FM:Interact – Space Standards Scenario Planning Standards... · The FM:Interact Strategic Planning module, Scenario Planning by Headcount and Scenario Planning by Space Standards

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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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


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


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.

http://fmsystems.grokcloud.com/

mailto:[email protected]


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


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.


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.


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.


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.


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.


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


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.


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


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).


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


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 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.


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






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.


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


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.


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.


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.


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.


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.


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.


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






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.


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.








window displays.


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.


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.


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.


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.


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



record.





the second scenario option.


Consolidate into a new location

window displays.


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.


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.


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



record.





the second scenario option.


Consolidate into a new location

window displays.

4. Click on the Stacking and Blocking tab


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.


6. From the list of floor plans, select 950-

25.fmsp, and click OK.


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.


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



record.









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


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.


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



record.




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.


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.


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.


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.


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.


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.


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.


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.


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.


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


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.


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.


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.


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


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.


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.


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.


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


2. Open the Scenario Drawing file.

• Example: 900-06.fmsp.dwg


Save As New SP.


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.


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.


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


2. Open the Scenario Planning drawing file

that you wish to convert to production.

• Example: 500-05.fmsp.dwg


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.


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,


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


Notes:

Documents

FM:Interact – Space Standards Scenario Planning Standards... · The FM:Interact Strategic Planning module, Scenario Planning by Headcount and Scenario Planning by Space Standards