ARCHIBUS Space Management - User Guide
Contents
1. Editor lcd n Primary Room Type Totals By Drag a task here to add Edit Form Room Type Site Bld Floor Room GFA and UFA Edit Room Details Primary Room Function Organisation Unit UFA and Rm Area Sign Off Space Validation Room Function i i i Multiple Selection Select Edit Room Detail Calculations Faculty Institute Division org2 All Room Data Multiple Filters Run Calculation After Updating Space School Section All Building Data Multiple Filters Run Calculation After Adding Shared Room Sub Section Theoretical Occpancy Teaching Space Utilisation Summary Reports Room Type by Faculty Inst Div org2 Room Type by School Section org3 Room Function by Faculty Inst Div org2 Room Function by School Section org3 In the select floor panel the rooms that have been assigned to your organisation that will require reviewing updating Work list SA Quick Room Updates Please note This form may take time to load Filter Buliding Code Select Floor Please select a floor gt 008256 Seddon Centre Block 0082C Seddon North Block gt 0084 Therapies Bulicing gt OOSA Therapies Annexe Your Work list The buildings and rooms assigned to 6202 Sulicing 2 your organization requiring review gt 62023 Building i Click on the gt symbol to expand the floors Click on the floor and the interactive floor plan will appear within the right hand side window Select Floor d B Seddon Centre Block 3 01 0082 4 01 00822. the percentage of space so all records add up to 100 Room Percentage Percentage of Attributes RoomTy Update Original room record Sg percentage of space _ No 1 so both entries add to Edit Yes 1 wens Archibus Space Editing User Guide Add New Allocated Room Primary Room 2 Occupancy Use Area m Function Room Function Org Level One Org Level Two Org Leve 1 00 RODGER ASSOC PROF 1 00 Tester Version 2 Page 14 THE UNIVERSITY am OF QUEENSLAND AUSTRALIA 10 Validation Sign Off When you have completed reviewing and updating your rooms the next step is to sign off to each room to record that this process has been completed Click Sign off Space Validation Space Editor Floor Plans Space Key Reports Space Editor EES Primary Room Type Totals By Drag a task here to add UU Edit Form Room Type Site Bld Floor Room GFA and UFA Edit Room Details Primary Room Function Organisation Unit UFA and Rm Area Sign Off Space Validation Room Function Multiple Selection Select Sign Off Space Validation Calculations Faculty Institute Division org2 All Room Data Multiple Filters Run Calculation After Updating Space School Section All Building Data Multiple Filters Run Calculation After Adding Shared Room Sub Section Theoretical Occpancy Teaching Space Utilisation Summary Reports Room Type by Faculty Inst Div org2 Room Type by School Section org3 Room Function by Faculty Inst Div org2 Room Function b
3. vd si r dee Run Calculation After Updating Space School Section All Budding Dats Maltipe Filters Run Calculation After Adding Shared Room Sub Section Theoretical Occpancy Teaching Space Utilisation Summary Reports Roars te by F acuity ient Dev org Rooms Type by Schoot Section org Room Function by Faust Zu org Room Function try shool acmon ong introduction and Room Data Space Manual Tramatonal zech inetmuce Room Type by Building Summary Video Guide How to Edit Room Type Summary Video Guide Add Shared Room Room Function Sumaary Video Guide Validation Sign Off Faculty ene Upelates Roun Types and Eu on Oetieettionn Ste Room Type Site Room Function Room Are omg by SchooWSection org 3 Flood Level Data Batz Room Type Building Room Functon Site by School Section og 3 Buliding formation and Pheto Floor Room Type Floor Room Functor Buding by School Section org 7 Executive org 3 Soen Type Org Level 1 Room Fundton Floor by School Section org3 Facelty ient Dev ong 2 Room Type Facuitpiient Div org 2 Room Function School Org 1 by Floor Scthool Section ong 3 Room Type Shool Section org J Room Function Sub Section Ong 4 Room Type Org Level 4 Room Function Sub Section ong 3 Room Type Sub Section ong 5 Bon Function All similar reports have been grouped under the same header tab i e all interactive Floor Plans are under the Floor Plan panel and all edit forms are under the Space Editor Panel Floor Plans Primary Room Type
4. DGIR ASSOC PROF Archibus Space Editing User Guide Version 2 Page 11 THE UNIVERSITY RL OF QUEENSLAND AUSTRALIA Click on the edit button to update the room details Select Floor Please select a floor gt O98218 Seodon Cengye Block gt OO Seddon North Block gt 0O84 Therapies Bullcing 4 GOS4A Therapies Annexe 1 01 O084a 1 2 O1 Oog4a 2 3 01 0064 53 401 00842 4 S 01 008433 5 et Ka 7 01 0064a 7 01 O0G4a 3 gt 6201 Building 1 gt 6202 Buliding 2 Percentage of Space 100 GO 100 RODGIR ASSOC PROF The edit form will show Update the data that requires changes The Archibus fields with ka ellipsis symbol are drop down list e Primary room type to Room type e Primary room function to Room function e Organisation units 1 to 5 The fields above are dependent on each other i e room type is linked to primary rom type For primary room types 1 Office 2 Teaching 3 Laboratory the total occupants in room must be entered Edit Room Percentage Building Code 0084A Floor Code 7 Room Code 760 Room Transaction Code 52699 Primary Room Record Primary Room Type 1 Primary Room Type Description OFFICE Room Type 101 Primary Room TypeDescription OFFICE FACULTY ACADEMIC STAFF Primary Room Function 1 Primary Room Function Description ACADEMIC Room Function 13 Room Function Description ACADEMIC TEACHING amp RESEARCH Percentage of Space 100 00 Allocated Room Area m 16 73 Total Occupants in Room 1 00
5. Room Comments RODGER ASSOC PROF Physical Containment Level Org Level One 651 Org Level One Name Office of the Senior Deputy Vice Chancellor Org Level Two 1240 Two Name Faculty of Health and Behavioural Editable fields Eetesuge 2ciences Org Level Three 129 urg Lever ihree Name School of Health and Rehabilitation Sciences Org Level Four 129 Org Level Four Name School of Health and Rehabilitation Sciences Org Level Five 129 Org Level Five Name School of Health and Rehabilitation Sciences Archibus Space Editing User Guide Version 2 Page 12 THE UNIVERSITY mY OF QUEENSLAND AUSTRALIA When you have finished making room edit please ensure to click the save button Physical Containment Level Org Level One 651 Org Level One Name Office of the Senior Deputy Vice Chancellor Org Level Two 1240 Org Level Two Name Faculty of Health and Behavioural ciences Org Level Three 129 Org Level Three Name School of Health and Rehabilitation ciences Org Level Four 129 Org Level Four Name School of Health and Rehabilitation ciences Org Level Five 129 Org Level Five Name chool of Health and Rehabilitation ciences Lo Le Le Le Lo Le L Review data and press save When you have completed your room edit please select another room and make any necessary updates Archibus Space Editing User Guide Version 2 Page 13 THE UNIVERSITY ma OF QUEENSLAND AUSTRALIA 9 Add shared space record Within Arc
6. Room Type Primary Room Function Room Function Faculty Institute Divi School Section Sub Section Teaching Space Utilisatio Similar reports grouped together Archibus Space Editing User Guide Version 2 Page 5 THE UNIVERSITY Ww OF QUEENSLAND Ce AUSTRALIA To select a report or edit form click on any non bold text under each headed to access the reports Floor Plans Primary Room Type Room Type Pri Hover you cursor over the text and Ro click your mouse button to launch report Fat j School Section Sub Section Space Key Reports Favorites Totals By Site Bld Floor Room GFA and U Organisation Unit UFA and Rm Area Multiple Selection All Room Data Multiple Filters All Building Data Multiple Filters Theoretical Occpancy To select a report or edit form click on any non bold text under each headed to access the reports The report will then launch in the main window GA When you have finished review report or editing data select the Space Editor tab that will take you back to the Space Editor Home Page Space Editor I Tasks View Rooms by Site Select Site Site Code QL UI 206 34H Al 5i 7i sf gf aye ARCHIBUS To get back to the home page click your cursor on the space editor tab Site Code Site Name Gross Area GFA m 01 St Lucia 03 St Lucia Toowong Off Campus 08 Logan GP Super Clinic 09 Redcliffe Hospital amp GP Super Clinic 10 Pinjarra H
7. Space School Section All Building Data Multiple Filters Run Calculation After Adding Shared Room Sub Section Theoretical Occpancy Teaching Space Utilisation Summary Reports Room Type by Faculty Inst Div org2 Room Type by School Section org3 Room Function by Faculty Inst Div org2 Room Function by School Section org3 Click the start job icon Single Job Report Progress When the job has completed your data will be ready to view Shared Space Calculation If you require to view your updated shared room area data in the space reports you are required to run the calculation reports Select run calculation after adding shared room report Click the start job icon Note You do not need to run the calculation reports after you have updated your space only if you want to view your updated room area data Archibus will automatically run the calculations on a daily basis Archibus Space Editing User Guide Version 2 Page 17 12 Contacts Barbara Robinson Space Manager Overall responsibility for space matters David Catchpole Space Auditor Space inventory and data verification Graham Brighouse CAD Coordinator Floor plans maps Darrell Naylor System Admin Technical issues and processing access requests Gordon Scott Archibus Coordinator THE UNIVERSITY OF QUEENSLAND AUSTRALIA Wy d Ce b robinson f ug edu au d catchpole pf ug edu au qg brighouse pf ug edu au d naylor pf uq e
8. THE UNIVERSITY Ve OF QUEENSLAND AUSTRALIA ARCHIBUS ARCHIBUS Space Management Editing User Guide THE UNIVERSITY Ww OF QUEENSLAND Ce AUSTRALIA Table of Contents 1 Space Management at UO 3 2 Technical Requirements E 3 2 1 WED CCA ps sick E ee cape eae ob estate ve E sue ce EEE 3 2 2 System Requirements E 3 2 3 eelere 3 Be EE e El Wal e E 4 3 1 PE CSS e eine 4 3 2 ONTT OM OA le 4 3 3 Loggmg OM irom ArCNIDUS cs scsceces tes atic cee secede ces tcnunceuvasdesecteadhsieaedoceeesnesmmcnseaddeveeteedhenaebadssnerec 4 Bi Navigating enn E 5 4 1 Process Navigator E 5 5 Organisational Unit Structure zeegesgtsgtegessbrgetgetrugireg kb geeeE rotusenesecesucsnendeoebsencneceedeoseneteseanctieriecdiesces 7 6 Space Management Teri Sesccceccesasscensdei lt aenanesseuzedexandannddecevadaiandacneccoupadsicadeheeddens 2hdaiaseneedeussRadacescheanes 8 7 Archibus Icons Filters CGonsoles 0 eee ceeccecceccecceececceeceeceeceecueceeeneeeeeaeeneeneeneeseeseeseeseeseesaeseeenesaees 9 8 Edit Space RecordS EE 10 9 Add shared space record E 14 10 Ee Ee ie BT ei RE E 15 Pde CANCUN e 17 12 ee Ee 18 Archibus Space Editing User Guide Version 2 Page 2 THE UNIVERSITY Ww OF QUEENSLAND Ce AUSTRALIA 1 Space Management at UO Property and Facilities Division runs an annual space validation exercise normally during the months of April and May to check the accuracy of the data within the space inventory database Validati
9. ared room function or shared organisational level This can be between two or more types functions organisational units or cleaning types Archibus creates a new record for each share and the sum of all the shares must add up to 100 percent The floor plans do not show the shared room information it only shows the information for the flagged record per room Primary room attributes Yes Share details are displayed in the room details window e Seat Capacity This is mandatory for Primary room types 1 2 and 3 Enter the number of active work stations for an office the number of seats in a teaching room or teaching laboratory or the likely number of users of a laboratory at one time For a room that should have no occupants enter a value less than zero e g 0 1 as it can t be left zero e Org Level 5 Occupant This is the organisational group that occupies the room It is not the owner So if a faculty loans some rooms to another group those rooms will be allocated to that new group Space ownership changes can only be done and recorded through the Infrastructure Space committee ISC Optional fields that can also be edited e Room Comments Free text field normally the same as the door signage Useful for the occupant s name or the special purpose of the room e Allocation Status Can be set to defined period if the space is on loan e For Utilisation Audit field name is called Bookable whe
10. b 4 gt 0082C Seddon Click on arrow to 0084 Therapies show floors gt 0084A Therapies annexe gt 6201 Building 1 gt 6202 Building 2 Archibus Space Editing User Guide Version 2 Page 10 THE UNIVERSITY Wey OF QUEENSLAND Ce AUSTRALIA Please note only the rooms that have been assigned to your organisation unit will appear blue and be editable XIX PN ARCH I BUS Space Editor Applications Tasks Quick Room Updates Please note This form may take time to load Filter Building Code Floor Code Select Floor Please select a room gt 0082B Seddon Centre Block gt 0082C Seddon North Block gt 0084 Therapies Building 4 Therapies Annexe br Sn EC 2 01 0084a 2 3 01 0084a 3 4 01 0084a 4 5 01 0084a 5 6 01 008432 6 7 01 0084a 7 8 01 0084a 8 er 2 Click on floor to gt 6201 Building 1 show floor plan gt 6202 Building 2 3 Floor plan appears Click on the room you want to edit and the room will change colour to yellow and the room record will appear in the box bellow Select Floor gt OO82B Seddon Centre Block P OBBIC Seddon North Block gt 0084 Therapies Balding 4 OOB4A Therapies Annexe 2 O1 0084a 1 2 O1 O0g4a 2 3 01 O084a 5 401 00842 4 S 01 003843 5 601 0646 7 O1 Q064a 7 8 01 00G4a 3 gt 6201 Buliding 1 gt 6202 Building 2 Percentage of Total Occupants Allocated Room Primary Room Space in B Occapency Une Aree m Function Room Function Org Level Ope 100 00 100 RO
11. du au q scott pf uq edu au Technical issues processing access requests and general Archibus requests Archibus Space Editing User Guide Version 2 Page 18
12. hibus you can share the room usage between organisational units room types or room functions To add another record to a room select a room to edit as per section 8 Click the add new tab Room Percentage Primary Room Primary Percentage of Attributes RoomType Room Type Space sl A new room record will show Enter all the shared room details Click Add New Add New Occupancy Use Area m Function Room Function Org Level One Org Level Two Org Leve Total Occupants Allocated Room Primary Room 1 00 RODGER ASSOC PROF Within the percentage of space field enter the of shared space i e A org unit that shares a room using half of the room for each org unit you would enter 50 within this field After entering all the data save the record Add New Room Percentage Building Code 0084A Room Code 760 Primary Room Record Yes D Primary Room Type Room Type Primary Room Function Room Function Percentage of Space 100 00 Total Occupants in Room 0 00 Physical Containment Level Org Level One Org Level Two Org Level Three Org Level Four Org Level Five ki Floor Code 7 Room Transaction Code Primary Room Type Description Primary Room TypeDescription Primary Room Function Description Room Function Description ee Add percentage data Org Level One Name Org Level Two Name Org Level Three Name Org Level Four Name Org Level Five Name Click edit on the original room record and update
13. ills 19 Ipswich University Mine Indooroopilly ee ee e k da b E Le zs Archibus Space Editing User Guide Version 2 Page 6 THE UNIVERSITY Ww OF QUEENSLAND Ce AUSTRALIA 5 Organisational Unit Structure Archibus has been configured using the University Official Organisational Structure The organisation structure tree has five levels e g Faculty Institute and Divisions can be located on level two Example Senior Deputy Vice Chancellor Faculty of Engineering Architecture and Level 2 Information Technology School of Mechanical and Mining Level 3 Engineering Division of Mining Engineering University Experimental Mine Archibus can report on various space attributes for each of these five organisation levels Note If your organisation data is not accurate please check that with UQ Org to determine if your organisation change has been reflected in the official database P amp F will download the org data from the official database on an annual basis pre annual space validation or if there are any major changes to UQ divisions Any questions regarding Archibus organisation structure please contact David Catchpole d catchpole pf uq edu au or ext 54279 Archibus Space Editing User Guide Version 2 Page 7 THE UNIVERSITY Ww OF QUEENSLAND Ce AUSTRALIA 6 Space Management Terms General Space terms Usable Floor Area UFA The sum of all rooms with a primary room type code less than 8 Gros
14. n viewed in excel Used to determine rooms to be included in the teaching room audit e Syllabus Plus Used for rooms to be exported to syllabus Plus Archibus Space Editing User Guide Version 2 Page 8 THE UNIVERSITY Ww OF QUEENSLAND Ce AUSTRALIA 7 Archibus Icons Filters Consoles Icons Filters Consoles Function Se This field acts as a filter type characters of the name you need to search on and press enter and the system will return those records p y with the same name This icon expands or retracts data panels Click on this icon if you require Click on the ellipsis to open a table to open search function or acts as drop down list ff Click the next link to move to the next page This details that there are multiple pages of data Floor Plan Icon Function Select Float over a room to retrieve information double click for 4 L Page lofi Next gt gt further information a ae Clears Zoom back to original size Zoom Highlight and zoom into selection of floor plan Zoom In Zooms into the floor plan Isometric Projects the floor plan on a different plan for 3d viewing aa Zoom Out Zooms out of the floor plan Archibus Space Editing User Guide Version 2 Page 9 THE UNIVERSITY Wwe OF QUEENSLAND AUSTRALIA 8 Edit Space Records On the Archibus home screen move your curser to the right hand side to the page and select Edit Room Details Space Editor Floor Plans Space Key Reports Space
15. ng space data at the University is necessary to assure accurate data for government reporting and for planning and programming needs of the Faculties Institutes and Divisions as well as the University s Infrastructure Sub Committee ISC 2 Technical Requirements This section will document Archibus system requirements and the technical information that is required to use Archibus 2 1 Web Central Archibus uses a web based application that allows quick and simple access to the system using your internet browser You do not require any Archibus software to be installed Although your computer must meet the system requirements detailed in section 2 2 Archibus is available anywhere anytime using web browser 2 2 System Requirements Internet Browsers Internet Explorer Mozilla Firefox Safari and Chrome Adobe Flash 10 Resolution of 1024x768 recommended 1280x1024 or higher 2 3 Technical Contact For any technical issues please contact Gordon Scott Archibus Project Coordinator ext 52948 email address archibus uq edu au Or Darrell Naylor Archibus Technical ext 69637 email address archibus uq edu au Archibus Space Editing User Guide Version 2 Page 3 4 THE UNIVERSITY OF QUEENSLAND e AUSTRALIA 3 General Information 3 1 Access to Archibus Currently access to Archibus is by approval only To apply for access please complete the approval form located at www pf ug edu au archibus requestaccess html All existi
16. ng space editors users have been added to Archibus There are two types of access UQ Space Viewer Ability to view data only UQ Space Editor Ability to edit and view data limited editing to set organisational unit 3 2 Logging On to Archibus Access to ARCHIBUS is available by launching your web browser and typing the URL www archibus ug edu au ARCHIBUS Login UQ Username a Password e Enter your UQ username e g uqgscot1 and password within the relevant boxes in the log in window 3 3 Logging Off from Archibus To log off from ARCHIBUS click the sign out option within the navigation bar in the top right hand corner of the screen File Edit View Favorites Tools Help UQMPEARS Help Sign out button Note It is important to sign out of the system to free up your system licence Archibus Space Editing User Guide Version 2 Page 4 THE UNIVERSITY Wey OF QUEENSLAND Ce AUSTRALIA 4 Navigating Archibus 4 1 Space Editor Home Page When you log into Archibus you will be presented with the role based home page All reports and edit forms that are required for your role are available within the Home Page AS ARCHIBUS soseta Primary Room Type Totals By P Edit Form Room Type Site Bid Floce Room GFA and UFA Posen ae Room Fen bon Organisation Unit LFA and Rm Area Sign Off Space Valkdanon Room Function Multiple Selection Cakulations Faculty iraininute Division ong AN Room Dats Mulaghe T ter GE
17. room transaction will go green and the sign off box will detail Yes and in the space auditor field your UQ user name will show Workspace Transactions Room Transaction Code AS ATR Shh gi WE Au pages ors Next gt gt Primary toca Deg Primary Room Function oy Spot Audor Ae Ste Code Site Name e Butzeg Cade Basing Nome Poor Code Room Code Function e Si To check if all your areas have been verified select the signed off field and select No Any space not signed off will show Workspace Transactions Room Transaction Code 411 4185 5 218 27 9 19 aj 250 Signed Date Off Space Auditor Audited Site Code Archibus Space Editing User Guide Version 2 Page 16 THE UNIVERSITY OF QUEENSLAND AUSTRALIA ST V AD cS LAC 11 Calculations Area Calculation lf you require to view your updated room area data in the space reports you are required to run the calculation reports Select run calculation after updating space report Space Editor Floor Plans Space Key Reports Space Editor iesch Ge Primary Room Type Totals By Drag a task here to add UU Edit Form Room Type Site Bld Floor Room GFA and UFA Edit Room Details Primary Room Function Organisation Unit UFA and Rm Area Sign Off Space Validation Room Function Multiple Selection Select Run Calculation After Calculations Faculty Institute Division org2 All Room Data Multiple Filters Updating Spare Run Calculation After Updating
18. s Floor Area GFA This is the total floor area including all rooms internal walls and unenclosed covered areas Efficiency Rate The ratio of UFA to GFA typically 50 70 at a building level Cleaning Areas Cleanable Area is calculated as the sum of the useable floor areas and the common use areas Room Area per floor or per building This is the sum of all rooms but excludes wall thickness Non UFA Sum of common rooms circulation and toilets and service rooms plant rooms All primary room type 8 spaces Highlights or Floor plan view ARCHIBUS converts AutoCAD drawings to a flash based enterprise graphic allowing users to interact with floor plans Double click on the room to show details There are a range of floor plan reports that colour code according to the chosen criteria Annual space validation The process by which University Space Editors validate that the allocated space to their organisational unit and the space attributes in the Archibus space inventory system are correct Formally known as annual space audit The fields that need to be validated are e Room Type Follows the standard Go8 Definitions for what type of room it is e g a laboratory preparation room e Room Function Follows standard Go8 Definitions for what the purpose of the room is e g the function of a laboratory preparation room may be research or it may be teaching e Room Percentages Any room may have a shared room type sh
19. y School Section org3 The sign off validation report will show JAX ARCHIBUS earch by Doilang oer fen Ee Urg Lan Lg G ea kaart by Dro Lee Thra E rda Search by Ong Lren Steg Codes Seinen by bom Tyre De ckz p F een Zeta ht diye et eat Batten Workspace Transactions GER Aom Taasan oge 1N au vn er 3 of gt Anay foot Primary eer Rantan Primy Primery Roan Unghie IER Soon Puritia Reen fois Deter HGLLARE OROULATIOH POTENTIALLY USAS 3 MAP E XA PIR EESAR OLY LAA COS A E OTHER ACAD ACT aT es LADO D I EISAR SS OHLY LAA Oe DUH TEACHINGS AAR LAHLSATOES IHR EA Mis E Pd LAA WOH TEACHING E ALARCH LADLE Ser There are two ways to sign off by individual room or multiple room Sign Off Individual rooms locate the room and then on the left hand side in the room check box click the box Note A tick will appear in the box Click on the sign off button The room transaction will change colour to green the sign off box will detail yes and the space auditor field with show your UQ user name Sign Off Multiple rooms when signing off all rooms on the one screen page select the sign off box next to the room transaction code text All boxes on screen will show with tick boxes Archibus Space Editing User Guide Version 2 Page 15 THE UNIVERSITY e OF QUEENSLAND AUSTRALIA Room Transaction Signed Space Code a Off Auditor Click the sign off button You will see all the one page
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