Strategic Facility Planning User Guide

Transcription

1 IBM TRIRIGA Version 10.2 Strategic Facility Planning User Guide Copyright IBM Corporation 2011.

2 Note Before using this information and the product it supports, read the information in Notices on page 113. This edition applies to version 10, release 2, modification 0 of IBM TRIRIGA and to all subsequent releases and modifications until otherwise indicated in new editions. Copyright International Business Machines Corporation All rights reserved. US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

3 Contents ABOUT THIS GUIDE... 1 Conventions... 1 Intended Audience... 1 Prerequisites... 1 Support... 1 STRATEGIC FACILITY PLANNING... 2 Strategic Facility Planning Process Overview... 2 Strategic Facility Planning Process Simplified... 3 Strategic Facility Planning Alignment, Planning, Implement, Improvement Cycles... 3 Primary Roles, Portals SETUP... 5 Building Class Classification... 5 Demand Driver Category Classification... 6 Forecast Standards... 6 Define a Forecast Standard... 6 Geography... 7 Goal Types... 8 Define a Goal Type... 8 Headcount Demand Drivers... 8 Define a Headcount Demand Driver... 8 Java Version... 9 Level of Detail... 9 Location Building Space Move Planning Settings Naming Non-Headcount Demand Drivers Define a Non-Headcount Demand Driver Organization... 14

4 People Employee Planning Period Config Define a Planning Period Configuration Planning Manager Navigate to the Planning Manager Manage Space Classes Manage Organizations Manage Cities Manage Buildings Planning Settings Space Class Current Classification Space Management Settings Space Standard Specification Thresholds PLANNING ENVIRONMENT Define a Planning Environment General Tab Contacts Tab Planning Data Tab Forecasts Tab Notes & Documents Tab PORTFOLIO PLANNING Portfolio Plans Define a Corporate-Level Portfolio Plan Define a Child-Level Portfolio Plan General Tab Sub-Tabs Goals & Objectives Tab Metrics Tab Contacts Tab Notes & Documents Tab Space Plans Define a Space Plan General Tab Goals & Objectives Tab Contacts Tab Notes & Documents Tab Scenarios Define a Scenario Goals & Objectives Tab Notes & Documents Tab Other Tabs SUPPLY/DEMAND ANALYSIS... 59

5 Supply/Demand Analysis Tool Layout Supply/Demand Tab Supply/Demand Lease Own Tab Occupancy Rate Tab Utilization Density Tab General Section Supply Summary Tab Demand Summary Tab RE Action Requests Tab How to Use the Supply/Demand Tool Add Supply Take Action Cancel Action Remove STACK PLANNING Stacking Tool Layout Menu Zoom Controls Panel Resizing Left Navigation Panel Stack Plan Work Area Bottom Information Panel Parking Lot How to Use the Stacking Tool Focus Period Sequencing Add Supply Select and Place Select Partial (Split) Permanent Save Stack Planning Performance Metrics SCENARIO EVALUATION AND APPROVAL Scenario Evaluation Tool Layout Scenario Evaluation Section Scenarios Section Route for Approval Print Preview Recommend Scenario Submit Complete SCENARIO METRICS Metric Categories Scenario Metric ID Scenario Metrics Area Moved (USF) Churn (Disruption Costs)... 82

6 Churn Rate CO2 Emissions Cost of Operations Density Emissions (Carbon) Intensity per GSF Emissions (Carbon) Intensity per Occupant Energy Use Energy Use Intensity per GSF Energy Use Intensity per Occupant Fixed Assets (Property) Costs Implementation Costs Investment Return - IRR Investment Return - NPV Investment Return - ROI Lease Costs Occupancy Cost per Area Occupancy Cost per Person Occupancy Rate People Moved Percent Lease (Rentable Area) Time to Complete (Months) Total Area - Gross Total Area - Rentable Total Area - Usable Total Estimated Asset Value Total Number of Buildings Total Number of Floors Total Occupancy Costs Total People GLOSSARY INDEX NOTICES

7 About This Guide This guide describes the procedures for operating, modifying, and maintaining the IBM TRIRIGA Strategic Facility Planning application. The guide describes a process flow and contains descriptions of the various tabs and their functions. Conventions This document uses the following conventions to ensure that it is as easy to read and understand as possible: Note A Note provides important information that you should know in addition to the standard details. Often, notes are used to make you aware of the results of actions. Tip A Tip adds insightful information that may help you use the system better. Attention An Attention notice indicates the possibility of damage to a program, device, system, or data. Intended Audience This guide is for workplace executives, business executives, workplace planners, business unit managers, planning administrators, and space planners who are responsible for setting up, maintaining, and performing strategic facility planning activities. Prerequisites This guide assumes that the reader has a basic understanding of IBM TRIRIGA Application Platform and the fundamental concepts required to operate the Web-based IBM TRIRIGA system. Support IBM Software Support provides assistance with product defects, answering FAQs, and performing rediscovery. View the IBM Software Support site at Copyright IBM Corporation

8 Strategic Facility Planning Dynamic economic conditions and increased pressure to deliver stakeholder value require facility management executives and facility planners to allow enterprise business strategies and adapt quickly to changes in business needs. Despite the fact that real estate and facility assets rank as a top four cost driver for more than two-thirds of organizations, facility executives lack a seat at the core business strategy table. As a result, too often facility executives must react to business needs by implementing plans that emphasize time to market, increase risks, and compromise cost or quality. To achieve high yield plans that provide support for core business strategies, leading organizations use a complex decision support process known as Strategic Facility Planning to understand the core business goals and needs of the business unit and its occupancy consequences. Within this process, facility planners establish two to five year plans focused on the entire portfolio of owned and leased facilities that determine the right capacity at the right location and at the right time to meet the strategic objectives of an organization. IBM TRIRIGA Strategic Facility Planning, or IBM TRIRIGA SFP, delivers advanced facilities planning capabilities to accelerate understanding of core business demands, simplify complex planning analysis, and streamline implementation of facilities plans. IBM TRIRIGA SFP helps facility planners increase the effectiveness of all types of facilities planning strategic, master, and tactical through advanced performance analytics, visual scenario modeling, and an automated workflow engine. To help organizations deliver effective strategies, IBM TRIRIGA SFP delivers unique features that reveal gaps between business demands and space availability; analyze, rank, and suggest best fit facilities planning scenarios; and automate manual and time-consuming processes. Implementation of strategic facility planning starts with the collection and compilation of critical business and facility asset information, including objectives, goals, and future space requirements. IBM TRIRIGA SFP provides a portfolio planning framework, business unit forecasts, and predefined performance metrics to streamline the understanding of business demands and impacts on facility performance over time. After requirements have been gathered and impacts are understood, facility planners explore what-if scenarios to develop comprehensive facility plans that align with core business strategies. IBM TRIRIGA SFP provides unique visual modeling and advanced analysis capabilities to create and evaluate planning scenarios against planned objectives, risks, and goals. Planning metrics score scenarios against financial, portfolio, environmental, and operational targets. IBM TRIRIGA SFP delivers the tactical move planning and execution capabilities required to accelerate the implementation of strategic facilities plans, complex mergers and acquisitions, and unforeseen business continuity scenarios. The automated workflows in IBM TRIRIGA SFP change details captured within strategic plans into implementation plans and initiate real estate acquisitions and dispositions, construction project management, and move planning and implementation to increase the efficiency of plan execution. IBM TRIRIGA Strategic Facility Planning includes role-based portals, processes, performance metrics, and information that provide value for all workplace stakeholders, including workplace executive, facilities executive, business unit manager, and workplace planner. Strategic Facility Planning Process Overview The intent of this section is to outline the overall processes and the relationships of the components of the SFP product. The details of the main components are in the following sections. Copyright IBM Corporation

9 Strategic Facility Planning Process Simplified The following diagram illustrates a simplified view of the Strategic Facility Planning process: Strategic Facility Planning Process Simplified SFP encompasses two primary processes with one common flexible process framework. Cyclical Planning o o o Aligned to corporate strategic planning and business planning cycles Fiscal budgeting and targeting cycles Scheduled planning update cycles Event Driven Planning (unplanned) o Emergency response Strategic Facility Planning Alignment, Planning, Implement, Improvement Cycles The SFP process is both a linear end-to-end process and a cyclical process for continuous improvement and strategy adaptation. It capitalizes on opportunities identified from performance management and proactively anticipates issues from leading indicators of future-based information. The strategic planning processes and framework align and guide plans, programs, and projects throughout the end-to-end process. As well, its integrated strategic alignment optimizes plans and programs across multiple criteria and functions. Environmental Sustainability people, planet, profit Strategic Facility Planning right space, at the right place, at the right time, at the right cost, in support of the enterprise strategy Facility planning processes are integrated end-to-end processes from planning to implementation. With integrated Workplace Performance Management, the solution evaluates strategic compliance and completes the performance cycle with inputs for the next planning cycle. Primary Roles, Portals The primary roles involved with strategic facility planning include the following roles: IBM TRIRIGA Role Name Similar Roles, Alternative Titles Summary of Role Responsibilities Facilities Executive Workplace Executive, Workplace Resources VP, CRE/FM VP, Director Role Description: Decision maker, information consumer Process Touch Points: Information, Approvals Copyright IBM Corporation

10 IBM TRIRIGA Role Name Similar Roles, Alternative Titles Summary of Role Responsibilities Business Unit Manager Division VP/Director/Manager Role Description: Point of contact for a planning organization (business unit) Process Touch Points: Forecast Workplace Planner Space Manager, Space Planner, Strategic Space Planner, Workplace Consultant/Strategist, Customer Relationship Rep/Manager Role Description: Primary workplace planning role of SFP Process Touch Points: All IBM TRIRIGA SFP provides portals for these roles. Copyright IBM Corporation

11 1. Setup Making sure that the right data is available to an application is especially important for IBM TRIRIGA Strategic Facility Planning (IBM TRIRIGA SFP). This chapter contains information about activities to perform before you use the many features in IBM TRIRIGA SFP. These activities focus on tailoring geographies, organizations, locations, people, specifications, classifications, parameters, and templates for your organization and for establishing SFP defaults. Setup activities must be performed in the following areas before starting to use the IBM TRIRIGA Strategic Facility Planning process. There is no recommended sequence of activities. All activities listed are important. They are listed in alphabetical order in this chapter. Building Class Classification Demand Driver Category Classification Forecast Standards Geography Goal Types Headcount Demand Drivers Java Version Level of Detail Location Move Planning Settings Naming Non-Headcount Demand Drivers Organization People Planning Period Config Planning Manager Planning Settings Space Class Current Classification Space Management Settings Space Standard Specification Thresholds Building Class Classification Classifications are records presented in a hierarchical fashion. If the type of field is classification, a record in the Classification Hierarchy can be chosen as the value of the field. Note For an in-depth discussion of Classifications and the Classification Hierarchy, see the IBM TRIRIGA 10 Application Administration User Guide. Building Class is a Classification structure or hierarchy used to assist with classifying a building based on its function. Building Class is an important element used in the planning functions of SFP. Certain scenario metrics calculations are supported by values that are set up on Building Classes. The values retrieved from Building Class are used as factors to calculate estimates for proposed locations when requesting additional supply. For example, estimates are taken from the Building Class for CO2 Copyright IBM Corporation

12 Emissions/GSF, Energy Use/GSF, Annual Cost of Operation/RSF, Annual Lease Costs/RSF, and Annual Fixed Assets Costs/RSF and used with the proposed area of the new location to calculate an estimate for each. Several fields in a Building Class are used by SFP. In the General tab, those fields are: Estimated Annual Cost of Operation per RSF Estimated Annual Lease Costs per RSF Estimated Annual Fixed Assets Costs per RSF Estimated CO2 per GSF Estimated Annual Energy Use per GSF Gross Factor Rentable Factor Usable Factor Demand Driver Category Classification Classifications are records presented in a hierarchical fashion. If the type of field is classification, a record in the Classification Hierarchy can be chosen as the value of the field. Note For an in-depth discussion of Classifications and the Classification Hierarchy, see the IBM TRIRIGA 10 Application Administration User Guide. The Demand Driver Category groups space demand drivers, such as office workers, dorm students, warehousing, and server racks. Forecast Standards Forecast Standards are used by the forecasting process to establish the space standards to use for a set of demand drivers. The data contained within the forecast standard are treated as overrides to the global demand driver configurations for values including space standard. These forecast standards are applied to space forecast surveys and their respective line items and are typically configured by Organization. A typical use of forecast standards is by companies that have different space class standards for different locales. Such a company would establish forecast standards for each locale, for example, for the United States, for Europe, and for Asia Pacific. Define a Forecast Standard To Define a Forecast Standard Step 1 Sign in with the appropriate Space Planner (or System Administrator) role. Step 2 From the Menu Bar, click Space > Set Up > Forecast Surveys > Standards. The system displays the Standards results page. Step 3 Review the list of forecast standards. Click Add. Copyright IBM Corporation

13 To Define a Forecast Standard Step 4 Review the Forecast Standard form. The fields in the Headcount Demand Driver section and Non-Headcount Demand driver section are as follows: ID Name Space Capacity Space Area Step 5 To add a demand driver to the Headcount Demand Driver section or the Non- Headcount Demand driver section: Click the Add Demand Driver action on the respective section bar. The system displays a list of demand drivers. Make your selections and click OK. If the list that is displayed does not contain the demand driver that you want, click Add. The system opens a Headcount Demand Driver form or a Non-Headcount Demand Driver form. How to create each is described in the Headcount Demand Driver and the Non-Headcount Demand Driver portions of this chapter. The fields in a demand driver can be changed from the standard values to ones appropriate for this particular forecast standard. Step 6 Click Create. The forecast standard acts as an override in the space forecast. Geography SFP focuses on cities. Be sure that the Geography Hierarchy includes all cities that are included in any planning process and the geography above them and that a planner contact role is established for each planning geography. Geographies must exist in the Geography Hierarchy before a user sets the Geography or Scope on portfolio plans or sub-plans. The Geography Hierarchy is located under the Portfolio portal first-level menu item. Note The IBM TRIRIGA 10 Portfolio Management User Guide and the IBM TRIRIGA 10 Real Estate Environmental Sustainability Portfolio Management User Guide contain detailed instructions about how to use the Geography Hierarchy that are not replicated in this user guide. Tip If you are planning for areas that include more than one city in more than one state, define a Metropolitan Area at the country level. For example, if you are planning for the Philadelphia metro area, define \Geography\North America\United States\Philadelphia Metropolitan Area in the Geography Hierarchy. Then set the value of the Metropolitan Area field on the General tab of the City records for Philadelphia, PA, Camden, NJ, and Wilmington, DE, to the Philadelphia Metropolitan Area. Copyright IBM Corporation

14 Goal Types Portfolio plans contain goals appropriate for the level of plan. These are called Goal Types in IBM TRIRIGA. A goal defines targets and appropriate thresholds. Tip The as-delivered Goal Types include default data. Change the thresholds and targets to meet your business plan and evaluation criteria. Define a Goal Type To access the goal type functions and define a new goal type: To Define a Goal Type Step 1 Sign in with the appropriate System Administrator role. Step 2 From the Menu Bar, click Tools > Application Setup > Strategic Planning > Goal Types. The system displays the Goal Types results page. Step 3 Review the list of goal types. Click Add. Step 4 Review the Goal Type form. In the General section: Plan Goal Category - The standard choices are Customer, Environmental, Financial, Operational, Portfolio, and Regulatory. UOM Type - The standard choices are Area, Carbon, Carbon Intensity, Currency, and Energy. In the Details section: Default Threshold - Select the threshold appropriate for this goal. Goal UOM - The unit of measure of the goal. Select from the list for the name and the units. Default Target - The value that is the default for this goal. Headcount Demand Drivers A Demand Driver captures space class, space standard, functional role, worker type, and demand category into one record that provides insight into how spaces are classified. Demand drivers are used in forecasting for capacity and size. When you generate data in a planning environment, the system creates demand drivers that have not been defined already. Define the demand drivers you expect to use during the planning process. There are two types of demand drivers: Headcount Demand Driver and Non-Headcount Demand Driver. These drivers are used as groupings for the forecast processes in collecting data and calculations. Define a Headcount Demand Driver To access the headcount demand driver functions and define a new headcount demand driver: Copyright IBM Corporation

15 To Define a Headcount Demand Driver Step 1 Sign in with the appropriate Space Planner (or System Administrator) role. Step 2 From the Menu Bar, click Space > Set Up > Forecast Surveys > Demand by Headcount. The system displays the Demand by Headcount results page. Step 3 Review the list of headcount demand drivers. Click Add. Step 4 Review the Headcount Demand Driver form. In the General section: Non-Standard? - To indicate that a demand driver is to be a standard demand driver, clear the Non-Standard? check box. The Details section contains fields used by SFP: Demand Driver Category - A classification of demand drivers. Demand Driver UOM - The unit of measure of the demand driver. Examples are: Headcount, Servers, and Pallets. Supply Capacity UOM - The unit of measure of the supply. Functional Role - A grouping for capture data purposes. Worker Type - Gives the assignment group of Assigned, Mobile, Non Office Worker, and Remote. Space Class Current - A classification. See Space Class Current Classification for more information. Space Standard - Brings the space standards from the selected Space Class Current. See Space Standard Specification for more information. The Defaults section defines values that apply for this headcount demand driver. Standard Space Capacity - The capacity of seats or beds for a standard space. Standard Space Area - The standard requirement of an area. Java Version The stack planning tool has a minimum Java requirement to support its features. If a user has an earlier version, they are prompted to download the appropriate Java plug-in. The IBM TRIRIGA Support Matrix provides information about the products and platform that are supported by IBM TRIRIGA and provides a list of components with which the IBM TRIRIGA environment is currently certified. Be sure that the users in your SFP community meet these standards. Level of Detail The IBM TRIRIGA SFP setup gives users a flexible range of data detail or simplification to suit the needs of an organization. There are tradeoffs to consider when contemplating a simpler approach versus collecting detailed data. Although day to day space management is often at a detailed level, planning data typically must be at an aggregated higher level to simplify the planning process or to match up with organizational planning needs. Moreover, detailed data comes at the expense of more data entry Copyright IBM Corporation

16 and complexity. Rolled up high-level data is simpler to manage and to use for planning, but generalized data can result in oversimplification and cause inaccuracies or result in overlooking important considerations. Forecasting accuracy and uncertainly can be a good predictor of the accuracy and detail needed in planning data. Forecasting has some level of inaccuracy by nature. For example, if forecasts can have a +/- 5% accuracy, there is not much value in using more detail to get an overall precision of 1%. To help determine the level of detail you require, consider the following factors: Locations - Identify and exclude buildings that are not in the scope of planning. For example, some companies exclude parking buildings, guard shacks, and recreational facilities during SFP setup to simplify analysis. Organizations Determine which planners and business unit contacts are responsible for business forecasts and business unit decisions and identify the processes these planners and business unit contacts use to determine appropriate organization level planning. SFP organization planning can occur at any rolled up level in the organization hierarchy and is not required to be planned at the lowest level used in space allocations or the organization of the assigned person. For example, a 10 level deep organization hierarchy can be planned at level three, four, or five to get the granularity needed for planning and avoid what can be too much detail at lower levels. Space Classes Establish the planning granularity needed for space classes. For example, planning lab space at a consolidated level (level one) might be sufficient for planning detail while planning at lower levels that identify lab subclasses (level two) might have marginal value. Office space can be planned at level one with an overall density goal and estimating standard; however, the result would lack the ability to estimate space based on office standards, functional roles, or mobility factors. For some companies level one might be ideal, and for other companies level one can cause data inaccuracies and result in poor decisions. Location SFP focuses on buildings and floors for planning. Space within floors is an essential part of the planning data capture process. If there are no spaces, no supply or demand is captured. Locations must exist in the Location Hierarchy before a user sets the planning locations on portfolio plans or sub-plans. The Location Hierarchy is located under the Portfolio portal menu item. Note The IBM TRIRIGA 10 Portfolio Management User Guide and the IBM TRIRIGA 10 Real Estate Environmental Sustainability Portfolio Management User Guide contain detailed instructions about how to use the Location Hierarchy that are not replicated in this user guide. Tip Use names that describe the building, floor, and space concisely and with the key differentiators at the beginning of the name. Building Several fields in a Building are used by SFP. Copyright IBM Corporation

17 General Tab In the General tab, those fields are: Name Image (displays in the Stack Planning tool) Tenure (Leased, Owned) Fields in the Environmental Details section (used for scenario metrics) Fields in the Cost Summary section (used for scenario metrics) Fields in the Units section Fields in the Location Status section (dates establish when building is available during SFP focus periods) Fields in the Primary Address section (a building must be assigned to a city) Contact Details Tab The Contacts section of the Contact Details tab lists parties in strategic facility planning and move management roles, such as workplace executives, business executives, workplace planners, business unit managers, planning administrators, and space planners. Area Measurements Tab The Building Measurements section of the Area Measurements tab contains values for Gross Area, Rentable Area, and Usable Area. Contracts Tab SFP must know the term of lease or ownership for each building. When IBM TRIRIGA Real Estate Manager is implemented, this information is found in a link from the Contracts tab for the building to the real estate lease record. With an IBM TRIRIGA Real Estate Manager license, SFP can break out multiple leases and handle sub-leases. If you have an IBM TRIRIGA Real Estate Manager license, the Locations tab on a real estate lease contains the Contract Locations section, which links the lease to one or many spaces (typically a suite but also might be individual offices or workstations), floors (assumes that all spaces are within the floor), buildings (assumes that all floors or spaces are within the building), and properties (assumes all buildings, floors, or spaces are within the property). If different leases occupy space on the same floor, each lease must explicitly link to the individual space records (in the Contract Locations section) for SFP to work correctly. If different leases occupy space in the same building on different floors, each lease must explicitly link to the respective floors. When IBM TRIRIGA Real Estate Manager is implemented, the system uses fields in the real estate lease for scenario metrics, including fields from the Cost Summary section, Environmental Details section, and Units section. Space Management Tab The fields in the Space Occupancy Settings section on the Space Management tab of a building provide the opportunity to override the global space occupancy settings in the Space Management Settings tab of the Application Settings record. When you select Use Building Level Occupancy Policies?, the system uses the value of this building for Use People s Primary Organization for Occupancy Allocations? instead of the system-wide setting of the same name in the Application Settings record. Copyright IBM Corporation

18 Select Use People s Primary Organization for Occupancy Allocations? to indicate that the system is to create or manage occupancy allocations for spaces in the building based on the organization of the people assigned to the spaces in this building. Leave Use People s Primary Organization for Occupancy Allocations? cleared to indicate that the user must create or manage occupancy allocations for spaces in the building manually. Space Several fields in a Space are used by SFP. General Tab In the General tab, those fields are: Name Area with UOM Prorated Area with UOM Current Use Space Class Capacity - The total designed capacity of the space before changes made during planning. Capacity is used in SFP only for occupancy capacity. For non-occupancy spaces (when the space class Planning Measure Type is Area or Count), capacity is not used. Org Occupancy Status - System managed; Vacant, Vacant Common, Occupied, Partially Occupied, Over Allocated. Headcount (Primary) - Number of people assigned to the space as their Primary Location. Headcount (Other) - Number of people assigned to the space as their Secondary Location. Seats Allocated - Total space capacity in seats. This value is from the Occupancy Allocations section on the Allocation tab when no people are assigned to the space. When people are assigned, the system automatically allocates seats based on percent of capacity (seats) occupied. Percent Occupied - Seats Allocated / Capacity. Remaining Vacant - Capacity Seats Allocated. In Service Actual Retirement The system uses the association of People to Spaces to trigger workflows that implement the Occupancy Status rules. Details Tab The Details tab on a Space record shows the people with this space as their Primary Location or Secondary Location (Other Assigned Locations). The association of people to space is required to establish demand where the Planning Measure Type of the space class is set to Occupancy. Primary and secondary people are treated the same with respect to occupancy (that is, a person uses one capacity regardless of whether they are primary or secondary). Allocation Tab The Allocation tab on a Space record shows the organizations occupying the space in the Occupancy Allocations section. These allocations are essential for establishing demand. Copyright IBM Corporation

19 Move Planning Settings The Move Planning Settings tab of Application Settings is located in Tools > System Setup > General > Application Settings. The line items in the Move Cost Estimates section of this tab provide values for calculating the costs in the Move List of the stacking tool when the from building does not exist (when it is new supply or a forecast addition) or when not supplied by the building. Note See the IBM TRIRIGA 10 Space and Move Management User Guide for information about the sections in the Move Planning Settings tab. See the IBM TRIRIGA 10 Application Administration User Guide for details on how to use Application Settings. The fields in the Move Cost Estimates section are as follows: Cost Item Id Cost Item Name Move Type Move Class Move Category Cost Per Person Moved Cost Per Square Foot Moved Status Note These are global settings. The values on the Move Planning Settings tab apply to the entire IBM TRIRIGA system. They can be overridden for a specific building in the Move tab of the record of that building. Naming Use names for locations, space classes, organizations, and geographies that describe the element clearly and concisely and that have the key differentiators at the beginning of the name. In SFP, often more than one name is combined to describe an element, for example a demand driver created by the system. Non-Headcount Demand Drivers A Demand Driver captures space class, space standard, and demand category into one record that provides insight into how spaces are classified. Demand drivers are used in forecasting for capacity and size. When you generate data in a planning environment, the system creates demand drivers that have not been defined already. Define the demand drivers you expect to use during the planning process. There are two types of demand drivers: Headcount Demand Driver and Non-Headcount Demand Driver. These drivers are used as groupings for the forecast processes in collecting data and calculations. Define a Non-Headcount Demand Driver To access the non-headcount demand driver functions and define a new non-headcount demand driver: To Define a Non-Headcount Demand Driver Step 1 Sign in with the appropriate Space Planner (or System Administrator) role. Copyright IBM Corporation

20 To Define a Non-Headcount Demand Driver Step 2 From the Menu Bar, click Space > Set Up > Forecast Surveys > Demand by Type. The system displays the Demand by Type results page. Step 3 Review the list of non-headcount demand drivers. Click Add. Step 4 Review the Non-Headcount Demand Driver form. In the General section: Non-Standard? - To indicate that a demand driver is to be a standard demand driver, clear the Non-Standard? check box. The Details section contains fields used by SFP: Demand Driver Category - A classification of demand drivers. Demand Driver UOM - The unit of measure of the demand driver. For example: Space (room). Supply Capacity UOM - The unit of measure of the supply. Space Class Current - A classification. See Space Class Current Classification for more information. Space Standard - Brings the space standards from the selected Space Class Current. See Space Standard Specification for more information. The Defaults section defines values that the system applies for this headcount demand driver. Standard Space Capacity - The capacity of seats or beds for a standard space. Standard Space Area The standard requirement of an area. Organization The level of detail represented in the Organization Hierarchy must match or roll up to the level of organizational detail you that you will use for planning processes. Organization is used primarily as a rollup mechanism when generating planning data so that the system can aggregate demand data (relating to people and allocations) for a planning level organization and its children. The Organization Hierarchy is located under the Portfolio portal first-level menu item. Note The IBM TRIRIGA 10 Portfolio Management User Guide and the IBM TRIRIGA 10 Real Estate Environmental Sustainability Portfolio Management User Guide contain detailed instructions about how to use the Organization Hierarchy that are not replicated in this user guide. People For SFP to be able to relate spaces to organizations and geography, people records must identify the spaces each person occupies. The People page is located under the Portfolio portal first-level menu item. Copyright IBM Corporation

21 Note The IBM TRIRIGA 10 Portfolio Management User Guide and the IBM TRIRIGA 10 Real Estate Environmental Sustainability Portfolio Management User Guide contain detailed instructions about how to use the People page that are not replicated in this user guide. Employee Several fields in a People record are used by SFP. General Tab In the General tab, those fields are: Name Functional Role Assignment Type Organization Path (Primary Organization) Location Path - Provides association to spaces. Geography Lookup Functional Role and Assignment Type are essential for headcount demand drivers and forecasting. If this information is not used, all people are treated the same way regarding space standard (area). For example, without functional role, adding one executive would add the same area requirement as adding one worker. Tip Be consistent in your use of Functional Role and Assignment Type. If some People records have these values and some do not, the forecasting process becomes awkward and confusing. Locations & Assets Tab In the Locations & Assets tab, assign the Primary Location and as many Other Assigned Locations (secondary locations) as appropriate. If you want to plan moves including equipment and assets like desks and computers assigned to a person, those moves must be defined in the Asset page and identified in the Locations & Assets tab of the person. Note You also can assign people to a space, or remove them from a space, by using IBM TRIRIGA CAD Integrator. See IBM TRIRIGA 10 CAD Integrator for AutoCAD User Guide or IBM TRIRIGA 10 CAD Integrator for MicroStation User Guide for more information. Planning Period Config An important aspect of planning is the notion of time. The system uses planning periods to define a set of named time intervals. These periods are aligned with fiscal periods to establish a time-based dimension for all planning data. Planning period configurations simplify the implementation of planning periods by establishing standard increments of time covered in a plan. Tip Define the planning period configurations that match the best practices of your organization once and reuse them during strategic facility planning events. Copyright IBM Corporation

22 Performance Tip The more planning periods there are, the more data must be created to support the planning functions. Define a Planning Period Configuration To access the planning period configuration functions and define a new planning period configuration: To Define a Planning Period Configuration Step 1 Sign in with the appropriate System Administrator role. Step 2 From the Menu Bar, click Tools > Application Setup > Strategic Planning > Planning Period Configuration. The system displays the Planning Period Configuration results page. Step 3 Review the list of planning period configurations. Click Add. Step 4 Review the Planning Period Config form. Step 5 In the General section, enter the Name of the planning period configuration. Tip Use a name that describes the planning period. For example, for a planning period that is for two years, with the first year in quarters, use 2 Year (QQQQY), or for a three year planning period with the first year in quarters, use 3 Year (QQQQYY). Step 6 To define the structure of the planning period, click Add on the Period Configuration section bar. The system adds a line in the Period Configuration section. The Period # identifies the sequence in the planning period. Select the Period Type (duration) of the period from the list. Tip Use Quarter or Year for Period Type and avoiding the many dimensions that a value of Month would create. Step 7 Continue adding periods until the configuration is complete. Each time you click Add, the system adds a new line, increments the Period #, and prepopulates the Period Type with the value from the prior line. To remove a period, select the check box to the left of the line and click Remove. Step 8 Click Create Draft. Step 9 Select the appropriate action. Activate makes the planning period configuration available for use in the system. Copyright IBM Corporation

23 Planning Manager The Planning Manager establishes system-wide global settings or filters for worldwide scope and level of detail. The Planning Manager is the primary interface for managing space classes, organizations, cities, and buildings. It contains all data that any planner in your organization must have before completing their planning requirements. Navigate to the Planning Manager To Navigate to the Planning Manager Step 1 Sign in with the appropriate Space Planner (or System Administrator) role. Step 2 From the Menu Bar, click Space > Set Up > Strategic Planning > Planning Manager. The system displays the Planning Manager page. Step 3 Review the Planning Manager page. The following tabs define values for SFP: Manage Space Classes Manage Organizations Manage Cities Manage Buildings Note These are global settings. The Planning Manager sets SFP values for the entire system. Manage Space Classes The purpose of the Manage Space Classes tab is to specify which Space Class Current classifications are used for planning. A space class must be assignable to be used as planning data. Note You can find more information about assignable space classes in the IBM TRIRIGA 10 Space and Move Management User Guide. The Space Classes do not all have to be at the same level. For example, the best practices of your organization might be to use detailed levels for offices, distinguishing all the different classes of office, and an upper level for laboratories. Performance Tip The lower the level of detail the more data entry is required to provide supporting information. The fields in the Manage Space Classes tab are as follows: Hierarchy Path Name OSCRE Code BOMA Type Space Standard Workpoint Measure Type Copyright IBM Corporation

24 Status Adjust the Space Classes shown by using the Find, Remove, and Reset All actions. When you click the Find action, the system displays all assignable Space Classes (have the Assignable check box selected). Note You can find more information about assignable space classes in the IBM TRIRIGA 10 Space and Move Management User Guide. When selecting Space Classes to be included, consider the hierarchical nature of Space Classes. The system validates that the selected Space Classes do not overlap any previously selected Space Classes. If there is an overlap, the system displays an appropriate message. For example, if the Space Class hierarchy were: 4300 Training 4310 Breakout 4320 Lecture and classroom 4330 Training 4380 Training Support 4390 Other Training You could select either [4300] or [4310 and 4320 and 4330 and 4380 and 4390], but not [4300 and 4310 and 4320 and 4330 and 4380 and 4390]. For planning purposes, it is important that each Space Class selected has its Planning Measure Type and Default Space Standard fields populated. To verify that the value is correct, select the Space Class and look at the Planning Measure Type and Default Space Standard fields in the Details section on the General tab. Information about Space Classes and Space Standards can be found in this chapter. The space classes listed must encompass all demand and supply. When the list in the Manage Space Classes tab is complete, click Save or Save & Close. Manage Organizations The purpose of the Manage Organizations tab is to specify which Organizations are used for planning. The Organizations do not all have to be at the same level. The best practices of your company might be to use detailed levels for some departments and the upper level for others. Performance Tip The lower the level of detail, the more data entry is required to provide supporting information. The fields in the Manage Organizations tab are as follows: Hierarchy Path ID Name Short Name Type Status Copyright IBM Corporation

25 Adjust the Organizations shown by using the Find, Remove, and Reset All actions. When selecting Organizations to be included, consider the hierarchical nature of Organizations. The system validates that the selected Organizations do not overlap any previously selected Organizations. If there is an overlap, the system displays an appropriate message. For example, if the Organization hierarchy were: Organization (root) 1. Business Development 1.1 Channels 1.2 Marketing 1.3 Sales You could select either [1. Business Development] or [1.1 Channels and 1.2 Marketing and 1.3 Sales], but not [1. Business Development and 1.1 Channels and 1.2 Marketing and 1.3 Sales]. The Organizations listed must encompass all demand and supply. When the list is complete, click Save or Save & Close. Manage Cities The purpose of the Manage Cities tab is to specify which cities in the Geography are used for planning. Forecasts are done at the city level, so this information is important. Include all cities that are to be considered during in corporate-level planning. A particular plan can be filtered to just the desired subset of cities. The fields in the Manage Cities tab are as follows: Hierarchy Path ID Name Status Adjust the cities shown by using the Find, All Cities, Remove, and Reset All actions. When the list is complete, click Save or Save & Close. Manage Buildings The purpose of the Manage Buildings tab is to specify which buildings in the Location Hierarchy are used for planning. The buildings selected can be filtered further on individual plans. Exclude from the list in the Manage Buildings tab any buildings that you normally exclude for planning purposes, such as parking structures. The fields in the Manage Buildings tab are as follows: Hierarchy Path ID Name Status Adjust the buildings shown by using the Find, All Buildings, Remove, and Reset All actions. Copyright IBM Corporation

26 When the list is complete, click Save or Save & Close. Planning Settings Set the default planning settings for the system in Application Settings located in Tools > System Setup > General > Application Settings. Note See the IBM TRIRIGA 10 Application Administration User Guide for details. Note These are global settings. The values on the Planning Settings tab apply to the entire IBM TRIRIGA system. In the SFP Settings section: Use Real Estate Lease Contracts for Supply Planning? Check Use Real Estate Lease Contracts for Supply Planning? if you have IBM TRIRIGA Real Estate Manager and use real estate lease contracts for supply planning. o If this check box is checked, the system finds the leases for each building and uses the start and end dates from those leases. In this scenario, the system tracks as many leases as there are for a building, for example, when a company has separate leases for each floor of a building. o If this check box is not checked, SFP uses the Tenure field in the Details section of the General tab of the building to identify leased versus owned property. The system then uses the In Service and Actual Retirement fields on the Location Status section of the General tab of the building as the start and end dates for availability of the building for planning supply. In this scenario, the system has only one set of start and end dates that it can use for a building. Default Forecast Standard - If appropriate, identify the Default Forecast Standard. Space Class Used for New Supply - Identify the space class that is to be assumed when requesting additional supply during the supply or demand analysis or during stack planning. In the Details section, establish system-wide default values for Move Downtime Estimated Cost (per Day), Move Downtime Estimate (Days), Analysis Term in years, and Discount Rate (percent). The values for Move Downtime Estimated Cost (per Day), Move Downtime Estimate (Days), and Move Downtime Estimated Cost are per person and are used as factors for calculating scenario churn metrics. The system uses Analysis Term and Discount Rate (percent) as factors for calculating scenario financial metrics. The system prepopulates newly created portfolio plans with values from the Planning Settings tab. The values can be changed at the portfolio plan level as needed. If you change the values in the Planning Settings tab, authorized users can select portfolio plans and copy the updated values into them. Space Class Current Classification Classifications are records presented in a hierarchical fashion. If the type of field is classification, a record in the Classification Hierarchy can be chosen as the value of the field. Copyright IBM Corporation

27 Note For an in-depth discussion of Classifications and the Classification Hierarchy, see the IBM TRIRIGA 10 Application Administration User Guide. Find more information about the Space Class Current classification in the IBM TRIRIGA 10 Space and Move Management User Guide. The Space Class Current classification identifies how the space is intended to be used, its function. A Space Class of a space is an important element within the planning functions. Several fields in a Space Class Current are used by SFP. In the General tab, those fields are: Name Planning Measure Type Area For example, a manufacturing facility might be measured in square feet. Count For example, a room count, such as meeting rooms. Occupancy For example, office space capacity, such as an open workstation designed to be occupied by one person. Tip It is important in SFP for the Planning Measure Type to be correct. Default Space Standard - Specification for the space; includes capacity and average area, and identifies what roles can be assigned to the space. Setting the Default Space Standard for each Space Class Current is critical to SFP. Space Management Settings The Space Management Settings tab of Application Settings is located in Tools > System Setup > General > Application Settings. Select Use People s Primary Organization for Occupancy Allocations? to indicate that the system is to create or manage occupancy allocations for spaces based on the organization of the people assigned to the spaces. Leave Use People s Primary Organization for Occupancy Allocations? cleared to indicate that the user must create or manage occupancy allocations for spaces manually. Note See the discussion about the Space Management tab for a building. See the IBM TRIRIGA 10 Application Administration User Guide for details on how to use Application Settings. Note These are global settings. The values on the Space Management Settings tab apply to the entire IBM TRIRIGA system. They can be overridden for the spaces in a specific building in the Space Management tab of the record for that building. Space Standard Specification Specifications in IBM TRIRIGA represent a description of an item, but not an actual item. Think of specifications being like items shown in a catalog. Specifications can represent a wide variety of items, such as equipment, consumable items, services, software licenses, vehicles, and space standards. The Specification page is located in Portfolio > Set Up > Specification. Copyright IBM Corporation

28 Note The IBM TRIRIGA 10 Portfolio Management User Guide and the IBM TRIRIGA 10 Real Estate Sustainability Portfolio Management User Guide contain detailed instructions about how to use the Specification page that are not replicated in this user guide. Find more information about the Space Standard specification in the IBM TRIRIGA 10 Portfolio Management User Guide and the IBM TRIRIGA 10 Space and Move Management User Guide. Space Standard is a specification that defines the attributes of a space, including capacity, average area, and which roles can be assigned. There must be a space standard specification for every space class. In the General tab, Details section, the important fields used by SFP are: Capacity - Used as standard Capacity units per space. Average Area - Used as a standard Area per space. Tip Both Capacity and Average Area are critical to SFP. Tip First create Space Standard specifications and then assign them to Space Classes. Thresholds Metrics are a useful feature of SFP. Behind each metric are settings called thresholds that identify how metric values are scored. IBM TRIRIGA provides one threshold for each Scenario Metric calculation in the as-delivered SFP. In SFP, the values and ranges determine the display of the threshold indicator on the comparison grid of the Scenario Evaluation tab for a space plan. Thresholds also are part of the display of scorecards and metric charts in SFP portals. You might want to change the values in the standard thresholds to the standards and best practices of your organization or to establish additional thresholds. For example, it is likely that your company has different standards for some thresholds for different countries. The Threshold area of the Application Setup Settings is where you change the details. Each threshold identifies the planning category and contains values, ranges, and colors. A threshold can support three ranges (for example, low, medium, and high) or two ranges (for example, low and high). Which thresholds you need depend on the data to be represented. The Threshold area of the Application Setup Settings is located in Tools > System Setup > General > Thresholds. Note The IBM TRIRIGA 10 Application Administration User Guide contains detailed information about Thresholds that is not replicated in this user guide. Copyright IBM Corporation

29 2. Planning Environment Planning environments are used to establish the primary source of planning data used within IBM TRIRIGA Strategic Facility Planning. Planning environments contain planning elements and configurations, where each planning environment can be configured to manage the following data groupings: planning year and planning periods, key contacts and contact roles, planning scope, planning data, and forecast data. Define a Planning Environment Typically a planning environment is set up once a year for cyclical planning in conjunction with an annual budgeting or business planning cycle. The following steps describe how to define a planning environment. To Define a Planning Environment Step 1 Sign in with the appropriate Space Planner role. Step 2 From the Menu Bar, click Space > Plan Space > Planning Environments. The system displays the Planning Environments results page. Step 3 Review the list of planning environments. Click Add. Copyright IBM Corporation

30 To Define a Planning Environment Step 4 Review the Planning Environment form. In the General tab, General section, enter the following information: Previous Planning Environment - If this planning environment is linked to a prior planning environment, click the Search icon and identify the planning environment. This information is used to bring in historical data for comparison. For example, if you are in Q4 of 2009 and create the 2010 planning environment, the system creates a -1 period for 2009 and pulls the data from the 2009 Q4 period. The system supports two history periods. To create the second history period, you must have successive linked planning environments. For example, if 2009 has a Previous Planning Environment pointing to 2008, there is a -1 history period (for 2008) in the 2009 Planning Environment. And if 2010 has a Previous Planning Environment pointing to 2009, there is a -1 history period for 2009 and a -2 history period for The 2008 data is copied from the -1 period from the 2009 planning environment. Planning Year - Identify the year represented by this planning environment. For example, if you are starting to plan for fiscal year 2010, the value would be If there is a value in Previous Planning Environment, the system sets the Planning Year to the year after the planning year for the previous planning environment. Planning Period Config When you click the Search icon, the system displays the Planning Period Configs defined earlier. The planning period establishes a timebased dimension for planning data. Snapshot Date - When this planning period contains generated data, the system displays the date and time the data was last generated. Master? - The system accommodates only one master plan at a time. If this planning environment represents the master plan, click the Set As Master Plan action on the General section bar. The system changes the status of the previously designated master plan, if any, and also sets the Master check box in this plan. Data contained within the master plan is reflected in the enterprise metric charts shown on the portal and in the portfolio plan. Step 5 In the Units section, select the Currency and Area Units for this plan. Step 6 Click Create Draft. Step 7 Review the Planning Environment form. The form now displays additional tabs and sub-tabs to further define the planning environment. Tip Forecasts must be Approved before you activate a planning environment. General Tab The system adds the Planning Periods and Scope sub-tabs to the General tab when it creates the planning environment. Copyright IBM Corporation

31 Planning Periods Sub-Tab The system uses the Planning Year and the Planning Period defined in the Planning Period Config field in the General section to populate the Planning Periods sub-tab. If these planning period line items are not what you want, as long as no planning data has been established in the planning environment you can change the Planning Period Config and click Save to update the values in the Planning Periods sub-tab. To provide some assistance with cyclical planning, the system integrates a notification mechanism into the planning period line items. Selecting the Notify? check box specifies that the system is to send a notification to all Workplace Planner roles contained within the planning environment. This reminder of the pending period change is sent on the Notify Date. To change the Notify Within (the offset from the Start Date of that period) or the Notify Date, click the Linked Record icon. Scope Sub-Tab By default, the scope of the planning environment is set in the Planning Manager, as described earlier. If no changes are made in the Scope sub-tab, the system uses the settings from the Planning Manager. To restrict this planning environment to a specific set of buildings, click Add Buildings on the Scope section bar and select from the buildings displayed. To remove a building, select its check box and click Remove. Contacts Tab Use the Contacts tab to identify people to be notified about events in this planning environment. The fields in the Contacts tab are as follows: Role Person Work Phone Primary Organization Add to the Contacts Tab The following steps describe how to add contacts to the Contacts tab. To Add to the Contacts Tab Step 1 To add a person, click Add Person. If necessary, click Clear Filters. Select from the list. Click OK. Step 2 To identify the contact role the person has for this plan, click the name of the person. In the Contact Role form, Role section, identify the role the person has for this plan. If necessary, select All Roles from the Related Reports. Click OK. Then click Save & Close. Copyright IBM Corporation

32 Planning Data Tab The Planning Data tab organizes the master planning data, based on the as is values in the system. Planning data is an important element within the planning framework. It is a time-based snapshot of the current state of supply and demand data contained within the space management application. Show Processes & Hide Processes You might not be able to see the Show Processes and Hide Processes actions on the Summary section bar. The Show Processes and Hide Processes actions are visible only to select admin users. These actions are useful for troubleshooting data issues. Clicking Show Processes adds three sub-tabs to the Planning Data section. The sub-tabs are: Running Processes, Finished Processes, and!exception Processes. The system generates the data for this planning environment and displays information about what is running, finished, and any exceptions encountered. Use the Show Processes action as a tool during data generation. Clicking Hide Processes removes the Running Processes, Finished Processes, and!exception Processes sub-tabs from view. Generate Data Before you generate data for this planning environment, double check that your data meets the following criteria: Building: The city in the Geography Lookup field in the Primary Address section on each Building record must be in the Manage Cities tab of the Planning Manager. If a city is not in the Manage Cities tab, buildings in that city are not captured. Space: o The Current Use Space Class field on each Space record, or a space class higher in the Space Class Current classification hierarchy, must be in the Manage Space Classes tab of the Planning Manager. Space records with space classes that are higher in the Space Class Current classification hierarchy than the space classes listed in the Manage Space Classes tab are not captured. o Each Organization listed in the Occupancy Allocation section of the Allocation tab of each Space record, or an organization higher in the Organizations hierarchy, must be in the Manage Organizations tab of the Planning Manager. Space records with Occupancy Allocations organizations that are higher in the Organizations hierarchy than the organizations listed in the Manage Organizations tab are not captured. People: o The Location Path field (in the Primary Location section of the General tab of the People record) and all locations listed in the Other Assigned Locations section of the Locations & Assets tab contain a Building record in the Manage Building tab of the Planning Manager. People records with buildings not in the Manage Buildings tab are not captured. o The Organization Path field (in the Primary Organization section of the General tab of the People record) contains an Organization in the Manage Organizations tab of the Planning Manager. People records with organizations that are higher in the Organizations hierarchy than the organizations listed in the Manage Organizations tab are not captured. o The Location Path field (in the Primary Location section of the General tab of the People record) and all locations listed in the Other Assigned Locations section of the Copyright IBM Corporation

33 Locations & Assets tab of each People record is a Space record with Space Class Planning Measure Type of Occupancy. Space Class: The Default Space Standard field is configured in each Space Class Current record in the Manage Space Classes tab of the Planning Manager and in each space class lower in the Space Class Current classification hierarchy than the space classes listed in the Manage Space Classes tab. After you have satisfied these data configuration validations, you are ready to generate data. To generate data for this planning environment, select the Generate Data action on the planning environment action bar. The system offers the ability to change the current period for the data. Use this feature to move the planning environment data from one planning period to the next, for example, for changing quarters during an annual planning cycle. After you change the current period, you cannot go back to a previously selected period. You can change the current period only to a period within the planning year. Click Continue. The system begins to generate the data. The planning environment is locked in a read-only state with a status of Processing. Depending on the level of detail in the data to be gathered, this process can take several hours. The process is performed in the background. After data generation has finished, the planning environment is editable and returns to its prior status. The system populates the Forecast tab and the Summary section, Planning Data section, Supply Summary section, and Data Capture Log section. The system also displays the processes that completed in the Finished Processes sub-tab, available when the Show Processes action is selected. Each planning measure type has a different effect on how the system establishes the supply data. Supply Data By Occupancy To reflect occupancy-based supply, the system captures the sum of space capacity for a given space class, or its sub-space classes, on a given floor. Space capacity is directly related to occupancy, or the assignment of people to the space. Occupancy-based supply can be thought of as space that is used to accommodate people. Supply Data By Count - To reflect count-based supply, the system captures the count of spaces for a given space class, or its sub-space classes, on a given floor. Supply Data By Area - To reflect area-based supply, the system captures the sum of space area for a given space class, or its sub-space classes, on a given floor. Summary Section When the system generates data, the system displays the date and time that the data generation process occurred in the Summary section The Clear Processes action clears the information displayed in the Summary section. Planning Data Section The Planning Data section displays all of the generated supply and demand data from the capture process. The fields displayed in the Planning Data section are as follows: Type - Values include Supply and Demand. Copyright IBM Corporation

34 Period - From the Period in the Planning Periods sub-tab on the General tab. Period # - From the Period # in the Planning Periods sub-tab on the General tab. A negative value indicates a period in the past. Geography - From the Manage Cities tab in the Planning Manager. Supply Summary - The name. Corresponds to items in the Supply Summary section. Location - Uses the floors associated to the buildings in the Manage Buildings tab in the Planning Manager. The system uses the buildings in the Scope sub-tab on the General tab if data is present. Organization - From the Manage Organizations tab in the Planning Manager. Space Class - From the Manage Space Classes tab in the Planning Manager. Measure Type (the Planning Measure Type) - Occupancy, Count, or Area. Functional Role - From the People records. Worker Type - From the People records. Quantity - The number value for whatever is being captured (Capacity, Occupants, Count, or Area). Area - The area, or proportion of, relating to the space being captured. Planning Data Status Modified? As the system gathers the space data by space class, it establishes different types of data according to the planning measure type on the space class. There are three planning measure types: Occupancy - Manages space according to the total capacity. For supply data, this value is the sum of space capacity by floor and space class. For demand data, this value is the sum of occupants by floor, space class, and organization. Count - Manages space according to the total count. For supply data, this value is the number of spaces by floor and space class. For demand data, this value is the number of spaces by floor, space class, and organization. Area - Manages space according to the total area. For supply data, this value is the sum of space area by floor and space class. For demand data, this value is the sum of space area by floor, space class, and organization. Each planning measure type has a different effect on how the system establishes the demand planning data. Demand Data By Occupancy - To reflect occupancy-based demand, the system captures the count of people belonging to a given organization, or its sub-organizations, associated to spaces for a given space class, or its sub-space classes, on a given floor. This value is displayed in the Quantity field. Demand Data By Count - To reflect count-based demand, the system captures the count of spaces that are allocated (space allocations) by a given organization, or its sub-organizations, for a given space class, or its sub-space classes, on a given floor. This value is displayed in the Quantity field. Demand Data By Area - To reflect area-based demand, the system captures the sum of space area that is allocated (space allocations) to a given organization, or its sub-organizations, for a given space class, or its sub-space classes, on a given floor. This value is displayed in the Quantity field. Supply Summary Section The Supply Summary section displays the list of buildings or leases and their respective floors pertaining to the captured supply data. The fields displayed in the Supply summary section are as follows: Name Type - The source of the information. For example, a Building, or a Real Estate Contract, or a Floor. Copyright IBM Corporation

35 Tenure - Whether the supply is Leased or Owned. Start Date - The date the supply became or becomes available. End Date - The date the supply is no longer available. Often blank for owned buildings. The aspect of time within planning data uses planning periods. This dimension of the data is based completely on whether the building or lease is active for the periods within the planning environment. As the system discovers supply data, it creates planning data records only for periods that overlap the active dates of the building or lease. For example, if a building is due to be sold (has a Retirement Date) at the end of 2010 (12/31/2010), and the planning environment is configured for 2009 (Year), 2010 (Year), 2011 (Year), 2012 (Year), and 2013 (Year), the system generates supply planning data records for that building only for the 2009 and 2010 periods. The system identifies whether a space is owned or leased based on the value of the Tenure field on the building. Often real estate leases do not reflect space-level data. Since this data is not present explicitly, the system makes assumptions, starting with the Locations tab on the Real Estate Lease. The Contract Locations section and the items contained within this section are intermediate links to any type of location. A single lease can be linked to one or more of the following location types: Spaces, floors (the system assumes all spaces within the floor), buildings (the system assumes all floors and spaces within the building), and properties (the system assumes all buildings, floors, and spaces within the property). Data Capture Log Section The Data Capture Log section lists each time a user generates data in this planning environment. At any time, you can recapture planning data. Typically, this recapture happens during the change of a planning period within a cyclical planning process. In this case, you can change the dates in the General tab and click Refresh on the Summary section of the Planning Data tab. The information reflected in the Data Capture Log section indicates whether you did a Period Change, whether the system refreshed the data, the Start and End time and Duration of the data generation, and which user performed the action. Forecasts Tab Space forecasting is a process used within space planning to gain insight into changes for an organization relating to its demand for space over time. Workplace planners consult with business managers and determine space requirements to meet business needs and objectives. These business requirements are gathered or generated from business unit economic buyers (business managers, executives, and finance) and input into space forecasting forms. These long range and near-term requirements are based on business objectives that include: Space capacity needs derived from headcount or other demand drivers, such as seats and workpoints, Space area (square feet, square meters) by space class, and, Count of rooms (spaces) by space class, for example classrooms and meeting rooms. Forecasting is a key input to strategic space planning that identifies business needs and goals known as space demand. This process is typically based on a Business Unit Manager providing information related to change (reduction or growth) in headcount (by job function and worker type) and non-headcount (ancillary or support) space. The forecasting phase focuses on the following high-level objectives: Copyright IBM Corporation

36 Gather or update the business needs that require facilities space (either across time for long-range forecasting, or near-term requirements for event-driven planning projects or emergency response), Analyze the business requirements and identify opportunities and alternatives to optimize demand on the facilities, and Review and approve the business forecasts and requirements to set the baseline for planning. Before beginning the forecasting process, the following tasks must be complete: The portfolio plan setup is complete, including the forecast time span, fiscal time periods, contacts, planning objectives, and scope (organizations, geographies, and locations). The organization planning level of detail is set up for planning at rolled-up intermediate levels instead of the bottom levels of the Organization structure. The space class planning level of detail is set up for planning at rolled-up intermediate levels instead of the bottom levels of the Space Class structure. The business unit manager contacts responsible for the organization forecasts are defined. The forecast starting data is pre-populated with one of the following options: Blank for the current and all future periods, The current baseline derived from the as is data (blank historical and future periods), Historical actual data for a defined number of years, the current baseline, and blank future periods, Historical actual data for a defined number of years, the current baseline, and all future periods equal to current baseline (equivalent to 0% growth), or Historical actual data for a defined number of years, the current baseline, and all future periods set to the last approved forecast or plan. Space standards and functional roles are set up. The baseline period (current period) is set and data populated. Forecast approval and notification templates are set up based on the organization contact roles in the portfolio plan. Note All forecast data is at the city level. The planner decides in the stacking tool (described in Stack Planning) where the forecast changes take place. Space Forecast Surveys Space Forecast Surveys facilitate the process of gathering space forecast data for planning organizations. They are automatically created for each planning organization when you select the Generate Data action in a planning environment. Each planning organization has a forecast survey. The system pre-populates the primary contact for each forecast survey with the person designated as the Business Unit Manager contact role in each organization. After these surveys are created, they can be sent and re-sent to the planning contact for the given organization. To see the space forecast surveys, find and open the planning environment. Select the Forecasts tab. The system displays the forecast surveys for each organization. Click the hyperlinked name for a forecast survey to see the forecast survey. The information available depends on the planning environment. Forecast surveys are system generated and cannot be deleted. However, when a planning environment is deleted, the system deletes all forecast surveys contained within the planning environment. Copyright IBM Corporation

37 The following information describes each section and its use and purpose. General Section A Forecast Standard can be applied to a forecast survey. The system uses the demand driver information in the forecast standard to influence the conversion of demand to supply. If you select a forecast standard, click Apply Forecast Standard to update the data in the forecast survey. Comment Section Use the Comment section to describe what the forecast survey represents. Headcount Section The appearance of the Headcount section in your implementation might contain line items or be blank, depending on how your company entered the information. In the section, the system has extracted the current demand data for the organization of the survey from the planning environment. The system creates forecast line items by aggregating the current demand data by geography and rolls up the current demand data captured at the floor level to the city level. The system concurrently converts the space class element of the data into a demand driver by using a combination of functional role, worker type, and space class. If no demand driver exists, the system creates one with the matching elements (functional role, worker type, and space class, or just space class). As the system creates forecast line items, it uses the demand driver to seed the space standard and the various demand-to-supply factors. If the forecast survey references a forecast standard, the process uses the template overrides for the corresponding demand drivers. The result is information about each demand driver, including its baseline actual data and forecast quantities or areas that are ready for you to use. The data is sorted based on geography, demand driver category, and demand driver. The as-delivered display uses the following standards: All visible area values, whether actual or forecast, are read-only. For future periods, values in the Forecast Quantity column can be changed. For historical and current periods, Forecast Quantity values are read-only. For historical and current periods, the Actual Quantity and area fields display and are read-only. Geography and Demand Driver The Geography and Demand Driver information display on the left side of the Headcount section. Historical and Current Periods The data for the historical and current periods displays in the Period column and the column to its right. The current and historical information cannot be edited. Clicking a hyperlinked value opens the space forecast item. The information displayed for each forecast line item is the Actual Quantity, Forecast Quantity, and Forecast Area (Standard), and often includes Actual Area. The Forecast Area (Standard) is calculated by using the Space Standard. Future Periods The data for future periods displays to the right of the data for the current period. Copyright IBM Corporation

38 When a value is entered for Forecast Quantity, the system calculates Forecast Area (Standard) based on the Space Standard. The system calculates Forecast Capacity and Forecast Area based on the Forecast Quantity entered. Positive changes in any future year from the first year show in the stack plan as parking lot forecast additions. Negative changes in any future year for the first year show in the stack plan as parking lot forecast removals. Non-Headcount Section The appearance of the Non-Headcount section in your implementation might contain line items or be blank, depending on how your company chose to set up the information. The system extracts the current demand data for the organization of the survey from the planning environment. The system creates forecast line items by aggregating the current demand data by geography and rolls up the current demand data captured at the floor level to the city level. The system concurrently converts the space class element of the data into a demand driver by using a combination of functional role, worker type, and space class. If no demand driver exists, the system creates one with the matching elements (functional role, worker type, and space class, or just space class). As the system creates forecast line items, it uses the demand driver to seed the space standard and the various demand-to-supply factors. If the forecast survey references a forecast standard, the process uses the template overrides for the corresponding demand drivers. The result is information about each demand driver, including its baseline actual data and forecast quantities or areas ready for you to use. The data is sorted based on geography, demand driver category, and demand driver. The as-delivered display uses the following standards: All visible area values, whether actual or forecast, are read-only. For future periods, values in the Forecast Quantity column can be changed. For historical and current periods, Forecast Quantity values are read-only. For historical and current periods, the Actual Quantity and area fields display and are read-only. Geography and Demand Driver The Geography and Demand Driver information is displayed in the left side of the section. Historical and Current Periods The data for the historical and current periods is displayed to the right of the Geography and Demand Driver. The current and historical information cannot be edited. Clicking a hyperlinked value opens the space forecast item. The information displayed for each forecast line item is the Actual Quantity, Forecast Quantity, and Forecast Area (Standard), and often includes Actual Area. The Forecast Area (Standard) is calculated by using the Space Standard. Future Periods The data for future periods is displayed to the right of the period and current period data. When a value is entered for Forecast Quantity, the system calculates Forecast Area (Standard) based on the Space Standard. The system calculates Forecast Capacity and Forecast Area based on the Forecast Quantity entered. Copyright IBM Corporation

39 Occupancy Rate Sub-Tab The Occupancy Rate sub-tab displays the Occupancy Rate (%) metric for the organization in the forecast survey for the periods in the planning environment. Utilization Density Sub-Tab The Utilization Density sub-tab displays the utilization density metric for the organization in the forecast survey for the periods in the planning environment. Send Survey When the forecast survey is ready for the business unit manager to update the future forecast data, click the Send action. The system offers the choice of sending the business unit manager a notification that the online form is ready for update or of sending the survey to be updated offline. Submit Survey When the forecast survey is updated and ready to go on review and approval, click the Submit action. The system routes the forecast survey for review and approval as specified in the Notifications tab. Forecasting Online Appropriately authorized users can update the forecast data in the forecast survey in the system. The most direct method for doing so is to enter data into the line items. There are a number of useful tools for doing mass updates that are actions on the Headcount section: Add Forecast Line Item, Apply Forecast Demand Driver Factor, and Apply Forecast Growth / Reduction Factor. Add Forecast Line Item Use the Add Forecast Line Item action to add a forecast line item. The form contains sections for geographies associated to the planning environment and all headcount and non-headcount demand drivers. To Add a Forecast Line Item Step 1 Click Add Forecast Line Item. The system displays an Add Space Forecast form. The Geography section, Headcount Demand Driver section, and Non-Headcount Demand Driver section are prepopulated from the planning environment. Step 2 Select each item to be included in this forecast line item by clicking the check box next to it. Step 3 Click Create Forecast. The system creates a forecast line item. The Add Space Forecast form remains open with the previously selected values still selected. Step 4 Continue building and adding new forecast line items as needed. Copyright IBM Corporation

40 To Add a Forecast Line Item Step 5 When you have finished adding line items, click Cancel. The new forecast line items are displayed in the appropriate section. Each has zeros for actual and historic values. Note the change in the Occupancy Rate and Utilization Density metrics. Apply Forecast Demand Driver Factor Use the Apply Forecast Demand Driver Factor action to apply dynamic demand driver factors for line items. You can apply factors to a demand driver and to multiple geographies and planning periods. To Apply Forecast Demand Driver Factor Step 1 Click Apply Forecast Demand Driver Factor. The system displays an Update Forecast Data form. Step 2 In the Demand Driver section, Periods section, and Geographies section, select the items to be updated. The Details section contains the factors that can be applied to forecast survey line items. The following factors can be applied to forecast survey line items: Space Standard Space Capacity Space Area Step 3 Enter values for the update. Step 4 Click Apply. The system updates the forecast survey line items, calculates forecast area and forecast capacity, and displays a Forecast data has been updated confirmation message. The Update Forecast Data form remains open with the previously selected values still selected. Step 5 Continue updating forecast data as needed. Step 6 When you have finished, click Cancel. Note the change in the Occupancy Rate and Utilization Density metrics. Apply Forecast Growth / Reduction Factor Use the Apply Forecast Growth / Reduction Factor action to apply growth or reduction factors to manipulate forecast data. You can apply factors across selected planning periods. To Apply Forecast Growth / Reduction Factor Step 1 Click Apply Forecast Growth / Reduction Factor. The system displays an Update Forecast Data form. Copyright IBM Corporation

41 To Apply Forecast Growth / Reduction Factor Step 2 In the Periods section, Geographies section, Headcount Demand Driver section, and Non-Headcount Demand Driver section, select the items to be updated. The Periods section is prepopulated with the planning periods from the planning environment. The Geographies section, Headcount Demand Driver section, and Non-Headcount Demand Driver section are prepopulated with items from the forecast survey. Step 3 The Details section contains the factors that can be applied to forecast survey line items. In Update Forecast Data, enter the percent the selected data is to be incremented or decremented. Use a negative value to indicate a reduction. If the Increment By Period check box is not selected, all selected items are adjusted by this percentage. For example, if the value of Update Forecast data is 10 and three periods are selected, period one is increased by 10%, period two is increased by 10%, and period three is increased by 10%. If the Increment By Period check box is selected, the percent change is applied from period to period. For example, if the value of Update Forecast data is 10 and three periods are selected, period one is increased by 10%, period two is the value of period one plus 10%, and period three is the value of period two plus 10%. Step 4 Enter values for the update. Step 5 Click Apply. The system updates the forecast survey line items and displays a Forecast data has been updated confirmation message. The Update Forecast Data form remains open with the previously selected values still selected. Step 6 Continue updating forecast data as needed. Step 7 When you have finished, click Cancel. The Reset Selected action resets all forecasts to baseline data, the data captured originally from planning data. The system displays a Forecast data has been reset confirmation message. The Reset All action resets all forecasts in this forecast survey. The system displays a Forecast data has been reset confirmation message. Note the change in the Occupancy Rate and Utilization Density metrics. Forecasting Offline The forecasting offline form is an Excel spreadsheet sent to the business unit manager for the forecast survey. The business unit manager updates the information in the form and s it back to the system. The system updates the forecast survey and sends a notification that the forecast survey is ready for review and approval. The offline form contains geographies, demand drivers, actual data, and forecast data for each period. Actual data is read-only and forecast data is editable for future periods. The form is in Excel, and the Copyright IBM Corporation

42 business unit manager can use standard Excel features to update the forecasts. The Send button returns the form to the system. The IBM TRIRIGA receiving address is prepopulated in the offline form. When you click Send E- Mail, the system sends it to the system. When the IBM TRIRIGA system receives the offline form, it updates the forecast line items. Notes & Documents Tab Use the Notes & Documents tab to add Comments and upload Documents related to the planning environment. Add to the Notes & Documents Tab To Add to the Notes & Documents Tab Step 1 To add a comment, click Add on the Comments section bar. Use the Comment form to document related conversations or s. Step 2 To add a document, click Find or Upload on the Related Documents section bar. Copyright IBM Corporation

43 3. Portfolio Planning The Strategic Facility Planning process begins with the executive management of a company deciding upon strategic initiatives, corporate objectives, business plans, and performance goals for the company. The facilities executives use the strategic initiatives and corporate objectives to build a group of facility objectives and performance goals. The business unit managers take the corporate business plans and performance goals to build business requirements. IBM TRIRIGA SFP Streamlines Plan Alignment with Business Objectives The IBM TRIRIGA portfolio plan is where the corporate plan is set up, along with children plans representing the organizational structure of the corporation. This chapter describes setting up the corporate portfolio plan, lower-level portfolio plans that are children of the corporate plan, space plans for a portfolio plan or sub-plan, and scenarios for a space plan. Copyright IBM Corporation

44 Initiate Planning Cycle Corporate-Level Portfolio Plan. A portfolio plan contains the overall plan summary data. A corporatelevel portfolio plan defines the high-level goals, objectives, risks, and resources for all lower-level portfolio plans. Child-Level Portfolio Plan. After a corporate-level portfolio plan exists, the next step is to create child-level portfolio plans. Portfolio plans are hierarchical and you can develop as many levels as needed to support your corporate objectives and best practices. A child-level portfolio plan might contain the goals, objectives, risks, and resources of the corporate-level plan. You also can add additional goals, objectives, and risks specific to a child-level plan. Space Plan. After you have defined your portfolio plans through the hierarchy of plans and sub-plans, the next step is to build space plans. A space plan provides an environment for a planner to work with a set of planning data (supply and demand) for a given set of locations. A portfolio plan or sub-plan can have many space plans. Although space plans can be built on any level portfolio plan, it is usually the case that space plans are done only on the lowest level portfolio plan where the geography is set and where space planning occurs. A space plan is the container for scenarios. Each space plan is the data source for all scenarios created within it, enabling planners to compare scenarios. Scenario. Scenarios are the alternative proposed solutions, what-if options, or feasibility studies under consideration for a space plan. The parent space plan contains the overall plan summary data, scope of planning, data roll-ups, common setup data, comparison goals and targets, and acts as a means to compare and evaluate scenarios. Scenarios are used in the space planning process to satisfy the requirement to establish a space plan of record or to evaluate options related to unplanned events. The process can be initiated by routine planning cycles, strategic initiatives, an emergency response, or a business change event. The space planning process also can be used to develop feasibility studies or contingency plans that do not go into an execution phase. Portfolio Plans A Portfolio Plan contains the overall plan summary data. A corporate-level portfolio plan defines the high-level goals, objectives, risks, and resources for all lower-level portfolio plans. After a corporate-level portfolio plan exists, the next step is to create child-level portfolio plans. Portfolio plans are hierarchical and you can develop as many levels as needed to support your corporate objectives and best practices. Build plans and sub-plans to define your planning structure. A Copyright IBM Corporation