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Space Planning & Management / Space Inventory & Performance / Group Inventory

Define Groups

Typically, the ARCHIBUS system creates records in the Groups table when a CAD specialist creates draws group areas (asset symbols) on a floor plan drawing using the Windows CAD environment. These group asset symbols can represent departmental areas or common areas . Use this task to further edit or review the generated records.

Note: The Define Groups task provides an Add New button for entering a new Group record. However, most sites typically develop group area asset symbols in CAD, which will create Group records. Most users will not find it necessary to add Group records using this task's Add New button.

1. In the Process Navigator, choose the Space Inventory & Performance/Group Inventory/Define Groups task.
2. In the left pane, choose the group whose values you want to edit. The system displays it in the right pane.
   
3. In the right pane, complete the following information:

• Group Std. Code -- If you wish to organize your groups by type, choose a standard from the list of existing group standards. For information on developing group standards, see Defining Group Standards.
• Group Number -- Holds a descriptive name of the group, such as such as FINA (finance area A), or ACCT2 (accounting section 2). This value identifies groups to the user, whereas the "Group Code" value is a numeric value assigned by the system to identify the group.
• Building/Floor Code -- The building and floor in which the group is located. Typically, you should not need to edit this information from Web Central. Since the group exists on a floor plan drawing that represents a specific floor within the building, the building and floor assignments should be changed in the CAD environment.
• Div/Dept Code -- If the group represents a specific department, complete these fields by choosing from the list of existing divisions and departments. If the group represents common area, leave these blank.
• Prorate -- If this group is a common area (such as a lobby or kitchen) and you plan to charge departments for the use of this group, set this field to Floor, Building, or Site to indicate if the departments on this floor, in this building, or throughout the site pay for this area. For more information, see the Designating Common Area Groups discussion, below.
• Description -- Enter a description or notes about this group.

4. Click Save in the upper right corner.
5. Additionally, note these fields which you cannot edit:

• Area -- When the CAD specialist depicts the group in a floor plan drawing, the system records the area value in this field.
• Group Code -- The system automatically generates this value when the group is created. Users typically ignore this field and use the descriptive Group Number field to identify groups.

Specifying Groups as Common Area

Typically, the CAD specialist will first outline each departmental area on a floor with a group asset symbol. In addition to departmental areas, a floor often contains areas used by all departments (common areas); the CAD specialist can outline these areas with group asset symbols as well.

When a group area is shared by multiple departments, and you want to bill these departments for their use of this area, you can designate the group area as common area.To do so, do not assign a division and department to the group and set the group's Prorate field  to a value other than NONE. This is the first step in the chargeback process.

You can set a group's Prorate field to one of these values:

• NONE -- If the group represents a specific departmental area, and not a shared area, set the Prorate to NONE. The chargeback routine will charge the group's department for this area. Be sure to assign a division and department to the group if you set this value as the Prorate.
• FLOOR -- By setting a group's Prorate field to FLOOR, you are designating that this area is shared by the departments on the floor. Typical examples of group floor common areas are lounges and reception areas that serve all departments on a floor.
• BUILDING -- By setting a group's Prorate field to BUILDING, you are designating that this area is shared by all the departments within the building. A typical example of group building common area is an auditorium or business center serving all departments in the building.
• SITE -- By setting a group's Prorate field to SITE, you are designating that this area is shared by all departments across the facility site. A mail center serving all departments across the site is an example.