Adding employees to a space inventory enables you to produce occupancy plans, employee headcounts, and inventories of employees by site and building. This information is vital for locating vacant offices that can be used by contract workers or new employees and for visually understanding how employees and departments are situated on the floor.
An accurate personnel inventory also helps space managers to maximize space efficiency and plan for future growth or reduction by answering such questions as: Are our offices used to capacity? How many vacant offices do we have? Should we consider consolidating this space? What is the average are per occupancy? Is this in line with our standards? Does this employee have a satellite location?
Space and department managers have access to reports that show changes to employee occupancy, such as room changes and vacancy rates, over time.
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Personnel Inventory & Occupancy |
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Location |
Space Planning & Management domain Personnel Inventory & Occupancy application Some tasks for managing personnel and occupancy are also available from the ARCHIBUS Quick-Start navigation page. |
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Business Result |
Space use by departments based on employee occupancy. Occupiable space and available vacant space. Time-based trends in occupancy and vacancy. Visualization of over--utilized and under-utilized space |
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Used By |
Department Managers Space Managers Facility Managers Service Desk Managers Occasional users (clients) requesting individual moves. |
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Reasons for Automating |
To provide central repository of employee data that can be accessed by key stakeholders over a corporate Intranet or network for high-level planning. To tie Human Resources data to FM data. To provide industry-accepted methods for employee space usage, including the Average Area per Occupant report. To track an employee's primary and satellite location. To automatically coordinate moves, rooms, and calendar time scheduling. To track employee room changes and vacancy rates over time. |
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Prerequisite Applications |
A room inventory developed with the Space Inventory & Performance application |
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Results/Reports
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Employee Lists Employees by Division, Department, and Standard Employee Location reports Employee Average Area reports Employee Department Analysis reports Room Vacancy and Availability reports Occupancy Plans Highlight Occupiable Vacant Rooms Location Metrics Space Planning Console Allocation, Trend, and Benchmark reports |
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Applications Using the Results of this Application |
Several other ARCHIBUS applications use employee lists and occupancy plans, including Service Desk, On Demand Work, and Reservations. |
The following users typically work with
a personnel inventory.
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User |
Tasks |
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Space Manager |
Locate vacant offices when planning for future space needs. |
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Department Manager |
Locate employee offices on floor plan drawings. Maintain employee data. Assess how employee locations change over time. |
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Facility Manager |
Enter basic employee data, or import it from a Human Resources database. |
| Service Desk Manager | Configure processes (also known as Service Level Agreements or SLAs) that manage the workflow for space-related requests. |
| General User (Client) | Use self-service tasks to request a move. |