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1.7 Installation – IWMS Background Data | RSC Knowledge Base
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1.7 Installation – IWMS Background Data

IWMS Space Background Recommendations

Prepared for: Nevro

Prepared by: Robert Stephen Consulting, LLC

 

Contents

IWMS Background Information 1

Contents 1

Introduction 2

Background Information 3

Space 3

Countries 3

Regions 3

States 3

Cities 3

Sites 4

Buildings 4

Floors 4

Rooms 4

Room Categories 5

Organization 8

Business Units 8

Divisions 8

Departments 8

Employees 9

Employees 9

Employee Standards 10

CONCLUSION 11

Appendix A: Countries 12

Appendix B: Regions 19

Appendix C: States 20

Appendix D: Cities 21

Appendix E: Sites 22

Introduction

This report is intended to assist Nevro and RSC during the implementation process of the IWMS System by providing recommendations and guidance for populating the IWMS data. Nevro should provide as much direction as possible and deliver existing standards to RSC for incorporation. RSC’s recommendations are based on previous successes and best practices. The recommendations may be altered to best fit the needs of Nevro. A sign-off of these recommendations will be required to provide the best possible standard to adhere to.

Background Information

Background information is required to provide a smooth implementation of a IWMS system. This information is the backbone of good reporting and if researched and implemented correctly can provide years, if not decades, of useful Facilities information. Understanding the desired reports and information necessary to accomplish your facilities goals is the basis for solid decisions surrounding the population of background information.

The following is an outline of some of the recommendations for Nevro. They are broken into three categories; 1) Space information; 2) Organizational information; 3) Employee information. While other modules have background information required for successful use they will not be discussed here. The purpose of this document is for the basis for all modules. Each sub project, such as the Building Operations module and the lease Module will be discussed separately after this initial implementation.

Space

Space information is required for all IWMS modules. Most of the information is populated in the Space module; however, a fair amount of the granulated data is located in the Lease module. Each of the following geographic breakdowns is located in one or the other. The understanding of the location of this information within IWMS will become apparent during the use of the modules and will not be indicated in this report.

Video:https://youtu.be/PzTm6uoNJF8?t=39

Geo-Region

For organizations doing business globally, geographic regions group your countries into the geographic regions you define. On global dashboards that include a map view, such as the Real Property’s Global Portfolio Dashboard, you first select a geographic region, and can then select a country, and site to zoom the map to that location. If you are doing business in more than one country, developing geographic business regions can provide a way to summarize data for several countries.

(See Appendix A: Geo-Regions)

Countries

Use this table to document the countries in which your properties and leases are located. If you plan on developing regions, you must develop the owning countries. RSC recommends the use of the three-letter postal code for the country code. This will minimize space required on reports and ease of identification.

(See Appendix B: Countries)

Regions

Regions represent geographic areas of countries and are identified by Country Code + Region Code, such as CANADA-NORTHEAST. This table includes highlight pattern and AutoCAD highlight pattern fields so that you can produce sophisticated queries of your lease and property data.

The same process can be applied to the United States or other Global geographical subsets Nevro may deem necessary.

(See Appendix C: Regions)

States

The States table holds a country’s legal divisions, such as Canadian provinces or U.S. states. State Code is the primary key field. Where the minor geography is not known a number will be used as a placeholder.

(See Appendix D: States)

Cities

Cities are identified by State Code + City Code, such as CA-San Francisco. The full City name will be used for both the State Code and City Code.

(See Appendix E: Cities)

Sites

Sites group multiple buildings located in a contiguous area and can be used to represent campuses.

Although Site codes are not required for all buildings, RSC recommends they be used. For example, Nevro may want to break up their USFIELDS region into East and West — the Sites table could accomplish this. Also, tracking closed buildings by creating a site called Closed.

(See Appendix F: Sites)

Buildings

The buildings table is used across several modules and lays the foundation for the Lease, Space, Furniture and Equipment, Telecom, and Building Operations Modules. The following is an outline of the building codes for each building leased or owned by Nevro.

Building codes now have a character limit of 36 characters to allow for more detail in the codes. Using a two-letter international country code and a two-letter city code and a two-position building number allows for the previous standard of 8 characters. Hyphens or additional separators are optional as shown below.

Building Code

Building Name

Address 1

City

State

Zip

Country

US-CA-1800

1800

1800 Bridge Parkway

Redwood City

CA

94065

USA

US-CA-1600

1600

1600 Bridge Parkway

Redwood City

CA

94065

USA

US-CA-0985

Warehouse

985 E San Carlos Avenue

San Carlos

CA

94070

USA

Floors

The floors table is constructed of a two-part primary key (building code + Floor Code) This allows for multiple first floors and still keeps integrity of the data possible. The following is RSC’s recommendation for the floors table.

Building Code

Floor Code

Name

US-CA-1800

01

First Floor

US-CA-1800

02

Second Floor

US-CA-1600

01

First Floor

US-CA-1600

02

Second Floor

 

Rooms

Each room area is defined by the AutoCAD drawings polyline. The rooms table is constructed of a three-part primary key (building code + floor code + room code).

Common areas such as corridors, lobbies, elevators, etc. should be numbered with even numbers reserving the odd numbers for the office spaces. Numbering should be sequential from East to West or North to South. Groups of hundreds could be used to identify different areas on a floor. For example, the 100 series could be located by the North Conference while the 300 series is by the break room.

Letters preceding the room code are used to identify special areas such as corridors, vertical penetration, elevators, stairs, etc. The room name field should only be used for Conference rooms, labs, and other areas that are uniquely named.

The following is RSC recommendation for the room codes.

Building Code

Floor Code

Room Code

Name

US-CA-1800

01

100

Conference Room

US-CA-1800

02

S201

Stairs

US-CA-1800

01

E102

Elevator

US-CA-1800

01

C103

Corridor

US-CA-1800

01

V104

Vertical Penetration

 

Room Categories

The Room Categories and Room Types tables provide a two-level hierarchy of classification for rooms (room categories and room types) and are independent of Room Standards.

With the Room Categories and Room Types tables you can track occupiable and non-occupiable room area. This is controlled by the Occupiable Category field in the Room Categories table. The sum of areas of rooms that are assigned room categories whose value for this field is YES equals the facility’s Total Occupiable Area. Likewise, the sum of areas of rooms assigned room categories with Occupiable Category set to NO equals the facility’s Total Non-Occupiable Area.

Supercategories are the level above categories and are usable, service, vertical penetration, and other. These define how the categories act in the space calculations.

More information on Archibus Space Calculations: https://knowledgebase.rsc2lc.com/archibus-space-calculations/

Room Categories

Room Supercategory

Room Category

Description

Occupiable?

Calculations Used In

Usable Area

LAB

Laboratory

Yes

All Totals

Usable Area

PERS

Personnel Area

Yes

All Totals

Usable Area

PROD

Production Area

Yes

All Totals

Usable Area

SUPPORT

Support Space

Yes

All Totals

Usable Area

STORAGE

Storage

No

All Totals

Service Area

SERV

Service Area

No

All Totals

Vertical Penetration

VERT

Vertical Penetrations

No

All Totals

Other Area

EXT

Exterior Space

No

No Totals

 

Room Types

Room Category

Room Type

Description

LAB

CONSTRUCTED

Constructed Lab

LAB

ASSEMBLED

Assembled Lab

PERS

HARDWALL

Hardwall Office

PERS

CUBE

Cubical Office

PERS

VISITOR

Visitor Office

PROD

ASSEMBLY

Assembly Area

PROD

CLEAN

Clean Room

PROD

FABRIC

Fabrication

PROD

SERV-CENT

Service Center

PROD

SHIP-REC

Shipping/Receiving

PROD

STAGING

Staging

SERV

CORRIDOR

Corridor

SERV

ENTR FACIL

Entrance Facility

SERV

EQPM ROOM

Equipment Room

SERV

HALLWAY

Hallway

SERV

JANITOR

Janitor/Custodial Closet

SERV

LOBBY

Lobby

SERV

MECH

Mechanical Closet/Room

SERV

MEN

Men’s Restroom

SERV

PRIMCIRC

Primary Circulation

SERV

SERVICE

Service Area

SERV

TEL CLOSET

Telecom Closet

SERV

WOMEN

Women’s Restroom

STORAGE

CHEM

Chemical Storage

STORAGE

STORAGE

General Storage

STORAGE

WAREHOUSE

Warehouse

SUPPORT

AUDITORIUM

Auditorium

SUPPORT

CAFETERIA

Cafeteria

SUPPORT

COAT

Coat Room

SUPPORT

COMPUTER

Computer Room

SUPPORT

CONFERENCE

Conference

SUPPORT

COPY

Copy Room

SUPPORT

KITCHEN

Kitchen Area

SUPPORT

LIBRARY

Library/Reading Room

SUPPORT

LOUNGE

Lounge Area

SUPPORT

MECH

Mechanical Room

SUPPORT

S.CIRC

Secondary Circulation

SUPPORT

SECURITY

Security Station

SUPPORT

TRAINING

Training/Classroom

VERT

ELEV

Elevator

VERT

PIPE

Pipes

VERT

SHAFT

Shaft

VERT

STAIR

Stairs

VERT

VERT

Vertical Penetration

Room standards

rm_std

description

PEOPLE

People

SQFT

Square Feet

Organization

The organizational information is crucial for Nevro to perform space allocation analysis. A three-level organization is provided in Archibus and fits most company’s needs. The Business unit describes a high level look at organizational information. Divisions are parents to departments and are the backbone of organizational reporting. Nevro will need to Provide RSC a breakdown of their organizational structure. This breakdown will assist RSC to recommend the best options for populating the Archibus database.

Business Units

Business units are optional; use them only if your organizational structure requires a three-level hierarchy. They are assigned in the Division table.

Nevro does not require Business Units at this time.

Divisions

The Division Code field is required. Divisions are not required at Nevro, so a placeholder may be used instead.

Division Code

Division Name

NEVRO

Nevro

Departments

You must complete the Division Code and Department Code fields. The functionality of ARCHIBUS and the roll-up calculations rely heavily on this table. For report purposes Nevro may change the name of the report field to “COST CENTER”. The backend database will not be changed and will be identified as dp_id. This is required for minimal functionality disruption.

Division Code

Department Code

Department Name

NEVRO

1020

Research and Development

 

Employees

Employees

The employees’ table in Archibus holds many pieces of data linked to the employee. This table is one of the key tables to the entire IWMS system and should be kept current. The employees’ table has a single primary key used to create a unique record for each employee. It also contains a First Name, Last Name and Employee Number Fields.

RSC recommends the combination of the First, Last, and Employee Number fields to create the primary key field. This recommendation allows for queries that are easy to use and understand. For example, if you are looking for Bob Stephen – the query could find: Bob Step% (The % being the wild card). This will return the record containing the value “Bob Stephen 12345”.

These fields will be generated by stored procedures within the HRIS database provided by Nevro.

Employee source will be restricted to:

  1. Location: Nevro Headquarters
  2. Employment Status: does not equal terminated

Field Name (backend name)

Validating Table (backend)

Description

How it is populated

Employee Name (em_id)

 

Primary Key

Concatenate Name – First, Name – Last, Employee Number

Name – First (name_first)

   

HR Field: First Name

Name – Preferred

 

Preferred first name

HR Field: Preferred Name

Name – Last (name_last)

   

HR Field: Last Name

Employee Number (em_number)

 

Unique person number

HR Field: Employee Number

Employee Email (email)

   

HR Field: Email

Employee Standard (em_std)

Employee Standard (emstd)

regular, contractor, vendor, temp, intern, etc.

HR Field: Employment Status

Employee Status (status)

 

On leave, active

HR Field: LOA Status

Network User Name (net_user_name)

 

How is SSO linked?

HR Field: Email

Division Code (dv_id)

Division (dv)

Nevro does not use division so a placeholder will be used

NEVRO

Department Code (dp_id)

Department (dp)

Ex: (subdepartments of accounting)

HR Field: Department Code
We will also be importing and updating department name from HR

Manager

   

HR Field: Reports To

Job Title

   

HR Field: Job Title

Date Hired

 

Start date – useful for new hires

HR Field: Hire Date

Employee Standards

The Employee Standards table defines the types of employees in your organization and validates the Employee Standard field found in other tables. The Employee Standard field is the key field and accepts any character; it is convenient to identify employee standards with a descriptive character string, such as ACCT1 for an accountant.

Employee Standard

Description

REGULAR FT

Full-time Employee

CONSULTANT

Contractor

REGULAR PT

Part-time Employee

TEMP FT

Full-time Temporary Staff

TEMP PT

Part-time Temporary Staff

INTERN

Intern

 

CONCLUSION

These recommendations were developed to provide a basis for the IWMS Implementation. The suggestions are developed from best practices and RSC experience. Careful study and understanding is required to discover the fit to Nevro and their needs. They should be reviewed and modified as required to meet the needs of Nevro. RSC is prepared to implement the IWMS system upon review and signoff of these recommended standards.

Appendix A: Geo-Regions

Geo-Region ID

Geo-Region Name

AMER

AMER (Americas)

APAC

APAC (Asia Pacific, Japan)

EMEA

EMEA (Europe, Middle East, Africa)

Appendix B: Countries

Country Code

Country Name

USA

United States of America

Appendix C: Regions

Region Code

Region Name

Country Code

USA

United States of America

USA

Appendix D: States

State Code

State Name

Country Code

CA

California

USA

Appendix E: Cities

City Code

City Name

State Code

Country Code

CA-REDWOODCITY

Redwood City

CA

USA

CA-SANCARLOS

San Carlos

CA

USA

Appendix F: Sites

Site Code

Site Name

Region Code

CA-REDWOODCITY

Redwood City

USA

CA-SANCARLOS

San Carlos

USA

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