e-PIMS™ Find Me Some Government Space User Guide
Contents
1. amp Meeting Rooms 0 0 0 0 1 1 Refresh List Government Office Hub Standard Meeting Workshop 25 delegates 11th Floor Fully accessible lifts Delete p Meeting Room 1 Room Round Table and ramp access for Open Space wheelchair users WORKSTATIONS Add New Workstation Refresh List Location Internet Connections Telephony Conference Accessibility Availability Call Availability Government Office Hub seme ee Delete p Wireless ramp access for wheelchair users SOUTHERN HOUSE CROYDON HM Revenue and Customs R A r ee o Loo o o O V Trustedstes Roos To delete a record you simply click the Delete button Reporting There are no specific reports available but there is the option to export to CSV format all your own meeting rooms and workstations records from the search results screen within the tool see screenshot below FMSGS Windows Internet Explorer Eek N QN T E https www epims ogc gov uk FMSGS SearchEpims aspx x 4 gt lt Live Search o m_a we amp Years A D Eee 4 SOF a H n lt d me ia You are logged in as CSSC Logout some government space z N LE 5 SS eS Back to searc M iteria Click here to export Meeting Rooms Click here to export Workstations Search Results Property Site Name Department Building Building Name Work Meeting Occupation stations Rooms Reference SOUTHERN HOUSE CROYDON woo General s Office2. 17 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 Enquiries about Booking Enquiries about booking a meeting room or workstation should be addressed to the contact displayed towards the end of the form via e mail telephone or by downloading and completing the e form and then sending it to the contact email address see screenshot below gt FMSGS Windows Internet Explorer AN L e http www epims ogc gsi gov uk FMSGS MeetingRoomDetails aspx id 70 7 e3 t X i Pe File Edit view Favorites Tools Help a w w amp rmses fp Bl mb lppPae 4 F Oe SPACE TYPE gt Standard Meeting Room SPACE FORMAT CAPACITY 10 maximum delegates maximum floorspace m2 EQUIPMENT AVAILBLE gt Internet Connection Wifi CATERING FACILITIES Self catering facilities available Off Site MANAGED SERVICES No CAR PARKING Off Site Chargeable ACCESSIBILITY Fully accessible lifts and ramp access for wheelchair users COMMENTS Available from July 2012 initially as part of alternative office accommodation during the Olympic Games for civil servants normally based in central London After the Games we will consult all Government Departments over their interest in retaining serviced office facilities in this and other locations to reduce travel and promote more flexible styles of working CONTACT NAME FAO Meeting Room Booking Southern House CONTACT TEL NO 0845 000 4999 CONTACT EMAIL
3. Page 15 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 EES i 4 x Live Search P R2 D ah ip Page 3 B FMSGS Windows Internet Explorer JS v http iw epimstest ogc gsi gov ukl FMSGS SearchPublic aspx we k rmscs jm find me You are logged in as CSSC Logout some government space Back Meeting Room Search Serch E or When searching for post codes you need only enter the post code areas such as NE1 TW12 LS21 etc Separate multiple towns or postcodes by a comma and a space e g London Leeds Liverpool Done I Trusted sites Q100 Search Results Buildings which have meeting rooms or workstations in your given location search will appear in a summary list see screenshot below Eek vitt x lLive Search Po a d o Bee SOB FMSGS Windows Internet Explorer Go http www epimstest ogc gsi gov uk FMSG5 SearchPublic aspx we de ermses Al find me o You are logged in as CSSC Logout some govern ment space Meeting Room Search results Back to search criteria Address Department Meeting Rooms 26 28 OLD QUEEN STREET 28 OLD QUEEN STREET WESTMINSTER Attorney General s Office LOD 7 LONDON GREATER LONDON SW1H 9HP ADMIRALTY ARCH THE MALL WESTMINSTER LONDON GREATER LONDON Cabinet Office 1 SW1A 2WH GREAT SMITH STREET 35 GREAT SMITH STREET WESTMINSTER LONDON Cabinet Off
4. This document sets out the criteria for the usage of these facilities Underlying Principles e Existing departmental booking processes should be used e Each department offering facilities for use by OGDs should nominate a bookings co ordinator and assistant for absence and holiday cover e tis presumed that persons for whom access to host departments premises is being sought under these arrangements meet the criteria for access to their own departmental premises and as such are deemed to be suitably vetted This will obviously not apply to non government employees e Departments offer facilities without charge on a reciprocal basis e Basic refreshments e g water jugs and glasses will be provided free of cost subject to on site availability Arrangements for items attracting costs e g refreshments lunches will be agreed locally between the host and user where they are available It will be the responsibility of the user to confirm requirements for refreshments at the time of booking whether or not these are chargeable e The host department has priority in the event of competing demands subject to the bookings and cancellation policy noted later e Users should act reasonably in booking and using facilities offered on FMSGS The host department will have the right to withdraw services should there be repeated misuse of the facilities by the user which cannot be readily resolved e Users should adhere with the existing
5. 710684 1 5 PART 16TH FLOOR 0 0 SOUTHERN HOUSE CROYDON Crown Prosecution Service 710684 1 4 12TH FLOOR o o i SOUTHERN HOUSE CROYDON Department for Transport 710684 1 SOUTHERN HOUSE 1 1 MEETING ROOMS Add New Meeting Room Refresh List Name Space Type Space Format Capacity Floor Accessibility Government Office Hub Standard Meeting Workshop 25 delegates 11th Floor Fully accessible lifts Delete p Meeting Room 1 Room Round Table and ramp access for Open Space wheelchair users WORKSTATIONS Add New Workstation Refresh List Location Internet Connections Tel ny Conference Accessibility Availabilty Cali d Availability Government Office Hub Broadband line No No Fully accessible lifts and Delete p Wireless ramp access for wheelchair users SOUTHERN HOUSE CROYDON HM Revenue and Customs LEN a eo o vi SSS Se a UNCLASSIFIED Page 13 Trusted sites Qio UNCLASSIFIED e PIMS FMSGS Guide version 0 5 Searching for Meeting Rooms and Workstations The second application allows all users to view and book meeting rooms and workstations Log in Screen e PIMS users are able to access the tool by logging on as normal and selecting the Tools menu from the left hand navigation then select Find Me Some Government Space This will open the tool in a new window From the Home Page you will need to select the Book Space option Non e PIMS users will be able to access the tool using e For government staff on
6. The search criteria to the right of the page detailed above allows partial entry of data to return building records For example the screenshot below was produced by entering Alex in the Property Name field A find me a You are logged in as CSSC Logout some government space Back to search criteria Click here to export Meeting Rooms Click here to export Workstations Search Results z Idi Aei Work Meeting Property Site Name Department Tee ABE Building Name Simont RNE Reference ALEXANDRA HOUSE LEEDS Cabinet Office 176307 2 2 BUYING SOLUTIONS 0 1 ALEX WHYTE OFFICE LEVEN sac nls ge 833490 1 Alex Whyte Office 0 0 Communities ALEX COLLIE SPORTS CENTRE ABERDEEN DG Governance amp 835882 1 Alex Collie Sports Centre 0 0 Communities ALEX COLLIE SPORTS CENTRE ABERDEEN oa a 838259 1 Alex Collie Sports Centre 0 0 ALEXANDRIA POLICE OFFICE ALEXANDRIA PG Governance amp 838871 1 Alexandria Police Office 0 0 Communities LAKESIDE ALEXANDRA PARK ST HELENS Department for Business 819660 1 Lakeside 0 0 Innovation and Skills ALEXANDRIA 160 BANK Department for Work and Alexandria 160 Bank STREET ALEXANDRIA Pensions 453608 1 Street 0 0 ABERYSTWYTH ALEXANDRA ABERYSTWYTH Department for Work and 228929 1 THE BARN CENTRE o 0 ROAD Pensions a CARDIFF ALEXANDRA HOUSE CARDIFF Department for Work and 466756 1 COWBRIDGE ROAD EAST o 6 377 CO Pensions v Done J Trusted sites 100 To add or maintain a record click on the orange link next to
7. appear Select if a key is required If a key is required a further three mandatory fields appear to enter the contact details of the individual who will be able to provide the network key When selecting the options for video conference a further number field will appear to allow entry of the specific contact number UNCLASSIFIED Page 12 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 Ensure you select the Save button before navigating away from any screen which is located at the bottom right of the screen Workstations records can be deleted from the search results page see screenshot below FMSGS Windows Internet Explorer gl https j jwww epims ogc gov uk FMSGS5 SearchEpims aspx Go SE WBIES Live Search we de rmses find me some government space lt Back to search criteria Click here to export Meeting Rooms Click here to export Workstations Search Results Building Building Name Occupation Reference Department Property Site Name Attorney General s Office ag SOUTHERN HOUSE CROYUION LOD 710684 1 5 PART 16TH FLOOR SOUTHERN HOUSE CROYQON Crown Prosecution Service 710684 1 4 12TH FLOOR B SOUTHERN HOUSE CROYOION Department for Transport 710684 1 SOUTHERN HOUSE MEETING ROOMS Add New Meeting Room Name Space lype Space Format Capacity Floor Accessibility You are logged in as CSSC Logout Work stations 2 D Aree
8. below FMSGS Windows Internet Explorer mE go v e https www epims ogc gov uk FM5G5 SearchEpims aspx B s x Live Search p we de emses A D eRe SOR a You are logged in as CSSC Logout find me some government spack amp Back to search criteria Click here to export Meeting Rooms Click here to export Wor stations Search Results F ar Pya Work Meeting Property Site Name Department cee Building Name stations Rooms Reference SOUTHERN HOUSE CROYDON oye ets OMe 710684 1 5 PART 16TH FLOOR o 0 z SOUTHERN HOUSE CROYDON Crown Prosecution Service 710684 1 4 12TH FLOOR 0 0 By SOUTHERN HOUSE CROYDON Department for Transport 7 684 1 SOUTHERN HOUSE 1 1 MEETING ROOMS Add New Meeting Room Refresh List Name Space Type Space Format Capacity Floor Accessibility Government Office Hub Standard Meeting Workshop 25 delegates 11th Floor Fully accessible lifts Delete Ta Meeting Room 1 Room Round Table and ramp access for Open Space Nheelchair users WORKSTATIONS Add New Workstation Refresh List Internet Connections Government Office Hub Broadband line No No Fully accessible lifts and Delete fs Wireless ramp access for wheelchair users SOUTHERN HOUSE CROYDON HM Revenue and Customs ama A ee ee o z Trusted sites R100 UNCLASSIFIED Page 11 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 amp find me oa You are logged in as CSSC Logou
9. users should login to either the GSI or internet version of e PIMS as appropriate and select the Tools menu from the left hand navigation then select Find Me Some Government Space This will open the tool in a new window e PIMS users should select the e PIMS user option as shown in the screenshot below gt FMSGS Windows Internet Explorer ey j v 6 http www epimstest ogc gsi gov uk FMSGS Login aspx ReturnUrl 2FFMSG5 2FHome aspx 4 X P Fie Edit view Favorites Tools Help f s B x we we emses fay BE abe ppc 2 Oe find me some government space If you are an e PIMS user please Click Here If you are a non e PIMS user please Click Here Find me some Government Space Documentation If you are looking for space within the UK Government estate please Click Here for the user guide If you are looking for space within the Welsh Government estate or wider Welsh public sector please Click Here for the user guide J Trusted sites R 100 2 C e PIMS NET Windo f FMSGS Windows In B Inbox Microsoft Ou er Ty FMSGS_User_Guide EN J Sa ce ADRE 17 57 UNCLASSIFIED Page 5 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 On the log in screen you will be asked for your e PIMS user ID and password Note Both are case sensitive find me some government space Close Window User Notes UNCLASSIFIED Page 6 UNCLASSIFIED e PIM
10. In particular by enabling Government users to create update and search for meeting rooms available for shared use FMSGS will e replace the regionally based shared facilities register currently managed by the GPU and hosted on the CivilWiki website e provide a first port of call for Departments looking for external facilities prior to procuring a commercial venue GPU and Civil Service Local will continue to work with Departments to promote the shared use of Government space and meeting rooms and Departments are encouraged to raise any concerns issues or suggestions about how this could be facilitated with their local Regional Delivery Network or CS Live contact Benefits e t s free to Government users e t s easy to use e It s available over the GSI and Internet e t s secure e t provides a Government solution to sharing meeting rooms and workstations Limitations The first release of the application does not include a Anonline booking system Departmental Building contact details are included b Ability to 5 star rate the meeting room workstation post use c Ability to record usage and therefore the notional savings generated by the use of shared facilities rather than commercial venues For more information contact the e PIMS Service Desk epimsservicedelivery cabinet office gsi gov uk UNCLASSIFIED Page 3 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 WHAT DOI NEED TO KNOW BEFORE I GET STAR
11. REDONE ce E E N E T a a a 13 Searching for Meeting ROOMS and Workstations sessseseesesssesssrerssererssrrresrrressrereserersseereserereseerese 14 OSIM TOE Neea a a N itiaeuns 14 SE aC IIIS ATE E E EE EE E A E A ceed TEA T E O OEE E E E E AE E EAE E eee 15 S aU Ch RESURS irnn A AE TO 16 EnguineSsapout BOOKING nasia n a a N a en 18 T OUDIESNOOTINE cisied tats tenuat a A AA 18 GIOS IV ona A OS 18 Annex 1 Model form of Memorandum of Understanding for shared facilities 19 UNCLASSIFIED Page 2 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 INTRODUCTION TO THE E PIMS Find Me Some Government Space FMSGS Tool What Is it The e PIMS FMSGS tool is an on line web based application developed primarily for Department s use enabling the sharing and booking of meeting rooms and workstations as part of this Government s drive to make better use of buildings and facilities across Central Government It is being promoted as part of the Olympics Step Change Programme and will help source free workstations outside the central London area for staff to utilise during the Olympics The vision is to build on this post Olympics to provide a catalogue of meeting rooms and workstations which Departments are prepared to share with other Government colleagues FMSGS builds on the shared facilities initiative developed by the Government Property Unit GPU and Civil Service Local to promote the shared use of Government meeting rooms
12. S FMSGS Guide version 0 5 Home Page The home page has two options for navigation as shown below a Add or Maintain Access only to your records and b Book Space See all records o You are logged in as KH_OGC_ Logout y find me some government space Add or Maintain Book Space 10 BOOK SPACE ddd dd A Trusted sites Qio ADD MAINTAIN gt v Property Search e PIMS users are able to search and update meeting rooms and workstation information through the on line forms Note There must be a building record in e PIMS to do this find me u You are logged in as CSSC Logout some government space Property Search Please select from the criteria below Sector a Town City Education Postcode Crown Estate b4 Property Name Department Select All a Attorney General s Office LOD 3 Property Ref Central Office of Information w Department Ref Property Centre SELECT ALL CO BUYING SOLUTIONS CO CENTRAL OFFICE OF INFORMATION CO FINANCIAL AND ESTATE MANAGEMENT Region Select All East Midlands East of England v Done Y Trusted sites 100 i UNCLASSIFIED Page 7 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 Departmental e PIMS users will be restricted to updating records within the rights assigned to them through their user account Generally this will allow updates to their property centre record
13. TED You need e To be a Civil Servant or wider government official Your responsibilities include e Knowing what information can be shared and with whom e Understanding your obligations under the Data Protection Act and the Freedom of Information Act regarding the creation use and release of information e Keeping the information for which you are responsible for up to date and accurate e If you book a meeting room or workstation you must advise the contact at least 24 hours before cancelling and adhere to the usage requirements defined by the host Department Further information on how the facilities made available through FMSGS should be used is outlined in the Memorandum of Understanding provided at Annex 1 To whom should I speak to get started Contact the e PIMS Service Desk epimsservicedelivery cabinet office gsi gov uk to find your organisation s key contact or a Regional Delivery Network colleague as below London South East and the East of England richard emmens cabinet office gsi gov uk or paul sugden cabinet office gsi gov uk South West paul jones cabinet office gsi gov uk East and West Midlands colin packman cabinet office gsi gov uk North West aileen wiswell cabinet office gsi gov uk Yorkshire amp Humber and the North East christine morton cabinet office gsi gov uk If you have any general questions comments or suggested improvements then you should send these to findmesomegovernmentspac
14. UNCLASSIFIED e PIMS FMSGS Guide version 0 5 e PIMS Find Me Some Government Space User Guide This document is the user guide for the e PIMS Find Me Some Government Space tool Version control Change History Added annex for Model Form of MOU 0 2 15 06 2012 Chris Statham 25 06 2012 Chris Statham Updated following comments from GPU colleagues os osyo7r032 chrisstatham Updated folowing comments rom GPUcoleagues fos rworr2032 chvisstatnam updatedtolowing screen updates ooo UNCLASSIFIED Page 1 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 Contents What IS It Post 2itces 03 coe ca sa scae nec overs E aeceonpreedsauenticonunrenaaeneemeaauuaweumeraeeinias 3 BENCI s 2seucentensnGaseaececntabaaten sl a E A 3 EMITUIRATIONS desn a A E E E ES 3 WHAT DO NEED TO KNOW BEFORE GET STARTED arent EE 4 T whomshould SPEAK togetstarted erona a a aio coy jel 4 THEE PIIMS FIMSGS TOO GUIDE ssnin n a E dee Rabadeu cee dbaced suaasipiscdee Patt dees 5 GEME A seats easiest N ieee aslecc ests aer ators wen acca anes gan E A 5 Adding and Maintaining RECOrds csias a n a r we R ra ia 5 LOBE ICOC Nai a N N N a a a N 5 HOME P AP Eon NE E E N 7 Property Seal oianenrea ina a a O A NN 7 Meeting Rooms Add Maintain or Delete ssossssesseusesrenssrressserresererssrrresererssreresereessrereserereseerese 9 Workstations Add Maintain or Delete cceccceccssccsccesccesseusscusceusceuscceceeceeceuceueceuceeecenes 11
15. UTIONS REDVERS CLOSE LAWNSWOOD BUSINESS PARK LEEDS Back to search results Foor DOO j oe REGION Yorkshire and the Humber ADDRESS ALEXANDRA HOUSE REDVERS CLOSE LAWNSWOOD BUSINESS PARK LEEDS LS16 6QY DEPARTMENT Cabinet Office ORGANISATION CO BUYING SOLUTIONS SPACE TYPE O Theatre SPACE FORMAT El conference O Standard Meeting Room E Exhibition O Training Room E workshop Boardroom E Round Table E Open Space E working Dinner or Lunch E Done of Trusted sites 100 7 i A E Working Dinner or Lunch E CAPACITY maximum delegates maximum floorspace m2 EQUIPMENT AVAILBLE gt Whiteboard gt Flipchart gt Internet Connection Wifi gt Presentation Facilities gt E None gt Video Conference gt Conference Phone CATERING FACILITIES O Not Available In house caterers available Self catering facilities available Off Site MANAGED SERVICES O CAR PARKING Oon site Doff Site Free C Chargeable C Not Available ACCESSIBILITY O Not Accessible O Partially accessible Fully accessible lifts and ramp access for wheelchair users COMMENTS A wv 2S Cancel v Done ao Trusted sites 100 Meeting room records can be deleted from the search results page see screenshot below To delete a record you simply click the Delete button UNCLASSIFIED Page 10 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 FMSGS Windows Internet Explorer Ef IS X le https jwaww epims og
16. ates ist Floor Fully accessible lifts and p Open Space ramp access for wheelchair users gd test aprilbb Theatre Conference 500 delegates C Fully accessible lifts and Exhibition ramp access for Workshop wheelchair users Open Space JW TEST MEETING ROOM Boardroom 3 Partially accessible p PROPERTY SR2 123456 p hvjh p Sg test 21 05 2012 p test p ADMIRALTY ARCH THE MALL WESTMINSTER LONDON GREATER LONDON Cabinet Office 3 SW1A 2WH fa GREAT SMITH STREET 35 GREAT SMITH STREET WESTMINSTER LONDON Cabinet Office GREATER LONDON SW1P 3B wi Done J Trusted sites 100 For more detailed information click on the orange magnifying glass and the following page will appear in a new window a find me a You are logged in as CSSC Logout some government space alba mamn 26 28 Old Queen Street 28 OLD QUEEN STREET WESTMINSTER LONDON 4 Close Window R Amend 1 NAME Test new meeting room FLOOR ist Floor CHARGEABLE No REGION London ADDRESS 26 28 OLD QUEEN STREET 28 OLD QUEEN STREET WESTMINSTER LONDON GREATER LONDON SW1H 9HP DEPARTMENT Attorney General s Office LOD ORGANISATION AGO HM CPS INSPECTORATE J SPACE TYPE gt Theatre SPACE FORMAT gt Conference gt Open Space CAPACITY 10 maximum delegates 100 maximum floorspace m2 EQUIPMENT AVAILBLE gt Whiteboard gt Video Conference Number 441434602995 gt Conference Phone Number CATERING FACILITIES Not Available a BO a Trtedstes a UNCLASSIFIED Page
17. c gov uk FMSGS SearchEpims aspx J8 4 x lLive Search e Bj we k rmses A D Hee 0 SOR aa You are logged in as CSSC Logout find me some government space an IE g a Back to search criteria Click here to export Meeting Rooms Click here to export Workstations Search Results Work Meeting Department Building Building Name stations Rooms Property Site Name Occupation Reference SOUTHERN HOUSE lop General s Office 710684 1 5 PART 16TH FLOOR o 0 SOUTHERN HOUSE Crown Prosecution Service 710684 1 4 12TH FLOOR o oO B SOUTHERN HOUSE Department for Transport 710684 1 SOUTHERN HOUSE 1 1 MEETING ROOMS Add New Meeting Room Refresh List Name Spac 2 Type Space Format Capacity Floor Accessibility Government Office Hub Standard Meeting Workshop 25 delegates 11th Floor Fully accessible lifts Delete p Meeting Room 1 Room Round Table and ramp access for Open Space wheelchair users WORKSTATIONS Add New Workstation Refresh List Internet Connections Telephony Conference Accessibility Availability Call a Availability Government Office Hub Broadband line No No Fully accessible lifts and Delete pe Wireless ramp access for wheelchair users SOUTHERN HOUSE CROYDON HM Revenue and Customs ZIOGRANINDA AEAEE lg o vi Trusted stes L eRom zi Workstations Add Maintain or Delete Click on the Add New Workstation link a new window will open as shown in the screenshot
18. e cabinet office gsi gov uk UNCLASSIFIED Page 4 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 THE E PIMS FMSGS TOOL GUIDE Getting Started There are two separate applications within the tool e The first application allows e PIMS users to add or maintain details about meeting rooms and workstations see below and e The second application allows all users to view and book meeting rooms and workstations see page 14 onwards If you are interested in searching for and or booking meeting rooms and or workstations you should go straight to page 14 Adding and Maintaining Records e PIMS users are able to add and maintain details about meeting rooms and workstations within the access rights assigned originally for e PIMS access If you do not currently have access to e PIMS but have a requirement to add or maintain records you will need to contact the e PIMS service desk The User ID and password is provided by the e PIMS Service Desk subject to your organisation s completion of a Service Level Agreement and agreement from your organisation s representative Access rights are reviewed every six months and the Government reserves the right to withdraw access if you have left your organisation or you no longer work in the area and have no requirement for access When you receive your user ID and password keep this information secure Log in Screen To access the log in screen of the e PIMS FMSGS tool e PIMS
19. ice 1 GREATER LONDON SW1P 3B VICTORIA HOUSE SOUTHAMPTON ROW CAMDEN LONDON GREATER Department for Business Innovation and Skills 1 LONDON WC1B 4AD LDN VICTORIA HUDSON PLACE HUDSONS PLACE EAST SIDE OFFICE Department for Transport 1 LONDON GREATER LONDON SW1V 1JT CAXTON HOUSE TOTHILL STREET WESTMINSTER LONDON GREATER Department for Work and Pensions 2 LONDON SW1H 9NA LONDON BALHAM IRENE HOUSE 218 218 BALHAM HIGH ROAD LAMBETH Department for Work and Pensions 1 SOUTHWARK amp WANDSWORTH LONDON GREATER LONDON SW12 9BX a I Trusted sites i00 Done If there are many records paging is implemented and you will need to navigate from the bottom of the form to other pages If you find a record of interest click on the orange symbol to display a summary of the meeting rooms or workstations in the specific building see screenshot below UNCLASSIFIED Page 16 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 FMSGS Windows Internet Explorer jf ix jv E http www epimstest ogc gsi gov ukl FMSGS SearchPublic aspx ag Ar X Live Search Pe wy Wwe k Grmses A D amp ee GOR Meeting Room Search results a Back to search criteria Address Department Meeting Rooms H 26 28 OLD QUEEN STREET 28 OLD QUEEN STREET WESTMINSTER Attorney General s Office LOD 7 LONDON GREATER LONDON SW1H 9HP MEETING ROOMS Name Test new meeting room Theatre Conference 10 deleg
20. internal usage requirements set by the host department Host departments will seek to overcome any potential barriers to usage particularly security issues Where a host department has a bespoke security and access control system visitor passes will be made available for properly authorised visitors UNCLASSIFIED Page 19 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 Responsibilities Host Departments Contacts booking and facilities information should be kept up to date Reasonable steps will be taken to ensure that all equipment requested is in working order prior to the day of usage Bookings policy There will be a presumption that all facilities registered by departments are freely available for booking by users There will be a further presumption that once booked host departments will not normally seek to vary bookings Within the period of five weeks prior to a confirmed booking date a host department may offer alternative accommodation in the same location of an equivalent standard but the user will not be obliged to accept and the booking will stand save in relation to exceptional circumstances e g a Ministerial visit and with the approval of the Senior Responsible Manager for that property Within one week prior to a confirmed booking date no changes may be proposed by a host department other than for exceptional circumstances as noted above In this event the host department will endeavour to provide equivalent acc
21. lly be allowed to attend on the day s of usage Users are responsible for defining additional needs e g flip charts projectors and refreshments Agreement should be reached with the local host department at the time of booking about what can be reasonably provided and what is to be provided at the guest department s cost There should be no expectation that other requirements will be considered or met on the day s of usage Users are responsible for the behaviour of their staff on the day s of usage including ensuring that any facilities they use are left in the condition that they found them In the case of damage to facilities the user should co operate with the host department and should provide such information as is reasonably required by the host department to determine any liability for costs which may have arisen as a result of that damage Users may make only one booking at a time multiple bookings on a contingency basis are not permitted UNCLASSIFIED Page 21
22. ommodation but the user will have no recourse against the host department for failure to do so Cancellation policy Users may cancel a booking at any time prior to a confirmed booking date However any cancellation within seven days prior to a confirmed booking date will be deemed a no show and will be recorded as such Repeated no shows by a user may prejudice their entitlement to make further bookings Reasonable steps will be taken to ensure that special requirements requests e g access for a person in a wheelchair will be facilitated and in line with health and safety requirements The host department should brief users on local requirements for security access control and health and safety as required Records of usage by OGDs and any issues arising should be kept for evaluation monitoring purposes and reporting upon request to GPU and Civil Service Local Guest Users Users should adhere to security access control health and safety and other usage requirements as defined by the host department Users must advise the host department of details of the booking including numbers and names of participants as soon as reasonably practicable A final attendance list should be UNCLASSIFIED Page 20 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 provided not less than 7 days prior to the due date late changes may risk disruption on the due date There should be no expectation that other participants will automatica
23. servicedesk cabinet office gsi gov uk P E FORM URL https www epims ogc gov uk CollaborationGPU public Meeting_Room_Booking_Form xls Workstation Availability There are also 1 workstations available in this buidling J Trusted sites R 100 ts Start GEG E fm Personal 7S 3 Internet Explorer G4 Microsoft office O UNCLASSIFIED Micr 3 Microsoft Office Troubleshooting Area of system Glossary 1 CSV Comma Separated value CSV files store tabular data in plain text form This is a commonly used format widely supported by all vendors A CSV file consists of any number of records separated by line breaks of some kind each record consists of fields separated by some other character or string most commonly a literal TAB or comma Usually all records have an identical sequence of fields 2 e PIMS Government s Property Information Mapping Tool see for further information UNCLASSIFIED Page 18 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 Annex 1 Model form of Memorandum of Understanding for shared facilities Find Me Some Government Space FMSGS enables a more collaborative approach across Departments to make better use of underutilised space and sharing of meeting rooms within Government It is available to all Government Departments and Agencies in order to reduce expenditure on such facilities procured from the private sector due to lack of in house availability
24. sibility Government Office Hub Standard Meeting Workshop 25 delegates Meeting Room 1 Room Round Table Open Space Floor Fully accessible lifts Delete p and ramp access for wheelchair users WORKSTATIONS Add New Workstation Refresh List Location Internet Co nections Conference Accessibility Call Availability Government Office Hub roadband line No No Fully accessible lifts and Delete p Ni aes e Wireless ramp access for wheelchair users SOUTHERN HOUSE CROYDON HM Revenue and Customs Toney e E a 0 v J Trusted sites 100 Meeting Rooms Add Maintain or Delete Click on the Add New Meeting Room link a new window will open as shown in the screenshot below The fields denoted with a yellow background are mandatory and you will not be able to save the record if these have not been completed The other fields are self explanatory but the more information you enter will benefit those that are searching for workstations When selecting the options for video conference or conference phone a further number field will appear to allow entry of the specific contact number Ensure you select the Save button before navigating away from any screen which is located at the bottom right of the screen UNCLASSIFIED Page 9 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 A find me o You are logged in as CSSC Logout some govern ment space BUYING SOL
25. t some government space TA m Lo Be BUYING SOLUTIONS REDVERS CLOSE LAWNSWOOD BUSINESS PARK LEEDS Back to search results 3 Cancel FLOOR CHARGEABLE O REGION Yorkshire and the Humber ADDRESS ALEXANDRA HOUSE REDVERS CLOSE LAWNSWOOD BUSINESS PARK LEEDS LS16 6QY DEPARTMENT Cabinet Office ORGANISATION CO BUYING SOLUTIONS TIME OF ACCESS From To INTERNET CONNECTIONS E Broadband Connection O wifi Connection TELEPHONY FACILITIES Fi EQUIPMENT AVAILABLE gt Video Conference v Done Trusted sites 100 vA z gt CONFERENCE CALL FACILITIES CATERING FACILITIES C Not Available In house caterers available Cafe C Kitchen INFORMAL BREAKOUT AREAS O PRIOR SECURITY CLEARANCE REQUIRED C ACCESSIBILITY O Not Accessible Partially accessible Fully accessible lifts and ramp access for wheelchair users CAR PARKING Oon site Doff Site Free C Chargeable E Not Available TRANSPORT ACCESS LOCAL FACILITIES BUILDING FACILITIES COMMENTS CONTACT TEL NO CONTACT EMAIL E FORM URL Done vf Trusted sites 100 The fields denoted with a yellow background are mandatory and you will not be able to save the record if these have not been completed The other fields are self explanatory but the more information you enter will benefit those that are searching for meetings rooms When selecting the options for Broadband or Wi Fi a further network key required checkbox will
26. the GSI http www epims ogc gsi gov uk fmsgs e For government staff without access to the GSI type https www epims ogc gov uk fmsgs The second link in the screenshot below allows non e PIMS users the ability to search for meeting rooms or workstations across all entries recorded in the tool gt FMSGS Windows Internej Explorer s73 Ge yy E http www epifhstest ogc gsi gov uk FMSG5 Login aspx ReturnUrl 2FFMSGS 2FHome aspx v 49 Xx Pr File Edit View Favorites Tols Help ww rwses ind me some government space If you are an e PIMS user please Click Here If you are a non e PIMS user please Click Here Find me some Government Space Documentation If you are looking for space within the UK Government estate please Click Here for the user guide If you are looking for space within the Welsh Government estate or wider Welsh public sector please Click Here for the user guide J Trusted sites R 100 start es 6 GG J e PIMS NET Windo gt FMSGS Windows In Inbox Microsoft Ou fm Personal TH FMSGS_User_Guide EN Gis c CRRA 18 13 It is hoped that Departments who are content to promote use of this application will provide a link from their internal Intranet pages If this is the case there will be no need for a user to register as below so long as you continue to access the application via the link on your Intranet The first time you access the tool b
27. the Property Name and the panel will expand to allow you to update information In the example below a search for Croydon and Southern House has produced three results Two of the three records have no information about either workstations or meeting rooms recorded The other record the Department for Transport record has information recorded on both workstations and meeting rooms You will note that it shows one entry under each category This means that it has information about one or a number of workstations and meeting rooms in that location UNCLASSIFIED Page 8 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 FMSGS Windows Internet Explorer Go v https www epims ogc gov uk FMSG5 SearchEpims aspx he 4 4 X Live Search Pp prm ww ruses fh gt D M a y SH A find me a You are logged in as CSSC Logout some government space 4 Back to search criteria Click here to export Meeting Rooms Click here to export Workstations Search Results Property Site Name Department aao Building Name woren Boning Reference SOUTHERN HOUSE CROYDON D General s Office 710684 1 5 PART 16TH FLOOR o o SOUTHERN HOUSE CROYDON Crown Prosecution Service 710684 1 4 12TH FLOOR 0 o E SOUTHERN HOUSE CROYDON Department for Transport 710684 1 SOUTHERN HOUSE 1 1 MEETING ROOMS Add New Meeting Room Refresh List Name Space Type Space Format Capacity Floor Acces
28. y clicking on this link a further screen will appear asking you to enter your e mail address see screenshot below UNCLASSIFIED Page 14 UNCLASSIFIED e PIMS FMSGS Guide version 0 5 find me some government space Registration You need to register your email address to use this application Enter Ol ren f dress elc N a d clic amp he Send button Ne th an ser vo ca ink o th e apr ication tha can be sed to aa in Oo Trusted sites 100 7 n Enter your e mail address click Send and you will shortly receive an e mail from the system with a link directly into the tool There is no need to login in future just use the link provided in the e mail You will be presented with the following screen when you click the link FMSGS Windows Internet Explorer Eek Go a le http www epimstest ogc gsi gov uk FMSG5 Home aspx v 9 Live Search el we amp rmses Q D Hee SOM 5 ry find me some government space 4 Back Meeting Rooms Workstations 6 amp FIND ME A ROOM Q 100 javascript _doPostBack ctl00 ContentPlaceholder 1 btnworkstation Searching Choose whether you want to search for meeting rooms or workstations and click accordingly You will be presented with an option to search by Town or selecting the dropdown Postcode In the for box you can enter either part of a town name or postcode area UNCLASSIFIED
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