Occupancy Management Services. People. Space. Simple. To learn more call

Transcription

1 Occupancy Management Services People. Space. Simple. To learn more call

2 Gensler Information Solutions 1 Gensler Information Solutions Since our inception in 1994, our mission was to support our clients by consolidating their real estate, space and occupant data so that it was easily accessible and understandable by decision makers. This offering required real estate strategists, architects and planners who deeply understood the information needed to make strategic real estate decisions; but who were also highly skilled in the CAFM applications that were available at the time. Because these applications tended to be difficult to use and maintain especially by a dispersed group of users, in 1997 Gensler Information Solutions grew to consist of system designers, software architects and engineers and the result was 4-1-Where. Information Solutions is an integrated part of Gensler, a global architecture, design, planning and consulting firm 3,500+ professionals in 42 locations worldwide. The 4-1-Where Platform We have over 50 professionals devoted to 4-1-Where, supporting our 45,000 users in all major regions of the globe. 4-1-Where is a web-based space and occupancy management application with all the functionality required to support strategic real estate decision making. Its data is structured around industry best practices and the drawings and related elements are based on BOMA and further configurable to accommodate an organization s unique standards and allocation requirements. Since being released in 2002, 4-1-Where has grown to be a certified SSAE 16 application developed and serviced by over 50 Gensler employees. To learn more, call Gensler 2

3 Occupancy Management 2 Are you prepared to respond to growth, contraction, moves or mergers? An Occupancy Management Approach Occupancy Management is more than just who-sitswhere. It is the process that allows people and space data to co-exist and be kept current. Having access to reliable supply and demand information will make it possible to monitor for today and project for tomorrow, putting real estate groups in a position of promptly and proactively managing the organization s real estate needs. Without an understanding of both people demand and space capacity, it is difficult to manage for today, let alone project for tomorrow. While there is no lack of technology aimed at capturing data around organizational resources, the addition of occupant information may be a secondary effort and is usually seen as simply hooking HR data to the floor plans. While supportive, HR data is typically only a subset of occupant information. Contract workers and those with variable demand also need to be properly accounted for in relation to seat supply. To manage seat assignments, moves, adds, changes and provide wayfinding in a powerful and simple manner, Real Estate and Facilities need a tool that is robust enough to support real estate planning and space management, yet accessible to and usable by the people closest to core data changes as they happen. For many organizations, this is the most difficult aspect of Occupancy Management but our delivery approach makes this possible. Succeeding at Occupancy Management Seasoned with years of experience, we can help you succeed at this approach. We ll do this by providing you 4-1-Where, our application built specifically with Occupancy Management in mind. It is the communication platform required to interact with those generating demand for space. It will provide the insight and metrics you need to manage supply and demand, support planning and developing and monitoring a long term real estate strategy. More importantly, with 4-1-Where you get Gensler. Our Information Solutions team will be there to support 4-1-Where, guide you on the data and as space changes; we ll make sure your drawings stay current. Workplace Seat Supply 4,000 3,500 3,000 2,500 2,000 1,500 1, Total Seat Supply 2,558 2,031 Portfolio Supply & Demand Demand for 8% growth Demand for 5% growth Current Atlanta Boston Charlotte Hartford New York Parsippany Philadelphia 1,094 1,094 1,094 1,094 1,094 1,094 1,094 1,094 Stamford Tampa Washington Total Seat Supply 2,558 2,558 2,558 2,213 1,878 1,749 1,749 1,665 Demand for 0% growth 2,031 2,031 2,031 2,031 2,031 2,031 2,031 2,031 Demand for 5% growth 2,031 2,133 2,239 2,351 2,469 2,592 2,722 2,858 Demand for 8% growth 2,031 2,193 2,369 2,558 2,763 2,984 3,223 3,481 Occupancy Management with 4-1-Where will get you what you need to prepare and track a long range facility plan For a demo, call Gensler 3

4 Delivery Model 3 Delivery Model While on the outside, 4-1-Where tends to be viewed in the realm of software based on its list of features and functions, it is really in a category all its own. On the inside Gensler Information Solutions has the inner workings no different than organizations offering similar technology solutions. But our real interest lies in partnering with our clients and taking the headache of dealing with technology off their shoulders; so they can spend more time understanding their real estate capacity and demand upon it. In our years of experience, the more people with the ability to contribute data, the more accurate it will be. This is why we do not license 4-1-Where, your cost is based strictly on the square footage maintained in the system, allowing you to provide access to whomever you feel would be able to contribute or utilize the information. Department Coordinator Real Estate & Facilities 4-1-Where On-going Maintenance Moves, Adds & Changes Add Occupant Change Location or Businesss Unit Vacate Review Approve Complete Data & Drawings Updated Access updated Seating Chart Access Current Data and Plans Maintain Allocations The true differentiator of 4-1-Where is our Occupancy Management Services. We have the know-how and precision required to maintain standardized floor plans and space type data and our professional staff maintain a comprehensive understanding of the business rules and processes that make your organization unique. With 4-1-Where you not only get a method to communicate with your organization and access to current floor plans, occupant information and key metrics, you gain an experienced, trusted advisor that cares about your success. Don t get slowed down by technology that was built with other functions in mind! Approach 1. We provide the technology tool set and configure it for your needs 2. We load your current drawings and occupant data 3. We train you how to use the tool 4. Those individual s closest to data changes (facility managers, department admins, etc.) maintain the people data through the simple interface* 5. We keep all your drawings current as space changes 6. You make better decisions faster by having ready access to current supply and demand data. *Note: Integration with other systems, such as HR is commonplace and also part of our offering. To learn more, call Gensler 4

5 Benefits 4 Benefits of Occupancy Management Services and 4-1-Where Strategic & Operational Benefits: 1. Inform decision making across a geographically disbursed portfolio with current occupancy, capacity, vacancy and density metrics. 2. Gain a true measure of occupant demand, including mobile workers and contractors. 3. Develop long term real estate strategies in confidence, knowing that supply and demand trends can be checked against the plan. Annual Cost of Vacancy $5,193,648 23% $17,831,224 77% Primary Benefits for Real Estate & Facilities: 1. Keeps MAC requests centralized allowing for easier management of exceptions and request approvals 2. Saves time and money by not having to walk the floors to gather occupant information and re-enter into the software 3. Your CAD responsibilities can stay project focused - Gensler will make sure the system drawings are current 4. Automate space allocations and chargebacks based on actual occupied space or your business rules. Primary Benefits for Planning Teams: Create stacking and blocking scenarios within the system using the current occupancy and space data Primary Benefits for The Business Units: Ability to easily communicate MAC requests to Real Estate & Facilities and in return, gain access to current seating charts that can be used for wayfinding. Primary Benefits for Corporate IT: Annual Cost of Occupied Workplace Annual Cost of Vacant Workplace Understand the impacts when supply and demand are out of balance Doesn t disturb the current IT environment. Maintenance and support is provided by Gensler and systems are hosted in a SSAE 16 certified datacenter. For a demo, call Gensler 5

6 Features Where s Features With 4-1-Where, Gensler is providing a full service offering. We don t deliver a technology system and walk away. We are there on day one and everyday thereafter as a partner who will make sure you have everything you need to properly manage the supply and demand of your real estate. Primary features include: Enterprise-eide directory and business unit mapping Interactive floor plan drawings, colorized by a variety of data sets Move, add, change request process (request and approve functionality set by permissions) Stack planning utility Blocking and seating plan scenario utility Space allocations Chargebacks Graphical and tabular reporting, with source data exportable to a variety of formats Read-only wayfinding (seating chart) resource Administrative controls and individualized security Location mapping Custom Look and Feel Other Options: Resource Tracking: Assign and track resources and attributes to occupants or locations, either with data records or icons placed on the drawing. Service Requests: Simple method to request services such as maintenance requests by pointing and clicking to a space on the drawing that is in need of service. Lease Expiration Report Lease Tracking: Capture and report key lease information, critical dates, calculated square footages versus leased square footages and rent costs per occupant. To learn more, call Gensler 6

7 Features 5 Floor Plan Drawings 4-1-Where contains scaled, interactive drawings labeled with room numbers, occupant name or space function and organizational unit. Hovering over a space displays details about the it and clicking on a space populates even more details in the left navigation bar. Drawings are associated with the database and updated to reflect changes generated from the MAC (Move, Add, Change) system. Users can easily select from a variety of colorizers to change color coding by space use, charge type, organizational unit, occupant type, vacancy, and other data sets. Drawings are downloadable to pdf or dwg. Background drawings are updated by Gensler as part of the service offering. This drawing is colorized by the space s current use type. Occupant names are displayed on their assigned locations and vacant spaces are outlined in red. Selecting a station will change the left navigation to display details about the space and the occupant. For a demo, call Gensler 7

8 Features 5 Move/Add/Change Requests The MAC request functionality is core to the entire system and we ve put a lot of thought into making this process simple. Users can find occupants via the directory and select the requested seat right from the drawing. Using the drawings as a point of navigation allows the requestor to actually see where vacant spaces are and clicking on the space to populate the request form ensures the request is being made for the correct seat. The quick requests functionality is easy to use and can be made available to anyone with information to contribute. It can also be limited to only those users with the appropriate security rights. 4-1-Where is divided into two frames. The top frame is References and the bottom is Actions. MAC Requests are considered an Action and are made in the bottom frame. This allows the floor plan to be referenced and interacted with while the request is being made. To learn more, call Gensler 8

9 Features 5 MAC Requests and Approvals The MAC functionality keeps requests and approvals centralized allowing for more transparent management of demand and exceptions. Once a request is made it is considered a Pending Request and is held for approval and completion by those with the appropirate access rights. Having the drawings displayed alongside the requests allows the approver to double check adjacencies and other pending factors. notifications and user security can be established around each of these actions. For a demo, call Gensler 9

10 Features 5 Interactive Stack Plans One of the additional features 4-1-Where offers is an interactive stacking utility that allows users to generate stack diagrams that illustrate headcount, calculated square footage, space function, business unit data or userdefined criteria. The stack plans are interactive, allowing users to create scenario stacks by moving, splitting, re-sizing, removing, or adding to the illustrated data set. Stacks can be saved, cloned, and modified for creating multiple versions during a planning exercise or phased rollout without affecting the live drawings or data. The stacking utility can be used to evaluate how existing buildings stack or to establish new stack options for current or future space. Once the floor decisions are made, 4-1-Where s scenario feature can be used for seat blocking. To learn more, call Gensler 10

11 Features 5 Blocking and Seating Scenarios The Scenario feature provides the ability to create, modify and save alternate blocking or occupant seating plans using the current floor plan layout. Once a scenario is decided upon, move requests can be generated directly from the scenario. The scenario features can be utilized to support move projects. Departmental blocking and subsequent seat assignments can support move planning efforts and expedite the project move request process. For a demo, call Gensler 11

12 Features 5 Wayfinding Combining directory and seat assignment data on a floor plan is a useful tool for everyone in the organization. Many of our clients (including Gensler) take advantage of this by linking to the 4-1-Where occupant directory from within their intranet. This allows employees to find a person in the directory and then open the floor plan with that person s station highlighted. This seating chart feature is a helpful resource for staff needing to locate teammates within the building. Once within the drawing, users can filter and search the drawing for a specific space, person or business unit. This functionality is a read-only view into 4-1-Where. If 4-1-Where is accessed by the general population for wayfinding, it is critical that space changes are promptly reflected in the published drawings. Our drawing maintenance services are key to making sure your drawings reflect the current status of your space. To learn more, call Gensler 12

13 Reports 6 Comprehensive Reporting 4-1-Where includes a number of pre-defined Occupant, Space, Square Footage and Event Reports depicting metrics such as vacancy, density, capacity and churn. Reports are flexible, providing summary level information with the ability to drill down to the detail. Most reports can be filtered or grouped by any level of the location, business unit or a combination of the two. Demo Space Type Distribution Overview: Locations: Benchmark Types: The report contains summary information of how the space is distributed as defined in benchmarking. All Locations: Denver Inc, Headquarters All Benchmark Types Usable Space Type Distribution Building No. of Floors GMA * RSF ** USF % of Portfolio Workplace SF % of Workplace Support SF % of Support Workplace Seats *** Workplace Headcount Denver Inc 4 223, , , % 69, % 49, % % Headquarters 3 50,594 46,091 41, % 16, % 8, % % Overall Totals 7 274, , , % 86, % 57, % 1, % * 'RSF' includes all rentable area that is reconciled to a number regardless of the type of space. If no reconciled number has been provided, the calculated RSF is used which includes the usable square footage plus its pro-rata of floor and building common areas based on BOMA 96 standards. ** 'USF' is the usable square footage for Demo's portion of the portfolio. This does not include 'Other Tenant' or 'Non-Enterprise' spaces and may not match the USF seen on other reports. *** 'Workplace Headcount' 4-1-Where Portfolio Analysis GMA 274,304 * RSF 252,091 ** USF 215,668 7 Floors in 2 Buildings Usable Space SF % of Portfolio Workplace 86, % Support 57, % Amenities 6,687 3 % Core and Other 93 < 1 % Circulation 65, % Total USF 215, % Workplace Count % of Total Offices % Workstations % Total Workplace 1, % Density ** USF * RSF Area per Seat Headcount *** Workplace 822 Non-Workplace 0 Total Headcount Is the number of people assigned to a space that has been identified as having a workplace seat. For people that occupy multiple seats, each seat assignment is counted. This does not include people assigned to 'Other Tenant', 'Virtual', or 'Non-Enterprise' spaces. Vacant Seats % of Vacant Comparing the distribution of space within a portfolio is a useful analysis when determining the utilization of a building relative to the current standards and requirements. For a demo, call Gensler 13

14 Sample Reports 6 Space Allocations & Chargebacks Vacant Seat Analysis by Location Any Corporation Chargebacks by Floor and Department Amenity Fee / SF: Electric Fee / SF: ProRate / Floor: $2.00 $ % Floor / Department Acct. Code Meas. SF ProRate Circ. SF Meas. USF ProRate Common SF Assign. SF ProRate Shared SF Tenant USF ProRate Floor RSF Rate/SF Annual Rent Amenity Fee Electric Fee Annual Rent + Utils 123 Main St. 514, , ,972 51, , , , ,217 * $ $44,607,601 $1,350,348 $2,065,563 $48,023,512 $4,001, Building - Conference Ctr. Building - Exec. Dining Svc Boardroom Monthly Rent + Utils ,116 2,181 3,297 4,396 $ $303,324 $0 $13,188 $316,512 $26, ,305 1,975 2,631 $ $181,539 $0 $0 $181,539 $15,128 3, , ,350 8,495 12,845 17,126 $ $1,181,694 $0 $0 $1,181,694 $98,475 Shared NA 8,667 2,038 10,705 1,274 11, $ $0 $0 $0 $0 $0 Corp - CCO Corp - COO Corp - CTO Marketing Totals: 13,106 3,081 16,187 1,928 18,115 11,981 18,117 24,153 $ $1,666,557 $0 $13,188 $1,679,745 $139, ,119 1,491 $ $102,879 $2,982 $4,473 $110,334 $9, , , ,417 1,890 $ $130,410 $3,780 $5,670 $139,860 $11, ,117 1,490 $ $102,810 $2,980 $4,470 $110,260 $9,188 1, , , ,279 3,040 $ $209,760 $6,080 $9,120 $224,960 $18,747 P $ $32,913 $954 $1,431 $35,298 $2,942 P $ $17,319 $502 $753 $18,574 $1,548 P $ $21,528 $624 $936 $23,088 $1,924 P $ $22,356 $648 $972 $23,976 $1,998 P , ,257 1,676 $ $115,644 $3,352 $5,028 $124,024 $10,335 Human Resource I.T Home Office Unassigned Admin Logistics Group Mgmt. Accounting ,169 1,558 $ $107,502 $3,116 $4,674 $115,292 $9, ,137 $ $78,453 $2,274 $3,411 $84,138 $7, ,117 1,490 $ $102,810 $2,980 $4,470 $110,260 $9,188 1, , , ,944 2,591 $ $178,779 $5,182 $7,773 $191,734 $15, ,132 1,508 $ $104,052 $3,016 $4,524 $111,592 $9,299 2, , , ,782 6,377 $ $440,013 $12,754 $19,131 $471,898 $39, ,122 1,496 $ $103,224 $2,992 $4,488 $110,704 $9,225 Powered by Gensler Gensler configures 4-1-Where using client space allocation rules and proportionately allocates the area to the organizational units. Rates can be carried in 4-1-Where producing a chargeback report for finance. 1 of Where includes a number of pre-defined Occupant, Space, Square Footage and Event Reports depicting metrics such as vacancy, density, capacity and churn. Occupancy Counts by Business Unit Event History by Month Demo Event History by Month Overview: Data includes trend information for completed requests. It includes completed request counts for: adds, vacates, and moves. Trend data can be viewed by month, quarter, or year; broken out by location. Locations: All Locations Units: N/A, Denver Inc, Headquarters Between Dates: 10/26/2010-4/26/2011 Overall Trends by Month The two biggest line items in a corporate budget are generally people and space. Understanding the business unit s demand for space both today and into the future is critical. Year - Month Add Requests Vacate Requests Move From Requests Move To Requests October November December January February March April Historical data is useful in spotting trends and seasonallity. Trend data can be viewed by month, quarter, or year; broken out by location. Totals Overall Totals To learn more, call Gensler 14