View Space Optimization metrics

Release version: Xanadu

Updated August 1, 2024

4 minutes to read

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Summary of View Space Optimization metrics

The Space Optimization dashboard within Workplace Analytics helps ServiceNow customers analyze space capacity and utilization trends to optimize workspace usage effectively. It provides insights into how workspaces are allocated, reserved, and utilized, supporting better space management decisions.

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Prerequisites

Workplace Central application must be installed.
Workplace Space Management (snwsdspcmgmt) application must be installed.
Valid ServiceNow entitlements for Workplace Central, Workplace Space Management, and related store applications are required.
The scheduled job Workplace Analytics Space Management report data generation should be run before first accessing the dashboard to generate capacity and utilization data.

Accessing the Dashboard

Users need one of the following roles to access the dashboard: snwsdspcmgmt.spaceplanner, snwsdspcmgmt.manager, snwsdrsv.manager, or snwsdcore.workplacemanager.

The dashboard can be accessed via these navigation paths:

All > Workplace Central > Workplace Central
Workspaces > Workplace Central Reports

Dashboard Features and Metrics

Date Range and Filters: Default reports show data for the past year, adjustable by filters such as Date, Region, Site, Campus, Allocation, and Workplace entity.
Allocation Type: Enables specifying allocation types based on space utilization, considering only active allocations within the selected timeframe.
Capacity Calculation: Total capacity is the number of hours an active space is available for reservation, based on defined start and end times of the working day.
Utilization Calculation: For permanent seat allocations, utilization is based on reservation times within office hours. For non-permanent seats, it considers total reservation time capped by office hours.
Capacity vs Utilization Report: Displays available space versus occupancy, providing insights to optimize space assignments and improve resource utilization.
Peak Utilization Days: Shows average space utilization by day of the week, helping prioritize resource allocation according to demand.
Space Utilization by Workplace Entity: Compares average capacity and utilization for different workplace entities, aiding targeted space optimization.
Space Type Utilization: Displays average capacity and utilization by space type, allowing adjustments to space types to maximize efficiency.

Customization and Maintenance

Widgets on the dashboard can be customized using the UI Builder to display metrics relevant to your organization’s needs.
Administrators should regularly run the scheduled job Workplace Analytics Space Management report data generation to keep capacity and utilization data current.

Practical Benefits for ServiceNow Customers

Gain clear visibility into workspace availability and usage trends over time.
Make informed decisions to reconfigure space assignments, improving utilization and reducing waste.
Identify peak demand periods to allocate resources efficiently.
Manage space allocations by workplace entity and space type to align with organizational needs.
Customize reporting views to focus on key metrics important for your space management strategy.

Use the Space Optimization dashboard Workplace Analytics to analyze space capacity and utilization trends to achieve optimal use of workspaces.

Prerequisites for accessing the Space Optimization dashboard

Ensure that the Workplace Central application is installed. For more information, see Install Workplace Central
Ensure that the Workplace Space Management (sn_wsd_spcmgmt) application is installed. For more information, see Install Workplace Space Management.
Ensure that the Workplace Central and Workplace Space Management applications and all of their associated store applications have valid ServiceNow entitlements. For more information, see Get entitlement for a ServiceNow product or application.
Run the scheduled job Workplace Analytics Space Management report data generation before viewing the Space Optimization dashboard for the first time. For more information, see Run the scheduled job for the Space Optimization dashboard.

Accessing the dashboard

To access the Space Optimization dashboard, you must have any of the following roles: sn_wsd_spcmgmt.space_planner, sn_wsd_spcmgmt.manager, sn_wsd_rsv.manager, or sn_wsd_core.workplace_manager.

Access the dashboard using one of the following navigation paths:

All > Workplace Central > Workplace Central.
Workspaces > Workplace Central

Reports

The following default reports show data for the past year only. You can adjust the data range by using the available filters for Date, Region, Site, Campus, Allocation, Workplace entity.

Allocation type [sn_wsd_core.ALLOCATION_TYPE] enables you to specify an allocation type based on space utilization. Only allocations that are active in the selected time frame are considered for the reports. For more information, see Allocate a cost center, department, or workplace entity.

Filter data by Allocation type on the Space Optimization dashboard.

For more information, see Allocation - types, setting, and impact.

The Space Optimization dashboard also enables you to visualize data based on the Entity type. Manage space allocations based on the workplace entity to ensure proper space utilization.

Space optimization dashboard showing headcount trends.

For more information, see Map designated workspaces to user profiles.

Capacity is calculated based on the following criteria:

Total capacity is the total number of hours an active space is available for reservation.
Capacity is calculated using the reservation properties Start time of the working day and End time of the working day.

Utilization is calculated using the following criteria:

For employees with permanent seat allocation, space utilization is calculated using the reservation properties Start time of the working day [sn_wsd_rsv.day_start] and End time of the working day [sn_wsd_rsv.day_end].
For employees that don’t have a permanent seat allocation, space utilization is calculated from the total reservation time in day's work shift hours. The work shift or office hours is calculated from the Start time of the working day [sn_wsd_rsv.day_start] and End time of the working day [sn_wsd_rsv.day_end].
For example, if the office work hours are 9 hours and a meeting room is reserved for 11 hours, the total utilization in this case is 9 hours. The Start time of the working day [sn_wsd_rsv.day_start] and End time of the working day [sn_wsd_rsv.day_end] properties are used while calculating office hours. The unallocated hours in a day for a reserved space aren’t considered while calculating the total reservation time duration for a day or a multi-day reservation. The reservation property for office hours is set in ( > All > Workplace Reservation Management > Properties.

Capacity vs utilization

This report facet displays the available space resources versus its occupancy.

Benefits:

Select the more options icon () to refresh the report.
Insight into the space availability versus the occupancy trend.
Enables you to reconfigure your space assignments and space optimization to achieve optimal resource utilization.
A desk can be shared by multiple workplace entities.
For example, a seat or desk is shared by user A and user B. If user A reserves the seat, the application checks the workplace entity of User A and calculates the space utilization and capacity ratio.
Select a report facet or card and double-click to see the details.

Peak utilization days

This report displays the average utilization for days of the week.

Benefits:

Select the more options icon () to refresh the report.
Insight into the space utilization for the days of the week.
Enables you to prioritize resources according to the demand.
Select a report facet and double-click to see the details.

Calculation:

Average utilization = [Total utilization in hours for a weekday/Number of spaces available for the week day]

Space utilization by workplace entity

This report facet displays the average capacity and average utilization based on the workplace entity.

Space utilization by workplace entity metrics.

Benefits:

Select the more options icon () to refresh the report.
Select the Allocation tab in the Filter by options and allocate by different workplace entity.
Select Entity type in the Filter by options and select a workplace entity to view the space utilization metrics for a selected entity.
Compare the set of data for average capacity and average utilization for a workplace entity.
Select a report facet and double-click to see the details.

Calculation:

Average capacity by workplace entity = [Total capacity in hours for a workplace entity/Number of spaces available for a workplace entity]

Space type utilization

This report facet displays the average capacity and average utilization for a space type.

Benefits:

Select the more options icon () to refresh the report.
Compare data for average capacity and average utilization for a space type.
Add or remove space types to achieve the optimal space optimization.

Calculation:

Average capacity by space type = [Total capacity in hours for a space type based on the office hours/Number of spaces available for a workplace entity]

Customizing widgets

You can customize the widgets to display relevant metrics by using the UI Builder. For more information, see UI Builder tutorial.