IWMS Space Background Recommendations
Prepared for: [CLIENT NAME]
Prepared by: Robert Stephen Consulting, LLC
Contents
Introduction
This report is intended to assist [CLIENT NAME] and RSC during the implementation process of the IWMS System by providing recommendations and guidance for populating the IWMS data. [CLIENT NAME] 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 [CLIENT NAME]. 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 [CLIENT NAME]. 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:
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)
Geo-region Transfer Sample Data
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 [CLIENT NAME] 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, [CLIENT NAME] 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 [CLIENT NAME].
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 |
Name |
Address 1 |
Address 2 |
City |
State |
Zip |
Country |
US-MV-40 |
Building 40 |
1234 Example Street |
Suite 400 |
Mountain View |
CA |
94043 |
US |
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-MV-41 |
First Floor | |
US-MV-41 |
Second Floor | |
US-MV-41 |
Third 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-MV-42 |
001N |
Conference Room | |
US-MV-43 |
S101E |
Stairs | |
US-MV-41 |
E101S |
Elevator | |
US-MV-41 |
01 |
C101N |
Corridor |
US-MV-41 |
01 |
V101W |
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 |
CONFERENCE |
Typical Conference Room |
LABS |
Laboratory Type A |
OFFICE |
10 x 24 Standard Office |
OTHER |
Non Standard Room |
PEOPLE |
People |
SQFT |
Square Feet |
SQM |
Square Meters |
ST-CLOSET |
Storage Closet |
TELECOM |
Telecom Room |
Organization
The organizational information is crucial for [CLIENT NAME] 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. [CLIENT NAME] 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.
Divisions
The Division Code field is required. If divisions are not required at [CLIENT NAME] a placeholder may be used instead.
Division Code |
Division Name |
100 |
[CLIENT NAME] |
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 [CLIENT NAME] 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 |
100 |
1020 |
Research and Development |
100 |
2020 |
Marketing |
100 |
2030 |
Sales |
100 |
4000 |
Administration |
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 [CLIENT NAME].
Field Name (backend name) |
Validating Table (backend) |
Description |
How it is populated |
Employee Name (em_id) |
Primary Key | ||
Name – First (name_first) | |||
Name – Preferred |
Preferred first name | ||
Name – Last (name_last) | |||
Employee Number (em_number) |
Unique person number | ||
Employee Email (email) | |||
Employee Telephone (phone) | |||
Employee Standard (em_std) |
Employee Standard (emstd) |
regular, contractor, vendor, temp, intern | |
Employee Status (status) |
VP, dir, mgr., etc. | ||
Network User Name (net_user_name) |
How is SSO linked? | ||
Building Code (bl_id) |
Building (bl) | ||
Division Code (dv_id) |
Division (dv) |
Ex: Accounting | |
Department Code (dp_id) |
Department (dp) |
Ex: (subdepartments of accounting) | |
ManagerName | |||
ManagerID |
Need to be able to map to manager, so manager person number would be a good unique identifier | ||
Job Title | |||
Date Hired |
Start date – useful for new hires | ||
Status |
Active, Paid leave of absence, leave of absense |
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 |
EMPLOYEE |
Full and Part-Time Employees |
CONTRACTOR |
Contractors |
INTERN |
Interns |
TEMP |
Temporary Staff |
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 [CLIENT NAME] and their needs. They should be reviewed and modified as required to meet the needs of [CLIENT NAME]. 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 |
AFG |
Afghanistan |
ALB |
Albania |
DZA |
Algeria |
ASM |
American Samoa |
AND |
Andorra |
AGO |
Angola |
AIA |
Anguilla |
ATA |
Antarctica |
ATG |
Antigua and Barbuda |
ARG |
Argentina |
ARM |
Armenia |
ABW |
Aruba |
AUS |
Australia |
AUT |
Austria |
AZE |
Azerbaijan |
BHS |
Bahamas (the) |
BHR |
Bahrain |
BGD |
Bangladesh |
BRB |
Barbados |
BLR |
Belarus |
BEL |
Belgium |
BLZ |
Belize |
BEN |
Benin |
BMU |
Bermuda |
BTN |
Bhutan |
BOL |
Bolivia (Plurinational State of) |
BES |
Bonaire, Sint Eustatius and Saba |
BIH |
Bosnia and Herzegovina |
BWA |
Botswana |
BVT |
Bouvet Island |
BRA |
Brazil |
IOT |
British Indian Ocean Territory (the) |
BRN |
Brunei Darussalam |
BGR |
Bulgaria |
BFA |
Burkina Faso |
BDI |
Burundi |
CPV |
Cabo Verde |
KHM |
Cambodia |
CMR |
Cameroon |
CAN |
Canada |
CYM |
Cayman Islands (the) |
CAF |
Central African Republic (the) |
TCD |
Chad |
CHL |
Chile |
CHN |
China |
CXR |
Christmas Island |
CCK |
Cocos (Keeling) Islands (the) |
COL |
Colombia |
COM |
Comoros (the) |
COD |
Congo (the Democratic Republic of the) |
COG |
Congo (the) |
COK |
Cook Islands (the) |
CRI |
Costa Rica |
HRV |
Croatia |
CUB |
Cuba |
CUW |
Curaçao |
CYP |
Cyprus |
CZE |
Czechia |
CIV |
Côte d’Ivoire |
DNK |
Denmark |
DJI |
Djibouti |
DMA |
Dominica |
DOM |
Dominican Republic (the) |
ECU |
Ecuador |
EGY |
Egypt |
SLV |
El Salvador |
GNQ |
Equatorial Guinea |
ERI |
Eritrea |
EST |
Estonia |
SWZ |
Eswatini |
ETH |
Ethiopia |
FLK |
Falkland Islands (the) [Malvinas] |
FRO |
Faroe Islands (the) |
FJI |
Fiji |
FIN |
Finland |
FRA |
France |
GUF |
French Guiana |
PYF |
French Polynesia |
ATF |
French Southern Territories (the) |
GAB |
Gabon |
GMB |
Gambia (the) |
GEO |
Georgia |
DEU |
Germany |
GHA |
Ghana |
GIB |
Gibraltar |
GRC |
Greece |
GRL |
Greenland |
GRD |
Grenada |
GLP |
Guadeloupe |
GUM |
Guam |
GTM |
Guatemala |
GGY |
Guernsey |
GIN |
Guinea |
GNB |
Guinea-Bissau |
GUY |
Guyana |
HTI |
Haiti |
HMD |
Heard Island and McDonald Islands |
VAT |
Holy See (the) |
HND |
Honduras |
HKG |
Hong Kong |
HUN |
Hungary |
ISL |
Iceland |
IND |
India |
IDN |
Indonesia |
IRN |
Iran (Islamic Republic of) |
IRQ |
Iraq |
IRL |
Ireland |
IMN |
Isle of Man |
ISR |
Israel |
ITA |
Italy |
JAM |
Jamaica |
JPN |
Japan |
JEY |
Jersey |
JOR |
Jordan |
KAZ |
Kazakhstan |
KEN |
Kenya |
KIR |
Kiribati |
PRK |
Korea (the Democratic People’s Republic of) |
KOR |
Korea (the Republic of) |
KWT |
Kuwait |
KGZ |
Kyrgyzstan |
LAO |
Lao People’s Democratic Republic (the) |
LVA |
Latvia |
LBN |
Lebanon |
LSO |
Lesotho |
LBR |
Liberia |
LBY |
Libya |
LIE |
Liechtenstein |
LTU |
Lithuania |
LUX |
Luxembourg |
MAC |
Macao |
MDG |
Madagascar |
MWI |
Malawi |
MYS |
Malaysia |
MDV |
Maldives |
MLI |
Mali |
MLT |
Malta |
MHL |
Marshall Islands (the) |
MTQ |
Martinique |
MRT |
Mauritania |
MUS |
Mauritius |
MYT |
Mayotte |
MEX |
Mexico |
FSM |
Micronesia (Federated States of) |
MDA |
Moldova (the Republic of) |
MCO |
Monaco |
MNG |
Mongolia |
MNE |
Montenegro |
MSR |
Montserrat |
MAR |
Morocco |
MOZ |
Mozambique |
MMR |
Myanmar |
NAM |
Namibia |
NRU |
Nauru |
NPL |
Nepal |
NLD |
Netherlands (the) |
NCL |
New Caledonia |
NZL |
New Zealand |
NIC |
Nicaragua |
NER |
Niger (the) |
NGA |
Nigeria |
NIU |
Niue |
NFK |
Norfolk Island |
MNP |
Northern Mariana Islands (the) |
NOR |
Norway |
OMN |
Oman |
PAK |
Pakistan |
PLW |
Palau |
PSE |
Palestine, State of |
PAN |
Panama |
PNG |
Papua New Guinea |
PRY |
Paraguay |
PER |
Peru |
PHL |
Philippines (the) |
PCN |
Pitcairn |
POL |
Poland |
PRT |
Portugal |
PRI |
Puerto Rico |
QAT |
Qatar |
MKD |
Republic of North Macedonia |
ROU |
Romania |
RUS |
Russian Federation (the) |
RWA |
Rwanda |
REU |
Réunion |
BLM |
Saint Barthélemy |
SHN |
Saint Helena, Ascension and Tristan da Cunha |
KNA |
Saint Kitts and Nevis |
LCA |
Saint Lucia |
MAF |
Saint Martin (French part) |
SPM |
Saint Pierre and Miquelon |
VCT |
Saint Vincent and the Grenadines |
WSM |
Samoa |
SMR |
San Marino |
STP |
Sao Tome and Principe |
SAU |
Saudi Arabia |
SEN |
Senegal |
SRB |
Serbia |
SYC |
Seychelles |
SLE |
Sierra Leone |
SGP |
Singapore |
SXM |
Sint Maarten (Dutch part) |
SVK |
Slovakia |
SVN |
Slovenia |
SLB |
Solomon Islands |
SOM |
Somalia |
ZAF |
South Africa |
SGS |
South Georgia and the South Sandwich Islands |
SSD |
South Sudan |
ESP |
Spain |
LKA |
Sri Lanka |
SDN |
Sudan (the) |
SUR |
Suriname |
SJM |
Svalbard and Jan Mayen |
SWE |
Sweden |
CHE |
Switzerland |
SYR |
Syrian Arab Republic |
TWN |
Taiwan (Province of China) |
TJK |
Tajikistan |
TZA |
Tanzania, United Republic of |
THA |
Thailand |
TLS |
Timor-Leste |
TGO |
Togo |
TKL |
Tokelau |
TON |
Tonga |
TTO |
Trinidad and Tobago |
TUN |
Tunisia |
TUR |
Turkey |
TKM |
Turkmenistan |
TCA |
Turks and Caicos Islands (the) |
TUV |
Tuvalu |
UGA |
Uganda |
UKR |
Ukraine |
ARE |
United Arab Emirates (the) |
GBR |
United Kingdom of Great Britain and Northern Ireland (the) |
UMI |
United States Minor Outlying Islands (the) |
USA |
United States of America (the) |
URY |
Uruguay |
UZB |
Uzbekistan |
VUT |
Vanuatu |
VGB |
Virgin Islands (British) |
VIR |
Virgin Islands (U.S.) |
WLF |
Wallis and Futuna |
ESH |
Western Sahara |
YEM |
Yemen |
ZMB |
Zambia |
ZWE |
Zimbabwe |
ALA |
Åland Islands |
Appendix C: Regions
Region Code |
Region Name |
Country Code |
USFIELD |
US Field Offices |
USA |
HQ |
Headquarters |
USA |
EAST |
Eastern |
USA |
Appendix D: States
State Code |
State Name |
Country Code |
AL |
Alabama |
USA |
AL |
Alabama |
USA |
AK |
Alaska |
USA |
AZ |
Arizona |
USA |
AR |
Arkansas |
USA |
CA |
California |
USA |
CO |
Colorado |
USA |
CT |
Connecticut |
USA |
DE |
Delaware |
USA |
DC |
District of Columbia |
USA |
FL |
Florida |
USA |
GA |
Georgia |
USA |
HI |
Hawaii |
USA |
ID |
Idaho |
USA |
IL |
Illinois |
USA |
IN |
Indiana |
USA |
IA |
Iowa |
USA |
KS |
Kansas |
USA |
KY |
Kentucky |
USA |
LA |
Louisiana |
USA |
ME |
Maine |
USA |
MD |
Maryland |
USA |
MA |
Massachusetts |
USA |
MI |
Michigan |
USA |
MN |
Minnesota |
USA |
MS |
Mississippi |
USA |
MO |
Missouri |
USA |
MT |
Montana |
USA |
NE |
Nebraska |
USA |
NV |
Nevada |
USA |
NH |
New Hampshire |
USA |
NJ |
New Jersey |
USA |
NM |
New Mexico |
USA |
NY |
New York |
USA |
NC |
North Carolina |
USA |
ND |
North Dakota |
USA |
OH |
Ohio |
USA |
OK |
Oklahoma |
USA |
OR |
Oregon |
USA |
PA |
Pennsylvania |
USA |
PR |
Puerto Rico |
USA |
RI |
Rhode Island |
USA |
SC |
South Carolina |
USA |
SD |
South Dakota |
USA |
TN |
Tennessee |
USA |
TX |
Texas |
USA |
UT |
Utah |
USA |
VT |
Vermont |
USA |
VA |
Virginia |
USA |
VI |
Virgin Islands |
USA |
WA |
Washington |
USA |
WV |
West Virginia |
USA |
WI |
Wisconsin |
USA |
WY |
Wyoming |
USA |
Appendix E: Cities
City Code |
City Name |
State Code |
Country Code |
OH-CINCINNATI |
Cincinnati |
OH |
USA |
KY-COLDSPRING |
Cold Spring |
KY |
USA |
OH-BLUEASH |
Blue Ash |
OH |
USA |
Appendix F: Sites
Site Code |
Site Name |
Region Code |
CLOSED |
Closed |
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