Before you can analyze your personnel inventory and occupancy plan, you must develop basic personnel background data. This includes developing your Employee Standards (optional) and Employees, as well as updating data in other tables based on your employee data.
The Background Data process offers the following tasks for developing your employee inventory data.
A facility manager or space manager can define the organizations in your facility by running the Background Data/Define Organizations task.
You have the option to define Employee Standards, which categorize the employees in your organization. For example, you can define a standard of ACCT-1 to define basic information about this position, such as entitled area, status, and grade. Run the Background Data/Define Employee Standards task.
To develop your employee information, select the Personnel & Occupancy/Develop Background Data/Define Employees.
Determining the number of employees within the various parts of the facility is important for analyzing how the facility is used. This action examines the room assignments of each employee and determines the number of employees in each room, on each floor, and in the overall building so that you can assess occupancy.
The action does the following:
Allocated Room Area = Area (Rooms table) / Employee Headcount (Rooms table)
This information is used in several employee occupancy reports.
Typically, an employee's departmental assignment overrides the departmental assignment of the room in which the employee is housed. For example, if Sally Smith is part of the Facilities-Planning department and occupies room 101, room 101 should be assigned to the Facilities-Planning department. If room 101 is not assigned to this department through its Division Code and Department Code fields, these fields should be updated.
To ensure that a room's division and department assignment reflect the department assignment of the occupying employee, run this task. For each employee, the task copes the employee's Division and Department values to the Division Code and Department Code fields of the room that the employee occupies.
If you wish to update the departmental assignments of only certain rooms, you can specify rooms of a certain category, type, standard, building, or floor with the Select Room Range filter located in the top frame.
In its Standard Employee Headcount field, each room standard defines the number of employees that can occupy rooms of this standard. For example, Office Type A may be designed to house two employees.
Once you assign employees to rooms, you need to determine if a room is occupied according to its capacity as defined by the Standard Employee Headcount field of its assigned room standard.
For each room, this action examines the employee headcount field of the room (as updated by the above Update Employee Headcount action) and examines the Standard Employee Headcount field of the room's room standard. The action then updates the Employee Capacity and Employee Available Capacity for each room. Department managers use this information to determine vacancies and assign employees to rooms.
For information, see Setting Employee Capacity for Rooms in Bulk.