg to Bldg

Boxes Required

Click to display a checkmark