Managing workplace locations

Release version: Xanadu

Updated August 1, 2024

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Summary of Managing workplace locations

The Workplace Space Management application enhances the core workplace space administration by enabling detailed configuration and management of workplace location records such as buildings, floors, areas, and spaces. It provides specialized features beyond those available in Workplace Core, allowing ServiceNow customers to efficiently plan, allocate, and track workplace spaces within their organization.

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Key Features

Measurement Details: Specify and manage size metrics (total and usable) for locations to assist with infrastructure planning and maintenance.
Allocation Management: Assign cost centers, departments, or workplace entities to locations, with options to push down allocations to child locations and track progress.
Space Usability: Define whether spaces are usable for reservation and included in usable size calculations, helping control workplace resource availability.
Flexible vs. Permanent Spaces: Configure workspace or desk spaces as flexible (reservable) or permanent (non-reservable) to support different booking policies.
Anomaly Detection: Identify mismatches in workplace profile allocations to maintain accurate space assignments.
Hierarchical Location Management: Create and manage campuses, buildings, floors, areas, rooms, and spaces, specifying attributes like size, region, site, and time zone.
Status Management: Set workplace location status (Active, Future, Temporary, Retired) to control availability for workplace activities.
BOMA Classification: Define BOMA types and map them to space types for standardized space categorization.
Space Recommender and Assistance: Use recommender rules and the Workplace Service Portal to generate and select optimal space allocation plans based on department and space requirements.
View Configuration and Change Tracking: Create custom filters for scenario planners and review allocation changes to support space planning scenarios.

Key Outcomes

By utilizing Workplace Space Management, ServiceNow customers can:

Accurately record and manage workplace locations with detailed measurement and allocation data to optimize space utilization and planning.
Control space availability and reservation capabilities by defining usability and flexibility status of workspaces and desks.
Streamline workplace resource tracking by associating locations with cost centers or departments and managing these assignments consistently across hierarchical location structures.
Ensure compliance with space standards using BOMA classifications and leverage automated space recommendation tools to improve workspace allocation efficiency.
Effectively manage workplace location lifecycle and visibility through status settings and monitor allocation changes for better decision-making.

Apart from the space administration features provided by Workplace Core, the Workplace Space Management application enables you to configure exclusive space-related settings.

To create workplace location records for buildings, floors, areas, and spaces you can use Workplace Core or Workplace Space Management. To add a workplace records using Workplace Core, see Create records for your workplace data.

Workplace Space Management provides more options for workplace-related functionality to the workplace location records. You can use the Workplace Space Management application to view the workplace location forms in the Space Management view.

The following features are available in the Space Management view on the workplace location form:

Measurement details

Specify the measurement details of the workplace location such as the location size and the unit of measurement. For buildings, floors, and areas, you can also specify the total size and the usable size to plan infrastructure and other maintenance activities. For more information, see Compute CAD file properties to extract space or room surface area.

Allocation

Allocate or assign a cost center, department, or a workplace entity to workplace locations to track locations and perform workplace-related activities.

Push down the allocation to child locations

Automatically assign the allocation type of the parent location to the child locations. Specify how you want to implement the push down functionality in the Push down field. You can track the progress of the push down process in the Push down state field.

The push down functionality depends on the following conditions:

If the child location has an existing allocation, the child location's allocation is either replaced or not replaced based on the Push down option specified in the parent location.
The accessibility of the spaces assigned with an allocation depends on whether the user workplace profile configuration and the Space type configuration match. For more information, see Allocation - types, setting, and impact.

Space usability

Specify whether a space type is usable. If a space type is usable, the spaces assigned to that space type are included in reservation-related activities and the usable size calculation of the parent location. If a space type isn’t set as usable, then the spaces assigned to that type aren’t included in reservation-related activities or the usable size calculation of the parent location.

Flexible or permanent spaces

Configure a space as a flexible or a permanent space. This feature is applicable only to spaces of the space type Workspace/desk. If you configure a space as flexible, then the space is available for reservation on the Reservation portal. If you configure a space as permanent, then the spaces ares not available for reservation on the Reservation portal.

View anomalies caused in a workplace profile

You can view the reason for anomalies in a workplace profile. Anomalies in workplace profiles are caused by a mismatch in the cost center, department, or assignment type between the user and the workplace location. For more information, see Workplace location assignment anomaly types.