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IWMS Background Data | RSC Knowledge Base
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IWMS Background Data

IWMS Space Background Recommendations

Prepared for: [CLIENT NAME]

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 [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 View

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)

Country Transfer View

Country Transfer Sample Data

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)

Region Transfer View

Region Transfer Sample Data

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)

State Transfer View

State Transfer Sample Data

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)

City Transfer View

City Transfer Sample Data

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.

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).

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

001N

Conference Room

US-MV-43

03

S101E

Stairs

US-MV-41

01

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 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

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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