IBM TRIRIGA
Version 10.2
Strategic Facility Planning
User Guide
© Copyright IBM Corporation 2011.
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 2011. All rights reserved.
US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with
IBM Corp.
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 ...................................................................................................................................................... 3
1.
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 ............................................................................................................................................................................ 10
Building ......................................................................................................................................................................... 10
Space ............................................................................................................................................................................. 12
Move Planning Settings ................................................................................................................................................... 13
Naming ............................................................................................................................................................................. 13
Non-Headcount Demand Drivers ................................................................................................................................... 13
Define a Non-Headcount Demand Driver ..................................................................................................................... 13
Organization .................................................................................................................................................................... 14
People................................................................................................................................................................................ 14
Employee ....................................................................................................................................................................... 15
Planning Period Config ................................................................................................................................................... 15
Define a Planning Period Configuration........................................................................................................................ 16
Planning Manager ........................................................................................................................................................... 17
Navigate to the Planning Manager ................................................................................................................................ 17
Manage Space Classes ................................................................................................................................................... 17
Manage Organizations ................................................................................................................................................... 18
Manage Cities ................................................................................................................................................................ 19
Manage Buildings .......................................................................................................................................................... 19
Planning Settings ............................................................................................................................................................. 20
Space Class Current Classification ................................................................................................................................ 20
Space Management Settings ........................................................................................................................................... 21
Space Standard Specification ......................................................................................................................................... 21
Thresholds ........................................................................................................................................................................ 22
2.
PLANNING ENVIRONMENT .................................................................................... 23
Define a Planning Environment ..................................................................................................................................... 23
General Tab ................................................................................................................................................................... 24
Contacts Tab .................................................................................................................................................................. 25
Planning Data Tab ......................................................................................................................................................... 26
Forecasts Tab ................................................................................................................................................................. 29
Notes & Documents Tab ............................................................................................................................................... 36
3.
PORTFOLIO PLANNING ......................................................................................... 37
Portfolio Plans.................................................................................................................................................................. 38
Define a Corporate-Level Portfolio Plan ....................................................................................................................... 39
Define a Child-Level Portfolio Plan .............................................................................................................................. 40
General Tab – Sub-Tabs ................................................................................................................................................ 41
Goals & Objectives Tab ................................................................................................................................................ 41
Metrics Tab.................................................................................................................................................................... 45
Contacts Tab .................................................................................................................................................................. 45
Notes & Documents Tab ............................................................................................................................................... 45
Space Plans ....................................................................................................................................................................... 46
Define a Space Plan ....................................................................................................................................................... 46
General Tab ................................................................................................................................................................... 47
Goals & Objectives Tab ................................................................................................................................................ 50
Contacts Tab .................................................................................................................................................................. 54
Notes & Documents Tab ............................................................................................................................................... 55
Scenarios .......................................................................................................................................................................... 55
Define a Scenario .......................................................................................................................................................... 55
Goals & Objectives Tab ................................................................................................................................................ 57
Notes & Documents Tab ............................................................................................................................................... 58
Other Tabs ..................................................................................................................................................................... 58
4.
SUPPLY/DEMAND ANALYSIS ................................................................................ 59
Supply/Demand Analysis Tool Layout .......................................................................................................................... 59
Supply/Demand Tab ...................................................................................................................................................... 60
Supply/Demand – Lease Own Tab ................................................................................................................................ 60
Occupancy Rate Tab...................................................................................................................................................... 61
Utilization Density Tab ................................................................................................................................................. 61
General Section ............................................................................................................................................................. 62
Supply Summary Tab .................................................................................................................................................... 62
Demand Summary Tab .................................................................................................................................................. 62
RE Action Requests Tab................................................................................................................................................ 62
How to Use the Supply/Demand Tool ............................................................................................................................ 62
Add Supply .................................................................................................................................................................... 63
Take Action ................................................................................................................................................................... 64
Cancel Action ................................................................................................................................................................ 65
Remove .......................................................................................................................................................................... 66
5.
STACK PLANNING .................................................................................................. 67
Stacking Tool Layout ...................................................................................................................................................... 68
Menu.............................................................................................................................................................................. 68
Zoom Controls ............................................................................................................................................................... 68
Panel Resizing ............................................................................................................................................................... 68
Left Navigation Panel .................................................................................................................................................... 69
Stack Plan Work Area ................................................................................................................................................... 70
Bottom Information Panel ............................................................................................................................................. 72
Parking Lot .................................................................................................................................................................... 72
How to Use the Stacking Tool......................................................................................................................................... 73
Focus Period .................................................................................................................................................................. 73
Sequencing .................................................................................................................................................................... 73
Add Supply .................................................................................................................................................................... 74
Select and Place ............................................................................................................................................................. 74
Select Partial (Split) ....................................................................................................................................................... 74
Permanent Save ............................................................................................................................................................. 75
Stack Planning Performance Metrics ............................................................................................................................ 75
6.
SCENARIO EVALUATION AND APPROVAL ......................................................... 76
Scenario Evaluation Tool Layout ................................................................................................................................... 76
Scenario Evaluation Section .......................................................................................................................................... 76
Scenarios Section........................................................................................................................................................... 77
Route for Approval.......................................................................................................................................................... 78
Print Preview ................................................................................................................................................................. 78
Recommend Scenario .................................................................................................................................................... 78
Submit ........................................................................................................................................................................... 78
Complete ....................................................................................................................................................................... 79
SCENARIO METRICS ....................................................................................................... 80
Metric Categories ............................................................................................................................................................ 80
Scenario Metric ID .......................................................................................................................................................... 80
Scenario Metrics .............................................................................................................................................................. 81
Area Moved (USF) ........................................................................................................................................................ 81
Churn (Disruption Costs)............................................................................................................................................... 82
Churn Rate ..................................................................................................................................................................... 83
CO2 Emissions .............................................................................................................................................................. 83
Cost of Operations ......................................................................................................................................................... 84
Density........................................................................................................................................................................... 84
Emissions (Carbon) Intensity per GSF .......................................................................................................................... 85
Emissions (Carbon) Intensity per Occupant .................................................................................................................. 86
Energy Use .................................................................................................................................................................... 86
Energy Use Intensity per GSF ....................................................................................................................................... 87
Energy Use Intensity per Occupant ............................................................................................................................... 88
Fixed Assets (Property) Costs ....................................................................................................................................... 88
Implementation Costs .................................................................................................................................................... 89
Investment Return - IRR................................................................................................................................................ 90
Investment Return - NPV .............................................................................................................................................. 90
Investment Return - ROI ............................................................................................................................................... 91
Lease Costs .................................................................................................................................................................... 92
Occupancy Cost per Area .............................................................................................................................................. 92
Occupancy Cost per Person ........................................................................................................................................... 94
Occupancy Rate ............................................................................................................................................................. 95
People Moved ................................................................................................................................................................ 95
Percent Lease (Rentable Area) ...................................................................................................................................... 96
Time to Complete (Months) .......................................................................................................................................... 96
Total Area - Gross ......................................................................................................................................................... 97
Total Area - Rentable .................................................................................................................................................... 97
Total Area - Usable ....................................................................................................................................................... 98
Total Estimated Asset Value ......................................................................................................................................... 98
Total Number of Buildings ............................................................................................................................................ 99
Total Number of Floors ............................................................................................................................................... 100
Total Occupancy Costs ................................................................................................................................................ 100
Total People ................................................................................................................................................................. 101
GLOSSARY ..................................................................................................................... 103
INDEX .............................................................................................................................. 110
NOTICES ......................................................................................................................... 113
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 www.ibm.com/support.
© Copyright IBM Corporation 2011.
1
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 2011.
2
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 Aligned to corporate strategic planning and business planning cycles
o Fiscal budgeting and targeting cycles
o 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 2011.
3
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 2011.
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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 2011.
5
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 2011.
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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 NonHeadcount 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 2011.
7
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 2011.
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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 2011.
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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 2011.
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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 2011.
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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.
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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 2011.
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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 2011.
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
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 2011.
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
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.

Step 6
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).
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.

Step 7
Tip – Use Quarter or Year for Period Type and avoiding the many
dimensions that a value of Month would create.
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.
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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
Manage
Manage
Manage
Space Classes
Organizations
Cities
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
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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
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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.
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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.
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
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.
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
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.
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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.
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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 2008. 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 2010.
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.
, the system displays the
Planning Period Config – When you click the Search icon
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.
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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
Email
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.
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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
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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.
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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.
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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:
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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.
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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.
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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.
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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.
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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.
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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 emails 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
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business unit manager can use standard Excel features to update the forecasts. The Send E-Mail button
returns the form to the system.
The IBM TRIRIGA receiving email address is prepopulated in the offline form. When you click Send EMail, the email 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 emails.
Step 2
To add a document, click Find or Upload on the Related Documents section bar.
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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.
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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
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child-level portfolio plan can 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.
The roles contributing to the corporate-level portfolio plan are the executive team (CEO, CXO,
Workplace Executive, Real Estate Portfolio Manager, Facility Manager, Environmental Manager, and
Business Unit Executives). The roles contributing to child-level portfolio plans are the Facility Manager
or Real Estate Portfolio Manager.
How you define a portfolio plan depends on whether it is a corporate-level plan or the child of a parent
plan. After the portfolio plan exists in the Draft status, the information to be entered in the tabs for
the plan is the same, except as noted in the discussion of a tab.
The actions on a portfolio plan include the following actions:
Save - Refreshes the data on the plan
Save & Close - Refreshes the data on the plan and closes the form
When you click Activate, the system sends notifications and routes the portfolio plan for approval.
After approved, the status of the plan becomes Active.
When you Retire a plan, the system also retires the sub-plans for that plan. When you Unretire a plan,
the system unretires that specific record but not any of the sub-plans for that plan. The unretired plan
returns to the status it was in before the record was retired.
When you click Delete, the system deletes a portfolio plan without child space plans. However, a
portfolio plan with child space plans cannot be deleted. Instead, when you click Delete, the system
displays a message and sets the state of the portfolio plan to Retired. To delete a retired space plan,
first delete the child space plans.
Define a Corporate-Level Portfolio Plan
Establishing your corporate-level portfolio plan is the start of a strategic planning cycle. The following
steps describe how to access the Portfolio Plan functions and define a new Portfolio Plan:
To Define a Corporate-Level Portfolio Plan
Step 1
Sign in with the appropriate Space Planner role.
Step 2
From the Menu Bar, click Space > Plan Space > All Portfolio Plans. The system
displays the All Portfolio Plans results page.
Step 3
Review the list of portfolio plans. Click Add.
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To Define a Corporate-Level Portfolio Plan
Step 4
Review the Portfolio Plan form.
In the General tab, General section, enter information about the portfolio plan:
ID - Enter a unique ID identifying the portfolio plan per your corporate best practices.
If you do not assign an ID, the system generates one automatically.
Name - Use a name that summarizes the scope of the plan, for example Corporate
2011 Plan.
Geography - The Geography identifies the cities that are incorporated in the portfolio
plan. Since this portfolio plan is the upper-most portfolio plan, select the highest
level for which you are planning, for example World. See Geography for more
information.
In the Units section, select the Currency, Area Units, Carbon Units, and Energy Units
for this plan. This information is propagated to child plans and set the units of
measure on the scenario metrics.
Step 5
Click Create Draft.
The system creates the plan in Draft status and displays additional sections and tabs.
Define a Child-Level Portfolio Plan
To access the portfolio plan functions and define a new child-level portfolio plan:
To Define a Child-Level Portfolio Plan
Step 1
Define a parent portfolio plan.
Step 2
Find the parent portfolio plan in Portfolio Plans in the Planning Manager and click its
hyperlinked name to open the form.
Step 3
On the General tab, scroll to the Portfolio Plans sub-tab. Click Add.
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To Define a Child-Level Portfolio Plan
Step 4
Review the Portfolio Plan form.
In the General section, enter information about this child portfolio plan:
ID - Enter a unique ID identifying the portfolio plan per your corporate best practices.
If you do not assign an ID, the system generates one automatically.
Name – Use a name that summarizes the scope of the plan, for example North
America 2011 Plan.
Parent Portfolio Plan - The system sets the Parent Portfolio Plan to be the corporatelevel plan. If this plan is a child of a child plan, the system lists its immediate
parent.
Geography - The Geography identifies the cities that are incorporated in the portfolio
plan. It must be a lower level than the Geography on the parent plan. See
Geography for more information.
The values in the Units section are pre-populated from the parent portfolio plan.
Make any changes to the Currency, Area Units, Carbon Units, and Energy Units for this
plan. These set the units of measure on the scenario metrics.
Step 5
Click Create Draft.
The system creates the plan in Draft status and displays additional sections and tabs.
General Tab – Sub-Tabs
The Sub Portfolio Plans sub-tab is described in Define a Child-Level Portfolio Plan.
Typically the Scope sub-tab is used for mid-level portfolio plans where space plans are created to plan
for a few specific cities. For example, if you want to plan for two cities that are in different states, you
would create a portfolio plan with geography set to country and identify the cities to be included
within the space plans for that portfolio plan. See Geography for more information. The combination of
Geography and Scope sub-tab define the planning data available in a space plan.
The Space Plans sub-tab is described in Space Plans.
Goals & Objectives Tab
In the Goals & Objectives tab, enter the goals, objectives, and risks for this portfolio plan. This links
your business objectives and workplace performance goals to the planning and analysis process. Goals,
objectives, and risks drive performance indicators throughout the planning process and are the basis of
scenario evaluation and decision-making. The information in these three sections is what ultimately is
compared and each has associated thresholds for evaluation.
In a corporate-level plan, define corporate-wide goals, objectives, and risks at this top level. The
system can cascade (delegate) this information down to children plan levels.
In a child-level plan, the Goals & Objectives tab initially contains the goals, objectives, and risks
indicated to be propagated from the parent plan. Add goals, objectives, and risks appropriate for this
child-level plan. The system can cascade (delegate) this information down to children plan levels. Add
local goals, objectives, and risks in the lower-level children plans.
The Plan Goals section, Objectives section, and Risks section have Add and Remove actions.
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Click Add to create values that can be cascaded to sub-plans.
To delete an item from a section, select the check box beside its Name and click Remove. For
objectives and risks, the system also removes the item from lower level plans when you click the Save
action. However, an objective or risk propagated from a parent cannot be removed in a child-level
plan; instead it must be removed at the level it was added.
Plan Goals Section
The goals in this section propagate to portfolio plans listed in the Sub Portfolio Plans section on the
General tab (children of this plan) when you click the Save action. Removing a plan goal does not
remove it from lower levels.
Add to the Plan Goals Section
In a child-level plan, the system copies the Plan Goals from the parent portfolio plan. You can change
the Target Values for the plan.
To Add to the Plan Goals Section
Step 1
To add a goal, click Add on the section bar.
The system presents the Plan Goals defined in the Application Setup Settings (see
Goal Types for more information).
Select the check box next to all that match your requirements and click OK.
Step 2
If you want to add a goal that is not in the list, click Add.
Step 3
Review the Goal Type form.
In the Goal Type, 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 that includes the appropriate ranges for this
goal.
Goal UOM - The unit of measure of the goal. Select from the list for the name and the
units.
Default Target - Enter the target value for this goal for this portfolio plan.
Step 4
Select Create Draft, then select Activate.
The goal is available for use in the system.
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To Add to the Plan Goals Section
Step 5
Adjust the Target Values for this portfolio plan to tailor the standard goals to this
particular planning exercise.

Note – If the value of Threshold in a Planning Goal Item is blank, the
Scenario Evaluation section for the space plan does not include a
threshold indicator (see Threshold/Value/Delta for more information
about the Scenario Evaluation threshold indicator).
Objectives Section
Objectives represent goals with targets and time frames and can be used for CTQ-like evaluation.
Portfolio plan strategic objectives can be used for setting performance goals measured by using
metrics, for program or project evaluation, and for scenario evaluation. Strategic objectives can be
propagated to child portfolio plans listed in the Sub Portfolio Plans section on the General tab.
Add to the Objectives Section
In a child-level plan, the system copies from the parent plan objectives indicated to be propagated.
You can add objectives to the Objectives section.
To Add to the Objectives Section
Step 1
To add an objective, click Add on the section bar.
Step 2
Review the Planning Objective form.
In the Objective Details section:
Objective Category - Establishes a grouping of objectives. Used for top-level rollups
during evaluation and performance metric analysis. The rollup is the sum of the
rating scores for the direct children. Set by the system to Strategic. Portfolio
plan strategic objectives can be used for setting performance goals (measured by
using metrics), for program/project evaluation and for scenario evaluation.
Objective Type - Objective Type establishes a sub-grouping of objectives within a
category. The rollup is the sum of the rating scores for the direct children. The
standard choices are Customer, Environmental, Financial, Operational,
Portfolio, and Regulatory.
Propagation Rule - Establishes whether this planning objective is propagated to child
plans. Values are All and No Propagation.
Default Threshold - Defines the appropriate minimum and maximum range of
acceptable performance for this objective.
Importance Ranking - Similar to a priority or a weighting factor, the Importance sets
the relative ranking of this objective compared with other objectives. Values are
1 – Low, 3 – Medium, and 5 – High. The ranking is used for scoring.
Importance - The numeric Importance Ranking.
Step 3
Click Create.
The system adds the planning objective to the Objectives section.
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To Add to the Objectives Section
Step 4
Click Save.
The system propagates the objective to sub-plans as indicated by the value of
Propagation Rule.
Risks Section
IBM TRIRIGA manages risk items and risk reviews in the context of a portfolio plan. This method adds
risk planning and evaluation at the beginning of the evaluation processes so that risk can be identified
and evaluated as part of the recommendation and approval process. The items in the Risks section can
cascade to sub-plans that are children of this plan.
Add to the Risks Section
In a child-level plan, the system copies from the parent plan risks indicated to be propagated. You can
add risks to the Risks section.
To Add to the Risks Section
Step 1
To add a risk, click Add on the section bar.
Step 2
Review the Planning Risk form.
In the Risk Details section:
Risk Category - Establishes a grouping of risk planning items. The system populates
with Strategic.
Risk Type - Establishes a sub-grouping of risk planning items within a risk category.
The roll up of the risk type is the sum of the rating scores for the direct children
of the risk type. The standard choices are Customer, Environmental,
Financial, Operational, Portfolio, and Regulatory.
Propagation Rule - Establishes whether this risk is propagated to child portfolio plans.
Values are All and No Propagation.
Default Threshold - Defines the appropriate minimum and maximum range of
acceptable performance for this risk.
Importance Ranking - Similar to a priority or a weighting factor, the Importance sets
the relative ranking of this risk compared with other risks. Values are 1 – Low, 3
– Medium, and 5 – High. The ranking is used for scoring.
Importance - The numeric Importance Ranking.
Step 3
Click Create.
The system adds the planning risk to the Risks section.
Step 4
Click Save.
The system propagates the risk to sub-plans as indicated by the value of Propagation
Rule.
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Metrics Tab
The Metrics tab is populated when the portfolio plan contains planning data from the Planning
Environment that is the Master Plan of Record (that is, the Planning Environment has the Master? field
selected on the General tab). The data in the tabs on the Metrics tab is filtered based on the
Geography set up in the portfolio plan.
The Metrics tab contains the following sub-tabs. Click the hyperlinked name for a general description.
Supply/Demand – All Tab
Supply/Demand – Lease/Own Tab
Occupancy Rate Tab
Utilization Density Tab
Contacts Tab
In the Contacts tab, enter the primary contacts and contact roles involved in notifications and
approvals for this plan.
The fields in the Contacts tab are as follows:
Role
Person
Work Phone
Email
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 People.
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.
Notes & Documents Tab
Use the Notes & Documents tab to add Comments and upload Documents related to the Portfolio Plan.
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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 emails.
Step 2
To add a document, click Find or Upload on the Related Documents section bar.
Space Plans
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.

Attention – Portfolio Plans and an active Planning Environment must exist before Space
Plans can be created.
The 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.
A space plan uses the generated data from a planning environment as its data source.
Define a Space Plan
The following steps describe how to access the Space Plan functions and define a new Space Plan:
To Define a Space Plan
Step 1
From the General tab of the portfolio plan or sub-plan, navigate to the Space Plans
sub-tab. Click Add.
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To Define a Space Plan
Step 2
Review the Space Plan form.
In the General tab, General section, enter information about the space plan:
ID - Enter a unique ID identifying the space plan per your corporate best practices. If
you do not assign an ID, the system generates one automatically.
Name – Use a name that summarizes the scope of the plan, for example Nevada
Optimization Space Plan 2012.
Portfolio Plan - Identifies the parent portfolio plan for this space plan. System
supplied. Start with the portfolio plan that matches your space planning goals.
The system is flexible. This portfolio plan can be for one building, an entire city,
a state, a country – whatever encompasses the desired space planning
environment.
and select the planning environment
Planning Environment - Click the Search icon
that contains the planning data to be used for this space plan.
Primary Contact - The system pre-populates with the person creating the form. To
and select from the list.
change to another person, click the Search icon
In the Units section, select the Currency, Area Units, Carbon Units, and Energy Units
for this plan.
Step 3
Click Create Draft.
The system creates the space plan in Draft status and displays additional sections and
tabs.
Step 4
Click Save or Save & Close on the plan.
General Tab
Scenarios Section
The Scenarios section is described in Scenarios.
Supply Summary Section
The Supply Summary section defines which cities, buildings, and leases are incorporated from the
planning environment into this space plan. This step provides the actual data on which the space plan
focuses. The data in the space plan is used for all scenarios in the space plan.

Note – The system does not automatically move the data from the planning environment
to the space plan. You must define what data goes in the space plan in the Supply
Summary section.
Add Data to a Space Plan
The following steps describe how to add data to a space plan:
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To Add Data to a Space Plan
Step 1
From the space plan’s General tab, click Add on the Supply Summary section bar.
Step 2
Review the Generate Planning Data form.
In the General tab, General section:
Planning Environment - Informational; populated by the system from the space plan.
Space Plan - Informational; populated by the system from the space plan.
Include Forecast Data? - Select this check box if you are doing forecasting.
Since all forecast data is defined at the city level, after you select this option you
cannot choose buildings or leases. The system removes the Supply Summary
section from the Generate Planning Data display. The cities are identified in the
Cities section. The system adds forecast data for all cities in the Cities section
from the portfolio plan identified on the General tab of the space plan and also
includes all of the previously shown buildings and leases. After you decide to do
forecasting, all supply for those cities is incorporated into the space plan and its
scenarios, otherwise the planner would not have all of the representative supply
for resolving the forecast.
Step 3
Review the Supply Summary section.
This section is present only when the Include Forecast Data? check box is not checked.
Initially, this section displays the buildings and leases in the planning environment for
the cities identified in the Cities section.
Step 4

Tip – When Include Forecast Data? is checked, make sure that all cities are
represented in the portfolio plan (by way of the Geography sub-tab or the
Scope sub-tab or both).

Tip – If you want to plan for a select set of cities, create a special
portfolio plan just for those cities (by selecting them in the Scope subtab).
To add the building or lease to the planning data for this space plan, select the check
box and click Add.
The space plan becomes read-only and its status becomes Processing. The system
adds the building or lease to the planning data of the space plan and updates all
scenarios, including the Status Quo. This processing can take a while. When
finished, the space plan returns to its prior status and the added supply shows in
the Supply Summary section.
The Cities section lists the cities represented in the Supply Summary section. To
change the cities shown, update the geography sub-tab or the Space sub-tab or
both for the portfolio plan. See Geography for more information.
To remove a city, building, or lease from the Supply Summary section of the space
plan, select the check box for the item to be removed and click Remove. The
system makes the space plan read-only and puts the space plan in Processing
status while it removes the item from all scenarios on the space plan. When the
system finishes, it returns the space plan to its prior status.
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Note – There are a few scenarios where you might not be able to remove the Supply
Summary records:

If forecasting has been enabled (city records exist) and you are attempting to remove
buildings or leases without also removing the city record. The system displays the
following message: “Some of the selected Supply Summary items could not be removed
because Forecast Data has been included for the City. You must remove the Forecast City
items before these items can be removed or select only items that do not have Forecast
Data included for the City.”
If changes have been made (using Stack) to the Supply Summary in any of the scenarios.
The system displays the following message: “Some of the selected Supply Summary items
could not be removed because changes have been made within the Scenarios for these
items. You must reset changes in those Scenarios before these items can be removed or
select only items that have not changed.”
Planning Conflicts Section
If multiple active space plans exist for the same city or supply summary (buildings or leases), planning
conflicts help to notify workplace planners of changes that have been committed by a space plan.
When the system completes a space plan and its recommended scenario, it performs updates and
commits to the planning data and supply summary data contained within the planning environment.
These updates are based on the supply and demand changes from the scenario and occur in the
following types:
New Supply - New supply added to the scenario by an Add Supply action.
Supply Action - Supply summary affected by a Take Action action (building Sell, lease Extend, and lease
Terminate).
Demand Changes - Changes to demand, for example stack moves.
For each supply floor affected by a change, the system creates planning conflict items for every space
plan that references the supply.

Note – In the case of New Supply, since existing space plans do not yet reference these
records, the system creates planning conflict items for space plans that include forecast
data for the city for which the new supply was created.
Resolve or Ignore a Conflict
For space plans that have unresolved planning conflicts, the system displays a user message at the top
of each tab or screen to serve as a reminder that they must either resolve or ignore the conflict.
If you are resolving New Supply, you can walk through the Add Supply Summary steps to see the new
building or lease.
Otherwise, to resolve a conflict, you must remove and re-add the supply summary from the space plan.
o To remove the supply summary, open the space plan, select the correct item in the
Supply Summary section, and select Remove.
o To re-add the item, follow the instructions for adding supply in Supply Summary
Section.
o After the item has been re-added, you can select the planning conflicts pertaining to
that supply summary and select Resolve.
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If you have no intention of approving and completing your space plan, you can Ignore the planning
conflicts.
After all planning conflicts have been either resolved or ignored, click Save on the space plan and the
user message disappears.
There are three Related Reports on the Planning Conflicts section: Unresolved Planning Conflicts,
Ignored Planning Conflicts, and Resolved Planning Conflicts.
Goals & Objectives Tab
In the Goals & Objectives tab, enter the goals, objectives, and risks for this space plan. Goals,
objectives, and risks drive performance indicators throughout the planning process and are the basis of
scenario evaluation and decision-making. The information in these three sections is what ultimately is
compared and each has associated thresholds for evaluation.
The goals, objectives, and risks that are set up to do so propagate from the parent portfolio plan.
The Plan Goals section, Objectives section, and Risks section have Add and Remove actions.
Click Add to create an item in the section.
To delete an item from a section, select the check box to the left of its Name and click Remove. You
can remove goals; however, you cannot remove an objective or risk that was propagated from a plan or
sub-plan (they must be removed at the level they were added). Any goal, objective, or risk added to a
space plan can be removed. Any successfully removed goal, objective, or risk also is removed from all
scenarios for that space plan when you click the Save action.
Plan Goals Section
The scenario evaluation tool displays only the scenario metrics for plan goals defined on the space
plan. This method gives you control over which plan goals display and do not display for the
comparison.
Add to the Plan Goals Section
The following steps describe how to add a goal specific to this space plan:
To Add to the Plan Goals Section
Step 1
To add a goal specific to this space plan, click Add on the section bar.
The system presents the Plan Goals defined in the Application Setup Settings (see
Goal Types for more information).
Select the check box next to each that matches your requirements. Click OK.
Step 2
If you want to add a goal that is not in the list, click Add.
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To Add to the Plan Goals Section
Step 3
Review the Goal Type form.
In the Goal Type 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 that includes the appropriate ranges for this
goal.
Goal UOM - The unit of measure of the goal. Select from the list for the name and the
units.
Default Target - Enter the target value for this goal for this portfolio plan.
Step 4
Select Create Draft, then select Activate. The goal is available for use in the system.
Step 5
Adjust the Target Values for this space plan.
Step 6
Click Save to update the Plan Goals scenario.
Step 7
You can modify the Threshold for each plan goal.
Or you can create a threshold and associate it to a plan goal (see how to create
Thresholds).
Any change applies only to this space plan.
To change the threshold for a goal, click the hyperlinked goal line item.
Step 8
Review the Planning Goal Item form.
Click the hyperlinked Threshold label.
Step 9
Adjust the values and click Save and Close.
The changes apply only to this plan goal line item.

Note – If the value of Threshold in a Planning Goal Item is blank, the
Scenario Evaluation section for the space plan does not display a
threshold indicator (see Threshold/Value/Delta for more information
about the Scenario Evaluation threshold indicator).
Objectives Section
Add to the Objectives Section
You can add an objective specific to this space plan.
To Add to the Objectives Section
Step 1
To add an objective specific to this space plan, click Add on the section bar.
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To Add to the Objectives Section
Step 2
Review the Planning Objective form.
In the Objective Details section:
Objective Category - Establishes a grouping of objectives. Used for top-level rollups
during evaluation and performance metric analysis. The rollup is the sum of the
rating scores for the direct children. Set by the system to Strategic.
Objective Type - Objective Type establishes a sub-grouping of objectives within an
objective category. The rollup is the sum of the rating scores for the direct
children. The standard choices are Customer, Environmental, Financial,
Operational, Portfolio, and Regulatory.
Propagation Rule - Values are All and No Propagation.
Default Threshold - Defines the appropriate minimum and maximum range of
acceptable performance for this objective.
Importance Ranking - Similar to a priority or a weighting factor, the Importance sets
the relative ranking of this objective compared with other objectives. Values are
1 – Low, 3 – Medium, and 5 – High. The ranking is used for scoring.
Importance - The numeric Importance Ranking.
Step 3
Click Create.
The system adds the planning objective to the Objectives section.
Step 4
Click Save.
The system propagates the objective to the scenarios for the space plan.
Step 5
You can modify the Threshold for each objective.
Or you can create a threshold and associate it to an objective (see how to create
Thresholds).
Any change applies only to this space plan.
To change the threshold for an objective, select the objective line item.
Step 6
Review the Planning Objective form.
Click the hyperlinked Default Threshold label.
Step 7
Adjust the values and click Save and Close. The changes apply only to this objective
line item.
Step 8
After all objectives for this space plan are represented in the Objectives section, the
next task is to set the Sequence for each objective.
The purpose is to indicate the relative sequence of each objective, with respect to all
other objectives in the space plan.
This step enables the system to align the objective for comparison across scenarios.
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To Add to the Objectives Section
Step 9
Number each objective, starting with 1.
During the evaluation process, the system displays only the top five (numbered 1 – 5).
Comparison of objectives sequenced with a value greater than 5, if any, must be done
manually or through reporting.
When you update a sequence on a space plan and click Save. The system updates all
scenarios on the space plan.

Note – Setting the sequence is important because only objectives with a
sequence set between one and five are displayed on the scenario
evaluation comparison tool.
Step 10 Adjust the Ranking Target of objectives for this space plan.
To do so, click the Search icon
and select from the choices.
Click Save to update the Plan Goal scenario.
Risks Section
Add to the Risks Section
You can add a risk specific to this space plan.
To Add to the Risks Section
Step 1
To add a risk specific to this space plan, click Add on the section bar.
Step 2
Review the Planning Risk form.
In the Risk Details section:
Risk Category - Establishes a grouping of risk planning items. Used for top-level rollups
during evaluation and performance metric analysis. The rollup is the sum of the
rating scores for the direct children. The system populates with Strategic.
Risk Type - Establishes a sub-grouping of risk planning items within a risk category.
The roll up of the risk type is the sum of the rating scores for the direct children
of the risk type. The standard choices are Customer, Environmental,
Financial, Operational, Portfolio, and Regulatory.
Propagation Rule - Values are All and No Propagation.
Default Threshold - Defines the appropriate minimum and maximum range of
acceptable performance for this risk.
Importance Ranking - Similar to a priority or a weighting factor, the Importance sets
the relative ranking of this risk compared with other risks. Values are 1 – Low, 3
– Medium, and 5 – High. The ranking is used for scoring.
Importance - The numeric Importance Ranking.
Step 3
Click Create. The system adds the planning risk to the Risks section.
Step 4
Click Save. The system propagates the risk to the scenarios for the space plan.
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To Add to the Risks Section
Step 5
You can modify the Threshold for each risk.
Or you can create a threshold and associate it to a risk (see how to create
Thresholds).
Any change applies only to this space plan.
To change the threshold for a risk, select the risk line item.
Step 6
Review the Planning Risk form.
Click the hyperlinked Default Threshold label.
Step 7
Adjust the values and click Save and Close.
The changes apply only to this risk line item.
Step 8
After all the risks for this space plan are represented in the Risks section, the next
task is to set the Sequence for each risk.
The purpose is to indicate the relative sequence of each risk, with respect to all other
risks in the space plan.
This step enables the system to align the risk for comparison across scenarios.
Step 9
Number each risk, starting with 1.
During the evaluation process, the system displays only the top five (numbered 1 – 5).
Comparison of risks sequenced with a value greater than 5, if any, must be done
manually or through reporting.
When you update a sequence on a space plan and click Save, the system updates all
scenarios on the space plan.

Note – Setting the sequence is important because only risks with a
sequence set between one and five are displayed on the scenario
evaluation comparison tool.
Step 10 Adjust the Impact Ranking and Probability Target of risks for this space plan.
To do so, click the Search icon
and select from the choices.
Click Save to update the Plan Goal scenario.
Contacts Tab
In the Contacts tab, enter the primary contacts and contact roles involved in notifications and
approvals for this plan.
The fields in the Contacts tab are as follows:
Role
Person
Work Phone
Email
Primary Organization
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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 People.
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.
Notes & Documents Tab
Use the Notes & Documents tab to add Comments and upload Documents related to the space plan.
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 emails.
Step 2
To add a document, click Find or Upload on the Related Documents section bar.
Scenarios
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.
Define a Scenario
The following steps describe how to access the functions of the scenario and define a new scenario.
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To Define a Scenario
Step 1
Find and open the space plan for the scenario.
The system creates two possible scenarios for all space plans, the Plan Goals scenario
and the Status Quo scenario.
The Plan Goals scenario pulls together the plan goals established on the space plan.
Objectives and risks can propagate to the Plan Goals scenario, where they can be
ranked. No planning data is directly associated to this scenario. It is a placeholder
scenario that can be used to provide a set of ideals to be compared against in the
scenario comparison tool.
The Status Quo scenario represents the current state of the data at the time the
space plan was created, reflecting the baseline data for the space plan. This
scenario is like an unmodified scenario. As scenarios are created and changes are
made, the Status Quo scenario can be used to reflect the delta changes from
when the planning process was started for that space plan.
To establish an order within the scenario comparison, the Plan Goals scenario has a
Sequence of -1 and the Status Quo scenario has a Sequence of 0 (zero). The
Sequence specifies the location of the scenario in the scenario comparison grid.
Plan Goals shows as the first item in the scenario comparison grid and Status Quo
as the second item.
Step 2
To remove a scenario, select the check box on that line item and click the Remove
action on the Scenarios section bar.

Note – The Status Quo scenario cannot be removed.
Step 3
To add a scenario, click Add on the section bar.
Step 4
Review the Space Scenario form.
In the General tab, General section, enter information about the scenario:
ID – Enter a unique ID identifying the scenario per your corporate best practices. If
you do not assign an ID, the system generates one automatically.
Name – Use a name that summarizes the options considered in the scenario.
Focus Period - The planning period for data in the scenario that is used to set the
period (point in time) in which the stack plan is planned. This period also is
relevant to the point in time for calculations in the evaluation comparison. This
period can be changed later in the process as long as the stack plan changes have
not yet begun. Click the Search icon and select from the choices, which are
derived from the space plan.
Space Plan - The space plan providing the environment for this scenario. Set by the
system.
In the Units section, the system populates the Currency, Area Units, Carbon Reporting
UOM, and Energy Reporting UOM values from the Units section on the space plan.
Step 5
Click Create Draft.
The system creates the scenario in Draft status and closes the form.
The system displays the new scenario in the Scenarios section.
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The system generates a sequence number for this scenario as a means of establishing an order within
the scenario evaluation grid. You can adjust this sequence in the space plan.
When the system creates a scenario, it copies the planning data from the space plan, establishing an
isolated version of the data ready for analysis and manipulation. Copying the data from the space plan
ensures that all scenarios have the same starting point, which is an essential part of being able to
compare scenarios.

Note – The planning data within a scenario is isolated from planning data in all other
scenarios.
The planning data for a scenario is at the center of all planning functions within the scenario. All
supply and demand changes are made to this planning data. All tools within the space plan use this
planning data.
Goals & Objectives Tab
The Goals & Objectives tab contains the objectives and risks for this scenario. The system copies the
line items from the space plan.
To change the list of items in the Objectives section or Risks section, complete the changes in the
space plan and click Save on the space plan.
Comments Section
In the Comments section, enter information that is helpful to see when comparing scenarios.
Environmental Metrics Section
The Environmental Metrics section contains fields that are calculated based on the planning data for
the scenario. As the planning data changes, the system recalculates environmental metrics as needed
when the data is changed and saved. The system also displays the calculated metric values on the
Scenario Evaluation tab of the space plan for comparison purposes.
Financial Metrics Section
The Financial Metrics section contains fields that are calculated based on the planning data for the
scenario. As the planning data changes, the system recalculates financial metrics as needed when the
data is changed and saved. The system also displays the calculated metric values on the Scenario
Evaluation tab of the space plan for comparison purposes.
Enter the Annual Operating Expense Reduction for this scenario.
The system calculates the value for Total Implementation Costs by using Move Line Item data.
Operational Metrics Section
The Operational Metrics section contains fields that are calculated based on the planning data for the
scenario. As the planning data changes, the system recalculates operational metrics as needed when
the data is changed and saved. The system also displays the calculated metric values on the Scenario
Evaluation tab of the space plan for comparison purposes.
Enter the Time To Complete (Months) for this scenario.
The system calculates the values for People Moved and Area Moved by using Move Line Item data.
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Portfolio Metrics Section
The Portfolio Metrics section contains fields that are calculated based on the planning data of the
scenario. As the planning data changes, the system recalculates portfolio metrics as needed when the
data is changed and saved. The system also displays the calculated metric values on the Scenario
Evaluation tab of the space plan for comparison purposes.
Objectives Section
The objectives in the Objectives section are from the parent space plan. At the scenario level, you
cannot add or remove objectives. To ensure that the same set of objectives exist for all scenarios
under a space plan, which is necessary for the comparison function, this task must be done at the
space plan level.
Rank each objective in the Evaluation Ranking column based on how well this scenario meets the
objective.
Select the Search icon and choose from the options. The standard values range from 0 – No
Satisfaction to 9 – High Satisfaction.
Click Save to trigger a recalculation of the Rating Score.
The system calculates metrics from the Rating Score and the threshold of the objective line item.
Risks Section
The risks in the Risks section are from the parent space plan. At the scenario level, you cannot add or
remove risks. To ensure that the same set of risks exist for all scenarios under a space plan, which is
necessary for the comparison function, this task must be done at the space plan level.
Adjust the Impact Ranking and Probability Ranking of the risks in this scenario.
Assign an Impact Ranking by selecting the Search icon and choosing from the options. The standard
values range from 1 – Very Low to 5 – Very High.
Assign a Probability Ranking by selecting the Search icon and choosing from the options. The
standard values range 1 – Very Low to 5 – Very High.
Click Save to trigger a recalculation of the Risk Score. The system calculates metrics from the Risk
Score and the threshold of the risk line item.
Notes & Documents Tab
Use the Notes & Documents tab to add Comments and upload Documents related to the scenario.
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 emails.
Step 2
To add a document, click Find or Upload on the Related Documents section bar.
Other Tabs
The Supply/Demand Analysis chapter contains information about the Analysis tab of a Space Scenario.
Meanwhile, the Stack Planning chapter describes the Stack tab of a Space Scenario.
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4. Supply/Demand Analysis
This phase of the strategic space planning process follows the space requirements forecast and uses the
organizational forecast data to determine if the planned space inventory fits the business requirements
of quantity, quality, type, and timing. Fundamentally, space planning is a fit or gap analysis across
time of business space needs (demand) and planned building or space portfolio (supply) - commonly
referred to as supply versus demand analysis. The potential solutions designed and evaluated are
optimized to effectively align the workplace to the business work and workers.
Real estate decisions are costly: lease a building, buy a building, terminate a lease, or sell a building.
Too much space or too little space results in additional costs (capital and operating) and a productivity
impact on the core business. Real estate decisions and the ensuing transactions typically require long
lead times. Understanding the business unit needs and objectives (the Demand) and comparing that
demand to the available facilities (the Supply) provides a future look at portfolio needs.
Supply/Demand Analysis is a graphic space capacity fit or gap analysis to develop portfolio plans that
efficiently use space across time. The analysis compares demand (forecasted business space needs) to
the supply (actual or planned portfolio spaces) across time to determine if business needs (demand)
match (fit) the space or portfolio inventory (supply). The interactive planning analysis identifies timebased capacity gaps needing plan changes, and visually indicates and guides towards plan changes to
match needs and close gaps.
The inputs to the process include: location area/capacity forecast, organization required area/capacity
forecast, facilities management standards, scope of analysis (planning period range, geographies,
organizations, space class types, locations), historical organization capacity requirements, and
historical location capacity data. Outputs include proposed location area/capacity changes, for
example retire a location, extend a lease, and acquire/construct a location. Demand is the required
area or capacity. Supply is assignable area or capacity. Capacity is headcount per location.
This Supply/Demand Analysis tool is accessed from the Analysis tab of the Scenario. The
Supply/Demand Analysis function is a chart embedded directly within the scenario, providing a
combined view of the supply and demand planning data across time.
The supply data is represented as a stacked bar graph where area is stacked vertically based on the
building or lease. The demand data is represented as a line graph overlaying the bars. This shows how
the supply (space/area) matches up against the demands of an organization.
With this tool you can interactively analyze scenario options to match forecasted business demand to
portfolio space supply across planning periods. The graphical analysis tool assists in the following ways:
Visually detect supply-demand gaps requiring planning actions to meet demand or to improve portfolio
utilization.
Analyze what-if supply-side actions for lease contract options, new building expansions, or portfolio
consolidations.
Investigate the implications of demand-side changes to match supply or close gaps.
Supply/Demand Analysis Tool Layout
The Supply/Demand Analysis tool consists of the following sections:
Supply/Demand Tab
Supply/Demand – Lease Own Tab
Occupancy Rate Tab
Utilization Density Tab
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General Section
Supply Summary Tab
Demand Summary Tab
RE Action Requests Tab
Supply/Demand Tab
The Supply/Demand section contains the graphic strategic scenario analysis supply/demand tool that
compares the demand for space (over the planning periods) to the available space (over the same
periods).
Show By - Identifies the data represented in the x-axis of the chart. Select the desired value from the
drop-down list. Standard values are Period and Geography. When you change the Show By, the system
refreshes the chart.
Bars - Individual buildings (and optionally leases if you are using the IBM TRIRIGA Real Estate Manager
product) are depicted as bars on the graph. Colors correspond to the color defined for each building
and are noted in the legend.
Line - The business unit requirements (demand) are depicted as a line.
X-Axis - What displays on the x-axis depends on the value of the Show By filter. When the value is
Period, the x-axis displays the planning periods defined in the planning environment plus up to two
previous years. When the value is Geography, the x-axis displays the geographies defined in the
planning environment.
Y-Axis - Area. Total area of owned buildings. Leased area of leased buildings. Total area of business
unit requirements.
Filters - The Geography and Space Class filters make it possible to analyze a subset of the
supply/demand data. To use a filter, select the desired value from the drop-down list and click the
Apply Filters action.
Legend - The legend ties the color coding and names of the buildings (or leases) shown as bars on the
graph.
The lower area in the Analysis tab contains the supporting data for the supply/demand graphic and
actions the workplace planner can take to analyze options for adjusting the supply to best match the
demand.
Supply/Demand – Lease Own Tab
The Supply/Demand – Lease Own section contains the graphic strategic scenario analysis
supply/demand tool that compares the demand for space (over the planning periods) to the available
leased and owned space (over the same periods).
Show By - Identifies the data represented in the x-axis of the chart. Select the desired value from the
drop-down list. The standard value is Period. When you change the Show By, the system refreshes the
chart.
Bars - Leased buildings and owned buildings are depicted as bars on the graph. Colors are noted in the
legend.
Line - The business unit requirements (demand) are depicted as a line.
X-Axis - What displays on the x-axis depends on the value of the Show By filter. When the value is
Period, the x-axis displays the planning periods defined in the planning environment plus up to two
previous years.
Y-Axis - Area. Total area of owned buildings. Leased area of leased buildings. Total area of business
unit requirements.
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Filters - The Geography, Organization, and Space Class filters make it possible to analyze a subset of
the supply/demand data. To use a filter, select the desired value from the drop-down list and click the
Apply Filters action.
Legend - The legend ties the color coding to the bars on the graph.
The lower area in the Analysis tab contains the supporting data for the graphic and actions the
workplace planner can take to analyze options for adjusting the supply to best match the demand.
Occupancy Rate Tab
The Occupancy Rate section contains the occupancy rate metric chart. It provides feedback on the
performance and efficiency of the scenario by providing a view into this key metric.
Show By - Identifies the data represented in the x-axis of the chart. Select the desired value from the
drop-down list. Standard values are Period and Geography. When you change the Show By, the system
refreshes the chart.
Blocks - The blocks represent the occupancy rate (%) and are colored red, yellow, or green based on
predefined threshold values.
Line - The line is the predefined threshold value between underutilized and good utilization.
X-Axis - What displays on the x-axis depends on the value of the Show By filter. When the value is
Period, the x-axis displays the planning periods defined in the planning environment plus up to two
previous years. When the value is Geography, the x-axis displays the geographies defined in the
planning environment.
Y-Axis - The occupancy rate (%).
Filters - The Geography and Space Class filters make it possible to analyze a subset of the
supply/demand data. To use a filter, select the desired value from the drop-down list and click the
Apply Filters action.
Legend - The legend ties the color-coding and names of the threshold values.
The lower area in the Analysis tab contains the supporting data for the occupancy rate metric chart
and actions the workplace planner can take to analyze options for adjusting the supply to best match
the demand.
Utilization Density Tab
The Utilization Density section contains the utilization density metric chart. It provides feedback on
the performance and efficiency of the scenario by providing a view into this key metric.
Show By - Identifies the data represented in the x-axis of the chart. Select the desired value from the
drop-down list. Standard values are Period and Geography. When you change the Show By, the system
refreshes the chart.
Blocks - The blocks represent the utilization density and are colored red, yellow, or green based on
predefined threshold values.
X-Axis - What displays on the x-axis depends on the value of the Show By filter. When the value is
Period, the x-axis displays the planning periods defined in the planning environment plus up to two
previous years. When the value is Geography, the x-axis displays the geographies defined in the
planning environment.
Y-Axis - The Utilization Density.
Filters - The Geography and Space Class filters make it possible to analyze a subset of the
supply/demand data. To use a filter, select the desired value from the drop-down list and click the
Apply Filters action.
Legend - The legend ties the color-coding and names of the threshold values.
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The lower area in the Analysis tab contains the supporting data for the utilization density metric chart
and actions the workplace planner can take to analyze options for adjusting the supply to best match
the demand.
General Section
The General section reflects the Focus Period from the General tab of the scenario.
Supply Summary Tab
The Supply Summary section lists the supply data represented in the charts. It is the source data for
the supply portion of the charts.
The table displays the Name, Tenure (Owned or Leased), rentable Area, the Start Date and End Date,
and any Action Taken.
Click a hyperlinked supply summary line item to open the item and view additional detail about the
selected item.
The actions on the Supply Summary section bar are described in How to Use the Supply/Demand Tool.
Demand Summary Tab
The Demand Summary section lists the demand and forecast data represented in the charts. It is the
source data for the demand portion of the charts.
The items in the Demand Summary section are refreshed after each save of moves in a Stack tab for
the scenario.
The table displays the Type, Organization, Supply Summary, Geography, Location, Contract, Space
Class, Period, Period #, Measure Type, Quantity, and Area.
Click a hyperlinked demand summary line item to open the item and view additional detail about the
selected item.
RE Action Requests Tab
The RE Action Requests section lists the real estate actions created during the supply/demand analysis
process. The system adds line items when you complete an Add Supply or Take Action action. If this
scenario is approved, the RE Action Request can be routed to the real estate organization. The RE
Action Request contains the information required for the real estate organization to initiate the
transaction project for the needed space.
The table displays the Request ID, Request Name, Type of Action, City, Business Contact, Business,
Building Name, Created Date/Time, and Status.
Click a hyperlinked demand summary line item to open the item and view additional detail about the
selected item.
How to Use the Supply/Demand Tool
Often the supply/demand analysis chart reflects a mismatch between the available supply and business
unit demand. There are several actions available to adjust the supply.
The Supply Summary section not only lists the supply data, it also contains a number of actions
intended to adjust the supply.
If you open a supply summary, you also can perform some actions directly from the supply summary
form.
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Add Supply
The purpose of the Add Supply action is to provide a mechanism for increasing the supply by adding a
building. The system opens the Add Supply form.
To Add Supply
Step 1
Select the Add Supply action on the Supply Summary section of the Analysis tab on
the scenario.
Step 2
Review the Add Supply form.
In the General section, identify the new building:
City - Click the Search icon and select the city where the new building is located.
Name - Identify the new supply. This name identifies the new building in the
supply/demand graph and in the stack planning tool.
Tenure - Select whether the new supply is Leased or Owned.
Start Date - The date the new supply is available.
End Date - The date the new supply is no longer needed. For an owned building, End
Date is usually blank.
Step 3
In the Supply Breakdown section, describe the layout of the new building:
Name - Enter a name for this supply item, for example Floor 1.
Sequence - Used by the stack planning tool to arrange this row with respect to the
other rows.
Area - Enter the rentable area for this supply item.
Step 4
Click Add in the Supply Breakdown section bar to add a new row.
Continue adding supply breakdown items until your requirements are complete.
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To Add Supply
Step 5
In the Details section, enter specifics about the new supply.
First, select the Building Class.
The system populates the other fields in the Details section with values from the
Building Class standard. These values are used in scenario evaluation metrics.
You can adjust any of the numbers to better reflect any known information relative to
a city area or building type.
The system uses step-up rules to convert the total area in the Supply Breakdown
section to Usable, then up to Rentable, then up to Gross. For example, if the total
Area is 10,000, the Usable Factor is .25, the Rentable Factor is .35, and the Gross
Factor is .20:
Assignable Area * (1 + Usable Factor) = Usable Area
10,000 * 1.25 = 12,500
Usable Area * (1 + Rentable Factor) = Rentable Area
12,500 * 1.35 = 16,875
Rentable Area * (1 + Gross Factor) = Gross Area
16,875 * 1.20 = 20,250
In the Units section, the system populates the Area Units, Currency, Carbon Reporting
UOM, and Energy Reporting UOM values from the Units section on the scenario.
Step 6
Click Add at the top of the form to add the new supply.
When the add finishes, the system displays an Attention message in the Add Supply
form.
Step 7
Review the Supply Summary section. The system displays the new supply in this
section.
The new supply also populates the supply/demand graph and shows as a new building
tab in the stack plan.
The system also adds a line item in the RE Action Requests section.
Step 8
The Add Supply form stays open and you can add additional supply items.
When you are done, click Cancel to close the Add Supply form.
Take Action
The purpose of the Take Action action is to provide a mechanism for studying the implications of
altering an existing supply. The available actions differ depending on whether you are working with a
lease or owned building.
To Take Action
Step 1
Select a building in the Supply Summary section of the Analysis tab on the scenario.
Select Take Action.
If you open a supply summary, Take Action also is available.
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To Take Action
Step 2
Review the Supply Action form.
The actions available depend on whether the building is owned or leased.
Step 3
In the General section, identify the action to be taken:
Supply Type - If the building is leased, the system populates Supply Type with Lease.
If the building is owned, the system populates Supply Type with Own.
Action - Identify the action to be taken. For a leased building, the choices are
Extend and Terminate. For an owned building, the system populates Action
with Sell. Extend also extends the lease supply block in the stack plan for the
focus periods included in the extension. Terminate or Sell also remove the
supply block from the stack plan in the focus period after the termination or sell
date; any demand blocks that were on the supply block are flagged with the overallocation icon.
The system adds the Details section.
Step 4
In the Details section:
Start Date - Populated by the system from the scenario.
End Date - Enter the date on which the extended lease ends.
Step 5
Next:
In the Comments section, enter a description of the reason for the action.
In the Units section, the system populates the values for Area Units and Currency from
the Units section of the scenario.
Step 6
Click Continue.
The system updates the supply summary (note the entry in the Action Taken column)
and appends the supply change to the supply/demand graph.
The system also adds a line item in the RE Action Requests section.
Cancel Action
The purpose of the Cancel Action action is to provide a mechanism for reversing a previous Take
Action process.
To Cancel Action
Step 1
Select a building in the Supply Summary section of the Analysis tab on the scenario.
Select Cancel Action.
If you open a supply summary, Cancel Action also is available.
The system reverses the previous Take Action action and removes the line item in the
RE Action Requests section.
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Remove
The purpose of the Remove action is to provide a mechanism for reversing a previous Add Supply
process.
To Remove
Step 1
Select a building in the Supply Summary section of the Analysis tab on the scenario.
Select Remove.
The system reverses the previous Add Supply action and removes the line item in the
RE Action Requests section.
If you decide to Remove an added supply and any stack moves have put organizations
in the added supply, the system alerts you and does not remove the added supply.
You must Reset Changes in the stack plan before you can remove an added supply.
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5. Stack Planning
Stack plans are a graphical display of space supply and demand overlaid to determine space fit and
gaps for a group of locations, most commonly at a floor level. Space supply is the existing and planned
space inventory. Space demand is the projected space needs of the business units based on business
goals and space drivers from the space forecasting process. By overlaying supply and demand, space fit
and gaps are graphically identifiable. Then, fit can be improved and gaps minimized by dragging for
graphical rearrangement of organizations between locations as a first step in macro level space
planning.
Stack scenario planning is primarily performed by the Space Planner, and its graphical information
views are beneficial in visually presenting alternatives or interactively creating what-if scenario plans
with business management and workplace management teams.
Stacking is typically performed at the department and space classification roll-up levels, which can
include area sums, space capacity by type counts, or people by type counts, but not individual space,
asset, or person details.
Stack Planning is an interactive graphical user interface that is similar to a horizontal bar chart with
the following capabilities:
Expand or collapse viewing panels and tabs for flexible viewing and easier navigation.
Zoom and resize building stacks to easily view varying building sizes in one view.
Analyze based on capacity and area.
Store move sequencing data for implementation move planning.
Workplace planners create and analyze scenario stack plans for a focus period selected from the
planning periods established in the planning environment. During scenario creation, you select the
locations and the focus period. The stack plan tool depicts both the supply (selected locations) and the
demand (either the as is condition or the forecast data for the focus period).
Workplace planners deal with a huge amount of information. The graphical stack planning tool places
that information into a format that is easy to understand and manipulate.
The inputs to the process include: proposed location area/capacity forecast, organization required
area/capacity forecast, scope of analysis (planning period, geographies, organizations, space class
types, locations), and available move type definitions (with estimated cost per headcount, area, and
more). Outputs include proposed moves, proposed changes to location space class type, total
estimated move costs for the scenario, and proposed move sequences. Demand is the required area or
capacity. Supply is assignable area or capacity. Capacity is headcount per location.
The stack planning tool is accessed from the Stack tab of the Scenario. The goal with stack planning is
to ensure demand is allocated across available locations within the capacity of each location for the
selected planning period.

Attention – The stack planning tool saves changes temporarily in memory. When you
select the Save action from the scenario action bar, the system permanently saves the
changes from the stack planning tool. At any time before you perform the Save action,
you can undo your changes. After you do a Save, the system permanently commits the
changes to the database.
This chapter first describes how to use the stack control elements, then the functional aspects of
stacking.
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Stacking Tool Layout
The Stacking tool consists of the following sections:
Menu
Zoom Controls
Panel Resizing
Left Navigation Panel
Stack Plan Work Area
Bottom Information Panel
Menu
The Menu area has an Edit tab and a View tab.
Edit Menu
The Edit menu is as follows:
Undo reverses the last move action.
Undo All reverses all move actions from the last permanent save.
Find Fit finds and displays a ranked list of the best To Locations for a selected move. The results
display in the Results tab in the bottom information panel.
View Menu
The View menu is as follows:
Supply Detail Colors displays the colors for the space class supply blocks.
Area Marks displays tick marks on the floor blocks. This display can be helpful if you are working with
both work area panels and have the floors at different zoom factors.
Zoom Controls
Since floors can be of varying sizes and space class can be of varying quantities, the stack control
provides a zoom control for each. The zoom controls are as follows:
icon. Zoom larger by using
The left zoom controls the size of the floor blocks. Zoom smaller by the
icon. Enter a manual zoom ratio in the text box
and use the
icon to apply the
the
manual zoom factor.
icon. Zoom
The right zoom controls the size of the space class blocks. Zoom smaller by using the
larger by using the
icon. Enter a manual zoom ratio in the text box
apply the manual zoom factor.
and use the
icon to
Panel Resizing
The different parts of the stacking tool can be resized by using the gray bars between the following
areas:
Between: Left navigation panel AND stack plan work area.
Between: Top of stack plan work area AND bottom of stack plan work area.
Between: Left navigation panel and stack plan work area AND bottom information panel.
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changes the display so only one panel occupies all shared space.
Clicking an up or down arrow
Dragging the bar changes the relative shared space.
Left Navigation Panel
The left navigation panel provides a list view of the data elements represented in the stack plan work
area.
Clicking the icon expands the level. If there are items displayed below the
contracts the level; otherwise indicates the item is at the lowest level.
icon, clicking the icon
Organizations
Expanding the Organizations level displays a list of all planning-level organizations in the scenario.
Right-clicking an organization displays a pop-up menu of actions similar to right-clicking an
organization block in the stack plan work area.
Open Record opens the selected organization form.
Show, Show Others, Show All, Hide, Hide Others, and Always Show are used to hide or show
organizations based on the selected organization.
Space Classes
Expanding the Space Classes level displays a list of all planning-level space classes in the scenario.
Right-clicking a space class displays a pop-up menu of actions similar to right-clicking a space class
block in the stack plan work area.
Open Record opens the selected space class form.
Show, Show Others, Show All, Hide, Hide Others, and Always Show are used to hide or show space
classes based on the selected space class.
Buildings
Expanding the Buildings level displays a list of all buildings in the scenario, including the parking lot.
Right-clicking a building displays a pop-up menu of actions similar to right-clicking a building block in
the stack plan work area.
Open Record opens the Supply Summary form, which contains additional information about the
selected building.
Expand All expands all floors for the selected building.
Collapse All collapses all floors for the selected building.
Reorder returns the floors to their default order.
Expanding a building displays a list of all floors in the building. Right-clicking a floor displays a pop-up
menu of actions similar to right-clicking a floor block in the stack plan work area.
Open Record opens the Supply Summary form, which contains additional information about the
selected building.
Expand expands the display to show all floors for the selected building.
Collapse collapses the display so no floors show for the selected building.
Move Up moves the selected building up in the list.
Move Down moves the selected building down in the list.
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Stack Plan Work Area
The stack plan tool contains two identical work area panels, which facilitate simultaneous viewing of
source demand block (select) and destination supply block (place). Drag the bar between the panels to
resize the area allocated to each.
Each building or leased area in the scenario is represented by a tab at the top of each work area panel.
Select a tab to view the stack for that building or lease. You can have the same building selected in the
top and bottom panel or different buildings, whichever facilitates your Move From and Move To
selections.
Within each stack plan work area:
Buildings are represented as a vertical gray bar on the left. If the building has an image, the image
displays within this bar.
Floors are represented as horizontal gray bars. The length of the bar is proportional to the area of the
floor. Floors display top down, for example, floor three above floor two above floor one.
Organizations are represented as colored bars within a floor with their areas proportional to the size of
the floor. You can visually see if there is excess or over-allocated space on each floor.
Space Classes are represented as bars below a floor bar. Organizations are represented in space class
bars as colored bars.
Hover
Hovering your cursor over a building, floor, organization, or space class block displays additional
information.
Right-Click
Right-clicking a building, floor, organization, or space class block displays a pop-up menu. The content
of the menu depends on the block selected.
Right-Click Building
For a building, the right-click pop-up includes the following items:
Open Record opens the Supply Summary form, which contains additional information about the
selected building.
Expand All expands all floors for the selected building.
Collapse All collapses all floors for the selected building.
Reorder returns the floors to their default order.
Restore Hidden Space Classes is available when there is hidden supply in a floor of the building.
Right-Click Floor
For a floor, the right-click pop-up includes the following items:
Open Record opens the Supply Floor form, which contains additional information about the selected
floor, including a graphic floor plan view.
Expand expands the selected floor.
Collapse collapses the selected floor.
Move Up moves the selected floor up in the stack.
Move Down moves the selected floor down in the stack.
Restore Hidden Space Classes is available when there is hidden supply in a floor.
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Right-Click Organization
For an organization, the right-click pop-up includes the following items:
Select selects the organization block for placement.
Select (add) adds the selected organization block to the selection set for placement.
Deselect removes the selected organization block from the selection set.
Show, Show Others, Show All, Hide, Hide Others, and Always Show are used to hide or show
organizations based on the selected organization. Notice that with Hide Others, the other organizations
show with hatched marks.
Right-Click Space Class
For a space class, the right-click pop-up includes the following items:
Show, Show Others, Show All, Hide, Hide Others, and Always Show are used to hide or show space
classes based on the selected space class. Notice that with Hide Others, other space classes on the
floor do not appear.
Floor Icons
Use the icons on the left edge of each floor block to move the floor up or down in the stack or to
collapse and expand the floor, as indicated in the following list:
Collapse Floor Display
Move Floor Up
Move Floor Down
Expand Space Class Display
With the IBM TRIRIGA stack planning tool, you can plan and manipulate blocks at the space
classification level. Select the icon on the floor block to expand the floor to show a breakdown of the
space classifications on that floor.
Each row represents a space classification on that floor.
Each tick mark represents one space of that type of classification.
The colored blocks represent organizations, similar to the organization blocks on the floor.
The space class view depicts how many spaces of each classification the organization has been
assigned.
Similar to the floor level, the workplace planner can visually see how many spaces are vacant or if a
particular space class has been over-allocated.
Over-Allocations
The system tracks buildings, floors, and space classifications that have been over-allocated and visually
denotes them with a icon.
The system also lists all over-allocations in the Over Allocations tab on the bottom information panel.
Selecting
To select an organization, click it. To select more than one, press and hold the [Ctrl] keyboard key
while making selections, or use the right-click menu.
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As a block is selected, the system highlights it and adds it to the list in the Selections tab on the
bottom information panel.
Bottom Information Panel
The bottom information panel contains important information related to the decisions you make in the
stack plan work area. The tabs display information captured between permanent saves. On permanent
save the system refreshes the stack and resets the information tabs.
The tabs in the bottom information panel are Selections, Over Allocations, Moves, Delta, Properties,
and Results.
Selections Tab
The Selections tab displays a detailed list of all selected organization blocks, including their space class
breakdown, building, floor, quantity, and area.
You can use the right-click menu in the Selections tab to remove selections.
Remove clears the highlighted selection.
Remove Others keeps the highlighted selection and clears the rest.
Remove All clears all selections.
Over Allocations Tab
The Over Allocations tab displays a detailed list of all building, floor, and space class blocks that have
been over-allocated as a result of move actions.
Moves Tab
The Moves tab displays a detailed list of all changes caused by moving blocks in the stack, including the
From and To building, floor, and space class.
If you took A and moved it to B and then moved it to C, the Changes tab shows A -> B and B -> C.
Delta Tab
The Delta tab displays a detailed list of the net differences caused by moving blocks in the stack.
If you took A and moved it to B and then moved it to C, the Delta tab shows A -> C.
Properties Tab
The Properties tab displays additional information about the selected building, floor, organization, or
space class. The information is similar to that which is shown when you hover over a block.
Results Tab
The Results tab displays the results of a Find Fit action. Find Fit finds and displays a ranked list of the
best To Locations for a selected move. Clicking the blue text changes the display to show the building
in the stack plan work area.
Parking Lot
When the scenario includes forecast data, the system generates additions and removals in a focus
period when that period has a positive (forecast additions) or negative (forecast removals) delta from
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the first period. The deltas are set in the forecast survey items for the planning environment for the
organization by focus period. In the scenario, the system places the deltas in parking lot tabs by city.
There is a tab in the stack plan work area for each city with forecast deltas. The deltas display in the
stack planning tool similar to buildings (or leases) and users interact with them as they would buildings.
Forecast Additions represent new requirements that the workplace planner is to move from the parking
lot to the buildings or floors. Each space class in the tray has zero quantity and the organization blocks
reflect the delta quantities from the forecast data. This creates an over-allocation and the tray has an
over-allocation icon. When all blocks are moved from a tray and allocated into the stack, the system
removes the over-allocation icon.
Forecast Removals represent items that the workplace planner is to remove from the buildings/floors.
Each space class in the tray has a quantity that reflects the negative delta quantities from the forecast
data. The tray has an icon. When all blocks are moved from the stack into the tray, the system
removes the icon.
How to Use the Stacking Tool
The stacking tool represents supply and demand data graphically. The objective of the planner is to
move quantities of demand (headcount, space counts, and area) from place to place by rearranging the
organizational blocks within the buildings or floors and parking lot to best satisfy the scenario goals and
objectives.
Focus Period
Set the focus period for the stack planning tool in the Parameters section. It can be changed unless
there are saved stack moves. If there are saved moves, click the Reset Changes action to revert the
moves first before changing the focus period. As blocks are moved from floor to floor, the system
tracks these as changes. The Reset Changes action restores the blocks to where they were before any
changes were made.
Sequencing
The stack planning tool provides the capability to track the sequence of moves as the planner
rearranges organizational blocks in the stack plan. The system records each move in the Move List tab
with sequential group and sequence numbers, providing valuable information for the move planner
when planning phased moves.
To enable the stack plan sequencing function, select the Track Moves? check box in the Parameters
section on the Stack tab.
If you want to group a series of block moves into a single group to simulate a larger move project,
select the Enable Sequence Grouping? check box. When you have done so, the system provides a
Sequence Group # field to identify a group. Each subsequent save transfers moves to the Move List with
the current Sequence Group #.
The purpose of recording move steps during a scenario planning session is to capture data that can be
used to evaluate scenario implementation costs, compile metrics, and set up move project plans.
Budgetary move cost estimates, project duration estimates, and move churn can all be captured. Since
scenario moves simulate a move, data is available on area and people moved, space classes moved,
and space classes changed (remodel space). From this data the system calculates rough order of
magnitude (budgetary) costs, timelines, move sequence or phasing, and other statistics at a level
commensurate with the level of planning.
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In complex space plans, it would be preferable to first perform manual trial and error stacking plan
scenarios to determine the best future state solution based on fit and adjacency. Then, perform a
recorded sequenced move in Stacking Plan with the end goal in mind.
An oversimplification of a large sequenced move process is when vacant space is being created and
backfilled, creating the vacant space for the next backfill. This is mimicked in the steps taken by the
Space Planner in a scenario planning exercise. A vacant space is created by adding a building or
downsizing organizations to free up space. Then, the vacant space is remodeled and moved into, which
creates another vacant space to be backfilled. This process repeats itself until the Space Planner has
filled all the spaces (satisfied the Organization or Strategic Planning needs). At the end, the Space
Planner ideally has vacant space left over which can be disposed (such as a lease termination), or
subleased.
Add Supply
If you find you must add additional supply, select the Add Supply action on the Parameters section
bar. The purpose of the Add Supply action is to provide a mechanism for increasing the supply. With
Add Supply, you can simulate acquiring a new leased or owned building (supply). After added, they
show in the stack as empty buildings or floors available to drop blocks into when the start or end dates
overlap the focus period. The addition is displayed in the stack planning tool as a new tab and is
formatted and treated like a building.
The Add Supply section describes how to complete an Add Supply.
Select and Place
To move organizational blocks, select the organization to be relocated by clicking the colored block
from either the floor or the space class level. The system highlights the selected organization.
To select more than one organization, hold down the [Ctrl] key on the keyboard and select more
organizations, or use the right-click pop-up.
To move the selected organization blocks to another floor, right-click the To floor and select the Place
action in the pop-up.
The system moves the blocks to the new floor.
When you select organization blocks to place into a different floor or into forecast removals of the
same organization and same space class planning measure type,
When the organization already exists in the new floor, the system updates the quantity and area.
When the organization does not exist in the new floor, the system creates one based on planning
measure type.
When the floor does not exist, the system creates a floor based on planning measure type.
If the organization block is a forecast additions block, place it into a floor in the same city.
You can undo a move by using the Undo or Undo All actions on the Edit menu. You can undo moves
until you perform a permanent save. Perform a permanent save periodically.
Select Partial (Split)
Part of an organizational block can be moved by using the Select Partial control. To activate the
control, right-click an organizational block on the space class level and select the Select Partial action
from the pop-up menu.
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If this is the first organizational block you have selected, there are Select and Cancel actions. If other
selections have been made already, there are Select, Select (add), and Cancel actions. The scale on
the control shows the available capacity of the selected block. Slide the scale to the number of
capacity units you want to move. Click Select to identify the current selection set. Click Select (add)
to add the selected count to the current selection set.
Permanent Save
To permanently save your stack plan manipulations, select the Save action at the top of the Space
Scenario form.
Permanent save performs the following actions:
Data - The system writes to the database data manipulations done on the stack plan tool from the
previous permanent save to the current save.
Visuals - The system refreshes the stack plan and removes the data in the bottom information panel
tabs when the save completes.
Metrics - The system recalculates impacted scenario metrics and refreshes all items in the Demand
Summary section on the Analysis tab for the scenario.
Move List - If Track Moves is turned on, the system creates move lists by using the order that you
performed the moves in the stack tool (and sequence groupings if enabled). The results display in the
Move List sub-tab on the Stack tab.
Change List - The system creates change lists for all moves performed in the stack tool and displays the
results in the Changes sub-tab on the Stack tab. The change lists contain valuable information required
for the scenario evaluation metrics.
Move List
The move lists contain valuable information, including the area and estimated cost for each move step.
Move designers and planners use the data to act on the approved scenario of the completed space plan.
The Move List items in stack planning are available to the move planner in the Move Designer when the
scenario is recommended, approved, and its space plan is completed. The move types have move items
for person and room function move types. The move planner can create person and room function
move line items from this information. The data also provides information for scenario evaluation
metrics, for example financial metrics such as implementation costs, NPV, ROI, and IRR and operational
metrics such as area moved, churn, people moved, and churn rate.
Stack Planning Performance Metrics
Stack planning provides feedback on the performance and efficiency of the scenario by providing views
to the Occupancy Rate and Utilization Density key metrics. The system displays these metrics in subtabs on the Stack tab. The red, yellow, or green colors display based on predefined threshold values.
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6. Scenario Evaluation and Approval
During the evaluation phase of the SFP process, planners review scenarios against planning goals and
objectives and compare scenarios against each other. This evaluation and comparison can be used for
in-process iterative reviews or final evaluation to recommend and approve the best scenario for
implementation. This is a key decision point and finalizes the facility planning process.
Previous chapters cover the setup, data entry, and system calculation background leading up to the
evaluation stage. This chapter shows how to use the side-by-side scenario evaluation and comparison
tool.
Use the scenario evaluation tool to decide on the best scenario to implement. Base comparisons on
balanced scorecard-like objectives and evaluation criteria. Evaluation features include the following
items:
Expand or collapse criteria and details in side-by-side comparison matrix.
Compare scenario differences to business objectives, status quo, or against other scenarios.
Drill into further scenario details or additional reports.
Route and notify approvals to complete the decision.
After one or more scenarios are considered ready for evaluation, the scenarios can be analyzed and
reviewed, and the recommended scenario submitted for approval.
You can find the scenario evaluation tool on the Scenario Evaluation tab of the space plan.
Scenario Evaluation Tool Layout
With the scenario evaluation tool, you can compare scenarios against previously defined or categorized
plan goals, objectives, and risks and to compare scenarios to each other. To access the evaluation tool,
open the space plan and select the Scenario Evaluation tab. The system displays scenarios side by side
in an evaluation grid.

Tip – The scenario evaluation tool displays only scenario metrics for plan goals defined on
the space plan. If you want to change the items displayed in Environmental, Financial,
Operational, and Portfolio, adjust the space plan.
The Scenario Evaluation tool contains the following sections:
Scenario Evaluation Section
Scenarios Section
Scenario Evaluation Section
The Scenario Evaluation section contains the evaluation grid. The scenarios displayed are listed in the
Scenarios section and have the Include in Comparison flag set.
The left panel displays evaluation categories (objectives, risks, environmental, financial, operational,
and portfolio).
The right panel displays scenarios; each scenario presented vertically with the evaluation categories
aligned.
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Expand/Contract Categories
The initial view shows all evaluation categories collapsed. To expand a category to see the detailed
criteria, click the icon. To contract, click the icon. Expand categories to evaluate the metrics
within to get a more complete picture of the scenario differences.
Threshold/Value/Delta
The green, yellow, and red icons serve as a quick indicator of how the value compares with the
threshold settings for the item. The number in the Value column is the data used by the threshold
calculation. The value in the Delta column is the difference between the value in this scenario and the
value in the scenario selected as the comparison base.
IBM TRIRIGA provides one threshold for each standard scenario metric in the Scenario Evaluation
section. Information about thresholds is contained in Thresholds in the Setup chapter.
When an evaluation category is collapsed, the system displays the values from the first row for that
category.
For Objectives, the system multiplies the Importance Ranking for each line item times its Evaluation
Ranking to get a score. The scores are added together and divided by the sum of the Importance
Ranking values. For example:
Objective Item A: Evaluation Ranking A * Importance Ranking A = score A
Objective Item B: Evaluation Ranking B * Importance Ranking B = score B
Objective Item C: Evaluation Ranking C * Importance Ranking C = score C
Value = (score A + score B + score C) / (Importance Ranking A + Importance Ranking B + Importance
Ranking C)
For Risks, the system multiplies the Risk Probability for each line item times its Evaluation Ranking
times its Importance Ranking to get a score. The scores are added together and divided by the sum of
the Importance Ranking values. For example:
Risk Item A: Risk Probability A * Evaluation Ranking A * Importance Ranking A = score A
Risk Item B: Risk Probability B * Evaluation Ranking B * Importance Ranking B = score B
Risk Item C: Risk Probability C * Evaluation Ranking C * Importance Ranking C = score C
Value = (score A + score B + score C) / (Importance Ranking A + Importance Ranking B + Importance
Ranking C)

Tip – The threshold indicator displays when there is a threshold defined in the item.
Select ‘Compare To’ Scenario
The radio buttons below the scenario names identify to which scenario all other scenarios are being
compared.
To change the ‘compare to’ scenario, click the radio button.
The system calculates deltas relative to the scenario selected.
Scenarios Section
The Scenarios section lists the scenarios in the space plan.
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The Sequence sets the order that the system displays the scenarios in the Scenario Evaluation section.
If you change the values, click Save on the Space Plan action bar and the system redisplays the
evaluation grid.
Select the Include in Comparison? check box to include a scenario in the Scenario Evaluation section. If
you change a setting, click Save on the Space Plan action bar and the system redisplays the evaluation
grid.

Tip – Use the Scenarios section on the General tab of the space plan to add or remove a
scenario from this section, as described in Scenarios.
Route for Approval
At this point, the scenarios have undergone an iterative process of evaluation, review, and refinement
and one has been selected for approval.
The system supports:
Routing the recommended space plan scenario for online review and approval by using IBM TRIRIGA
approval templates.
By using the evaluation grid and supporting graphs and data for review and approval in a conference
room and Web-based meeting format, projected by using a computer.
Preparing a space plan evaluation summary report in electronic or printed format including the
recommended space plan scenario with supporting graphs and data.
Print Preview
The Print Preview action at the top of the form prepares a printable copy of the entire form. To print
just the Scenario Evaluation section, click Section Print Preview on the Scenario Evaluation section
bar.
Recommend Scenario
When you have decided which scenario to recommend, identify it by selecting its radio button and click
Recommend Scenario. If you change your mind, click Clear Recommended.
Submit
To route the recommended scenario for approval, click Submit on the Space Plan action bar.
The system sends the request with preconfigured notifications, including the Portfolio Plan Manager
contact roles on the parent portfolio plan and the Business Unit Manager contact roles on the
organization for each organization contained in the planning data.
When the system requests the approval of reviewers, it sends not just the individual scenario but the
entire space plan. This provides the approvers the opportunity to see the scenarios in the side-by-side
comparison and evaluation grid, which aids in making the approval decision.
Upon approval of the recommended scenario, the system changes the status of the approved scenario
to Approved and makes it read-only. It also changes the status of the other scenarios in the space plan
to Retired and makes each read-only.
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Complete
To commit the changes to the master planning data and supply summary based on the approved
scenario, click Complete on the space plan action bar. The system creates the planning conflict
records described in the Space Plan section and routes the recommended scenario for approval.
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Scenario Metrics
IBM TRIRIGA Strategic Facility Planning displays a set of Scenario Metrics intended to guide workplace
planners towards desired goals that are set for space plans. Scenario Metrics display on the Scenario
Evaluation tab in a space plan.
Metric Categories
SFP provides planners with a view of performance from the following key dimensions:
Environmental: Measures cost, intensity, and recovery for Energy, Emissions, Water, and Waste.
Financial: Measures the cost of operations, total occupancy costs, revenue weeks, and profitability of
workplace operations and resources. Note: IBM TRIRIGA assumes that the external corporate financial
system is hierarchical and aggregates costs at the building or structure level, and that the cost code
structure and roll-up align with common industry definitions of: Capital, Cost of Operations (IFMA
definition), Operating Costs (IFMA definition), Capital or Expense.
Operational: Measures the efficiency and effectiveness of workplace processes.
Portfolio: Measures the utilization, condition, and return on workplace assets.
Scenario Metric ID
The following chart provides a Metric ID to identify each Scenario Metric.
Scenario Metric ID
Metric Category
Scenario Metric
3001-01-EN
Environmental
Emissions (Carbon) Intensity per Occupant
3002-01-EN
Environmental
Emissions (Carbon) Intensity per GSF
3003-01-EN
Environmental
Energy Use Intensity per GSF
3004-01-EN
Environmental
Energy Use Intensity per Occupant
3005-01-EN
Environmental
Energy Use
3006-01-EN
Environmental
CO2 Emissions
3007-01-FI
Financial
Total Occupancy Costs
3008-01-FI
Financial
Cost of Operations
3009-01-FI
Financial
Lease Costs
3010-01-FI
Financial
Fixed Assets (Property) Costs
3011-01-FI
Financial
Implementation Costs
3012-01-FI
Financial
Investment Return – NPV
3013-01-FI
Financial
Investment Return – ROI
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Scenario Metric ID
Metric Category
Scenario Metric
3014-01-FI
Financial
Investment Return - IRR
3031-01-FI
Financial
Total Estimated Asset Value
3015-01-OP
Operational
Time to Complete (Months)
3016-01-OP
Operational
Area Moved (USF)
3017-01-OP
Operational
Churn (disruption costs)
3018-01-OP
Operational
People Moved
3019-01-OP
Operational
Churn Rate
3020-01-PO
Portfolio
Total Number of Buildings
3021-01-PO
Portfolio
Total Number of Floors
3022-01-PO
Portfolio
Total Area – Gross
3023-01-PO
Portfolio
Total Area – Rentable
3024-01-PO
Portfolio
Total Area – Usable
3025-01-PO
Portfolio
Percent Lease (Rentable Area)
3026-01-PO
Portfolio
Total People
3027-01-PO
Portfolio
Occupancy Cost per Person
3028-01-PO
Portfolio
Occupancy Cost per Area
3029-01-PO
Portfolio
Occupancy Rate
3030-01-PO
Portfolio
Density
Scenario Metrics
This section describes each Scenario Metric.
Area Moved (USF)
Item
Description
Name
Area Moved (USF)
Scenario Metric ID
3016-01-OP
Metric Category
Operational
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Item
Description
Metric Objective
Determine area moved for the scenario
Measurement
Sum of area
Thresholds (default)
Low Threshold: 0
High Threshold: 0
Range 1: Low/ Positive/Green
Range 2: Medium/Caution/Yellow
Range 3: High/Negative/Red
Default Target
0 square-feet
Churn (Disruption Costs)
Item
Description
Name
Churn (Disruption Costs)
Scenario Metric ID
3017-01-OP
Metric Category
Operational
Metric Objective
Calculate the churn for the scenario by using setup data and Move
Item data as the source of the calculation
Measurement
Move Downtime Estimated Cost * People Moved
Move Downtime Estimated Cost = From Tools > System Setup >
General > Application Settings > Planning Settings tab > Details
section.
People Moved = The sum of Quantity from the associated Move Items
where the Move Type = Person.
Thresholds (default)
Low Threshold: 0
High Threshold: 99999999
Range 1: Good/Positive/Green
Range 2: Marginal/Caution/Yellow
Range 3: Poor/Negative/Red
Default Target
.00 US Dollars
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Churn Rate
Item
Description
Name
Churn Rate
Scenario Metric ID
3019-01-OP
Metric Category
Operational
Metric Objective
Calculate the churn rate for the scenario
Measurement
(People Moved / Total People) * 100
People Moved = The sum of Quantity from the associated Move Items
where the Move Type = Person.
Total People = The sum of Quantity from the planning data (demand)
where the Planning Measure Type = Occupancy.
Thresholds (default)
Low Threshold: 0
High Threshold: 99999999
Range 1: Good/Positive/Green
Range 2: Marginal/Caution/Yellow
Range 3: Poor/Negative/Red
Default Target
0 percent
CO2 Emissions
Item
Description
Name
CO2 Emissions
Scenario Metric ID
3006-01-EN
Metric Category
Environmental
Metric Objective
Calculate the total CO2 emissions for the scenario
Measurement
Sum CO2 emissions
For a proposed location (lease or owned), the system uses the
Estimated CO2 per GSF from the selected Building Class to calculate
the Estimated CO2 Emissions.
For an existing building, the system maps the Total CO2e (Carbon
Footprint) Equity Share field to the Supply Summary.
For an existing lease, the system maps the Annual Total CO2e field
to the Supply Summary.
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Item
Description
Thresholds (default)
Low Threshold: 0
High Threshold: 99999999
Range 1: Good/Positive/Green
Range 2: Within Target/Caution/Yellow
Range 3: Excessive/Negative/Red
Default Target
0 pounds CO2
Cost of Operations
Item
Description
Name
Cost of Operations
Scenario Metric ID
3008-01-FI
Metric Category
Financial
Metric Objective
Calculate the cost of operations for the scenario
Measurement
Sum of Supply Summary’s Cost of Operations
Includes leased, owned, and proposed locations.
Includes only records that are in the current focus period.
For a proposed location, the system uses Estimated Annual Cost of
Operations per RSF from the selected Building Class to calculate the
Estimated Cost of Operations.
For an existing building or an existing lease, the system maps the
Annual Cost of Operations field to the Supply Summary.
Thresholds (default)
Low Threshold: 0
High Threshold: 0
Range 1: Low/Positive/Green
Range 2: Medium/Caution/Yellow
Range 3: High/Negative/Red
Default Target
.00 US Dollars
Density
Item
Description
Name
Density
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Item
Description
Scenario Metric ID
3030-01-PO
Metric Category
Portfolio
Metric Objective
Calculate density for the scenario
Measurement
Total Usable Area / Total People
Total Usable Area = The sum of Supply Summary’s Usable Area;
includes leased, owned, and proposed locations; includes only
records that are in the current focus period.
Total People = The sum of Quantity from the planning data (demand)
where the Planning Measure Type = Occupancy.
Thresholds (default)
Low Threshold: 120
High Threshold: 250
Range 1: Over-Crowded/Negative/Red
Range 2: On-Target/Positive/Green
Range 3: Poor Efficiency/Caution/Yellow
Default Target
250 square-feet
Emissions (Carbon) Intensity per GSF
Item
Description
Name
Emissions (Carbon) Intensity per GSF
Scenario Metric ID
3002-01-EN
Metric Category
Environmental
Metric Objective
Calculate the efficiency of emission (carbon) intensity per GSF for
the scenario
Measurement
Total Emissions / Total Gross Area
Total Emissions = For a proposed location (lease or owned), the
system uses the Estimated CO2 per GSF from the selected Building
Class to calculate the Estimated CO2 Emissions; for an existing
building, the system maps the Total CO2e (Carbon Footprint) Equity
Share field to the Supply Summary; for an existing lease, the system
maps the Annual Total CO2e field to the Supply Summary.
Total Gross Area = The sum of the Supply Summary’s Gross Area;
includes leased, owned, and proposed locations; includes only
records that are in the current focus period.
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Item
Description
Thresholds (default)
Low Threshold: 16
High Threshold: 30
Range 1: Good/Positive/Green
Range 2: Within Target/Caution/Yellow
Range 3: Excessive/Negative/Red
Default Target
23 pounds CO2
Emissions (Carbon) Intensity per Occupant
Item
Description
Name
Emissions (Carbon) Intensity per Occupant
Scenario Metric ID
3001-01-EN
Metric Category
Environmental
Metric Objective
Calculate the efficiency of emission (carbon) intensity per occupant
for the scenario
Measurement
Total Emissions / Total People
Total Emissions = For a proposed location (lease or owned), the
system uses the Estimated CO2 per GSF from the selected Building
Class to calculate the Estimated CO2 Emissions; for an existing
building, the system maps the Total CO2e (Carbon Footprint) Equity
Share field to the Supply Summary; for an existing lease, the system
maps the Annual Total CO2e field to the Supply Summary.
Total People = The sum of Quantity from the planning data (demand)
where the Planning Measure Type = Occupancy.
Thresholds (default)
Low Threshold: 16
High Threshold: 30
Range 1: Good/Positive/Green
Range 2: Within Target/Caution/Yellow
Range 3: Excessive/Negative/Red
Default Target
23 pounds CO2
Energy Use
Item
Description
Name
Energy Use
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Item
Description
Scenario Metric ID
3005-01-EN
Metric Category
Environmental
Metric Objective
Calculate the total energy use for the scenario
Measurement
Total Energy Use
For a proposed location (lease or owned), the system uses the
Estimated Total Annual Energy Use per GSF from the selected
Building Class to calculate the Estimated Annual Energy Use.
For an existing building or an existing lease, the system maps the
Annual Energy Use field to the Supply Summary.
Thresholds (default)
Low Threshold: 0
High Threshold: 99999999
Range 1: Good/Positive/Green
Range 2: Within Target/Caution/Yellow
Range 3: Excessive/Negative/Red
Default Target
0 British thermal units
Energy Use Intensity per GSF
Item
Description
Name
Energy Use Intensity per GSF
Scenario Metric ID
3003-01-EN
Metric Category
Environmental
Metric Objective
Calculate the efficiency of energy use intensity per GSF for the
scenario
Measurement
Total Energy Use / Total Gross Area
Total Energy Use = For a proposed location (lease or owned), the
system uses the Estimated Total Annual Energy Use per GSF from the
selected Building Class to calculate the Estimated Annual Energy
Use; for an existing building or an existing lease, the system maps
the Annual Energy Use field to the Supply Summary.
Total Gross Area = The sum of the Supply Summary’s Gross Area;
includes leased, owned, and proposed locations; includes only
records that are in the current focus period.
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Item
Description
Thresholds (default)
Low Threshold: 0.6
High Threshold: 1.07
Range 1: Good/Positive/Green
Range 2: Within Target/Caution/Yellow
Range 3: Excessive/Negative/Red
Default Target
87 British thermal units
Energy Use Intensity per Occupant
Item
Description
Name
Energy Use Intensity per Occupant
Scenario Metric ID
3004-01-EN
Metric Category
Environmental
Metric Objective
Calculate the efficiency of energy use intensity per occupant for the
scenario
Measurement
Total Energy Use / Total People
Total Energy Use = For a proposed location (lease or owned), the
system uses the Estimated Total Annual Energy Use per GSF from the
selected Building Class to calculate the Estimated Annual Energy
Use; for an existing building or an existing lease, the system maps
the Annual Energy Use field to the Supply Summary.
Total People = The sum of Quantity from the planning data (demand)
where the Planning Measure Type = Occupancy.
Thresholds (default)
Low Threshold: 0.08
High Threshold: 3
Range 1: Good/Positive/Green
Range 2: Within Target/Caution/Yellow
Range 3: Excessive/Negative/Red
Default Target
0 British thermal units
Fixed Assets (Property) Costs
Item
Description
Name
Fixed Assets (Property) Costs
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Item
Description
Scenario Metric ID
3010-01-FI
Metric Category
Financial
Metric Objective
Calculate the fixed assets (property) costs for the scenario
Measurement
Sum of Supply Summary’s Fixed Asset Costs
Includes leased, owned, and proposed locations.
Includes only records that are in the current focus period.
For a proposed location (lease or owned), the system uses Estimated
Annual Fixed Asset Costs per RSF from the selected Building Class to
calculate the Estimated Fixed Asset Costs.
For an existing building or existing lease, the system maps the
Annual Fixed Asset Costs to the Supply Summary.
Thresholds (default)
Low Threshold: 0
High Threshold: 0
Range 1: Low/Positive/Green
Range 2: Medium/Caution/Yellow
Range 3: High/Negative/Red
Default Target
.00 US Dollars
Implementation Costs
Item
Description
Name
Implementation Costs
Scenario Metric ID
3011-01-FI
Metric Category
Financial
Metric Objective
Calculate the implementation costs for the scenario using the Move
Item data
Measurement
Sum of Move Item’s Estimated Costs
Thresholds (default)
Low Threshold: 0
High Threshold: 0
Range 1: Low/Positive/Green
Range 2: Medium/Caution/Yellow
Range 3: High/Negative/Red
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Item
Description
Default Target
.00 US Dollars
Investment Return - IRR
Item
Description
Name
Investment Return - IRR
Scenario Metric ID
3014-01-FI
Metric Category
Financial
Metric Objective
Calculate investment return IRR for the scenario
Measurement
Round((A,B,C,0)*100),2)
A = Analysis Term = From Tools > System Setup > General >
Application Settings > Planning Settings tab > Details section.
B = Annual Operating Expense Reduction = Entered on the scenario.
It represents how much money per year is expected to be saved as a
result of the scenario.
C = Net Investment Cost = The sum of Move Items’ Estimated Costs.
Thresholds (default)
Low Threshold: 20
High Threshold: 40
Range 1: Poor/Negative/Red
Range 2: Marginal/Caution/Yellow
Range 3: Good/Positive/Green
Default Target
0 percent
Investment Return - NPV
Item
Description
Name
Investment Return - NPV
Scenario Metric ID
3012-01-FI
Metric Category
Financial
Metric Objective
Calculate investment return NPV for the scenario
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Item
Description
Measurement
NPV((A,B,(C/100),D)
A = Analysis Term = From Setup Tools > System Setup > General >
Application Settings > Planning Settings tab > Details section.
B = Annual Operating Expense Reduction = Entered on the scenario.
It represents how much money per year is expected to be saved as a
result of the scenario.
C = Discount Rate (percent) = From Tools > System Setup > General >
Application Settings > Planning Settings tab > Details section.
D = Net Investment Cost = The sum of Move Items’ Estimated Costs
Thresholds (default)
Low Threshold: 0
High Threshold: 0
Range 1: Low/Positive/Green
Range 2: Medium/Caution/Yellow
Range 3: High/Negative/Red
Default Target
.00 US Dollars
Investment Return - ROI
Item
Description
Name
Investment Return - ROI
Scenario Metric ID
3013-01-FI
Metric Category
Financial
Metric Objective
Calculate investment return ROI for the scenario
Measurement
Round(((A/B)*100),2)
A = Annual Operating Expense Reduction = Entered on the scenario.
It represents how much money per year is expected to be saved as a
result of the scenario.
B = Net Investment Cost = The sum of Move Items’ Estimated Costs.
Thresholds (default)
Low Threshold: 100
High Threshold: 200
Range 1: Poor/Negative/Red
Range 2: Marginal/Caution/Yellow
Range 3: Good/Positive/Green
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Item
Description
Default Target
0 percent
Lease Costs
Item
Description
Name
Lease Costs
Scenario Metric ID
3009-01-FI
Metric Category
Financial
Metric Objective
Calculate lease costs for the scenario
Measurement
Sum of Supply Summary’s Annual Lease Costs
Includes leased, owned, and proposed locations.
Includes only records that are in the current focus period.
For a proposed location (lease or owned), the system uses Estimated
Annual Lease Costs per RSF from the selected Building Class to
calculate the Estimated Annual Lease Costs.
For an existing building, the system maps the Annual Lease Costs to
the Supply Summary.
For an existing lease, the system maps the Annual Spend (Estimated)
field to the Supply summary. This field displays on the Summary tab.
Thresholds (default)
Low Threshold: 0
High Threshold: 0
Range 1: Low/Positive/Green
Range 2: Medium/Caution/Yellow
Range 3: High/Negative/Red
Default Target
.00 US Dollars
Occupancy Cost per Area
Item
Description
Name
Occupancy Cost per Area
Scenario Metric ID
3028-01-PO
Metric Category
Portfolio
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Item
Description
Metric Objective
Calculate the occupancy cost per area for the scenario
Measurement
Total Occupancy Costs / Total Rentable Area
Total Occupancy Costs = A+B+C
A = Cost of Operations = The sum of Supply Summary’s Cost of
Operations; includes leased, owned, and proposed locations;
includes only records that are in the current focus period; for a
proposed location, the system uses Estimated Annual Cost of
Operations per RSF from the selected Building Class to calculate the
Estimated Cost of Operations; for an existing building or an existing
lease, the system maps the Annual Cost of Operations field to the
Supply Summary.
B = Lease Costs = The sum of Supply Summary’s Annual Lease Costs;
includes leased, owned, and proposed locations; includes only
records that are in the current focus period; for a proposed location
(lease or owned), the system uses Estimated Annual Lease Costs per
RSF from the selected Building Class to calculate the Estimated
Annual Lease Costs; for an existing building, the system maps the
Annual Lease Costs to the Supply Summary; for an existing lease, the
system maps the Annual Spend (Estimated) field to the Supply
summary (this field displays on the Summary tab).
C = Fixed Assets (Property) Costs = The sum of Supply Summary’s
Fixed Asset Costs; includes leased, owned, and proposed locations;
includes only records that are in the current focus period; for a
proposed location (lease or owned), the system uses Estimated
Annual Fixed Asset Costs per RSF from the selected Building Class to
calculate the Estimated Fixed Asset Costs; and for an existing
building or existing lease, the system maps the Annual Fixed Asset
Costs to the Supply Summary.
Total Rentable Area = The sum of Supply Summary’s Rentable Area;
includes leased, owned, and proposed locations; includes only
records that are in the current focus period.
Thresholds (default)
Low Threshold: 5
High Threshold: 12
Range 1: Good/Positive/Green
Range 2: Marginal/Caution/Yellow
Range 3: Poor/Negative/Red
Default Target
12.00 US Dollars
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Occupancy Cost per Person
Item
Description
Name
Occupancy Cost per Person
Scenario Metric ID
3027-01-PO
Metric Category
Portfolio
Metric Objective
Calculate the occupancy cost per person for the scenario
Measurement
Total Occupancy Costs / Total People
Total Occupancy Costs = A+B+C
A = Cost of Operations = The sum of Supply Summary’s Cost of
Operations; includes leased, owned, and proposed locations;
includes only records that are in the current focus period; for a
proposed location, the system uses Estimated Annual Cost of
Operations per RSF from the selected Building Class to calculate the
Estimated Cost of Operations; for an existing building or an existing
lease, the system maps the Annual Cost of Operations field to the
Supply Summary.
B = Lease Costs = The sum of Supply Summary’s Annual Lease Costs;
includes leased, owned, and proposed locations; includes only
records that are in the current focus period; for a proposed location
(lease or owned), the system uses Estimated Annual Lease Costs per
RSF from the selected Building Class to calculate the Estimated
Annual Lease Costs; for an existing building, the system maps the
Annual Lease Costs to the Supply Summary; for an existing lease, the
system maps the Annual Spend (Estimated) field to the Supply
summary (this field displays on the Summary tab).
C = Fixed Assets (Property) Costs = The sum of Supply Summary’s
Fixed Asset Costs; includes leased, owned, and proposed locations;
includes only records that are in the current focus period; for a
proposed location (lease or owned), the system uses Estimated
Annual Fixed Asset Costs per RSF from the selected Building Class to
calculate the Estimated Fixed Asset Costs; for an existing building or
existing lease, the system maps the Annual Fixed Asset Costs to the
Supply Summary.
Total People = The sum of Quantity from the Planning Data
(Demand) where the Planning Measure Type = Occupancy.
Thresholds (default)
Low Threshold: 3958
High Threshold: 7259
Range 1: Good/Positive/Green
Range 2: Marginal/Caution/Yellow
Range 3: Poor/Negative/Red
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Item
Description
Default Target
3958.00 US Dollars
Occupancy Rate
Item
Description
Name
Occupancy Rate
Scenario Metric ID
3029-01-PO
Metric Category
Portfolio
Metric Objective
Calculate the occupancy rate for the scenario
Measurement
(Assignable Area Demand / Total Usable Area) * 100
Assignable Area Demand = The sum of Area from planning data
(demand).
Total Usable Area = The sum of the Supply Summary’s Usable Area;
includes leased, owned, and proposed locations; includes only
records that are in the current focus period.
Thresholds (default)
Low Threshold: 75
High Threshold: 100
Range 1: Poor Efficiency/Negative/Red
Range 2: On-Target/Positive/Green
Range 3: Over-Allocated/Caution/Yellow
Default Target
100 percent
People Moved
Item
Description
Name
People Moved
Scenario Metric ID
3018-01-OP
Metric Category
Operational
Metric Objective
Calculate people moved for the scenario
Measurement
Sum of Quantity from the associated Move Items where the Move
Type = Person.
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Item
Description
Thresholds (default)
Low Threshold: 0
High Threshold: 99999999
Range 1: Good/Positive/Green
Range 2: Marginal/Caution/Yellow
Range 3: Poor/Negative/Red
Default Target
0
Percent Lease (Rentable Area)
Item
Description
Name
Percent Lease (Rentable Area)
Scenario Metric ID
3025-01-PO
Metric Category
Portfolio
Metric Objective
Calculate percent lease (rentable area) for the scenario
Measurement
(Rentable Area Leased / Total Rentable Area) * 100
Rentable Area Leased = The sum of Supply Summary’s Usable Area;
includes only leases (not owned); only includes records that are in
the current focus period.
Total Rentable Area = The sum of Supply Summary’s Rentable Area;
includes leased, owned, and proposed locations; includes only
records that are in the current focus period.
Thresholds (default)
Low Threshold: 75
High Threshold: 100
Range 1: Under Target/Negative/Red
Range 2: On-Target/Positive/Green
Range 3: Over Target/Caution/Yellow
Default Target
0 percent
Time to Complete (Months)
Item
Description
Name
Time to Complete (Months)
Scenario Metric ID
3015-01-OP
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Item
Description
Metric Category
Operational
Metric Objective
Estimates the time to complete in months) for the scenario
Measurement
This metric is not calculated. It is input manually on each scenario.
Thresholds (default)
Low Threshold: 75
High Threshold: 100
Range 1: Good/Positive/Green
Range 2: Marginal/Caution/Yellow
Range 3: Poor/Negative/Red
Default Target
0
Total Area - Gross
Item
Description
Name
Total Area - Gross
Scenario Metric ID
3022-01-PO
Metric Category
Portfolio
Metric Objective
Calculate total gross area for the scenario
Measurement
Total Gross Area = The sum of Supply Summary’s Gross Area;
includes leased, owned, and proposed locations; includes only
records that are in the current focus period.
Thresholds (default)
Low Threshold: 0
High Threshold: 0
Range 1: Low/Positive/Green
Range 2: Medium/Caution/Yellow
Range 3: High/Negative/Red
Default Target
0 square-feet
Total Area - Rentable
Item
Description
Name
Total Area - Rentable
Scenario Metric ID
3023-01-PO
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Item
Description
Metric Category
Portfolio
Metric Objective
Calculate total rentable area for the scenario
Measurement
Total Rentable Area = The sum of Supply Summary’s Rentable Area;
includes leased, owned, and proposed locations; includes only
records that are in the current focus period.
Thresholds (default)
Low Threshold: 0
High Threshold: 0
Range 1: Low/Positive/Green
Range 2: Medium/Caution/Yellow
Range 3: High/Negative/Red
Default Target
0 square-feet
Total Area - Usable
Item
Description
Name
Total Area - Usable
Scenario Metric ID
3024-01-PO
Metric Category
Portfolio
Metric Objective
Calculate total usable area for the scenario
Measurement
Total Usable Area = The sum of Supply Summary’s Usable Area;
includes leased, owned, and proposed locations; includes only
records that are in the current focus period.
Thresholds (default)
Low Threshold: 0
High Threshold: 0
Range 1: Low/Positive/Green
Range 2: Medium/Caution/Yellow
Range 3: High/Negative/Red
Default Target
0 square-feet
Total Estimated Asset Value
Item
Description
Name
Total Estimated Asset Value
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Item
Description
Scenario Metric ID
3031-01-FI
Metric Category
Financial
Metric Objective
Calculate the estimated asset value for the scenario as an indicator
of the scenario’s impact on the organization’s balance sheet.
Measurement
For leased supply, the system uses the Real Estate Lease (associated
to the corresponding Supply Summary) and the Focus Period of the
scenario to calculate the Estimated Asset Value.
For new leased supply, the system will provide the ability to identify
the Straight Line Rent per Month and the Lease Rate so that the
system can calculate the Estimated Asset Value.
For owned supply, the value will not be calculated.
Thresholds (default)
Low Threshold: 0
High Threshold: 0
Range 1: Low/ Positive/Green
Range 2: Medium/Caution/Yellow
Range 3: High/Negative/Red
Default Target
.00 US Dollars
Total Number of Buildings
Item
Description
Name
Total Number of Buildings
Scenario Metric ID
3020-01-PO
Metric Category
Portfolio
Metric Objective
Calculate total number of buildings in the scenario
Measurement
Number of Buildings + Number of Proposed Buildings
Number of Buildings = The count of buildings associated to the
planning data (demand).
Number of Proposed Buildings = The count of Supply Summary’s new
supply records where the Action Taken is New.
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Item
Description
Thresholds (default)
Low Threshold: 0
High Threshold: 0
Range 1: Low/Positive/Green
Range 2: Medium/Caution/Yellow
Range 3: High/Negative/Red
Default Target
0
Total Number of Floors
Item
Description
Name
Total Number of Floors
Scenario Metric ID
3021-01-PO
Metric Category
Portfolio
Metric Objective
Calculate total number of floors in the scenario
Measurement
Number of Floors + Number of Proposed Floors
Number of Floors = The count of floors associated to the planning
data (demand).
Number of Proposed Floors = The count of Supply Summary’s new
supply records where the Action Taken is New.
Thresholds (default)
Low Threshold: 0
High Threshold: 0
Range 1: Low/Positive/Green
Range 2: Medium/Caution/Yellow
Range 3: High/Negative/Red
Default Target
0
Total Occupancy Costs
Item
Description
Name
Total Occupancy Costs
Scenario Metric ID
3007-01-FI
Metric Category
Financial
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Item
Description
Metric Objective
Calculate the total occupancy costs for the scenario
Measurement
Total Occupancy Costs = A+B+C
A = Cost of Operations = The sum of Supply Summary’s Cost of
Operations; includes leased, owned, and proposed locations;
includes only records that are in the current focus period; for a
proposed location, the system uses Estimated Annual Cost of
Operations per RSF from the selected Building Class to calculate the
Estimated Cost of Operations; for an existing building or an existing
lease, the system maps the Annual Cost of Operations field to the
Supply Summary.
B = Lease Costs = The sum of Supply Summary’s Annual Lease Costs;
includes leased, owned, and proposed locations; includes only
records that are in the current focus period; for a proposed location
(lease or owned), the system uses Estimated Annual Lease Costs per
RSF from the selected Building Class to calculate the Estimated
Annual Lease Costs; for an existing building, the system maps the
Annual Lease Costs to the Supply Summary; and for an existing
lease, the system maps the Annual Spend (Estimated) field to the
Supply summary (this field displays on the Summary tab).
C = Fixed Assets (Property) Cost = The sum of Supply Summary’s
Fixed Asset Costs; includes leased, owned, and proposed locations;
includes only records that are in the current focus period; for a
proposed location (lease or owned), the system uses Estimated
Annual Fixed Asset Costs per RSF from the selected Building Class to
calculate the Estimated Fixed Asset Costs; for an existing building or
existing lease, the system maps the Annual Fixed Asset Costs to the
Supply Summary.
Thresholds (default)
Low Threshold: 0
High Threshold: 0
Range 1: Low/Positive/Green
Range 2: Medium/Caution/Yellow
Range 3: High/Negative/Red
Default Target
.00 US Dollars
Total People
Item
Description
Name
Total People
Scenario Metric ID
3026-01-PO
Metric Category
Portfolio
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Item
Description
Metric Objective
Determine the total people for the scenario
Measurement
Total People is the sum of Quantity from the planning data (demand)
where the Planning Measure Type = Occupancy.
Thresholds (default)
Low Threshold: 0
High Threshold: 0
Range 1: Low/Positive/Green
Range 2: Medium/Caution/Yellow
Range 3: High/Negative/Red
Default Target
0
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Glossary
Term
Definition
Action Plan
A record that can be assigned to one or more resources (typically
the process owner – Responsible Person). The assignee uses the
action plan to guide the root cause investigation and to note the
corrective action taken. People listed as Accountable and
Responsible for a given metric are notified of the creation of an
action plan and of the subsequent action taken.
Baseline Time and Data
The time period data snapshot selected as the zero (0) time point
and starting as is data.
Bottom-Up Planning
A strategy used in corporate planning whereby information is
gathered from members working in the organizational units (lower
levels) to set goals.
Capital Budgeting
The process of evaluating projects in the context of a program is
often referred to as Capital Budgeting or Capital Planning.
Capital Planning
The process of evaluating projects in the context of a program is
often referred to as Capital Planning or Capital Budgeting.
Change Instructions
Data to facilitate the transition of supply and/or demand “changes”
from SFP into Move Planning.
Commitments
Commitments occur when a resource is either tentatively or
permanently committed for a task or action for a specified
date/time.
Cyclical Planning
Long-range planning
Demand
Forecasted business space needs.
Required area or occupancy.
Demand Data
An aggregation of the usage of space by space class and
organization within a given floor.
Demand Driver
Business items or units that drive or cause the need for space. In
units more common to business capacity needs. Can be used to
derive space.
A Classification used for deriving the planning measure type.
Linked to space classes.
For example: office workers, manufacturing product volume,
warehouse pallet storage, dorm students, and meeting volume.
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Term
Definition
Demand Driver Category
A grouping of demand drivers.
For example, office workers, data centers, warehouse, housing,
manufacturing.
Demand Driver to Capacity
Ratio
The same concept as sharing ratio, but equates sub-spaces or
components of a single area module or vertical stacking capacity.
For example: Warehouse pallet racks have an area footprint and
can store many pallets. High ceiling and high-bay racks can store
more pallets per area footprint. One Space Standard Type B Rack
holds 6 pallets.
EVM
Earned Value Management. This technique provides an accurate
picture of spending and accomplishments related to a baseline plan.
Exception Dates
The days of the year that the resource is not available, such as
national or company holidays.
Forecast Time Span
The full span of historical and future time records.
For example, 2 years of history and 5 years of future periods (that
is, 2 years + 5 years = 7 total years).
Forecasting
The process of analyzing current and historical data to determine
future trends, or
To calculate or estimate something in advance; predict the future.
(American Heritage Dictionary)
Metric
Measuring a value or ratio against goals/thresholds. Metrics might
drive a calculation and display, scorecard evaluation, or an
indicator.
Objective
The overall business goal that a planner tracks for evaluation and
comparison purposes.
Occupancy
In offices, occupancy equates to seats or workpoints, but can refer
to other demand drivers.
Parking Lot
Additional future demand from forecast.
Holding area in stacking.
Plan Goal
A user-defined business goal that a planner tracks for evaluation
and comparison purposes. Has values for measuring against.
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Term
Definition
Plan of Record Snapshot
An invoked process (workflow) to "discover" the breakdown of space
classes along with their capacity, occupancy, and allocations
(people/organizations) from the as is transactional data (triSpace
and triSpaceAllocation).
Invoked from the planning cycle event.
Plan Risk
Item used in planning to represent business risks associated with the
plan.
Planning Cycle
A framework for managing and driving the cyclical planning life
cycle.
Planning Cycle Event
A time-based (scheduled) event to trigger the change of planning
periods.
Planning Environment
A time-based approved portfolio/space plan that is the planning
data for implementations or forward looking metrics. An approved
scenario updates the planning environment to reflect the
new/updated plan. Planning environment is sometimes referred to
as plan of record, master plan, master space plan, or space plan of
record.
Planning Horizon
Maximum future time period in forecast and planning time views.
Planning Period
An important data element to reflect time within the SFP
framework.
Linked to fiscal/calendar period.
Used as the time dimension within SFP metrics.
Planning Periods
A named (and sequenced) configuration within a planning cycle that
establishes planning “buckets”.
Planning Scenario
With Planning Scenarios portfolio plan participants can develop and
evaluate options, and recommend solutions for implementation
within the context of the portfolio plan scope.
Plan-to Time Period
Point in time chosen to plan buildings and spaces to the forecast for
that time period. Important for stacking.
PoR
Plan of Record. This is implemented in IBM TRIRIGA as a planning
environment. An approved scenario becomes, or updates the Plan of
Record, which is the overall approved plan that implementation is
based on. As well, it is data source for SFP metrics with future time
periods.
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Term
Definition
Portfolio
A collection of programs, projects, scenarios, and supporting data
and metrics that are grouped together to facilitate effective
management of that work to meet strategic business objectives.
Portfolio Plan
Each Portfolio Plan provides the ability to manage a portion of the
overall portfolio. It contains the overall plan summary data (scope
of planning, data roll ups, common setup data, comparison goals/
targets) and acts as a means to compare and evaluate scenario
alternatives. Hierarchical. Based on a company’s business
processes. Can be organized to represent geographical, location, or
organizational divisions of responsibility.
Organizations manage their portfolios based on specific goals. One
goal of portfolio management is to maximize the value of the
portfolio by careful examination of candidate projects and
programs for inclusion in the portfolio and the timely exclusion of
projects not meeting the portfolio’s strategic objectives. Other
goals are to balance the portfolio among incremental and radical
investments and for efficient use of resources. (A Guide to the
Project Management Body of Knowledge (PMBOK© Guide) (chapter
1.6))
Program
A collection of approved projects and subprojects.
Program
A Program is a group of related Projects managed in a coordinated
way to obtain benefits and control not available from managing
them individually…Funding and support can be assigned on the basis
of risk/reward categories, specific lines of business, or general
types of projects, such as (environmental), infrastructure,
(facilities, or real estate transaction plans). (A Guide to the Project
Management Body of Knowledge (PMBOK© Guide) (chapter 1.6))
The process of evaluating projects in the context of a program is
often referred to as ‘Capital Budgeting’ or ‘Capital Planning’.
Proposed Projects (Funding Requests) are submitted for evaluation
and approval against Portfolio Plan (or Program-level) funds and
objectives.
Approved Funding Requests are transitioned into active Projects or
Tasks and associated with the governing Program.
Project
A Project is a temporary endeavor undertaken to create a unique
product, service, or result…Temporary means that every project has
a definite beginning and a definite end. The end is reached when
the project’s objectives have been achieved, or it becomes clear
that the project objectives will not or cannot be met, or the need
for the project no longer exists and the project is terminated…A
project creates unique deliverables, which are products, services,
or results. (A Guide to the Project Management Body of Knowledge
(PMBOK© Guide) (chapter 1.2))
© Copyright IBM Corporation 2011.
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Term
Definition
Project Management
The application of knowledge, skills, tools, and techniques to
project activities to meet project requirements. (PM Solutions:
Project Portfolio Management Maturity Model – Chapter 5 –
published by the Center for Business Practices, 2005 - James
Pennypacker – Editor - ISBN: 1-929576-17-X)
Project Portfolio Management
The art and science of applying a set of knowledge, skills, tools and
techniques, but to a collection (or portfolio) of projects in order to
meet or exceed the needs and expectations of an organization’s
investment strategy. (PM Solutions: Project Portfolio Management
Maturity Model – Chapter 5 – published by the Center for Business
Practices, 2005 - James Pennypacker – Editor - ISBN: 1-929576-17-X)
Scenario
Alternative plan or what-if analysis of possible situation and
outcome. Proposed solution. Feasibility study.
Scenario Planning
The testing of business strategies against a series of alternative
futures. (IFMA. (2009). Strategic Facility Planning: A White Paper.
White paper.)
Scenario Planning Data
An isolated set of planning data for what-if analysis.
Derived from the Plan of Record.
SFP
Strategic Facility Planning. In IBM TRIRIGA, this is a user-defined
planning structure that simplifies and organizes data.
Sharing Ratio
In offices, refers to the number of mobile workers who can share a
single seat (workpoint).
Space Capacity
In offices, capacity equates to seats or workpoints, but can refer to
other demand drivers.
Space Class
Classification structure/hierarchy used to establish a space’s
function. If the Planning Level field is selected, the space class is to
be used for planning.
Space Class Current in the Classification Hierarchy.
Space Demand
The projected space needs of business units based on business goals
and space drivers from the space forecasting process.
Space Forecasting
The process of estimating (predicting) future space utilization
needs.
A fit/gap analysis across time of business space needs (demand) and
planned building/space portfolio (supply), commonly referred to as
supply versus demand analysis.
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Term
Definition
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
(scope). Space plans are created under a portfolio plan or sub-plan
in the portfolio planning hierarchy.
Space Plan Scenario
A scenario specifically designed for Strategic Facility Planning and
space planning.
Space plan scenarios allow portfolio plan participants to develop
and evaluate options to optimize the use of space (locations) based
on organizational growth (forecast demand) or an un-planned
event.
Space Planning
A fit/gap analysis across time of business space needs (demand) and
planned building/space portfolio (supply), commonly referred to as
supply versus demand analysis.
Space Planning Process
The purpose of the space planning process is to establish a space
plan of record (planning environment) or to evaluate options
(scenarios) related to unplanned events. The process can be
initiated by routine planning cycles, strategic initiatives, mergers
and acquisitions, an emergency response, or a business change
event. It also can be used to develop feasibility studies or
contingency plans that do not go into an execution phase.
Space Standard
Contains capacity, space class, and derived area.
Space Supply
Existing and planned space inventory.
Stack Plan
A graphical display of space supply and demand overlaid to
determine space fit and gaps for a group of locations, most
commonly at the floor level.
Strategic Facility Planning
Process
The process by which a facility management organization envisions
its future by linking its purpose to the strategy of the overall
organization and then developing goals, objectives and action plans
to achieve that future. The result of the strategic facility planning
process is the strategic facility plan. (IFMA. (2009). Strategic
Facility Planning: A White Paper. White paper.)
Supply
Actual/planned portfolio spaces.
Assignable area or capacity.
Supply Data
Supply data is an aggregation of the usage of space by space class
and organization within a given floor.
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Term
Definition
Supply/Demand Analysis
A visual graphic building space capacity fit/gap analysis to develop
portfolio plans that efficiently use space across time. The analysis
compares demand (forecasted business space needs) to the supply
(actual/planned portfolio spaces), across time to determine if
business needs (demand) match (fit) the space/portfolio inventory
(supply). The interactive planning analysis identifies time-based
capacity gaps needing plan changes and visually indicates and
guides toward plan changes to match needs and close gaps.
Supply/Demand Analysis
A visual graphic building space capacity fit/gap analysis to develop
portfolio plans that efficiently use space across time. The analysis
compares demand (forecasted business space needs) to the supply
(actual/planned portfolio spaces), across time.
Top-Down Planning
A strategy used in corporate planning whereby the top management
personnel set the goals and control planning activities for all the
lower levels of management.
Usable Area
As defined in the IFMA/BOMA – OSCRE Standard, usable area is the
most common consistent area measurement to work with for space
planning purposes and is the primary total area used in planning
processes. The IFMA/BOMA term Planable area is very similar to
Usable with minor differences. It is the area that a planner can
affect with good or poor plans and designs, or that a manager can
make a decision on to affect change.
Utilization Rate
Available capacity / utilization.
Working Hours
The days/hours that the resource (or other application object such
as a project or task) is available. For example, 8:00 a.m. – 5:00
p.m. Monday – Friday
Workpoint
A space that can be occupied by a person. Often referred to as a
seat or seating capacity. For example: an office, workstation, or
touch-down area.
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INDEX
!Exception Processes Sub-Tab 26
Action 65
Action Plan 104
Action Taken 65
Activate 39
Add 42, 50
Add Buildings 25
Add Demand Driver 7
Add Forecast Line Item 33
Add People 45, 55
Add Person 25
Add Space Forecast Form 33
Add Supply 62, 63, 66, 74
Add Supply Form 63
Allocation Tab 12
Always Show 69, 71
Analysis Tab 58, 59
Application Settings 13, 20, 21
Apply Forecast Demand Driver Factor 34
Apply Forecast Growth / Reduction Factor 34
Apply Forecast Standard 31
Area Marks 68
Area Measurements Tab 11
Baseline Time and Data 104
Bottom-Up Planning 104
Building 10
Building Class 5, 64
Building Measurements Section 11
Buildings 69
Cancel Action 65
Capital Budgeting 104
Capital Planning 104
Change Instructions 104
Change List 75
Changes Sub-Tab 75
Cities Section 48
Classification Hierarchy 5, 6, 21
Clear Processes 27
Clear Recommended 78
Collapse 70, 72
Collapse All 69, 70
Comment Section 31
Comments Section 36, 46, 55, 57, 58, 65
Commitments 104
Complete 79
Contact Details Tab 11
Contact Role 25, 45, 55
Contacts Section 11
Contacts Tab 25, 45, 54
Contract Locations Section 11
Contracts Tab 11
Create Draft 40, 41, 42, 47, 51, 56
Create Forecast 33
Cyclical Planning 104
Data Capture Log Section 29
Defaults Section 9, 14
© Copyright IBM Corporation 2011.
Delete 39
Delta 77
Delta Tab 72
Demand 104
Demand Data 104
Demand Driver 8, 13, 32, 104
Demand Driver Category 6, 105
Demand Driver to Capacity Ratio 105
Demand Summary Section 62
Deselect 71
Details Section 8, 9, 14, 20, 35, 42, 51, 64, 65
Details Tab 12
Edit Menu 68, 74
Enable Sequence Grouping 73
Environmental Metrics Section 57
Evaluation Ranking 58
EVM 105
Exception Dates 105
Expand 70, 72
Expand All 69, 70
Expand/Contract Categories 77
Financial Metrics Section 57
Find Fit 68
Finished Processes Sub-Tab 26
Floor Icons 71
Floors 69
Focus Period 56, 62, 73
Forecast Additions 73
Forecast Removals 73
Forecast Standard 31
Forecast Standard Form 7
Forecast Standards 6
Forecast Surveys 30
Forecast Time Span 105
Forecasting 105
Forecasts Tab 30
Future Periods 31, 32
General Section 8, 14, 16, 24, 31, 40, 41, 42, 47,
48, 51, 56, 62, 63, 65
General Tab 6, 11, 12, 15, 21, 22, 24, 40, 46, 47,
48, 56
Generate Data 27
Generate Planning Data Form 48
Geographies Section 35
Geography 32
Geography and Demand Driver 31
Goal Type 8
Goal Type Form 8, 42, 51
Goals & Objectives Tab 41, 50, 57
Gross Area 64
Headcount Demand Driver 8
Headcount Demand Driver Form 9
Headcount Demand Driver Section 35
Headcount Section 31
Hide 69, 71
Hide Others 69, 71
Hide Processes 26
Historical and Current Periods 31, 32
Hover 70
Ignore 50
Impact Ranking 54, 58
Importance Ranking 52
Include Forecast Data 48
Include in Comparison 76, 78
Left Zoom 68
Locations & Assets Tab 15
Locations Tab 11
Manage Buildings Tab 19
Manage Cities Tab 19
Manage Organizations Tab 18
Manage Space Classes Tab 17
Master? 45
Menu 68
Metric 105
Metric Category
Environmental 80
Financial 80
Operational 80
Portfolio 80
Metrics Tab 45
Move Cost Estimates Section 13
Move Down 69, 70
Move List Sub-Tab 75
Move List Tab 73
Move Planning Settings Tab 13
Move Up 69, 70
Moves Tab 72
New Supply Data Added 64
Non-Headcount Demand Driver 13
Non-Headcount Demand Driver Form 14
Non-Headcount Demand Driver Section 35
Non-Headcount Section 32
Non-Standard 9, 14
Notes & Documents Tab 36, 45, 55, 58
Objective 105
Objective Details Section 43, 52
Objectives Section 43, 51, 58
Occupancy 105
Occupancy Allocations Section 12
Occupancy Rate Section 61
Occupancy Rate Sub-Tab 33, 75
Open Record 69, 70
Operational Metrics Section 57
Organizations 69
Over Allocations Tab 72
Over-Allocations 71
Panel Resizing 68
Parameters Section 73
Parking Lot 105
Period Configuration Section 16
Periods Section 35
Place 74
Plan Goal 105
Plan Goal Category 42, 51
Plan Goals Scenario 51, 56
Plan Goals Section 42, 50
Plan of Record Snapshot 106
Plan Risk 106
Planning Conflicts Section 49
Planning Cycle 106
Planning Cycle Event 106
Planning Data Section 27
Planning Data Tab 26
Planning Environment 23, 30, 47, 106
Planning Environment Form 24
Planning Goal Item Form 51
Planning Horizon 106
Planning Manager 17
Planning Objective Form 43, 52
Planning Period 106
Planning Period Config 15
Planning Period Config Form 16
Planning Periods 15, 106
Planning Periods Sub-Tab 25
Planning Risk Form 44, 53, 54
Planning Scenario 106
Planning Settings 20
Plan-to Time Period 106
PoR 106
Portfolio 107
Portfolio Metrics Section 58
Portfolio Plan 37, 38, 39, 40, 107
Portfolio Plan Form 40, 41
Previous Planning Environment 24
Probability Ranking 58
Probability Target 54
Processing 48
Program 107
Project 107
Project Management 108
Project Portfolio Management 108
Properties Tab 72
Ranking Target 53
Rating Score 58
RE Action Requests Section 62
Recommend Scenario 78
Related Documents Section 36, 46, 55, 58
Remove 16, 25, 42, 48, 49, 50, 56, 66
Rentable Area 64
Reorder 69, 70
Reset All 35
Reset Changes 73
Reset Selected 35
Resolve 49
Results Tab 72
Retire 39
Right Zoom 68
Right-Click 70
Building 70
Floor 70
Organization 71
Space Class 71
Risk Details Section 44, 53
Risk Score 58
Risks Section 44, 53, 58
Running Processes Sub-Tab 26
Save 42, 50, 58, 75
Scenario 46, 55, 59, 67, 108
Scenario Evaluation Section 76
Scenario Evaluation Tab 76, 80
Scenario Evaluation Tool 76
Scenario Metrics 80
Scenario Planning 108
Scenario Planning Data 108
Scenarios Section 47, 56, 76, 77
Scope Sub-Tab 25, 41
Section Print Preview 78
Select 71
Select (add) 71
Select ‘Compare To’ Scenario 77
Select Partial 74
Selecting 71
Selections Tab 72
Send 33
Sequence 52, 54, 56, 57, 78
Set As Master Plan 24
SFP 5, 108
SFP Settings Section 20
Sharing Ratio 108
Show 69, 71
Show All 69, 71
Show Others 69, 71
Show Processes 26
Space 12
Space Capacity 108
Space Class 21, 108
Space Class Current 21
Space Classes 69
Space Demand 108
Space Forecast Surveys 30
Space Forecasting 29, 108
Space Management Settings Tab 21
Space Management Tab 11
Space Occupancy Settings Section 11
Space Plan 48, 56, 76, 109
Space Plan Form 47
Space Plan Scenario 109
Space Planning 109
Space Planning Process 109
Space Plans 46
Space Plans Sub-Tab 41, 46
Space Scenario Form 56
Space Standard 22, 109
Space Supply 109
Stack Plan 109
Stack Planning 67
Stack Tab 58, 67
Stacking Tool 68
Status Quo Scenario 56
Strategic Facility Planning Process 109
Sub Portfolio Plans Section 42, 43
Sub Portfolio Plans Sub-Tab 41
Sub Portfolio Plans Tab 40
Submit 33, 78
Summary Section 27
Supply 109
Supply Action Form 65
Supply Breakdown Section 63
Supply Data 28, 109
Supply Detail Colors 68
Supply Summary Section 28, 47, 48, 62
Supply/Demand – Lease Own Section 60
Supply/Demand Analysis 59, 110
Supply/Demand Analysis Tool 59
Supply/Demand Section 60
Take Action 62, 64, 65
Target Values 43, 51
Threshold 22, 51, 52, 54
Threshold/Value/Delta 77
Time 15
Top-Down Planning 110
Track Moves 73, 75
TRIRIGA Space Forecast Offline Form 35
Undo 68, 74
Undo All 68, 74
Units Section 24, 40, 41, 47, 56, 64, 65
Unretire 39
Update Forecast Data Form 34
Usable Area 64, 110
Use Building Level Occupancy Policies?, 11
Use People’s Primary Organization for Occupancy
Allocations 21
Use People’s Primary Organization for Occupancy
Allocations? 11
Utilization Density Section 61
Utilization Density Sub-Tab 33, 75
Utilization Rate 110
Value 77
View Menu 68
Working Hours 110
Workpoint 110
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