CAFM Background Data

Introduction

This report is intended to assist [CLIENT NAME] and RSC during the implementation process of the CAFM System by provided recommendations and guidance for populating the CAFM 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 CAFM 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 CAFM 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 CAFM will become apparent during the use of the modules and will not be indicated in this report.

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 two-letter postal code for the country code. This will minimize space required on reports and ease of identification.

(See Appendix A: 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.

This table can also be used to identify Global Geographic areas such as International Sales offices or United States Field Offices. Region Codes such as INTL for international Sales Offices may be added to each country internationally to be able to quickly identify international information.

The same process can be applied to the United States or other Global geographical subsets [CLIENT NAME] may deem necessary.

(See Appendix B: 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 C: 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 D: 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 E: 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].

Using a two letter International country code and a two letter city code and a two position building number allows the standard 8 character length of the building code to stay intact. RSC strongly recommends this standard. 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

1600 Amphitheatre Parkway

 

Mountain View

CA

94043

US

US-MV-41

Building 41

1600 Amphitheatre Parkway

 

Mountain View

CA

94043

US

US-MV-42

Building 42

1600 Amphitheatre Parkway

 

Mountain View

CA

94043

US

US-MV-43

Building 43

1600 Amphitheatre Parkway

 

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.

Building Code

Floor Code

Name

US-MV-41

01

FIRST FLOOR

US-MV-41

02

SECOND FLOOR

US-MV-41

03

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).

RSC recommends the room code to be a concatenation of the three-part primary key. This recommendation has a two-fold reason; 1) it allows for one bar code for rooms – where only the room number would require three: the building, the floor and the room. 2) Reporting is simpler requiring only one field to identify the building, floor and room.

Additionally, 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-MV-42

01

421101

Conference Room 1

US-MV-43

03

422301

 

US-MV-41

01

411203

 

US-MV-41

01

C411120

Corridor

US-MV-41

01

S411230

Stairwell

Room categories:

Overview – 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.

Add Non-Occupiable Categories Action

The Room Categories and Room Types tables are shipped with sample data reflecting a composite inventory. To add sample categories and types that are appropriate for an all room inventory, run the Add Non-Occupiable Categories action from the Background Data activity of the All Room Inventory activity class.

Room Categories and Chargeback Calculations

The all room inventory chargeback calculations require that each room be assigned a room category; this indicates whether the room is occupiable. If tracking various types of room categories is not important to you, but you still want to charge for space, create two simple room categories: one who’s Occupiable Category? field is Yes, and the other whose value is No.

Room category

rm_cat

description

occupiable

ADMIN

Administrative

Yes

LAB

Laboratory

Yes

OFFICE

Offices

Yes

PROD

Production Area

Yes

SERV

Service Area Rooms

No

STORAGE

Storage

No

SUPPORT

Support Space

Yes

VERT

Vertical Penetrations

No

Room types

rm_cat

rm_type

description

ADMIN

FILE

File Room

ADMIN

MAIL

Mail Room

ADMIN

SEC

Secretary Station

LAB

CONSTRUCTED

Constructed Lab

LAB

ASSEMBLED

Assembled Lab

OFFICE

HARDWALL

Hardwall Office

OFFICE

CUBE

Cubical Office

OFFICE

VISITOR

Visitor Office

PROD

ASSEMBLY

Assembly Area

PROD

CLEAN-ROOM

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. From cursory conversations Business Units may not be used for this implementation.

DIVISIONS

The Division Code field is required. From cursory conversations Divisions may not be used at [CLIENT NAME]. In that case a simple division of 100 may be used as a place holder.

Division Code

Division Name

100

[CLIENT NAME]

DEPARTMENTS (Cost centers)

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 CAFM 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)

 

Existing ARCHIBUS Field (Primary Key)

From HRIS trigger combining ([First Name] [Last Name] and [Employee Number])

Name – First (name_first)

 

Existing ARCHIBUS Field

From HRIS trigger

Name – Last (name_last)

 

Existing ARCHIBUS Field

From HRIS trigger

Employee Number (em_number)

 

Existing ARCHIBUS Field

From HRIS trigger

Employee Telephone (phone)

 

Existing ARCHIBUS Field

From HRIS trigger

Cellular number (cellular_number)

 

Existing ARCHIBUS Field

Not required – could come form IS or other source

Employee Extension (extension)

 

Existing ARCHIBUS Field

Not required – could come form IS or other source

Fax Number (fax)

 

Existing ARCHIBUS Field

Not required – could come form IS or other source

Pager Number (pager_number)

 

Existing ARCHIBUS Field

Not required – could come form IS or other source

Employee Standard (em_std)

Employee Standard (emstd)

Existing ARCHIBUS Field

From HRIS trigger – must populate EMSTD table – see below

Employee Status (status)

 

Existing ARCHIBUS Field

From HRIS trigger – carries Active, termed, or other status

Network User Name (net_user_name)

 

Existing ARCHIBUS Field

From HRIS trigger – may be the same as employee number

Building Code (bl_id)

Building (bl)

Existing ARCHIBUS Field

From the AutoCAD drawing and pushed to the “Location” information in HRIS

Floor Code (fl_id)

Floors (fl)

Existing ARCHIBUS Field

From the AutoCAD drawing

Room Code (rm_id)

Rooms (rm)

Existing ARCHIBUS Field

From the AutoCAD drawing

Division Code (dv_id)

Division (dv)

Existing ARCHIBUS Field

May be default code of 100

Department Code (dp_id)

Department (dp)

Existing ARCHIBUS Field

From HRIS trigger – from Cost Center

ManagerName

 

Proposed Field

From HRIS trigger

ManagerID

 

Proposed Field

From HRIS trigger

Workstation

 

Proposed Field

From HRIS trigger

Title

 

Proposed Field

From HRIS trigger

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.

em_std

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 CAFM 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 CAFM system upon review and signoff of these recommended standards.

APPENDIX A: COUNTRIES

AF

Afghanistan

AL

Albania

DZ

Algeria

AS

American Samoa

AD

Andorra

AO

Angola

AI

Anguilla

AQ

Antarctica

AG

Antigua and Barbuda

AR

Argentina

AM

Armenia

AW

Aruba

AU

Australia

AT

Austria

AZ

Azerbaijan

BS

Bahamas

BH

Bahrain

BD

Bangladesh

BB

Barbados

BY

Belarus

BE

Belgium

BZ

Belize

BJ

Benin

BM

Bermuda

BT

Bhutan

BO

Bolivia

BA

Bosnia and Herzegovina

BW

Botswana

BV

Bouvet Island

BR

Brazil

IO

British Indian Ocean Territory

BN

Brunei Darussalam

BG

Bulgaria

BF

Burkina Faso

BI

Burundi

KH

Cambodia

CM

Cameroon

CA

Canada

CV

Cape Verde

KY

Cayman Islands

CF

Central African Republic

TD

Chad

CL

Chile

CN

China

CX

Christmas Island

CC

Cocos (Keeling Islands)

CO

Colombia

KM

Comoros

CG

Congo

CK

Cook Islands

CR

Costa Rica

CI

Cote D’Ivoire (Ivory Coast)

HR

Croatia (Hrvatska

CU

Cuba

CY

Cyprus

CZ

Czech Republic

DK

Denmark

DJ

Djibouti

DM

Dominica

DO

Dominican Republic

TP

East Timor

EC

Ecuador

EG

Egypt

SV

El Salvador

GQ

Equatorial Guinea

ER

Eritrea

EE

Estonia

ET

Ethiopia

FK

Falkland Islands (Malvinas)

FO

Faroe Islands

FJ

Fiji

FI

Finland

FR

France

FX

France Metropolitan

GF

French Guiana

PF

French Polynesia

TF

French Southern Territories

GA

Gabon

GM

Gambia

GE

Georgia

DE

Germany

GH

Ghana

GI

Gibraltar

GR

Greece

GL

Greenland

GD

Grenada

GP

Guadeloupe

GU

Guam

GT

Guatemala

GN

Guinea

GW

Guinea-Bissau

GY

Guyana

HT

Haiti

HM

Heard and McDonald Islands

HN

Honduras

HK

Hong Kong

HU

Hungary

IS

Iceland

IN

India

ID

Indonesia

IR

Iran

IQ

Iraq

IE

Ireland

IL

Israel

IT

Italy

JM

Jamaica

JP

Japan

JO

Jordan

KZ

Kazakhstan

KE

Kenya

KI

Kiribati

KP

Korea(North)

KR

Korea(South)

KW

Kuwait

KG

Kyrgyzstan

LA

Laos

LV

Latvia

LB

Lebanon

LS

Lesotho

LR

Liberia

LY

Libya

LI

Liechtenstein

LT

Lithuania

LU

Luxembourg

MO

Macau

MK

Macedonia

MG

Madagascar

MW

Malawi

MY

Malaysia

MV

Maldives

ML

Mali

MT

Malta

MH

Marshall Islands

MQ

Martinique

MR

Mauritania

MU

Mauritius

YT

Mayotte

MX

Mexico

FM

Micronesia

MD

Moldova

MC

Monaco

MN

Mongolia

MS

Montserrat

MA

Morocco

MZ

Mozambique

MM

Myanmar

NA

Namibia

NR

Nauru

NP

Nepal

NL

Netherlands

AN

Netherlands Antilles

NC

New Caledonia

NZ

New Zealand

NI

Nicaragua

NE

Niger

NG

Nigeria

NU

Niue

NF

Norfolk Island

MP

Northern Mariana Islands

NO

Norway

OM

Oman

PK

Pakistan

PW

Palau

PA

Panama

PG

Papua New Guinea

PY

Paraguay

PE

Peru

PH

Philippines

PN

Pitcairn

PL

Poland

PT

Portugal

PR

Puerto Rico

QA

Qatar

RE

Reunion

RO

Romania

RU

Russian Federation

RW

Rwanda

KN

Saint Kitts and Nevis

LC

Saint Lucia

VC

Saint Vincent and The Grenadines

WS

Samoa

SM

San Marino

ST

Sao Tome and Principe

SA

Saudi Arabia

SN

Senegal

SC

Seychelles

SL

Sierra Leone

SG

Singapore

SK

Slovak Republic

SI

Slovenia

SB

Solomon Islands

SO

Somalia

ZA

South Africa

GS

S. Georgia and S. Sandwich Isles.

ES

Spain

LK

Sri Lanka

SH

St. Helena

PM

St. Pierre and Miquelon

SD

Sudan

SR

Suriname

SJ

Svalbard and Jan Mayen Islands

SZ

Swaziland

SE

Sweden

CH

Switzerland

SY

Syria

TW

Taiwan

TJ

Tajikistan

TZ

Tanzania

TH

Thailand

TG

Togo

TK

Tokelau

TO

Tonga

TT

Trinidad and Tobago

TN

Tunisia

TR

Turkey

TM

Turkmenistan

TC

Turks and Caicos Islands

TV

Tuvalu

UG

Uganda

UA

Ukraine

AE

United Arab Emirates

UK

United Kingdom

US

United States

UM

US Minor Outlying Islands

UY

Uruguay

UZ

Uzbekistan

VU

Vanuatu

VA

Vatican

VE

Venezuela

VN

Viet Nam

VG

Virgin Islands (British)

VI

Virgin Islands (US)

WF

Wallis and Futuna Islands

EH

Western Sahara

YE

Yemen

YU

Yugoslavia

ZR

Zaire

ZM

Zambia

ZW

Zimbabwe

APPENDIX B: REGIONS

Country Code

Region Code

Name

US

USFIELD

US Field Offices

US

HQ

Headquarters

CN

INTL

International

HK

INTL

International

APPENDIX C: STATES

State Code

Name

Country Code

CA

California

US

BC

British Columbia

CN

CO

Colorado

US

01

 

DE

IL

Illinois

US

MA

Massachusetts

US

MD

Maryland

US

MI

Michigan

US

MN

Minnesota

US

NH

New Hampshire

US

NJ

New Jersey

US

TX

Texas

US

APPENDIX D: CITIES

State Code

City Code

Name

Country Code

CA

San Francisco

San Francisco

US

14

Victoria

Victoria

AU

15

Brussels

Brussels

BE

16

Waterloo

Waterloo

BE

17

Sao Paulo

Sao Paulo

BR

CA

Dublin

Dublin

US

CA

Los Angeles

Los Angeles

US

CA

Laguna Hills

Laguna Hills

US

CA

Mountain View

Mountain View

US

CA

Redwood City

Redwood City

US

CA

Rorschach

Rorschach

US

BC

Vancouver

Vancouver

CN

CO

Englewood

Englewood

US

01

Frankfurt

Frankfurt

DE

02

Neustadt

Neustadt

DE

03

Paris

Paris

FR

04

Hong Kong

Hong Kong

HK

IL

Chicago

Chicago

US

IL

Lisle

Lisle

US

05

Tokyo

Tokyo

JP

06

Seoul

Seoul

KR

MA

Newton

Newton

US

MD

Columbia

Columbia

US

MI

Southfield

Southfield

US

MN

Minneapolis

Minneapolis

US

MN

White Bear Lake

White Bear Lake

US

NH

Nashua

Nashua

US

NJ

Hackensack

Hackensack

US

07

Amsterdam

Amsterdam

NL

08

Stockholm

Stockholm

SE

09

Singapore

Singapore

SG

TX

Richardson

Richardson

US

10

Bracknell

Bracknell

UK

11

Chertsey

Chertsey

UK

12

London

London

UK

APPENDIX E: SITES

Site Code

Name

Region Code

West

West

USFIELD

East

East

USFIELD

HQ

Headquarters

HQ

EMEA

Europe, Middle East, and Asia

INTL

SA

South America

INTL

CAN

Canada

INTL

CLOSED

Closed

 

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