Create a scenario with a building. Add, update or remove space allocations before publishing and deploying a
scenario. Manage and update your scenarios using the Stack plan and Floor map component tabs.
Before you begin
Ensure that the following plugins are installed:
For map-based administration using floor maps, make sure that you have installed Indoor Mapping.
Workplace Core
Workplace Central
Workplace Service Delivery Components
Workplace Case Management
Workplace Space Management
Important:
You can view spaces based on their
workplace entities only for a building. You cannot create or view a scenario based on
workplace entities.
Role required: sn_wsd_spcmgmt.space_planner, sn_wsd_spcmgmt.scenario_reader (read-only;
to view a scenario)
Procedure
Navigate to one of the following locations:
All > Workplace Central > Workplace Central.
All > Scenario Planning > My Scenario Plans
You can also open Workplace Central from the Employee Center directly. Navigate to Workspaces > Workplace Central.
The Workplace Analytics dashboard opens.
Select the Space Optimization icon ().
The Space optimization dashboard opens.
Create a scenario by selecting Create a scenario from either of the following options.
The All scenarios page is displayed with list of scenarios. The saved scenario moves to the Processing state. A scenario in this state cannot be opened. The newly created scenario takes
sometime to process and updates to the Draft state. You can only open and view a scenario when it moves to the
Draft state.
Select and open the scenario when it moves to the Draft state.
By default, the scenario opens in the Stack plan tab.
The Stack plan opens in the scenario mode. In the scenario mode, you can edit and make changes and plan your space and user allocations for a scenario.
The stack plan displays all the floors of the selected
building vertically (Y-axis) and the capacity of the floor horizontally (X-axis). Each bar displays the department, cost center, or neighborhood name and the number of spaces assigned to an allocation type in a
floor.
The Space Details panel shows the Edit option and View options for a selected building, floor or bar.
Select the View Options:
Edit Scenario: You can only edit a scenario using this option. This option is available only when you select a scenario from the Space Optimization page. It is not available when you select a
building from the Space Optimization page.
View Scenario: View scenario details (unassigned spaces, allocated spaces, and user assignment details) for a selected building, floor, or bar.
Select Edit Scenario.
Note:
If the group by option is Workplace Entity, you can select spaces from a parent entity or from the unallocated spaces while resizing or moving a bar.
Table 1. Edit Scenario
Field
Description
Group by
Option to allocate spaces based on the allocation type (Department, Cost-center, workplace entity, and Neighborhood). Group by option is based on the system property Allocation type
[sn_wsd_core.ALLOCATION_TYPE].
For example, if you select Neighborhood in the Group by option while creating a scenario, then
neighborhoods are available for you to edit in the Stack plan tab.
If you select Workplace Entity as the group by option, the bars of the stack plan are displayed based on the lowest node in the hierarchy. For example, if the hierarchy for spaces
is Corporate\Europe\Information Technology\IT Support, the bars are displayed for IT Support.
You can view the hierarchy by selecting the tree icon () on the Workplace entity card.
Note:
If Neighborhood is selected as
the group by option, only assignments that have the Neighborhood
assignment type are applicable. For any other group by option,
assignments that have the Location assignment type are
applicable.
Creating or viewing a scenario based on workplace entities is supported from Workplace Space Management version 1.15.0. Workplace Entity is not supported for scenarios created in earlier versions.
Option to select a Floor from the list. For example, Floor 2 to estimate the space count, capacity ratio, and total capacity for a floor in a scenario.
Assignment
Option to view the assignment ratio, number of users, assigned users, and unassigned users.
Assignment details are only displayed when you select a bar on a floor in the Stack plan. If you select the
entire floor, the assignment details are not displayed.
Space Count
Option to increase or decrease space allocations.
Change and update the space count when required and select Apply.
Space assignment is done on proximity basis. When you assign or allocate spaces in a scenario, application allocates spaces based on the proximity calculation or calculates the centroid for that neighborhood
and assigns spaces to users near to a centroid (group, department, or cost center). When you remove spaces, the spaces further from the centroid are removed.
Note:
From Workplace Space Management version 1.15.0, the Space Count option is available after selecting the Resize button.
Assign to
Select a bar on the Stack plan to see unallocated and allocated spaces available for a scenario.
Select a building, floor, or the clipboard option from the list and move users from one floor to another or temporarily keep users on the clipboard. Then select Apply.
After you deploy or publish the scenario, a move case task is initiated for the users with new space allocations. You can view the case task details in the Space Deployment plan
tab.
\
Note:
From Workplace Space Management version 1.15.0, the Assign to options are available after selecting the Move button.
Space allocation
Type of spaces that must be allocated to the selected bar. This option is available after selecting the Move button.
This field is applicable if the group by option is Workplace
Entity. If the parent entity has spaces on the target floor, you can select spaces from the parent entity while moving the bar. You can also select unallocated spaces.
Allocate added spaces from
Allocate remaining space to
Option to select where the additional spaces are either taken from or given to. This field appears if you select the Resize button and change the space count.
This field is
applicable if the group by option is Workplace Entity.
If you increase the number of spaces, you can add the spaces from a parent entity or from unallocated spaces.
If you decrease the number of
spaces, you can allocate the remaining spaces to a parent entity or mark them as unallocated.
Resize
Option to change the number of spaces for the selected bar. Selecting this option displays the Space Count field.
Important:
If you resize a bar, ensure that you save the scenario before resizing or moving the same bar.
Move
Option to move the bar to a different floor or building. Selecting this option displays the Assign to options.
Important:
If you move a bar, ensure that you save the scenario before resizing the same bar.
To view a scenario, select View scenario.
Select a floor, building or a space to see the allocation and allocation details. Based on your selection, the KPIs for a space, floor, or building is shown.
Table 2. View scenario
Field
Description
View Scenario
You can select any of the following view by options for the scenario.
Assignment type
Cost center
Department
Neighborhood
Occupancy status
Space function
Space status
Space type
Workplace Entity
You can also select the Workplace Entity that you want to use for the scenario. The default view displays workplace entities of all
levels.
If Neighborhood is selected as
the view by option, only assignments that have the Neighborhood
assignment type are applicable. For any other view by option, assignments
that have the Location assignment type are applicable.
Assignment
Assignment details are only displayed when you select a bar on the stack plan. If you select the entire floor, the assignment details are not displayed. You can view the following details in the Assignment
section:
Profiles assigned. Number of workplace profiles that are assigned to the neighborhood scenario.
Assignment ratio of users to spaces
Unassigned spaces available in a neighborhood.
Building
Option to select and view building name and KPIs for building space count, capacity ratio, and total capacity.
Floor
Option to select and view Floor name and KPIs for floor space count, capacity ratio, and total capacity
Space
Option to select and view the Floor name and KPIs for space count, capacity ratio, and total capacity
Plan for allocation and assignment changes in a scenario.
Update assignment and allocation changes in Stack plan or Floor map for a selected building, floor, or space. Implement any of the following actions:
Action
Description
View the details of a floor
On the Floor map tab, select a Building and a Floor from the list.
Select a bar or space on the floor map to view the space allocation details.
Select the More info icon (Figure 1. More info icon) next to each field to view the description.
View the spaces in different categorization
On the Floor map tab, select a Building and a Floor from the list.
In the View scenario panel, select Department, Neighborhood, Cost center, Space type, Assignment
type, Space status.
View the KPIs for a floor in terms of total number of spaces, ratio of total capacity to space count, number of users that can be assigned to the spaces and so on.
View Assignment KPIs in terms of profiles assigned to a floor, assignment ratio, and unassigned spaces.
Total allocations for a Department, cost center, workplace entity, or neighborhood.
Move a department/cost center or workplace entity to another floor
Select the department/cost center bar and do any one of the following actions:
Drag the bar and drop it at the floor where you want to move.
For Workplace Entities, you can select unallocated spaces or parent spaces and allocate them to the entity.
On the right panel, under the Department/Cost center section, do the following:
In the Assign to fields, select the building and floor where you want to move the bar.
From Workplace Space Management version 1.15.0, the Assign to options are available after selecting the Move button.
For workplace entities, select unallocated spaces or parent spaces from the Space allocation list.
Select Apply.
The bar is moved to the selected building and floor.
Note:
A bar movement is successful only if the floor where you moved the bar has same or higher number of unallocated spaces. For example, if the bar has 25 spaces in it and the floor where you want to move the bar
has 24 unallocated spaces, then the movement can’t be made.
Increase/decrease the number of spaces of a department/cost center or workplace entity
In the Space count field, enter the number of spaces that you want to have for a department/cost center.
For example, if you want to decrease the spaces, that is, if you want to reduce
the current bar count, 50, by 10 spaces, then enter the value as 50-10=40 spaces.
Select Apply.
From Workplace Space Management version 1.15.0, the Space Count option is available after selecting the Resize button.
Move a department/cost center or workplace entity to a temporary space
Select the bar that you want to move.
Drag to the Clipboard on top of the stack plan.
The bar is placed in the clipboard temporarily until you finalize a floor.
Zoom on the plan
Use the Zoom in or zoom out options located on the plan.
Merge a department/cost center located on different floors to a single floor.
Check if there are any unallocated spaces on the floor to add extra spaces.
If necessary, adjust the existing department/cost center of a floor to accommodate another department/cost center by doing any of the
above options.
After finalizing, merge the bar.
Select the Floor map tab to view stack plan changes on a floor map.
The floor map view enables you to view the space allocation of a department/cost center and the user assignments that you made in the stack plan view on a floor map clearly.
Warning:
Ensure that you have configured Indoor Mapping as your map provider to view maps. For more information, see Customize the map properties.
Select Save to update changes you made in the Stack plan.
Select the Floor map tab to update allocation and assignment changes using the floor map.
The floor map for a selected department, cost center, neighborhood, or workplace entity is displayed. Implement any of the following actions on the floor map.
Action
Description
Zoom in the map
Use the zoom options () on the map.
View the map of a different floor and building
Select a building and floor from the Building and Floor list options.
View the details of a space
Select the space on the map. You can select one or more spaces on the map.
To select a space, do any one of the following:
Select a space and use the Shift key on your keyboard to make more selections.
Press the Shift key on the keyboard and draw a circle around the spaces that you want to view.
The spaces are selected. The details of the selected spaces are displayed on the right panel under the Space details section. Details such as space count, capacity ratio, total capacity, assignment-related details,
and department-related color legends are displayed.
If Neighborhood is selected as
the view by option, only assignments that have the Neighborhood
assignment type are applicable. For any other view by option, assignments
that have the Location assignment type are applicable.
Change, remove, or add an allocation to a space.
Select one or more spaces that you want to change, remove, or add.
On the right panel, select Edit spaces.
From the drop-down, select Allocation.
In the Allocation field, select any one of the following options:
Change allocation: Select this option to change the allocation.
Add allocation: Select this option to add an allocation.
Remove allocation: Select this option to remove allocation.
In the Allocation type field, select the allocation that you want to make.
Note:
This field appears only if you select either Change allocation or Add allocation. The name of the field depends on the selection that you made in the
Group by field while creating the scenario.
Select Apply.
The allocations are changed.
Note:
For Workplace Entities, if you add a parent and child entity as allocations, only the child entity is displayed on the map legend.
Change the assignment of a space, such as permanent to flexible or, remove the assignment.
Select the spaces for which you want to change the assignment.
On the Edit scenario panel, select Actions.
From the drop-down, select Assignment type.
In the Assignment type field, select the type of assignment that you want to make.
Select Apply.
The assignment type is changed.
Note:
If Neighborhood is selected as
the group by option, only assignments that have the Neighborhood
assignment type are applicable. For any other group by option,
assignments that have the Location assignment type are
applicable.
Assign a user to a space.
Select the space.
Note:
You can select only a single space to assign a user.
On the Edit scenario panel, select Actions.
From the drop-down, select User assignment.
In the User assignment field, select the user that you want to assign.
You can also select multiple users.
Select Apply.
Remove a user assigned to a space.
Select a space.
Note:
You can select only a single space to remove a user.
On the Edit scenario panel, scroll down to the Assignment section.
A list of users who are assigned to the space are displayed.
Remove a user by selecting the remove assignment icon ().
The user is removed.
Note:
If Neighborhood is selected as
the group by option, only assignments that have the Neighborhood
assignment type are applicable. For any other group by option,
assignments that have the Location assignment type are
applicable.
Adjust the display of user assignment and assignment type on the map.
On the right panel, select the Map settings icon ().
Based on what changes you want to make, enable, or disable any of the following options:
Assigned to: Option to display the number of users assigned to a space.
Assignment type: Option to display the type of assignment, that is, flexible or permanent.
Note:
If Neighborhood is selected as
the group by option, only assignments that have the Neighborhood
assignment type are applicable. For any other group by option,
assignments that have the Location assignment type are
applicable.
Change the opacity of colored spaces
You can change the opacity of the spaces that are colored based on the group by or view by options. Changing the opacity is helpful if some elements on the map are hidden due to the color.
On the right panel, select the Map settings icon ().
In the Opacity field, enter the percentage value that you want for the highlighted spaces.
Select Apply.
The specified opacity value is set for the colored spaces.
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Note:
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