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Quick-Start / Space

Survey your Space with a Mobile Device

Once you work through the Quick-Start methodology to develop your space inventory, you will want to periodically compare this electronic inventory with conditions in the field. A survey will help you find discrepancies between the actual facility and the electronic inventory. For example, you may find that a storage room has been converted to an employee office, a department has claimed a vacant office for its own use, or multiple employees are housed in a large executive office designed for one employee.

With the Space Book mobile app, you can access on your mobile device your floor plan drawings and room information and refer to this information as you visit each room. You can compare what you see in the field to the documented space inventory and note any changes using forms on the mobile device. Then, you can directly update the electronic inventory with the current field conditions.

Procedure

Prerequisite:The facility manager must ensure that the surveyor can access the survey features and update the inventory. With the Quick-Start methodology, the AISTART or AFMSTART user is already set up with these permissions. For more information, see Setting up the Space Book Mobile App: Enable Users.

1. On the mobile device, the auditor u runs the Download Data and Download Plans actions so that they have basic facility data on their mobile device. For information, see Accessing Space Inventory Data on the Mobile Device: Download Space Inventory.
2. On the mobile device, the auditor drills down through sites and buildings and locates the floor for which they want to generate a survey. The floor plan loads, showing room boundaries and room numbers.
   • If they wish, auditors can search for sites, buildings, and floors using the Search pane in the upper left corner of the Sites, Buildings, and Floors screens. If a site map has been included as part of the survey, the field auditor can choose the building from the site map.
3. The auditor taps the Plan Types button in the upper left corner and scrolls through the list to choose Survey.
   
   
4. The auditor taps Survey (the right-most option) and then taps Start Survey.
5. Next, the system adds the survey buttons to the upper right corner of the floor plan.
6. If the auditor wants to assign rooms from other floors to this survey, they load the appropriate floor plan drawing and choose Add to Survey.
   
   

7. The auditor visits each room and observes conditions.
   On the mobile device, the floor plan highlights in orange any rooms that have already been surveyed as part of this survey. For rooms that have not yet been surveyed, the auditor clicks on the room outline and receives a list of the room's attributes, such as department assignment, use, room name, and so on, as shown below.
   
   

8. The auditor can then take the following actions:
   • If the data matches the conditions that the field auditor sees in the room, they tap Complete in the upper right corner. The system returns the auditor to the floor plan so that they can select another room.
   • For any attributes that do not match what the auditor sees in the field, the auditor can make the correction on the mobile device. For example, if a room marked as STORAGE on the device is now housing personnel, the auditor can change the Room Type field to reflect that this is personnel room.
   • If necessary, the auditor can enter comments about a room in the Survey Comments field.
   • If running the Space Book app on a mobile device with camera features, the auditor can capture an image of the room using the Photo button in the top left corner. Once the image is captured, the system prompts the auditor to attach it to the survey. The system then updates the Documents button at the bottom of the from to show that a photo is attached.
     
   
   

9. At any time during the survey, the auditor can run the Sync Survey action to upload to the server their survey changes to date.
10. When the auditor has visited all rooms on this floor, they choose the Close Survey action. The system:
    
    • Updates the database on the server (the official room inventory) with the values from the mobile device.
    • Removes the survey from the auditor's mobile device.

Note: With the Quick-Start methodology, the auditor should be sure to choose the Close Survey button, and not the Complete Survey button. Choosing the Complete Survey button requires that a Web Central user review the survey results and then update the inventory, whereas the Close Survey button immediately updates the electronic inventory with the survey results.