IWMS Space Background Recommendations
Prepared for: Nevro
Prepared by: Robert Stephen Consulting, LLC
Contents
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.
US-CA-1800 |
First Floor |
|
US-CA-1800 |
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.
US-CA-1800 |
100 |
Conference Room |
|
US-CA-1800 |
S201 |
Stairs |
|
US-CA-1800 |
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 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:
- Location: Nevro Headquarters
- 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 |
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 |
Was this helpful?
0 / 0