IBM TRIRIGA
Version 10.0
Space and Move Management
User Guide
© Copyright IBM Corp. 2011
i
Note
Before using this information and the product it supports, read the information in Notices on page 175.
This edition applies to version 10, release 0, 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 .............................................................................................................................................................................. 2
1.
SPACE MANAGEMENT............................................................................................. 3
Space Management Process ............................................................................................................................................. 3
Space Classification........................................................................................................................................................ 3
Space Allocation............................................................................................................................................................. 3
Space Association ........................................................................................................................................................... 3
Space Audit .................................................................................................................................................................... 4
Space Utilization ............................................................................................................................................................ 4
Space Use Agreement ..................................................................................................................................................... 4
Space Setup ....................................................................................................................................................................... 5
Location Records ............................................................................................................................................................ 6
Space Classification .......................................................................................................................................................... 7
Space Classification Standards ....................................................................................................................................... 7
Space Class Current Classification ............................................................................................................................... 10
Space Allocation ............................................................................................................................................................. 14
Space Level Allocation................................................................................................................................................. 14
Area Level Allocation .................................................................................................................................................. 25
Using the Graphics Section .......................................................................................................................................... 34
Using the IBM TRIRIGA CAD Integrator ................................................................................................................... 34
Space Association ........................................................................................................................................................... 35
Creating Associations to the Space............................................................................................................................... 36
Space Audit ..................................................................................................................................................................... 36
Space Audit Process ..................................................................................................................................................... 37
Space Audit Master Record .......................................................................................................................................... 40
Space Audit System-Generated Workflow Process ...................................................................................................... 43
Space Audit (Detail) Record......................................................................................................................................... 45
Space Audit Allocation History Record ....................................................................................................................... 50
Space Utilization ............................................................................................................................................................. 52
Space Utilization Record .............................................................................................................................................. 52
Space Use Agreement (SUA) ......................................................................................................................................... 54
Space Use Agreement Record ...................................................................................................................................... 54
2.
MOVE MANAGEMENT ............................................................................................ 63
Service Management Process ........................................................................................................................................ 64
Move Management Process ........................................................................................................................................... 65
Move Services Request Process ..................................................................................................................................... 67
Creating a Service Request ........................................................................................................................................... 67
Common Elements of the Service Request................................................................................................................... 68
Move Services Request ................................................................................................................................................ 75
Space Services Request ................................................................................................................................................ 82
Human Resource Request ............................................................................................................................................. 88
Locating/Finding Space ................................................................................................................................................ 98
Move Request Line Item ................................................................................................................................................ 99
Move Request Line Item Record ................................................................................................................................ 100
Move Planning Process ................................................................................................................................................ 119
Move Planning Setup ................................................................................................................................................. 119
Plan Moves & Manage Moves ................................................................................................................................... 130
Plan Moves – Processes.............................................................................................................................................. 148
Manage Moves – Processes ........................................................................................................................................ 161
INDEX .............................................................................................................................. 173
NOTICES ......................................................................................................................... 175
About This Guide
This guide describes the management tools within the IBM® TRIRIGA® Space Management application,
and how you can use them to better manage your organization’s space accountability and move
management processes. This guide outlines a variety of business scenarios that are designed to help
you grasp the application concepts and business processes.
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
The target audience for this guide is anyone who will be using the system to manage space, including
move/add/change processes and anyone who will be implementing, configuring or administrating the
components of the application related to these processes. Additionally, CAD Integrator users, and users
of DXF Graphics may benefit from gaining an understanding of the IBM TRIRIGA Space Management
application.
The guide focuses on the mechanics and functional use of the IBM TRIRIGA application. It does not
contain detailed discussion or training on customization, designing, development or the mechanics of
the IBM TRIRIGA Application Platform.
Prerequisites
This guide assumes the reader has a basic understanding of the IBM TRIRIGA Application Platform and
the fundamental concepts required to operate the web-based IBM TRIRIGA system.
© Copyright IBM Corporation 2011.
1
Support
IBM Software Support provides assistance with product defects, answering FAQs, and performing
rediscovery.

By using IBM Support Assistant. The IBM Support Assistant uses product-specific add-ons and
provides a central location for you to search for fixes, gather data for troubleshooting problems,
and manage problem submissions. You can download the IBM Support Assistant at
www.ibm.com/software/software/support/isa/download.html.

Online through the IBM Software Support site at
http://www.ibm.com/software/support/probsub.html or the Passport Advantage® website at
www.ibm.com/software/howtobuy/passportadvantage/pao_customers.htm.
© Copyright IBM Corporation 2011.
2
1. Space Management
IBM TRIRIGA addresses the basic need of effective space management by providing the best processes
and practices that are required to maintain, catalog, and manage space and its services. The Space
Management process:

Helps in maintaining space plans and space utilization data for buildings and structures.

Manages people and assets belonging to the space.

Coordinates property transactions such as leasing, sales, and acquisition.

Facilitates improved space efficiency for lower occupancy cost.

Automates space charge backs based on billing and reporting requirements.

Links architectural drawings with facilities and infrastructural data, ensuring that the
information is accurate.

Allocates space usage and reports charge backs with accuracy to avoid external and
interdepartmental disputes.

Determines the adequacy of building/structure services, furnishing, and fixtures.
Space Management Process
The Space Management process involves the following.
Space Classification
First, you have to classify a space into different types, such as office, warehouse, workstation, interior
parking, based on its current usage.
The Classification Hierarchy enables you to create the required Space Class Current records. This
record defines the space utility and provides a logical grouping of the available space (created in the
Location Hierarchy). Details regarding the available space classifications are explained in the Space
Classification section.
Space Allocation
When a Space record is created, the Space Allocation menu enables you to allocate the given space to
an organization or multiple organizations. All allocation details that are entered into the Space record
get populated in the Space Level Allocation business object. Specifications regarding floor level and
space level allocation are explained in the Space Allocation section.
Space Association
You can associate a space to one or more resources, such as people, assets, location, geography, and
organization, that maintain one or more relationships with each other. The different types of space
associations and the methodology followed in associating the space with other resources (such as
people, assets, location and geography) are explained in the Space Association section.
© Copyright IBM Corporation 2011.
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Space Audit
A space audit process performs a survey of the available spaces within the organization and provides a
basis for an evaluation of the appropriateness of floor, building, and structure occupancy. The Space
Audit business object in the Space Allocation menu enables the concerned management to track the
space allocation details and cost along with the space usage history, facilitating comparison of metrics
for future audit decisions. You can audit building, structure, and floor space to create a log of the
allocation details, such as headcount summary, total headcount, cost and area per person, and
summary of key allocation area. The space audit details are explained in the Space Audit section.
Space Utilization
The Space Utilization business object (in the Space Allocation menu) enables you to enter utilization
details regarding a space and also enables the Location Manager to track space utilization in an
efficient manner. Details regarding the space utilization process are explained in the Space Utilization
section.
Space Use Agreement
A Space Use Agreement is a binding legal agreement that is signed between two parties (Lessor or
Owner and other organizations that will be utilizing the space). The agreement contains the terms and
conditions (regarding the lease/rental space) that have to be followed by the organizations during the
lease/rental period. The details regarding the space use agreement record associated with a leased
space are explained in the Space Use Agreement (SUA) section.
© Copyright IBM Corporation 2011.
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Space Setup
This section describes the prerequisites that are required to classify, associate, allocate, audit, and
utilize a space efficiently using the Space Management process.
As shown in the figure below, a space is first created as a record in the Location Hierarchy (Location
Module). All allocation details regarding the space are entered in the Space record (Allocation tab).
Otherwise, the Space Allocation Process can be initiated using the Space Level Allocation business
object in the Space Allocation menu (Space Allocation Module).
The Space Allocation Process is followed by the Space Audit Process where the allocated space is
audited and the space audit details and space audit history details are recorded.
Space Allocation & Space Audit Process
© Copyright IBM Corporation 2011.
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Location Records
Location records are the primary repository for information regarding physical locations. Organized in a
hierarchical structure, Location records include information such as area measurements, space
classification, space allocation and space occupancy.
For example, a Property record can also be thought of as a campus. Consequently, Building and Land
records can be grouped under a Property record or stand independent.

Note – Refer to the IBM TRIRIGA 10 Portfolio Management User Guide (Location Manager
chapter) for a further discussion of Location records.
Creating a Building Record
Use the following procedure to create a Building record.
To Create a Building Record
Step 1
Sign in with the proper Space Planner (or Move Planner) role.
Step 2
From the Menu Bar, click Portfolio > Location.
Step 3
Review the Locations Hierarchy panel. The Hierarchy panel displays a tree-view
structure of the existing Location records.
Step 4
In the Hierarchy panel, click New and select the Location record type.
Step 5
Review the form that appears. Specify the details regarding the Building record.
Step 6
Click Create Draft at the top-right corner of the page.
Sections for Location Records
Like most records in IBM TRIRIGA, data recorded in the Location records is organized by Tabs and
within each Tab data is organized by Sections.
See the IBM TRIRIGA 10 Portfolio Management User Guide (Locations chapter) for details regarding the
sections (or functional areas) for various Location record types.
© Copyright IBM Corporation 2011.
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Space Classification
You can classify a space in accordance with the standards set by the International Facility Management
Association (IFMA) and Building Owners and Managers Association (BOMA). The Space Classification
business object in the Classification Hierarchy provides the facility to classify space not only based on
the current use, but also on designed (intended) use.
The details of the Space Class Current records determine how the system will calculate values for
Rentable Area, Usable Area, etc. These values are displayed on the Area Measurements tab of a
Building record.
Further, you can integrate industry-leading CAD software with the IBM TRIRIGA application for accurate
space measurements and to view the graphical display of the corresponding space. Using this webbased interface, you can also assign and review space classification effectively.
Space Classification Standards
The IFMA/BOMA standard classifies available space into the following designations: Exterior Gross,
Interior Gross, Assignable, Rentable, and Usable. Moreover, the Open Standards Consortium for Real
Estate (OSCRE) values can be mapped to these IFMA-BOMA standard values. Refer to the chart below.
OSCRE Mapping to IFMA/BOMA Standard
© Copyright IBM Corporation 2011.
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Space Classification Standards – Diagram
Here is another view of the same IFMA/BOMA standard.
Space Classification Standards
© Copyright IBM Corporation 2011.
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Space Classification Standards – Table
The various space classifications displayed in the above figures are explained in the table below.
Space Classification
Description
Exterior Gross
The exterior gross is the total floor space of a building, including
unusable space or excluded areas, measured from the outside walls.
Interior Gross
The interior gross is the total measured area calculated from the inner
surface of the walls, including rentable areas, interior parking, vertical
penetration and void areas.
Building Rentable
The building rentable refers to the area within the interior gross that
includes the usable area plus a prorated portion of the common areas
on the entire office floor. This excludes the vertical penetration
regions, such as elevators, stairs, mechanical risers, etc.
Usable Area
The usable area is the total area that can be occupied. The usable
area on a specific floor of a building depends on the corridor
configurations, whether the floor has single or multiple occupants.
Assignable Area
The assignable area is the space that is assigned for a specific utility
(e.g., cafeteria).
Exterior Wall
The exterior wall refers to the outer wall that surrounds the total
interior gross.
Interior Parking
The interior parking refers to the area within the interior gross that is
available for parking. This area is allotted by dividing the total
rentable square footage area of a building by the building’s total
parking space.
Vertical Penetration
The vertical penetration regions within the interior gross include the
elevators, stairs, atriums, and the other common areas.
Core Building Services
The core building services refer to the regions within the building
rentable area dedicated to providing maintenance and core services
for the building or structure, including the lobby, custodial rooms,
vending areas, and other service areas.
Based on the above classification, space is further classified into three types: Space Class Current,
Space Class Designed, and Space Class Planned. Each of these types is explained below.
© Copyright IBM Corporation 2011.
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Space Class Types - Table
Space Class Type
Description
Space Class Current
The Space Class Current classification is the primary space classification
wherein you can specify the utility of a space, such as warehouse or
storeroom. This effectively defines the current space utilization for area
measurement rollups, move log, and space allocations.
Space Class Designed
The Space Class Designed classification defines the designed usage of a
specific space. This space classification is highly important when a
space is designed for a specific purpose but utilized for a different
occupation (e.g., when a space is designed as a workstation or office
but is utilized as a storage area).
Space Class Planned
The Space Class Planned classification defines the planned utilization of
a space (e.g., a space is designed as an office, currently utilized as a
storage area, but the master plan shows the planned usage as a special
purpose space).
Space Class Current Classification
The Space Class Current classification is the primary mechanism for classifying the utility of a space
such as warehouse, storeroom, etc. This effectively defines the current space utilization for area
measurement rollups, move log, and space allocations and provides logical groupings for all the
available space in the Location Hierarchy. This process also controls how the IBM TRIRIGA application
prorates space during the Space Audit process.
The Classification Hierarchy enables you to create and manage the Space Class Current records for the
required space classifications.
Ensure that you have required permission to create new Space Classification record. By default, the
System Administrator controls the master classification list.
Each of the primary classifications in the first level of the Space Classification Hierarchy can be further
sub-divided into many sub-types to describe the space usage according to your organization’s
requirements or industry standards.
The primary stage in the Space Classification Hierarchy is coordinated with the IFMA and BOMA
standards and any modifications regarding this level (for company specific or other industry specific
classifications) will require minor changes to the associated child records.

Note – Changing the values in the first level of the hierarchy can affect the productcalculated space rollups and space audits. You can change the values in the subsequent
levels and your new categories will automatically roll up into the correct first level
category.
© Copyright IBM Corporation 2011.
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Creating a Space Class Current Record
Use the following procedure to create a Space Class Current record.
To Create a Space Class Current Record
Step 1
Sign in with the proper System Administrator role.
Step 2
From the Menu Bar, click Tools. The Tools page opens.
Step 3
In the Tools – Application Administration portal section, click Classifications. The
Classifications page opens.
Step 4
Review the Classification Hierarchy panel. The Hierarchy panel displays a tree-view
structure of the existing Classification records.
Step 5
In the Hierarchy panel, click New and select the Space Class Current option.
Step 6
Review the form that appears. Specify the details regarding the Space Class Current
record.
Step 7
Click Create at the top-right corner of the page.
© Copyright IBM Corporation 2011.
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General Tab
General Section
ID
Enter a unique number identifying the Space Class Current record being
created.
If this field is left blank, the system automatically generates this number
at the time of creating the Space Class Current record.
Status
The system displays the current status of the Space Class Current record
being created.
Active – Indicates that the record is active. The system generates this
status when the user selects the Create Draft action in the Action bar.
Name
Enter the name of the Space Class Current record for which the record is
being created.
Description
Enter a brief description about the space class (e.g., Warehouse) for
which the record is being created.
Color
Use the Search icon
to select a specific color from the color palette.
The system displays the selected color for the Space Class Classification
record.
The Graphics section tools use this color value while displaying the query
results graphically. For more information, refer to the IBM TRIRIGA
Application Platform 3 Graphics User Guide.
Hierarchy Path
The system displays the hierarchical path of the parent record under
which the Space Class Current record is being created.
OSCRE Standard
Select this check box if this uses the OSCRE Standard.
OSCRE Code
Enter the appropriate OSCRE Code.
Details Section
Proration Type
Use the List icon
classification.
to select a proration type for this space
This field indicates the proration type that is selected for a Space Class
Current record. These values are used in the pro-rate logic to determine
if a space (based on the Space Class Current field) should be pro-rated.
© Copyright IBM Corporation 2011.
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Details Section
Vacant Common
Select this check box if the space class is a common space that remains
vacant.
When a space uses a classification that is Vacant Common, the
Occupancy Status field is set to Vacant Common. This field is used by the
Graphic Editor and Visual Query tools when an Occupancy Status query is
executed.
Surcharge
Enter a numerical value that indicates the extra charge that has to be
paid when the space class is charged with an additional expense for
maintenance.
Property Common
Select this check box if the property area is a common area that is
shared by all buildings/structures on the property.
Way Finder Weight
Enter a numerical value that indicates the pathway rating.
Building Common
Select this check box if the building/structure area is a common area
that is shared by the building occupants. E.g., Lobby, parking lot.
Workpoint
Select this check box if this is a workpoint.
Floor Common
Select this check box if the floor area is a common area that is shared by
the floor occupants (e.g., lobby, parking lot).
Exclude from Rentable
Select this check box if the current space class is an owned property and
not available as a rentable area.
Exclude from Usable
Select this check box if the current space class (for which the Space
Class Current record) is not a usable area.
Planning Measure Type
Use the List icon
classification.
Default Space Standard
Use the Search icon
space classification.
to select the planning measure type for this space
to select the Default Space Standard for this
OSCRE mapping to new IFMA-BOMA
Exterior Gross
Select this check box if the Exterior Gross space classification applies.
Rentable
Select this check box if the Rentable space classification applies.
Interior Gross
Select this check box if the Interior Gross space classification applies.
Usable
Select this check box if the Usable space classification applies.
© Copyright IBM Corporation 2011.
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OSCRE mapping to new IFMA-BOMA
Assignable
Select this check box if the Assignable space classification applies.
Classification Notes
Enter additional description regarding the new space class for which the record is being created.
Use the Formatting toolbar to edit the Classification Notes description.
Form Actions
Once you click the Create link, the system creates the record in the Draft status and additional actions
appear on the action bar. These additional actions include Save, Save & Close, Delete, Copy, and
Cancel.
Space Allocation
Space Allocation refers to assigning organizations to space. IBM TRIRIGA supports both Space Level
(room level) and bulk Area Level (floor level) allocations to organizations.
For example, the Manage Chargeback Allocations menu enables you to create Space Level Allocation
(room level allocation) and Area Level Allocation (floor level allocation) records and enter the
allocation details regarding floor and space, such as the total allocated area, percentage of area
allocated, cost per square area.
In other words, this menu allows you to allocate a floor or spaces within a floor, and allocate space for
various workgroups/departments within an organization. For any floor/space assignment or
reassignment (like allocating a space to a new employee/work group or reassigning floor space to a
different department), you can use any one of the following modules to trigger the space allocation
process:

Manage Chargeback Allocations

CAD Integrator
Space Level Allocation
First, we will discuss Space Level Allocations and how they can be leveraged through the Space Audit
process. Later, we will address Area Level Allocations.
The primary input for Allocating Spaces to Organizations is simply making an association between a
space and one or more Organization records. This association triggers the system to archive any
currently active allocation records and then create a new allocation record for each Organization
associated to the space. In this process, the system allocates 100% of the space evenly across all of the
Organizations associated to the Space record.
© Copyright IBM Corporation 2011.
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Space Level Allocation Process

Note – You can initiate the space allocation process in the Location Hierarchy (Space
record). You can enter the space allocation details in the Allocation tab of the existing
Space record. On saving this Space record, the corresponding workflow generates a Space
Level Allocation record with the specified allocation details in the Manage Chargeback
Allocations menu.
Space Record
First, use the Find action in the Chargeback Allocations section (Space Level Allocations) on the
Allocation tab of a Space record to make an association between an Organization (Financial) and a
Space. You must then Save & Close, Save or Activate the Space record in order to trigger the
workflows that generate Allocation records.
Space Occupancy Allocations vs. Space Chargeback Allocations
There may be cases where the actual occupying organization (Human Resources Org) does not coincide
with the chargeback organization (Financial Org) for a Space. If so, use the Find action in the
Occupancy Allocations section (Space Level Occupancy) on the Allocation tab of a Space record to make
an association between the Organization (HR Org) and the Space.
© Copyright IBM Corporation 2011.
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Refer to the diagram below.
Space Occupancy Allocations vs. Space Chargeback Allocations
Space Level Allocation Record
Click a line item in the Chargeback Allocations section to display the details in the Space Level
Allocations record. From the Space Level Allocations record, you can view or edit the allocation details
regarding a space. For example, if a space is allocated to a new employee or reallocated to a different
person or workgroup, then you can view the allocation specifications, such as percentage area
allocated and cost per square area.
Viewing a Space Level Allocations Record
Use the following procedure to view a Space Level Allocations record from the Manage Chargeback
Allocations menu.
To View a Space Level Allocations Record
Step 1
Sign in with the proper Space Planner (or Move Planner) role.
Step 2
From the Menu Bar, click Space to open the Space page.
Step 3
In the Related Links – Space Planner (or Move Planner) portal section, click the
to open up the Manage Space links. Click Manage Chargeback
Expand icon
Allocations.
© Copyright IBM Corporation 2011.
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To View a Space Level Allocations Record
Step 4
Review the Manage Chargeback Allocations results page that appears.
Step 5
Select a Space Level Allocations record.
Step 6
Review the record that appears.
General Tab
General Section
ID
A unique number identifying the Space Level Allocations record created.
If this field is left blank, the system automatically generates this number
at the time of creating the Space Level Allocations record.
Status
The system displays the current status of the Space Level Allocations
record.
Name
The name of the Space Level Allocations record for which the record is
being created.
Description
A brief description about the space for which the Space Level Allocations
record is being created.
Units Section
Currency
Displays the currency type that will be used for the cost-related fields in
the Space Level Allocations record.
Area Units
Displays the unit of measurement for the area fields. The system displays
the options defined for the UOM business object in the Tools > Lists page.
Details Section
Allocation Type
Use the drop-down list to select the allocation type. The system displays a
list of options that are defined for the space allocation type in the Tools >
Lists page.
© Copyright IBM Corporation 2011.
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Space Use Agreement Section
In this section you can add the Space Use Agreement record that is associated with the space (that is
allocated to a workgroup/department within the floor area).
Use the Find action to select a Space Use Agreement record. In the Search list, the system displays
the available records that are retrieved from the Space Use Agreement business object that belongs
to the Contracts > Agreements page. Select a specific record and click OK. The system displays the
commencement date, expiration date, company name, and division name along with the ID, name,
and status of the Space Use Agreement record.
To delete the information that is displayed in this section, click the Clear action that is displayed.
Location Section
This section gives the location and cost details regarding the space. On selecting a specific location
record in the Location Lookup field, the location and cost fields that are displayed in this section get
populated from the Location record.
Use the Search icon
to select a Location record. In the Search list, the system displays the
available records that are retrieved from the associated business object in the Location Hierarchy.
Select a specific record and click OK. The selected record is displayed in the Location Lookup field.
Organization Section
This section gives information about the organization that is associated with the allocated space. On
selecting a specific organization record in the Organization Lookup field, the organization type, cost
center, and ID fields get auto populated from the selected Organization record.
Use the Search icon
to select an Organization record. In the Search list, the system displays the
available records that are retrieved from the associated business object in the Organization
Hierarchy. Select a specific record and click OK. The selected record is displayed in the Organization
Lookup field.
Allocation Details Section
Date Allocated
Use the Calendar icon
to select the date on which this space is
allocated to a workgroup/department.
Date Unallocated
Use the Calendar icon
is unallocated.
Area Allocated
The system displays a numerical value that defines the total space within
the floor area is allocated to a workgroup/department. This value is
retrieved from Area field that is displayed in the Location section.
© Copyright IBM Corporation 2011.
to select the date on which the allocated space
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Allocation Details Section
Unallocated By
Displays the user who changed the space to unallocated.
Cost Allocated (Floor)
The system displays a numerical value that represents the total cost of the
floor area. The cost is calculated by the system using a specific formula
(floor area + surcharge value).
Cost Allocated (Space)
The system displays a numerical value that represents the total cost of the
space area. The cost is calculated by the system using a specific formula
(space area + surcharge value).
Total Prorated Area
The system displays a numerical value that represents the total prorated
area. The area is calculated using the formula ((Area * Floor R/U Ratio) *
Building R/U).
Total Prorated Cost
The system displays a numerical value that represents the total prorated
cost. The cost is calculated using the formula (((Total Prorated Area *
Cost/Area Floor Level) + (Total Prorated Area * Cost/Area Space Level)) *
Surcharge).
Percent Allocated
The system displays a numerical value that represents the total percentage
of area (in percent) that is allocated within the floor.
Allocation Area
(Manual)
Use this field if a manual override of the automatic calculations is
required.
Allocated Percent
(Manual)
Use this field if a manual override of the automatic calculations is
required.
Allocate Comment
Provide a brief description about the space allocation.
Unallocate Comment
Provide a brief description about the reversal of space allocation.
Notes Section
This section enables you to enter a brief note about the Space Level Allocations record. You can use
the tool bar to format the content.
Other Tabs
The details regarding the Graphic tab are explained in the following section.
© Copyright IBM Corporation 2011.
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Allocating People to Spaces
The allocation of People to Space can be defined by the Primary Location or Secondary Locations. This
allows one person to be allocated to multiple spaces. However, each person can only be allocated to
one Primary Space, not multiple Primary Spaces.


Note – Multiple people can still share one space, and each person can still define the same
space as his/her Primary Space in his/her record.
Note – People allocations can also be done on the IBM TRIRIGA side from the Space record
as well as from the CAD drawing via CAD Integrator.
Use the following procedure to associate People to Spaces.
To Associate People to Spaces
Step 1
Sign in with the proper Space Planner (or Move Planner) role.
Step 2
From the Menu Bar, click Portfolio to open the Portfolio page.
Step 3
In the People portal section, click the appropriate business object.
For example, click Employees, and then in the Employees results page, select the
appropriate Employee record.
Step 4
In the Employee record, click the Locations & Assets tab.
Step 5
In the Primary Location section, click Find on the section bar.
Step 6
Select the Space you wish to link. Click OK.
Step 7
To allocate Secondary Locations, click Find on the Other Assigned Locations section.
Step 8
Select the Secondary Locations you want to link. Click OK.
The Secondary Locations appear in the Other Assigned Locations section.
Step 9
When the information is ready, click Activate to activate the record.
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Assigning Assets to a Space or Person
Once an Asset is created, it can be assigned to a People record from the Asset form. The associated
asset information will be displayed in the People record. The assignment of an asset can only occur
from the Asset form.
An Asset can also be allocated to a Space. This is useful when the Asset is locked down or physically
attached to a Space, such as a projector to a conference room.
Use the following procedure to assign Assets to a Space or Person.
To Assign Assets to a Space or Person
Step 1
Sign in with the proper Space Planner (or Move Planner) role.
Step 2
From the Menu Bar, click Portfolio > Assets to open the Assets page.
Step 3
In the Assets portal section, click the appropriate business object to assign.
For example, click Furniture and then in the Furniture results page, select the
appropriate Furniture record.
Step 4
In the Furniture record, click Revise if the status is Active.
Step 5
For a Space assignment, scroll down to the Details section.

Step 6
For a People assignment, scroll down to the Asset Status section.

Step 7
Assign this Furniture Asset to a location in the Primary Location field.
On the section bar, click Assign.
In the Asset Assign form:

In the Details section, enter any Comments.

In the Assigned To section, click Find to select the Person you want to assign.
Click OK.

Click Continue.
Step 8
Review the Furniture record. The Asset Status is updated to Assigned.
Step 9
When the information is ready, click Activate to activate the record and finalize the
process.

Note – Assets can also be assigned from the Space record as well as from the CAD
Integrator. For more information, refer to the IBM TRIRIGA 10 CAD Integrator for AutoCAD
User Guide or IBM TRIRIGA 10 CAD Integrator for MicroStation User Guide.
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Managing Space (via Space Manager)
In addition to the above methods of Allocating People to Spaces and Assigning Assets to a Space or
Person, you can also use the Space Manager to assign or unassign People or Assets to/from Spaces.
Use the following procedure to assign/unassign People/Assets to/from Spaces.

Accessing Space Manager

Assigning a Person

Unassigning People

Assigning an Asset

Unassigning Assets
Accessing Space Manager
To Access the Space Manager
Step 1
Sign in with the proper Space Planner (or Move Planner) role.
Step 2
From the Menu Bar, click Space > Manage Space > Space Manager to open the Space
Manager form.
Step 3
Review the form that appears.
Note – Depending upon the Action you select, the Select an Action
section also displays one or both of the following options:

Show confirmation before updating space(s)? – Check this box to prompt
you with a confirmation message before the update.
Display Floor Plan for Current Assigned Space – Check this box to display
the floor plan for the currently assigned Person or Asset. Available for
the “Assign Person” and “Assign Asset” actions only.
Assigning a Person
To Assign a Person to a Space
Step 1
Navigate to the Space Manager as described above.
Step 2
For the Action, select the “Assign Person” option.
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To Assign a Person to a Space
Step 3
For the Location, enter the Building or click the Select icon
Building.

to search for the
, use the Filters to narrow your search. When you
If you clicked the Select icon
have found the name, select the corresponding radio button. Click OK.
Step 4
Similarly, enter the Floor or click the Select icon
Step 5
In the Select a Person to Assign to a Space section, select a Person.
Step 6
In the Floor Plan, select a Space.

to search for the Floor.
Note – For more information about Graphics section options, refer to the
IBM TRIRIGA Application Platform 3 Graphics User Guide.
Step 7
In the section bar, select Assign Person.
Step 8
The Person is now assigned to the selected Space.
Unassigning People
To Unassign People from Spaces
Step 1
Navigate to the Space Manager as described above.
Step 2
For the Action, select the “Unassign People” option.
Step 3
For the Location, enter the Building or click the Select icon
Building.

to search for the
, use the Filters to narrow your search. When you
If you clicked the Select icon
have found the name, select the corresponding radio button. Click OK.
Step 4
Similarly, enter the Floor or click the Select icon
Step 5
In the Select People to Unassign from Space(s) section, select one or more People.

Meanwhile, the Floor Plan displays the currently assigned Spaces for the People
selected above.

Step 6
to search for the Floor.
Note – For more information about Graphics section options, refer to the
IBM TRIRIGA Application Platform 3 Graphics User Guide.
In the section bar, select Refresh Floor Plan with Selected People.
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To Unassign People from Spaces
Step 7
The People are now unassigned from the selected Spaces.
Assigning an Asset
To Assign an Asset to a Space
Step 1
Navigate to the Space Manager as described above.
Step 2
For the Action, select the “Assign Asset” option.
Step 3
For the Location, enter the Building or click the Select icon
Building.

to search for the
, use the Filters to narrow your search. When you
If you clicked the Select icon
have found the name, select the corresponding radio button. Click OK.
Step 4
Similarly, enter the Floor or click the Select icon
Step 5
In the Select an Asset to Assign to a Space section, select an Asset.
Step 6
In the Floor Plan, select a Space.

to search for the Floor.
Note – For more information about Graphics section options, refer to the
IBM TRIRIGA Application Platform 3 Graphics User Guide.
Step 7
In the section bar, select Assign Asset.
Step 8
The Asset is now assigned to the selected Space.
Unassigning Assets
To Unassign Assets from Spaces
Step 1
Navigate to the Space Manager as described above.
Step 2
For the Action, select the “Unassign Assets” option.
Step 3
For the Location, enter the Building or click the Select icon
Building.

to search for the
, use the Filters to narrow your search. When you
If you clicked the Select icon
have found the name, select the corresponding radio button. Click OK.
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To Unassign Assets from Spaces
Step 4
Similarly, enter the Floor or click the Select icon
Step 5
In the Select Asset(s) to Unassign from Space(s) section, select one or more Assets.

to search for the Floor.
Note – For more information about Graphics section options, refer to the
IBM TRIRIGA Application Platform 3 Graphics User Guide.
Step 6
In the section bar, select Refresh Floor Plan with Selected Assets.
Step 7
The Assets are now unassigned from the selected Spaces.
Area Level Allocation
Area Level Allocation involves associating bulk areas on a floor to Organizations as opposed to
associating individual spaces to Organizations.
Similar to Space Level Allocations, the primary input for Allocating Area Overlays to Organizations is
simply making an association between an Area Overlay record and one or more Organization records.
This association triggers the system to archive any currently active allocation records and then create a
new allocation record for each Organization associated to the space. In this process, the system
allocates 100% of the space evenly across all of the Organizations associated to the Space record.
Currently, the area allocation process does not provide a mechanism for generating an area audit,
although the Platform could support such a mechanism. There is also no pre-configured mechanism for
prorating common areas through area level allocations. The area allocation process provides a simple
mechanism for allocating bulk area on a floor to an Organization.
Area Level Allocation Process

Note – To add an area allocation, initiate the floor allocation process from the Location
Hierarchy (Floor record). You can enter the floor allocation details in the Allocation tab of
the existing Floor record. On saving this Floor record, the corresponding workflow
generates an Area Level Allocation record with the specified allocation details in the
Manage Chargeback Allocations menu.
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Floor Record
First, use the Add action in the Area Overlays section of the Floor record to create a new Area Overlay
record.
Floor Record > Allocation Tab > Area Overlays Section
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Area Overlay Record
The primary record for defining bulk area on a floor is the Area Overlay record. This is a simple record
providing fields for capturing Area. Use the Find action in the Organization Charged section to
associate an Organization to the Area Overlay record. You must then Save the Area Overlay record in
order to trigger the workflows that generate Allocation records. Click a line item in the Allocations
section to display the details of the Area Level Allocation record.
Area Overlay Record > General Tab > Organization Charged Section & Allocations Section
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Area Level Allocations Record
The Area Level Allocation record displays the allocation details regarding floor. For example, if a floor
area is allocated to a specific workgroup, you can view the allocation specifications, such as
percentage of area allocated and cost per square area, in the Area Level Allocation record. If
necessary, edit the details in the Area Level Allocation record.
Area Level Allocation Record > General Tab
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Viewing an Area Level Allocations Record
Use the following procedure to view an Area Level Allocations record from the Manage Allocations
menu.
To View an Area Level Allocations Record
Step 1
Sign in with the proper Space Planner (or Move Planner) role.
Step 2
From the Menu Bar, click Space to open the Space page.
Step 3
In the Related Links – Space Planner (or Move Planner) portal section, click the
to open up the Manage Space links. Click Manage Allocations.
Expand icon
Step 4
Review the Manage Allocations results page that appears.
Step 5
Select an Area Level Allocations record.
Step 6
Review the record that appears.
General Tab
General Section
ID
Enter a unique number identifying the Area Level Allocations record being
created.
If this field is left blank, the system automatically generates this number
at the time of creating the Area Level Allocations record.
Status
The system displays the current status of the Area Level Allocations
record.
Name
The name of the Area Level Allocations record for which the record is
being created.
Description
Enter a brief description about the floor area for which the record is being
created.
Units Section
Currency
Displays the currency type that will be used for the cost-related fields in
the Space Level Allocation record.
Area Units
Displays the unit of measurement for the area fields. The system displays
the options defined for the UOM business object in the Tools > Lists page.
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Space Use Agreement Section
In this section, you can add the Space Use Agreement record that is associated with the floor area
for which the Area Level Allocations record is created.
Use the Find action to select a Space Use Agreement record. In the Search list, the system displays
the available records that are retrieved from the Space Use Agreement business object that belongs
to the Contracts > Agreements page. Select a specific record and click OK. The information such as
the business unit name, client group details, and the starting and ending dates for the space
assignment (usage) along with the status of the space use agreement are displayed as a line item in
this section.
To delete the information that is displayed in this section, click the Remove action. The information
that is displayed in this section gets deleted.
Location Section
This section gives the location and cost details regarding the floor area. On selecting a specific
location record in the Location Lookup field, the location and cost fields (that are displayed in this
section) get populated from the selected record.
Allocation to Organization Section
This section gives information about the organization to which this floor area is allocated. On
selecting an organization record in the Organization Lookup field, the organization type, cost code
and ID fields get auto populated from the Organization record.
Allocated to Contact Section
This section gives contact details of the person to whom the floor area is assigned. If the floor is
allocated to a work group, then the reporting manager (of that work group) would be included in this
section.
Use the Find action to select a specific personnel record. In the search list, the system displays the
available records that are retrieved from the associated business object in the People menu. Select a
specific record and click OK. The contact details such as name, email, work phone, and work fax
etc., of the selected personnel record get populated in this section.
To delete the information that is displayed in this section, click the Remove action. The information
that is displayed in this section gets deleted.
Allocation Details Section
Date Allocated
Use the Calendar icon
to select the date on which this floor area is
allocated to a workgroup/department.
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Allocation Details Section
Date Unallocated
Use the Calendar icon
to select the date on which this floor area is
unallocated to a workgroup/department.
Area Allocated
The system displays a numerical value that defines the total allocated area
for a workgroup/department. This value is retrieved from Area field that is
displayed in the Location section.
Cost Allocated (Floor)
The system displays a numerical value that represents the total cost of the
floor area. The cost is calculated by the system using a specific formula
(floor area + surcharge value).
Percent Allocated
The system displays a numerical value that represents the total area (in
percent) that is allocated within the floor. The value is calculated by the
system using a specific formula.
Allocate Comment
Provide a brief description regarding this allocation.
Unallocate Comment
Provide a brief description for unallocation of the floor allocation.

Note – A floor can only be unallocated if it has an existing
allocation.
Headcount Details Section
This section gives information regarding the headcount status of the space. The headcount
information includes internal headcount, external headcount and total seats, total headcount,
vacant seats, and headcount comment.
Headcount - Internal
Enter the number of employees/consultants occupying the allocated floor
space.
Headcount - External
Enter the number of contract personnel occupying the allocated floor
space.
Total Headcount
Head count will automatically calculate the total occupants on the floor.
Total Seats
Enter a numerical value that indicates the total seats that are available in
the seating arrangement made by the organization in this allocated floor
space.
Vacant Seats
Specify the total vacant seats that remain unoccupied by the occupants
regarding the allocated floor area.
Headcount Comment
Provide a brief description regarding this allocation.
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Portfolio Summary Section
This section gives the details of the current area usage. The information includes the Area/person,
Cost/person, Seat/person, Cost/seat, and vacancy rate of the space along with the percentage of
the seats occupied/available. The details are calculated by the system based on built-in formulas.
Graphic Tab
The Graphic tab via the Graphics section displays the visual layout of the record (e.g., Building, Floor).
Area Level Allocation Record > Graphic Tab
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Notes & Documents Tab
The Notes & Documents tab enables you to associate additional information (as comments) or related
documents with the record. The different sections under this tab are explained below.
Area Level Allocation Record > Notes & Documents Tab
Comments Section
The Comments section displays the details regarding the comments associated with the record, as
hyperlinked line items. By clicking the hyperlinked line item, you can view the Comment record
details in a new window.
Use the Add action to create a new Comment record. The system displays the Comment page,
wherein you can perform the following steps:

Enter the comment details, which include the comment type, the date on which the
Comment record is being created, etc.

Click the Create action.
The new Comment record is displayed as a line item in this section. The Remove action enables you
to delete selected comment(s) from the list.
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Related Documents Section
The Related Documents section displays the details regarding the documents associated with the
record, as hyperlinked line items. By clicking the hyperlinked line item, you can view the Document
record information in a new window.
Use the Find action in this section to select and associate documents with the record. The
documents that you associate may refer to any drawing, specification, or other documents that are
contained in the Document Manager.
Click the Upload action to upload documents. The Object Attachment Upload screen will display. In
the screen, select the Browse button and select the file path (document). The path and filename
will display in the Local File field. Type the name, number, description, and comments (if any) in
the corresponding fields and click the Upload action. The document will be added as a record to the
Document Manager and line item in the Documents tab.
Use the Remove action to delete the selected record(s).
Using the Graphics Section
The Graphics section enables you to allocate a space to a workgroup or department (within an
organization). When a space is allocated through the Graphics section, the system displays a graphical
representation of the allocated space.
For more information, refer to the IBM TRIRIGA Application Platform 3 Graphics User Guide.
Using the IBM TRIRIGA CAD Integrator
A Space also can be allocated using the IBM TRIRIGA CAD Integrator. When a space is allocated through
the CAD Integrator, the system (via workflow) creates a graphical representation of the allocated
space.
For more information, refer to the IBM TRIRIGA 10 CAD Integrator for AutoCAD User Guide or the IBM
TRIRIGA 10 CAD Integrator for MicroStation User Guide.
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Space Association
A Space Association is a link that provides a relationship between a business object and the associated
space.
The IBM TRIRIGA application enables you to associate a Space record to one or more resources in many
ways. The resources include the People, Assets, Locations, Geography, and Organizations that are
defined as business objects in the application. These business objects maintain a one-to-many
relationship with each other. The association of these business objects with a specific space is detailed
in this section.
The following figure illustrates the association of different resources with each other in one or more
ways. This representation clearly depicts the association of People with Organization, Assets with
Location, and Location with Geography.
One-to-Many Space Association
For example:

A Person or Asset can have one primary Location, but can have unlimited secondary Location
associations.

An Organization business object is set to have three different associations with a Location as
follows: Primary Organization, Charge To Organization, and Uses Organization.

In some business cases, there is a one-to-one relationship imposed so that a Location business
object has only one association to Geography, or an Asset business object has only one
association to Specification.
The process of making associations within the application is done in the background.
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Creating Associations to the Space
To initiate a space association, you must create the link between the record and the corresponding
Space record. This link enables you to identify the different business objects associated to the specific
space.
Space Audit
A Space Audit of the spaces in a building or structure enables Management to evaluate the quality and
appropriateness of floor plans and building layouts. To record the efficiency of the floor plans and
various activities within an organization, conduct a space audit on a regular basis. All information
regarding the building/structure layouts and floor plans are recorded during the audit process. The
space audit also determines whether the building/structure space is fully utilized in order to reduce
leasing and renting of space.
The Space Audit process is used to:

Estimate the accuracy of the building/structure layout and floor plans.

Improve the utility area of the space in order to reduce leasing costs.

Enhance proper utility of extra space as parking lot or as storage area.

Organize the arrangement of furniture and other items in an appropriate manner.
The Space Audit functionality enables real estate professionals to track space allocations and space
costs over time. In this application, the Space Audit functionality can create point-in-time snapshots of
buildings and structures and display historical use of space, thereby facilitating comparisons of metrics
for future real estate decisions. You can audit buildings, structures, and floors to create a log that
displays the following:

Allocation details, such as key allocation area and cost.

Headcount summary that includes the total headcount, cost and area per person.

Space allocation snapshot that illustrates the prorated space allocations to organizations and
associated Space Audit Allocation History records.
From the Space Audit business object, you can create the following:

Space Audit Master record.

Space Audit record.

Space Audit Allocation History record.
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Space Audit Process
The Space Audit process consists of five steps. The following steps detail the start-to-finish process.
Space Audit Process
1
Pre–Audit Review
2
Create and Submit Space Audit Master Record
At the beginning of the process, the user must make sure that all applicable Floor and
Space records are in the “Active” state. Organizations may also wish to take the
opportunity to validate their space allocations before the audit. Other organizations will
wait and do their validation later in Step 4, and some organizations will actually do both.
Next, the user must create a Space Audit Master record. This record enables the user to
select the building and the floors for an audit process. The information includes the space
audit period, the status, the list of buildings to be audited and the list of floors to be
audited within a building.

3
Refer to the Space Audit Master Record section below.
System generates Space Audit (Detail) and Space Allocation History Records
As set up in Step 1, only “Active” spaces in “Active” floors will be processed.

Refer to the Space Audit System-Generated Workflow Process section below.

Refer to the Space Audit (Detail) Record section below.

Refer to the Space Audit Allocation History Record section below.
4
Review Audit Records
5
Close Audit Period or Remove on Space Audit Master
The user/organization can validate the generated Audit records. Depending on the
organization’s process, this step may be in addition to or in place of the Space Allocation
validation that occurred in Step 1.
Closing the audit period will move the Space Audit Master, Space Audit and Space
Allocation History records to a read-only “History” state. Meanwhile, removing will delete
the Space Audit Master, Space Audit and Space Allocation History records.
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Space Audit Process – Diagram
Space Audit Process Diagram
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Space Classification Standards & Prorations - Diagram
Space Classification Standards & Prorations
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Space Audit Master Record
To initiate the Space Audit process, first create a Space Audit Master record in which you specify the
building or structure and the floors to be audited. The information you provide includes the space audit
period, the list of buildings or structures to be audited, the list of floors to be audited within a building
or structure, and the audit process to be used.
Creating a Space Audit Master Record
Use the following procedure to create a Space Audit Master record.
To Create a Space Audit Master Record
Step 1
Sign in with the proper Space Planner (or Move Planner) role.
Step 2
From the Menu Bar, click Space > Manage Space > Space Audit Master to open the
Space Audit Master results page.
Step 3
Click Add to create a new Space Audit Master record.
Step 4
Review the form that appears. Specify the details regarding the Space Audit Master
record.
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General Tab
General Section
The General section provides information about the audit process that is conducted for a specific
space. The information includes the audit ID, the instructions to be followed while performing an
audit process, the audit period, the audit status, the name of the person performing the audit and
the audit record date. A detailed description for each of these fields is given below.
Audit ID
Enter a unique number that represents the ID that is assigned to the audit
record.
Status
The system displays the current status of the Space Audit Master record
being created. The different statuses of the Space Audit Master record are
explained below:
Draft - Indicates that a draft copy of the specifications that are entered in
the Space Audit Master record has been created. The system generates the
status when the user clicks the Create Draft action in the action bar.
Review In Progress – Indicates that the record is sent for approval and it is
yet to be reviewed by all members in the distribution list. The system
generates this status on clicking the Active action in the action bar.
Issued – The system automatically changes the record status from Review
In Progress to Issued when the record is approved by the members in the
distribution list.
Revision in Progress - Indicates that the record is being modified or edited
for further changes. The system generates this status when the user clicks
the Revise action in the action bar.
Retired – Indicates that the record is removed temporarily from the active
management list. The system generates this status when the user clicks
the Retire action in the action bar.
Fiscal Period
The accounting fiscal period in which the audit period occurs. Click the
Search icon
and select the appropriate value.
Audit Period
Enter the audit period duration for this audit process.
Description
Enter a description of the purpose and scope.
Use Active Space
Allocation Process?
There are two processes that can be followed for conducting a space audit.
One uses the active space allocation process and the other does not. Both
processes are described in the next section of this chapter, Space Audit
System-Generated Workflow Process. Select the check box if you wish to
use the active space allocation process.
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Details Section
The Details section provides the instructions to be followed while performing an audit process, the
audit period start and end dates, the name of the person performing the audit, and the audit record
date. A detailed description for each of these fields is given below.
Instructions
Read the instructions to be followed while performing the audit process.
Period Start Date
Use the Calendar icon
started.
to select the date on which the audit process is
Period End Date
Use the Calendar icon
completed.
to select the date on which the audit process is
Snapshot Date
The system displays the date on which the space audit was recorded.
Requested By
Displays the full name of the person who conducted the space audit
process.
Audit Buildings Section
This section displays the building(s) and/or structure(s) selected for this space audit process.
Use the Find action to select a specific building/structure record. In the Search list, the system
displays the available records that are retrieved from the Building and Structure business objects in
the Location Hierarchy. Select a specific record and click OK. The selected record is displayed in the
Audit Buildings section.
For each building/structure, this section displays an image, the building/structure name,
building/structure ID, and the city.
To delete a record from this section, select the check box of the respective record and click the
Remove action.
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Audit Floors Section
This section displays the floor(s) selected for this space audit process in the building(s)/structure(s)
identified in the Audit Buildings section.
Use the Find action to select a specific floor record. In the Search list, the system displays the
available records that are retrieved from the Floor records in the Location Hierarchy for the
building(s)/structure(s). Select a specific record and click OK. The selected record is displayed in the
Audit Floors section.
For each floor, this section displays the building/structure name, floor name, floor ID, and status.
To delete a record from this section, select the check box of the respective record and click the
Remove action.
Space Audit Records Section
The Space Audit Records section displays the space audit records. If you are not using the active
space allocation process, this section lists the Space Audit records in the audit.
Space Allocation History Records Section
This section displays the Space Allocation History records generated if you use the active space
allocation process. Refer to the Space Audit Allocation History Record section of this chapter.
Space Audit System-Generated Workflow Process
The Space Audit process is triggered by selecting the Activate action in the Space Audit Master record.
The process followed depends on whether you selected the “Use Active Space Allocation Process?”
checkbox.
When Using Active Space Allocation Process
When the “Use Active Space Allocation Process?” option is selected, the Space Audit process considers
allocated Spaces only, and calculates chargeback amounts only. Consequently, the process is faster
than when this option is not selected.
Space Audit Process – When Using Active Space Allocation
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The workflow performs the following steps.
When Using Active Space Allocation Process
Step 1
Gets Space Allocation records in Active status for the Buildings, Structures, and Floors
selected on the Space Audit Master.
Step 2
Creates Space Audit Allocation History records for each Space Allocation returned in
Step 1 (one-to-one).
Step 3
For each Space Audit Allocation History record, gets the Space, and from the Space
populates the Property, Building, Floor, and Space Class locator fields.
Step 4
Populates the Organization from the Space Allocation to the Space Audit Allocation
History.
Step 5
Populates the Audit Period from the Space Audit Master.
Step 6
Populates the Date Recorded with the Current Date/Time.
Step 7
Populates the Area Units from the Space Allocation.
Step 8
Populates the Allocation Audit Details from the Space Allocation.
Step 9
Activates the Space Audit Allocation History records.
Step 10 Makes association between new Space Audit Allocation History records and the Space
Audit Master.
Step 11 Displays the new Space Audit Allocation History records on the Space Audit Master.
When Not Using Active Space Allocation Process
When the “Use Active Space Allocation Process?” is not selected, the Space Audit process considers all
Spaces, calculates chargeback amounts, and takes a snapshot of the Space area. Consequently, the
process takes longer than when this option is selected.
Space Audit Process – When Not Using Active Space Allocation
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The workflow performs the following steps.
When Not Using Active Space Allocation Process
Step 1
Retrieves the list of the spaces present within a specific Floor in the Space Audit
Master record (status = Active).
Step 2
Creates a Space Audit record for the selected space.
Step 3
Populates the Space Audit record with information from the Space, Floor, and
Building/Structure records from the Location Hierarchy.
Step 4
Calculates the prorated area for a space based on the proration of Floor Common,
Floor Shared, Building Common, and Building Shared.
Step 5
For each new Space Audit record, retrieves a list of Space Allocations for the selected
space (status = Assigned).
Step 6
Creates a Space Audit Allocation History record for each space allocation.
Step 7
Associates the Space Audit Allocation History records to the appropriate Space Audit
records.
Step 8
Displays the Space Audit records on the Space Audit Master record.
Space Audit (Detail) Record
When not using the Active Space Allocation Process, a Space Audit record is created for each space
within the audit floor for which the Space Audit Master record is created. The Space Audit record is a
snapshot of an active Space during the space audit process.
Viewing a Space Audit (Detail) Record
Use the following procedure to view a Space Audit (Detail) record.
To View a Space Audit (Detail) Record
Step 1
Sign in with the proper Space Planner (or Move Planner) role.
Step 2
From the Menu Bar, click Space > Manage Space > Space Audit Detail to open the
Space Audits results page.
Step 3
Select the Space Audit record.

Note – As an alternative, you can navigate to the Space Audit Master
record, scroll down to the Space Audit Records section, and open the
Space Audit record.
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To View a Space Audit (Detail) Record
Step 4
Review the form that appears. View the details regarding the Space Audit record.
General Tab
General Section
The General section gives general information regarding the audit process that is conducted for a
specific space. The information includes the audit ID, audit status, snapshot date, audit period name
and description about the audit. Each of these fields is described below.
Audit Record ID
Displays a unique number that represents the ID assigned to the Space
Audit record.
Status
The system displays the current status of the Space Audit record being
created.
Audit Period Name
Indicates the name of the space audit process that is performed for the
current space.
Description
A brief description about the space audit process that is performed for the
current space.
Details Section
Date Recorded
The displays the date on which the space details are recorded during the
audit process.
Snapshot Date
By default, system displays the date on which a snapshot of the audit
space is recorded.
If the field is left blank, use the Calendar icon
the calendar.
to select the date from
Location Summary Section
This section gives a summary of the location that is associated with the space for which the Space
Audit process is performed. The information includes the names of the location, property,
building/structure, floor, space, space class, and space cost details. Description for each of these
fields is given below.
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Location Summary Section
Property
Use the Search icon
to select the property that is associated with the
audit space. In the Search list the system displays the available records
that are retrieved from the associated business object in the Location
Hierarchy. Select a record and click OK. The selected record is displayed
in this field.
Building
Use the Search icon
to select the building or structure that is associated
with the audit space. In the Search list the system displays the available
records that are retrieved from the Building or Structure business object in
the Location Hierarchy. Select a record and click OK. The selected record
is displayed in this field.
Floor
Use the Search icon
to select the floor that is associated with the audit
space. In the Search list the system displays the available records that are
retrieved from the Floor business object in the Location Hierarchy. Select
a record and click OK. The selected record is displayed in this field.
Space
Use the Search icon
to select the space that has to be audited. In the
Search list the system displays the available records that are retrieved
from the Space business object in the Location Hierarchy. Select a record
and click OK. The selected record is displayed in this field.
Space Class
You can classify a given space into different types. In the field, the system
displays the classification type of the audit space (e.g., auditorium).
Use the Search icon
to select the space class type. In the Search list the
system displays the available records that are retrieved from the
associated business object in the Classification Hierarchy. Select a record
and click OK. The selected record is displayed in this field.
Building Common
Select this check box if the building/structure area (i.e., associated with
the audit space) is a common area and it is shared by the
building/structure occupants (e.g., lobby, parking lot).
Floor Common
Select this check box if the calculated floor area (i.e., associated with the
audit space) is a common area and it is shared by the floor occupants
(e.g., lobby, parking lot).
Cost/Area Floor Level
Enter a numerical value that represents the cost per area within the audit
floor.
Cost/Area Space Level
Enter a numerical value that represents the cost per area of the audit
space within the selected floor.
Surcharge
Enter a numerical value that indicates the extra charge that has to be paid
during the audit process.
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Location Summary Section
Proration Type
Defines the space classification type based on the Proration Type
classification standard (e.g., Floor Common, Floor Shared, etc.).
Use the List icon to select the space classification type. The system
displays the available space classification options that are predefined in
the Tools > Lists page.
Units Section
Currency
Use the List icon
to select the currency type that will be used for the
cost-related fields in the Space Audit record. The system displays the
options (US Dollars, Indian Rupees, etc.) that are defined for the
Currency in the Tools > Lists page.
By default, the system displays the currency set by the administrator.
Area Units
Use the List
icon to specify the unit of measurement (UOM) for the area
fields. The system displays the options defined for the UOM business
object in the Tools > Lists page.
Area Summary Section
The Area Summary section provides information about the Floor Common, Floor Shared, Building
Common, and Building Shared and Gross area.

Note – The measurement values are calculated by the system using a specific formula
based on the numerical value entered by the user in the Area field.
Allocation Details Section
This section displays information regarding the allocated space. The information includes the date
on which the audit space was allocated, the allocated space area, the cost/area of the allocated
floor, the cost/area of the allocated space within the floor, the total cost of the allocated floor and
space.
Date Allocated
Use the Calendar icon
to select the date on which the space was
allocated for an audit process.
Date Unassigned
Use the Calendar icon
was unallocated.
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Allocation Details Section
Area Allocated
The system displays a numerical value that represents the total area of the
audit space. The system retrieves this value from the corresponding Space
record selected in the Location section.
Cost Allocated (Floor)
The system displays a numerical value representing the cost per area of
the allocated floor. The system retrieves this value from the corresponding
Space Allocation record selected in the Space Allocations section.
Cost Allocated (Space)
The system displays a numerical value representing the cost per area of
the allocated space within the floor. The system retrieves this value from
the corresponding Space Allocation record selected in the Space
Allocations section.
Allocated Area Manual
To manually override the allocated area.
Space Allocation Snapshot Section
This section displays a snapshot of the historical utility of the audit space. This section also gives
information about the prorated allocation of space to organizations and the associated Space Audit
Allocation History records. The information includes the organization name, organization id, area
allocated (before prorated), area allocated (after prorated), percentage of total space, cost
allocated. The system retrieves the record from the Space Audit – Allocation History business object.
To delete a record, select the check box of the respective records and click the Remove action. The
selected record gets deleted from the section.
Space Allocations Section
In this section, you can add the Space Level Allocation record that gives the allocation specifications
regarding the audit space.
Use the Find action to select the Space Level Allocation record. In the search list, the system
displays a list of the available records that are retrieved from the associated business object in the
Manage Chargeback Allocations menu. Select a specific record and click OK. The selected the record
is displayed as line items in this section.
To delete a record, select the check box of the respective records and click the Remove action. The
selected record gets deleted from the section.
Other Tabs
The details regarding the Graphic tab are explained in the previous section.
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Space Audit Allocation History Record
When using the Active Space Allocation Process, a Space Audit Allocation History record is created for
each Space Level Allocation record which is in the Assigned status. The Space Audit Allocation History
record is a snapshot of an active Space during the Space Audit Allocation History process. The read-only
information includes the location details and allocation audit details of the audited space.
Viewing a Space Audit Allocation History Record
Use the following procedure to view a Space Audit Allocation History record.
To View a Space Audit Allocation History Record
Step 1
Sign in with the proper Space Planner (or Move Planner) role.
Step 2
From the Menu Bar, click Space > Manage Space > Space Audit Master to open the
Space Audit Master results page.
Step 3
Select the Space Audit Master record.
Step 4
Review the form that appears. View the details regarding the Space Audit Master
record.
Step 5

Scroll down to the Space Allocation History Records section.

Select to open the Space Audit Allocation History record.
Review the next form that appears. View the details regarding the Space Audit
Allocation History record.
General Tab
General Section
The General section gives general information regarding the audit process conducted for a specific
space. The information includes the allocation audit ID, audit status, audit period, and date
recorded. Each of these fields is described below.
Allocation Audit ID
The system displays a unique number that represents the ID assigned to
the Space Audit Allocation History record.
Status
The system displays the current status of the record.
Audit Period
The name of the audit period performed for the space.
Date Recorded
The date on which the audit is recorded.
Units Section
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Units Section
The Units section displays the Area Units and Currency UOM for the record.
Allocation Audit Details Section
This system displays the allocation and audit details that are recorded in the Space Audit record.
The information includes the name of the organization, area allocation (before and after prorated),
percent of total space, cost details (for the floor and space) along with the prorated area.
Below are the editable fields.
Organization Name
The organization for the space displays. To change the value, click the
Search icon
and select from the choices.
Space Area
Manually override the space area allocated, if necessary.
Allocated Area Manual
Manually override the area allocated, if necessary.
Percent of Total Space
Manually override, if necessary.
Cost/Area Floor Level
Manually override, if necessary.
Cost/Area Space Level
Manually override, if necessary.
Location Details Section
This section displays the location details of the audited space for which the Active Space Allocation
History process is performed. The information includes the names of the property,
building/structure, floor, space, and space classification.
Property
Use the Search icon
to select the property that is associated with the
audit space. In the Search list the system displays the available records
that are retrieved from the associated business object in the Location
Manager. Select a record and click OK. The selected record is displayed in
this field.
Building
Use the Search icon
to select the building or structure that is associated
with the audit space. In the Search list the system displays the available
records that are retrieved from the Building or Structure business object in
the Location Manager. Select a record and click OK. The selected record is
displayed in this field.
Floor
Use the Search icon
to select the floor that is associated with the audit
space. In the Search list the system displays the available records that are
retrieved from the Floor business object in the Location Manager. Select a
record and click OK. The selected record is displayed in this field.
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Location Details Section
Space
Use the Search icon
to select the space that has to be audited. In the
Search list the system displays the available records that are retrieved
from the Space business object in the Location Manager. Select a record
and click OK. The selected record is displayed in this field.
Space Class
You can classify a given space into different types. In the field, the system
displays the classification type of the audit space. E.g. auditorium.
Use the Search icon
to select the space class type. In the Search list the
system displays the available records that are retrieved from the
associated business object in the Classification Manager. Select a record
and click OK. The selected record is displayed in this field.
Other Tabs
The details regarding the Graphic tab are explained in the previous section.
Space Utilization
The Space Utilization factor plays a vital role in maintaining and reporting on existing space. To have a
proper utility of a space, you must perform regular audits to meet the additional requirements of a
specific space or shortfall of a specific space.
The Space Utilization functionality within this application enables the users to track the efficient
utilization of a specific space by creating a Space Utilization record.
Space Utilization Record
A Space Utilization record is created to determine the efficiency and the utility factor of a specific
space. The Space Utilization record gives information about the space type, utilization percentage of a
specific space and a brief description about the space.
Creating a Space Utilization Record
Use the following procedure to create a Space Utilization record.
To Create a Space Utilization Record
Step 1
Sign in with the proper Space Planner (or Move Planner) role.
Step 2
From the Menu Bar, click Space > Manage Space > Program Utilization to open the
Manage Program Utilization results page.
Step 3
Click Add to create a new Space Utilization record.
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To Create a Space Utilization Record
Step 4
Review the form that appears. Specify the details regarding the Space Utilization
record.
General Tab
General Section
The General section details you with the utilization details of a specific space. The information
includes the space type, the utility type of the space, percentage usage of the space, and total area
of the space.
ID
Enter a unique number identifying the Space Utilization record being
created.
If this field is left blank, the system automatically generates this
number at the time of creating the Space Utilization record.
Status
The system displays the current status of the Space Utilization record
being created.
Name
Enter the name of the Space Utilization record.
Description
A brief description about the utilization details of a specific space.
Details Section
Program
Use the Search icon
to select a utilization type for the room. In the
Search list the system displays the available records that are retrieved
from the Room Utilization business object in the Classification
Hierarchy. Select a record and click OK. The selected record is
displayed in this field.
Use
Use the Search icon
to select a utilization type of the space. In the
Search list the system displays the available records that are retrieved
from the Room Utilization business object in the Classification
Hierarchy. Select a record and click OK. The selected record is
displayed in this field.
Percent
Enter a numerical value that indicates the total utilization area of the
space in percentage.
By default, the system displays UOM as percentage.
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Details Section
Area
Enter the total area of room that is utilized for a specific purpose. For
example, this field can be defined as the total area of a meeting room
that is utilized for conducting meetings/conference/seminar in an
organization.
Room Use Notes
This section enables you to enter a brief note about the utilization of the room. Use the options in
the toolbar to format the content.
Space Use Agreement (SUA)
A Space Use Agreement (SUA) is defined as a lease/rental agreement signed between two parties (e.g.,
between landlord and buyer/RE Contractor) when a space is given for a lease/rent. This agreement is
written under the acceptance of both the parties and has terms and conditions relating to the cost and
contract details of the lease. Space Use Agreements are created, viewed and modified using the Space
Use Agreements page.
Space Use Agreement Record
Viewing a Space Use Agreement Record
Use the following procedure to view a Space Use Agreement record.
To View a Space Use Agreement Record
Step 1
Sign in with the proper Space Planner (or Move Planner) role.

Note – In addition, the proper Contract Manager role can create, view and
modify Space Use Agreement records. From the Menu Bar, click Contracts
> Agreements > Space Use Agreements.
Step 2
From the Menu Bar, click Space > Manage Space > Space Use Agreements to open
the Space Use Agreements results page.
Step 3
Select the Space Use Agreement record.
Step 4
Review the form that appears. View the details regarding the Space Use Agreement
record. Here is the top half of the form.
Step 5
Review the bottom half of the form.
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General Tab
General Section
ID
Enter a unique number identifying the Space Use Agreement record being
created.
If this field is left blank, the system automatically generates this number
at the time of creating the Space Use Agreement record.
Revision
The system displays the revision number indicating the number of times
the current record is revised. You can revise/modify the record by clicking
the Revise action that is displayed on the Action bar.

Status
Note – Each time you revise or modify the record, the value
displayed in this field gets incremented by one.
The system displays the current status of the Space Use Agreement record
being created. The different statuses of the Space Use Agreement record
are explained below.
Draft - Indicates that a draft copy of the specifications that are entered in
the Space Use Agreement record is being created. The system generates
the status when the user clicks the Create Draft action in the Action bar.
Review In Progress – Indicates that the record is sent for approval and it is
yet to be reviewed by the members in the distribution list. The system
generates this status on clicking the Submit action in the Action bar.
Issued – The system automatically changes the record status from Review
In Progress to Issued when the record is approved by the members in the
distribution list.
Revision in Progress - Indicates that the record is being modified or edited
for further changes. The system generates this status when you click the
Revise action in the Action bar.
Completed – Indicates that the record is processed and the tasks that are
associated with the Space Use Agreement record is complete. The system
displays this status only when you select the Complete action on the
action bar.
Retired – Indicates that the record is removed temporarily from the
active management list. The system generates this status when you
click the Retire action in the Action bar.
History - When the Space Use Agreement record is revised, for each
revision a copy of the record gets saved in the History state.
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General Section

Note – Upon selecting the History option in the Related
Report drop-down status list, the system retrieves and
displays all of the records that are revised at different
stages.
Name
Enter the name of the Space Use Agreement record for which the record is
being created.
Description
Enter a brief description about the space for which the Space Use
Agreement record is being created.
Organization Section
This section gives information about the organization that is associated with the space for which the
Space Use Agreement record is created. On selecting a specific Organization record in the
Organization Lookup field, the organization Path, Name, Short Name and Company Division are auto
populated from the selected record.
To delete the information that is displayed in this section, click the Clear action. The information
that is displayed in this section gets deleted.
Cost Code Section
In this section, you can see the cost code to which this Space Use Agreement record applies.
Use the Find action to select a different Cost Code record. In the search list, the system displays the
available records that are retrieved in the Contracts > Set Up > Cost Codes page. Select a specific
record and click OK. The selected record is displayed as line item in this section.
To delete the information that is displayed in this section, click the Clear action. The information
that is displayed in this section gets deleted.
Real Estate Contract Section
In this section, you can see the lease contract to which this Space Use Agreement record applies.
Use the Find action to select a different RE Contract record. In the search list, the system displays
the available records that are retrieved from the RE Lease business object in the Contracts > Leases
page. Select a specific record and click OK. The selected record is displayed as line item in this
section.
To delete the information that is displayed in this section, click the Clear action. The information
that is displayed in this section gets deleted.
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Geography Section
In this section, you can add the geographic location of the space for which the space use agreement
is created. On selecting a specific Geography record in the Geography Lookup field, other fields such
as city, state/province and country get auto populated from the selected record.
Use the Geographical Find Button to select a geography record. In the Search list, the system
displays the available records that are retrieved from the associated business object in the
Geography Hierarchy. Select a specific record and click OK. The selected record is displayed in the
Geography Lookup field.
Parent Space Use Agreement Section
In this section, you can add the parent Space Use Agreement record. For example if a sub space
(floor) within the parent property (building/structure) is given for lease, the parent space user
agreement that is available for the parent property is associated in this section.
Use the Find action to select a Space Use Agreement record. In the Search list, the system displays
the available records that are retrieved from the Space Use Agreement business object in the
Contracts > Agreements page. Select a specific record and click OK. On selecting a specific record,
the fields in the section get populated from the selected Space Use Agreement record.
To delete the information that is displayed in this section, click the Clear action. The information
that is displayed in this section gets deleted.
Units Section
Currency
Use the List icon
to select the currency type that will be used for the
cost-related fields in the Space Use Agreement record. The system
displays the options (US Dollars, Indian Rupees, etc.) that are defined
for the Currency in the Tools > Lists page.
By default, the system displays the currency set by the administrator.
Area Units
Use the List icon to specify the unit of measurement (UOM) for the area
fields. The system displays the options defined for the UOM business
object in the Tools > Lists page.
Details Section
Conversion Group
Use the List icon
to select a specific currency conversion type. The
system displays the available currency conversion types that are
predefined in the Tools > Lists page.
By default, the system displays the Default type set by the administrator.
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Details Section
Currency Exchange
Date
This field displays the date and the time on which the currency was
traded.
Use the Calendar icon
to select the date entry.
SUA Dates Section
Commencement Dates
Use the Calendar icon
to select the date on which the space use
agreement between the two parties comes into force.
Expiration Dates
Use the Calendar icon
to select the date on which the space use
agreement between the two parties (landlord and buyer) expires.
Executed Dates
When a landlord gives a specific space on lease to a third party then, the
space sharing has to be executed by the concerned authority. Use the
Calendar icon
to select the date on which the space sharing is executed
by the authority.
Occupancy Date
Use the Calendar icon
to select the date on which the lease/rental
space is occupied by the buyer.
Vacate Date
Use the Calendar icon
to select the date on which the space use
agreement expires and lease/rental space has to be vacated by the
occupant.
Commitment Details Section
This system displays the commitment details regarding the lease contract and space allocation. The
information includes headcount, as well as calculated rentable areas, rentable percentages, and
other contract details.
Below are the editable fields.
Estimated Headcount
Enter a numerical value that indicates the estimated headcount that is
occupying the lease.
SUA Rentable Area
The system displays a numerical value that indicates the total rentable
area within the lease space. The system calculates this value using a preset formula.
Manually override, if necessary.
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Space Summary from Area Allocations Section
In this section, the system displays the allocation details regarding the lease space. The information
includes the total rentable area, total occupied area, total vacant area, estimated cost of the lease,
internal headcount, external headcount, and total headcount occupying the lease and total number
seats that are available in the space that is given for lease. The system calculates these values based
on the information that is retrieved from the associated Area Level Allocations record.
Portfolio Summary from Area and Space Allocations Section
This section displays the utility details of the lease space. The information includes the area/person,
cost/person, seat/person, cost/seat, and vacancy rate of the space along with the percentage of the
seats occupied/available. The system calculates these values based on the information that is
retrieved from the associated Area Level Allocation and Space Level Allocation records.
Billing Details Section
This section gives the billing information regarding the lease. The information includes the billing
type, client sequential number, customer number, AP lease number, premise status, host cost
center, and customer ADN. The details regarding these fields follow:
Billing Type
Premise Status
Accounting Cost Center
Use the List icon to select the billing type based on which the
person who has taken this space as lease has to pay. The system
displays the following options:

First: Select this option to indicate that the billing is made as
annual lump payment.

Second: Select this option to indicate that the billing is annual
percentage of the sum of the total adjusted gross receipt.
This field enables you to define the status of the premise that is
available within the lease space.

On Premise – You can select this option, if the premise that is
available within the lease space is also allocated for
lease/rent.

Off Premise – You can select this option, if the premise that is
available within the lease space is not allocated for
lease/rent.
Enter the accounting cost center of the space that is allocated for
lease.
Area Level Allocations Section
This section displays the area level allocation details associated to the Space Use Agreement from
the allocation regarding the floor that is given for lease/rent.
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Space Level Allocations Section
This section displays the space level allocation details associated to the Space Use Agreement from
the allocation regarding the space (that is available within the selected floor) that is given for
lease/rent.
Contact Details Tab
The Contact Details tab is used to add the name and contact information of the individuals who play a
vital role in the organization. The following figure shows the Contact Details tab and its sections.
Space Use Agreement Record > Contact Details Tab
Contacts Section
In this section, you can add the name of manager and the other important contacts regarding the
Space use Agreement record being created.
Use the Add Person action in the Contacts Section bar. On clicking the Add Person action, the
system displays a Query window listing the available People records. Select the required record(s)
and click OK. The selected record(s) get displayed in the Contacts section (as hyperlinked line items)
along with the contact details such as contact person name, role, organization, work phone, and
email. Click the Linked Record icon
to view and modify the record.
Use the Remove action to delete the selected record(s).
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History Tab
The History tab provides details about the number of times the record was revised. Each time the
record is revised, a snapshot of the record before it was revised is saved as a line item in this tab.
Space Use Agreement Record > History Tab
Revision Details Section
The section provides details about the number of times the record was revised. It also provides
information about the date on which the revision was made and also the reasons (if any) for revising
the record.
This section displays the revision details regarding the Space Use Agreement record. The information
includes the revision number that indicates the number of times the record is revised, date on which
the record is revised, and a brief description about the changes made during each revision. The
system generates this information only after the record is activated.
Revision History Section
In this section, the system displays a history of the revision details that are made when a record is
activated. The revision details include the date on which the record is revised, name of the person
who has modified the record, reason (given by the person at the time of each revision) for which the
record is revised and the revision type. When a record is revised, for each revision a copy of the
record get saved in the History status and displayed as a line item in this section.
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Revisions Section
Each time a record is revised, the system generates a revision record (that includes the revision
details) and populates the revision details regarding the record as line item in this section. The
revision details include the revision name, person who has revised the record, creation date, expired
date along with the status and id and name of the Revision record.
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2. Move Management
The Move Management process is one of the most complex and costly processes performed by facility
management organizations. It involves the coordination of multiple service organizations and is often
driven by short turnaround agreements. Churn rates can be high and the costs associated with
unnecessary downtime because of services that are not complete on “moving day” can hinder the
productivity of people directly related to the core products and services of the Company. Simply
maintaining accurate data on building occupancy can be a daunting task.
IBM TRIRIGA addresses the need of effective Move Management by providing the best processes and
practices that are required to request, design, plan and track both simple and complex moves. The
Move Management process:

Provides a simple self-service Move Request process, reducing the time and complexity
required to create and submit a request.

Offers a convenient Move Design tool, increasing the efficiency and accuracy of Move Planning.

Improves efficiency in the identification and execution of Move Projects, including the use of
dependent sub-projects for phased moves and integration with Program Management for
enhanced financial and operational control.

Manages and coordinates the full Move Process life cycle, from request through execution, to
obtain benefits and control not available from traditional Move Management.

Integrates with the IBM TRIRIGA Strategic Facility Planning (SFP) product to facilitate the
process of translating approved Scenarios into executable Move Plans and Move Projects.
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Service Management Process
To give context to the Move Management process, here is a high-level flow of the Service Management
process, which manages a request from the initial submission through delivery or fulfillment.
Service Management Process

Note – Refer to the IBM TRIRIGA 10 Maintenance and Service Management User Guide for a
further discussion of the Service Management process.
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Move Management Process
Meanwhile, the Move Management process is comprised of two different paths:

Move Services Request process – This path is a subset of the overall Service Management
process shown above, and can manage a request whether or not Move Planning is involved.

Move Planning process – This path provides Move Design and Move Planning functionality and
can integrate with Strategic Facility Planning (SFP).
Next, here is a high-level flow of the Move Services Request and Move Planning processes from the
creation of the Move Request to the Move Project/Task assignment. The rest of the flow is continued
on the next page.
Move Management Process – Part 1


Note – Refer to the IBM TRIRIGA 10 Maintenance and Service Management User Guide for a
further discussion of the Service Management process.
Note – Refer to the IBM TRIRIGA 10 Strategic Facility Planning User Guide for a further
discussion of Strategic Facility Planning (SFP).
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Finally, here is a high-level flow of the Move Management process from the Move Project/Task
assignment to the completion of the survey.
Move Management Process – Part 2
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Move Services Request Process
As described above, the Service Management process manages a request from the initial submission
through delivery or fulfillment. As a subset of the overall Service Management process, the Move
Services Request process similarly manages a Move Services Request from the initial submission through
fulfillment, whether or not Move Planning is involved.
Accompanying the Move Services Request, here are other related requests and their common elements:

Creating a Service Request

Common Elements of the Service Request

Move Services Request

Space Services Request

Human Resource Request

Locating/Finding Space
Creating a Service Request
Use the following procedure to create a Space/Move or Human Resources service request.
To Create a Service Request
Step 1
Sign in with the proper Move Planner role.
Step 2
Select the Expand icon
for Space or for Human Resources. The category expands
to show the options available for Space or for Human Resources, respectively.
Step 3
Click the specific Space or Human Resources request. The selected Request form
opens.
Step 4
Review the Request form.
Step 5
Fill in the form, then click Create Draft.
Step 6
For further details on the various tabs, sections, fields and actions for a specific
Space/Move or Human Resources request, refer to the following discussions.

Move Services Request Record

Change Space Request Record

Need Space Request Record

Return Space Request Record

New Hire Request Record

Update Personnel Information Request Record

Terminate Person Request Record
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Common Elements of the Service Request
Review the common elements (e.g., tabs, sections, fields, actions) of an online service request below.

Note – Do not be alarmed if you do not see all of these tabs, sections, fields and actions in
a particular form. Although these elements can appear in most forms, your System
Administrator may opt to turn them off, or hide them from specific user roles, via
security. Several tabs are used for Application Administration purposes.
Request Form
Before the request is saved, the “Request is for” option gives you two choices: “Me” and “Someone
Else”.
Before saving as Draft – Request is for “Me”
If “Someone Else” is selected, two sections appear: Requested For and Requested By. Select the new
name for Requested For.
Before saving as Draft – Request is for “Someone Else”
For either option, when the form is saved as a Draft, the General section appears at the top of the
form, including the Request ID and Status fields.
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Saved as Draft – General section appears
Form Tabs
Depending upon your user role and specific request, the saved Draft may display one or more tabs
(e.g., General tab, Move Details tab) at the top of the form. The following example shows a saved
Move Request.
Saved as Draft – General and Move Details tabs appear

Note – For more information about the common form tabs available, refer to the IBM
TRIRIGA 10 Getting Started User Guide.
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General Tab
Review the common elements of the saved request form below.
General Section

Note – When the form is saved as a Draft, the General section appears at the top of
the form, including the Request ID and Status fields.
Request ID
The system automatically generates this number at the time of creating
the record.
Status
The system displays the current status of the service request record being
created. The different statuses of the record are explained below.

Draft - Indicates that the service request record is yet to be
created. The system generates the status when the user clicks the
Create Draft action.

Review In Progress – Indicates that the record is sent for approval
and it is yet to be reviewed by all of the members in the
distribution list. The system generates this status upon clicking the
Submit action.

Revision in Progress - Indicates that the record is being modified or
edited for further changes. The system generates this status when
you click the Revise action.

Issued – The system automatically changes the record status from
Review In Progress to Issued when all of the members in the
distribution list approve the record.

Completed – When the work task that is associated with the service
is complete, the system automatically changes the record status to
Completed indicating that the work task regarding the requested
service is completed and the request is closed.

Note – The Completed status is displayed only when the
corresponding workflow is fired and it cannot be triggered
manually.

Retired – Indicates that the record is removed temporarily from
the active management list. The system generates this status when
you click the Retire action.

History - When the service request record is revised, for each
revision, a copy of the record gets saved in the History state.

© Copyright IBM Corporation 2011.
Note – The system retrieves and displays all of the revisions
of the record in the My Request History page.
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General Section
Request is for
Select the person for whom the service request is raised.

Me - Select this option if you are the person who is raising the
service request.

Someone Else – Select this option if the person who is reporting the
issue is different from the person for whom the request is actually
placed.

Note – If “Someone Else” is selected, two sections appear:
Requested For and Requested By.
Requested For Section

Note – This section appears when “Someone Else” is selected for “Request is for”
above.
If the person who is reporting the issue is different from the person for whom the request is actually
placed, then you use this section to specify the person for whom the request is raised.
Use the Search icon
to select the person for whom the service request is raised. In the search
list, the system displays a list of records that are retrieved from the associated business object in
the People page. Select the respective record and click OK.
The system displays the information such as work phone, work fax, mobile, email, current
organization, primary location and functional role details of the person.
Requested By Section

Note – This section appears when “Someone Else” is selected for “Request is for”
above.
The system retrieves and displays all of the information regarding the requestor who has raised the
request. The information includes the requestor’s name, work phone, and email ID.
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Request Details Section
Note – For some services, the Request Details section may be slightly modified:


Move Request – This section is labeled the Move Details section and includes
other fields.

Return Space – This section includes other fields.

New Hire – This section includes other fields.

Terminate Person – This section includes other fields.

Update Personnel Information – This section includes other fields.
Emergency, immediate
service required
Building, Floor, Room
Select this check box if any of the following applies:

If the service request must be performed immediately by the
concerned department (that is responsible for maintaining the
equipment, building/structure or space).

If the service request must be performed immediately by the
manager (who is responsible for space allocation or personnel
records).
Use the Search icon
to select the location that is associated with the
equipment, building/structure, space or personnel for which the request is
created. In the search list, the system displays the available records that
are retrieved from the associated business object in the Location page.
By default, the system displays the location of the person (for whom the
request is raised) as entered in the Requested For Lookup field.
Organization
Use the Search icon
to select the organization that is associated with
the equipment, building/structure, space or personnel for which the
request is created. In the search list, the system displays the available
records that are retrieved from the associated business object in the
Organization page.
By default, the system displays the organization of the person (for whom
the request is raised) as entered in the Requested For Lookup field.
Service Request Section
You can classify service requests into different types. Each of these requests is defined in the
Classification page.
Select a specific Request Class option. The system displays a list of options that are defined for the
corresponding service request business object (e.g., “Individual Move”, “Small Move”, “Group
Move”, etc.) in the Classification page.
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Describe Your Request Section
Provide a brief note or additional comments about the service request for which the record is being
created.
Other Locations Section

Note – For some services, the Locations section may be relabeled:

Return Space - This section is labeled the Location to be Relinquished
section.

Terminate Person – This section is labeled the Unassign Locations section.
In this section, you can add other location(s) associated with the equipment, building/structure,
space or personnel for which the service request is created.
Use the Find option to select the appropriate Location record(s). In the search list, the system
displays the available records that are retrieved from the associated business object in the Locations
page. Select the respective record(s) and click OK. The selected records are displayed as line items.
To delete a record from this list, select the check box beside the record and click Remove.
Assets Section

Note – For the Terminate Person service request, this section is labeled the Unassign
Assets section.
In this section, you can add the assets associated with the equipment, building/structure, space or
personnel for which the service request is created.
Use the Find option to select the appropriate Asset record(s). In the search list, the system displays
a list of available records retrieved from the associated business object in the Assets page. Select
the respective record(s) and click OK. The selected records are displayed as line items.
To delete a record from this list, select the check box beside the record and click Remove.
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Form Actions
Review the common actions of an online service request below.
Action Name
Description
Create Draft
Click the Create Draft action to record all specifications regarding the
Service Request record. The system creates the record in the Draft status
and additional actions appear. The additional actions include Save, Save
& Close, Submit, Copy and X (Cancel).
Save
Click the Save action to save the changes made.
Save & Close
Click the Save & Close action to save the changes and close the active
window.
X
Click the X (Cancel) action to close the active window without saving the
changes.
Copy
Click the Copy action to create another copy of the same Service Request
record. The new copy is created in the Draft state and displayed in the
My Request History page. You can modify the details, if required.
Submit
Click the Submit action to add the record to the active management list.
The status of the record changes from Draft to Active. The system
displays a different set of actions. The actions include Revise, Retire,
Copy and X (Cancel).

Note – For more information on the common and additional form actions available, refer
to the IBM TRIRIGA 10 Getting Started User Guide.
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Move Services Request
Move Services Request Record
If a department, agency or work group decides to move to another location from the current location,
then the head of the department, agency, or work group can initiate a Move Request to shift the assets
such as sofa sets, table, chairs, cabins, fans and other equipment to the designated location.
Move Services Request > General Tab
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General Tab
Review the elements of the saved Move Request service request below.
General Section

Note – When the form is saved as a Draft, the General section appears at the
top of the form, including the Request ID and Status fields.
Refer to the Common Elements of the Service Request above.
Requested For Section
Refer to the Common Elements of the Service Request above.
Requested By Section
Refer to the Common Elements of the Service Request above.
Move Details Section
This section gives information about the asset that is moved from one location to another.
Refer to the Common Elements of the Service Request above.
Additional elements include the following fields.
Proposed Move Date
Reason For Move
Use the Calendar icon
to select the date on which the asset has to be
moved from the current location to the new location.
You can specify the reason (e.g., department shift, promotion) due to
which the asset is to be moved from one location to another.
Use the Search icon
to select a specific move reason. In the search list,
the system displays the available requests that are retrieved from MAC
Reasons business object in the Classification hierarchy.
To Building, To Floor,
To Room
For a Service Request of “Individual Move”, use the Search icon
to
select the location to which the assets have to be shifted. In the search
list, the system displays the available records that are retrieved from the
associated business objects in the Locations hierarchy.
This field is hidden for a Service Request of “Group Move” or “Small
Move”. Instead, the To Location is specified individually for each Move Line
Item (MLI) in the Move Details tab.
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Move Details Section
Include Requested For
in the Move
This field is hidden for a Service Request of “Individual Move”.
For a Service Request of “Group Move” or “Small Move”, select this check
box to include the Requested For person in the Move Request.

Total Estimated Cost
Note – Leave this box unchecked if you want to manually add
the Requested For in the Move Details tab. Otherwise, a
duplicate Move Line Item may be generated by the system
when the Move Request is submitted.
Since the Move Details tab only applies to a “Small Move” or “Group
Move”, the estimated cost for an “Individual Move” is $0.00.
For a Service Request of “Group Move” or “Small Move”, the system
displays the estimated cost gathered from the Move Line Items (MLI) on the
Move Details tab.

Note – For more information about how the estimated cost
for each Move Line Item (MLI) is calculated, refer to the
Estimated Costs Section of the Move Request Line Item
Record below.

Note – For more information about Move Policy Settings,
Move Cost Estimates and Location Cost Index, refer to the
Move Policy & Cost Estimates, Application Settings Record
and Building Record below.
Service Request Section
You can classify service requests into different types. Each of these requests is defined in the
Classification page.
Select the type of move request: “Individual Move”, “Small Move” or “Group Move”. By default, the
field is set to “Individual Move” for simple moves (e.g., one-time moves, box moves).
Note – The Move Services form changes depending upon the Service Request you
select.


Individual Move – When this option is selected, the To Location field is
displayed, while the Include Requested For in the Move field, the Requested
For section, and the Move Details tab remain hidden.

Small Move or Group Move – When either of these options is selected, the To
Location field is hidden, while the Include Requested For in the Move field,
the Requested For section, and the Move Details tab are displayed.
Describe Your Request Section
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Describe Your Request Section
Refer to the Common Elements of the Service Request above.
Other Locations Section
Refer to the Common Elements of the Service Request above.
Assets Section
Refer to the Common Elements of the Service Request above.
Communication Record Section
If this Move Services request was created from a Communication record, this section displays the
Communication records associated with this request, as hyperlinked line items. By clicking the
hyperlinked line item, you can view the Communication record details in a new window. Each record
is a historical log of a ‘contact’ between a Contact Center agent and the Requester.
The system displays the information such as includes the contact person’s name, date on which the
issue was reported and the agent who handled the issue.

Note – Refer to the IBM TRIRIGA 10 Maintenance and Service Management User Guide
for a further discussion of Communication records.
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Move Details Tab

Note – This tab is hidden for a Service Request of “Individual Move”. For a Service Request
of “Small Move” or “Group Move”, enter the appropriate details below.
Move Services Request > Move Details Tab
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Move Items Section
This section is hidden for a Service Request of “Individual Move”.
For a Service Request of “Small Move” or “Group Move”, this section displays the Move Line Items
(MLIs) associated with this Move Services request. The system displays information regarding the MLIs
such as the name, date, from, to and status in a line item format.
When you select an MLI, the corresponding information appears in the following sections:

To Location section

From Spaces Graphic View and To Spaces Graphic View sections

From Spaces List View and To Spaces List View sections
In addition, the section bar displays the following actions:

Add People – Click this action to open a People query, select one or more People, and create
MLIs from the selected People.

Add Room – Click this action to open a Space query, select one or more Spaces, and create
MLIs from the assigned People (if the Space is a Workpoint) and/or Room Function (if the
Space is not a Workpoint).

Auto Assign – Click this action to open the Auto Assignment tool, select the specific Building
or Floor, select one or more MLIs, and auto-assign to let the system choose the Spaces to
which the People (and any child Assets or Equipment) are assigned.

Remove To Assignment – Click this action to detach the To Location assignment from the
selected MLI (and all of its children MLI).

Remove – Click this action to detach the selected MLI (and all of its children MLI) from this
Move Services request.

Bulk Print Move Items – Click this action to open the Bulk Print Move Items tool, select one
or more MLIs, and print to produce a print-out of the selected MLIs.

Note – For step-by-step examples of Add People, Add Room and Auto Assign as
executed via the Plan Moves page, refer to the Move Designer Processes below.
To Location Section
This section is hidden for a Service Request of “Individual Move”.
For a Service Request of “Small Move” or “Group Move”, when you select an MLI from the Move
Items section above, the corresponding Building appears in this To Location section.
Use the Search icon
to select a new Building or change the existing Building. The corresponding
information appears in the following sections:

To Spaces Graphic View section – The available graphic for the Building appears.

To Spaces List View section – The list of available Spaces for the Building appears.
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From/To Spaces Graphic View Sections
This section is hidden for a Service Request of “Individual Move”.
For a Service Request of “Small Move” or “Group Move”, select from the following.
From/To Location. When you select an MLI from the Move Items section above, the corresponding
Buildings (From Location and To Location) appear in these Graphic View sections.
To Location. When you select a new Building or change the existing Building in the To Location
section, the available graphic for the Building appears in this section.
Select a Space from the graphic then click the Assign action to assign this selected Space to the MLI
selected in the Move Items section above. The MLI is updated with the new Space.

Note – If a graphic floor plan is not available for the Building, the message “No
Graphic Available” is displayed. However, you can still select a Space from the
From/To Spaces List View section below.
From/To Spaces List View Sections
This section is hidden for a Service Request of “Individual Move”.
For a Service Request of “Small Move” or “Group Move”, select from the following.
From/To Location. When you select an MLI from the Move Items section above, the corresponding
Buildings (From Location and To Location) appear in these List View sections.
To Location. When you select a new Building or change the existing Building in the To Location
section, the list of available Spaces for the Building appears in this section.
Select a Space from the list then click the Assign action to assign this selected Space to the MLI
selected in the Move Items section above. The MLI is updated with the new Space.
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Space Services Request
Space Services Requests provide the primary repository for data needed to initiate space service
activities.
Change Space Request Record
When a work group would like to change its work area within the organization, the representative of
the work group can request for a change in the work space using the Change Space service request.
Also, if an individual is getting transferred from one work group or another, he or she can use this
service to get a new work space.
Change Space Request > General Tab
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General Tab
Review the elements of the saved Change Space service request below.
General Section
Refer to the Common Elements of the Service Request above.
Requested For Section
Refer to the Common Elements of the Service Request above.
Requested By Section
Refer to the Common Elements of the Service Request above.
Request Details Section
Refer to the Common Elements of the Service Request above.
Service Request Section
You can classify service requests into different types. Each of these requests is defined in the
Classification page.
Select the type of service request: “Change Space”.
Describe Your Request Section
Refer to the Common Elements of the Service Request above.
Other Locations Section
Refer to the Common Elements of the Service Request above.
Assets Section
Refer to the Common Elements of the Service Request above.
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Need Space Request Record
When a work group requires additional space, a person in authority can request for additional space
using the Need Space service request. This form enables the requestor to define the space that is
required for the work group. It also enables an individual working within a work group to get a new
work space.
Need Space Request > General Tab
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General Tab
Review the elements of the saved Need Space service request below.
General Section
Refer to the Common Elements of the Service Request above.
Requested For Section
Refer to the Common Elements of the Service Request above.
Requested By Section
Refer to the Common Elements of the Service Request above.
Request Details Section
Refer to the Common Elements of the Service Request above.
Service Request Section
You can classify service requests into different types. Each of these requests is defined in the
Classification page.
Select the type of service request: “Add Space”.
Describe Your Request Section
Refer to the Common Elements of the Service Request above.
Space Details Section
Date Space Is Needed
Use the Calendar icon
to select the date on which the additional space
is required by the respective work group in the organization.
Construction Needed?
Select this check box, if a new construction has to be erected for
allocating the new/additional space.
Number of People
Enter a numerical value that represents the total number of people for
which the new/additional space is required. For example, if a specific
work group needs a new/additional space for accommodating 10 people
working in the group, then enter the value as 10 in this field.
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Space Details Section
Space Requirements
Enter a brief description or additional comments regarding the
requirements (such as total work area of the new space, layout details,
etc.) of the new/additional space for which the record is being created.
Special Requirements
Enter a brief description or additional comments regarding the special
requirements (e.g., erecting a pillar, vertical shafts, etc.) of the new/
additional space for which the record is being created.
Other Instructions
Enter the other instructions to be followed while adding or
accommodating a new/additional space at the required location.
Other Locations Section
Refer to the Common Elements of the Service Request above.
Assets Section
Refer to the Common Elements of the Service Request above.
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Return Space Request Record
A person or organization with allocated space that is no longer needed can return that space using the
Return Space request.
Return Space Request > General Tab
General Tab
Review the elements of the saved Return Space service request below.
General Section
Refer to the Common Elements of the Service Request above.
Requested For Section
Refer to the Common Elements of the Service Request above.
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Requested By Section
Refer to the Common Elements of the Service Request above.
Request Details Section
Refer to the Common Elements of the Service Request above.
Additional elements include the following field.
Effective Date Of
Return
Use the Calendar icon
to select the date on which the work space has
to be returned to the organization.
Service Request Section
You can classify service requests into different types. Each of these requests is defined in the
Classification page.
Select the type of service request: “Return Space”.
Describe Your Request Section
Refer to the Common Elements of the Service Request above.
Locations to be Relinquished Section
Refer to the Common Elements of the Service Request above.
In this section, you can add the location(s) associated with the spaces to be returned.
Human Resource Request
Using the Human Resource Requests option, the requestor can raise a request for adding, removing, or
changing a personnel (employee/consultant/external contact) record. You can also use this service to
raise a request for relocating a person from one location to another.
New Hire Request Record
When there is a need for more people in an organization, workers may be recruited on a permanent or
contract basis. When a worker is added, you can use the New Hire request to create a new People
record (e.g., Employee, Consultant). Upon receiving this request, the concerned department (that
maintains Employee/Contract records) creates the new People record.
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New Hire Request > General Tab
General Tab
Review the elements of the saved New Hire service request below.
General Section
Refer to the Common Elements of the Service Request above.
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Requested For Section
Refer to the Common Elements of the Service Request above.
Requested By Section
Refer to the Common Elements of the Service Request above.
Request Details Section
Refer to the Common Elements of the Service Request above.
Additional elements include the following fields.
Hire Type
In general, all organizations recruit new/additional people on permanent
(employee) or contract (consultant) basis.
Use the radio buttons to select a suitable hire type: Consultant, Employee
or External Contact.
Reason For Addition
Effective Start Date
You can specify the reason (e.g., replacement, new position, etc.) for
which the new person is added/recruited to the organization.
Use the Calendar icon
to specify the date from which the personal
record (for which this request record is created) should be activated.
For example, if a work group in an organization requires additional people,
then the authoritative head, who is creating this ‘New Hire’ service
request, must define the date on which the new person(s) is joining the
organization.
Space Modification
Required
Select this check box if either of the following is required:

If additional space is required by the work group/department to
accommodate the newly added/recruited person(s) in the
organization.

If new construction is required to provide space for the newly
added/recruited person(s) within the work
group/agency/department in the organization.
Service Request Section
You can classify service requests into different types. Each of these requests is defined in the
Classification page.
Select the type of service request: “Add Person”.
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Describe Your Request Section
Refer to the Common Elements of the Service Request above.
New Hire Details Section
The section displays all of the information about the person who is newly added to a specific work
within the organization. The information includes the person’s first name, last name, designation,
name of the reporting manager, mail ID, work phone, fax number, mobile number, name of the
organization and location.
Use the Search icon
to select the name of the location and reporting manager. In the search list,
the system displays a list of records that are retrieved from the associated business objects in the
Locations hierarchy and People page, respectively.
Other Locations Section
Refer to the Common Elements of the Service Request above.
Assets Section
Refer to the Common Elements of the Service Request above.
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Update Personnel Information Request Record
If a person is relocated to a new location, then you can use this request form for updating the person’s
profile in the People record (e.g., Employee, Consultant) and also for specifying any assets that will be
moved to the new location.
Update Personnel Information Request > General Tab
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General Tab
Review the elements of the saved Update Personnel Information service request below.
General Section
Refer to the Common Elements of the Service Request above.
Requested For Section
Refer to the Common Elements of the Service Request above.
Requested By Section
Refer to the Common Elements of the Service Request above.
Request Details Section
Refer to the Common Elements of the Service Request above.
Additional elements include the following fields.
Date Change Effective
Reason for Change
Use the Calendar icon
to select the date on which the selected
person(s) has to be changed from the current location to a new location.
You can specify the reason for changing the person (e.g., Promotion,
replacement, new position, etc.) from one work group to another.
Use the Search icon
to select a specific request. In the search list, the
system displays the available reasons that are retrieved from the Add
Reason business object in the Classifications hierarchy.
Service Request Section
You can classify service requests into different types. Each of these requests is defined in the
Classification page.
Select the type of service request: “Change Person”.
Describe Your Request Section
Refer to the Common Elements of the Service Request above.
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Updated Personnel Details Section
This section displays the information about the person who is relocated to a new work group. This
information includes the person’s first name, last name, designation, name of the reporting
manager, mail ID, work phone, fax number, mobile number, and name of the organization.
Use the Search icon
to select the reporting manager and name of the organization. In the search
list, the system displays the available records that are retrieved from the associated business objects
in the People page and Organizations hierarchy, respectively.
Other Locations Section
Refer to the Common Elements of the Service Request above.
Assets Section
Refer to the Common Elements of the Service Request above.
Move Details Tab
Enter any further details in the Move Details tab.
Update Personnel Information Request > Move Details Tab
Move Items Section
This section displays the Move Line Items (MLIs) associated with this request. The system displays
information regarding the MLIs such as the name, date, from, to and status in a line item format.
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Terminate Person Request Record
Using this service, you can raise a request for relieving a person from his or her current role and
responsibilities. In addition, you can also specify the asset that will be retrieved from the person who
will be relieved. Upon receiving this request, the authoritative department retires the corresponding
People record (e.g., Employee, Consultant).
Terminate Person Request > General Tab
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General Tab
Review the elements of the saved Terminate Person service request below.
General Section
Refer to the Common Elements of the Service Request above.
Requested For Section
Refer to the Common Elements of the Service Request above.
Requested By Section
Refer to the Common Elements of the Service Request above.
Request Details Section
Refer to the Common Elements of the Service Request above.
Additional elements include the following fields.
Effective Departure
Date
Reason
Use the Calendar icon
to select the date on which the respective
person has to be relieved from the current work group.
Use the Search icon
to select a specific reason (e.g., retirement, lay
off, etc.) for relieving the person from the organization. In the search list,
the system displays the list of records that are defined for the Remove
Reasons business object in the Classifications hierarchy.
Person has equipment
to return
Select the check box, if the relieving person has to return equipment(s)
that belong to the organization.
Person has keys to
return
Select this check box, if the relieving person has to return all of the keys
(e.g., draw keys, cabinet keys, etc.) allocated to him by the organization.
Service Request Section
You can classify service requests into different types. Each of these requests is defined in the
Classification page.
Select the type of service request: “Remove Person”.
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Describe Your Request Section
Refer to the Common Elements of the Service Request above.
Person to Remove Section
This section details you about the personal information of the person who has to be relieved from
the organization. The information includes the person’s name, work phone, email ID, name of the
organization, and location.
Use the Search icon
to select the personal details of the person who has to be relieved from the
organization. In the search list, the system displays a list of records that are retrieved from the
associated business object in the People page, Organizations hierarchy and Locations hierarchy
respectively. Selected the respective record(s) and click OK.
Unassign Locations Section
Refer to the Common Elements of the Service Request above.
In this section, you can add the location(s) associated with the person who is relieved from the
organization.
Unassign Assets Section
Refer to the Common Elements of the Service Request above.
In this section, you can add the assets (e.g., chairs, tables, cabinets, etc.) associated with the
person who is going to be removed from the organization.
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Locating/Finding Space
You can use the Locate/Find Space portal section to locate: (1) People, Rooms, and Equipment on Floor
Plans, and (2) Buildings, Structures, and Retail Locations on a map powered by the IBM TRIRIGA
Connector for ESRI Geographic Information System (GIS).
Use the following procedure to locate/find spaces.
To Locate/Find Spaces
Step 1
Sign in with the proper Move Planner role.
Step 2
From the Menu Bar, click Space > Find Space to open the Locate/Find Space portal
section.

Note – In addition, you can access the Locate/Find Space portal section via
Requests. From the Menu Bar, click Requests > Find Space.
Step 3
Review the Locate/Find Space portal section.
Step 4
Select an option as follows:
Step 5

Person – To search for a Person, select the “Person” option. An additional field
appears. Enter or select the Person’s name.

Room – To search for a Room, select the “Room” option. Additional fields appear.
Enter or select the Room, Building and/or Room Type.

Equipment – To search for Equipment, select the “Equipment” option. Additional
fields appear. Enter or select the Equipment, Floor and/or Equipment Type.

Building – To search for a Building, select the “Building” option. Additional fields
appear. Enter or select the Building and/or City.
Click Locate.

Note – For more information about the Locate/Find Space portal section,
refer to the IBM TRIRIGA 10 Request Central User Guide.
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Move Request Line Item
Move Services Requests generally involve many people and assets. For example, a Change Person
Request generally involves one person but may involve furnishings or other assets associated with that
person. These details are recorded in Move Request Line Item or Move Line Item (MLI) records.
Move Services Request > Move Details Tab > Move Items Section

Note – For more information about Move Services Requests, refer to the Move Services
Request Record above.
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Move Request Line Item Record
In the Move Services Request record, the Move Items section displays the Move (Request) Line Items
(MLIs) associated with the request. In addition, the section bar displays the following actions:

Add People – Click this action to open a People query, select one or more People, and create
MLIs from the selected People.

Add Room – Click this action to open a Space query, select one or more Spaces, and create MLIs
from the assigned People (if the Space is a Workpoint) and/or Room Function (if the Space is
not a Workpoint).
Click an MLI from the list to open the Move Request Line Item record and enter any additional details.
Move Request Line Item Record (Top Half)
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Move Request Line Item Record (Bottom Half)
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General Tab – General Section
Move Request Line Item Record > General Section
General Section
ID
This field is system assigned to uniquely identify the Move Line Item.
Status
The system displays the current status of the Move Line Item.
Name
Displays the name of the person or asset being moved.
Parent Move With Item
This field displays the parent Move Line Item if this is a child MLI.
Planned Move Date
Use the Calendar icon
to select the date on which the move from the
current location to the new location is planned.
Close Time
Use the Calendar icon
location is completed.
Assignment Required?
If no vacant space or no matching entitlement space is available, the
system selects this field. In this case, the request is submitted to the Move
Planner for the proper assignment.
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General Tab – Sub-Tabs
Beneath the General section, the system displays five sub-tabs: Details, Child Items, Facilities
Projects, Work Tasks and Request. These sub-tabs are explained below.
Details Sub-Tab
Move Request Line Item Record > Details Sub-Tab
Details Sub-Tab & Section
Move Type
Use the List icon
to select the type of move.
The system displays a different set of sub-tabs or sections in the Move Line
Item record, depending upon your Move Type selection: “Person”, “Person
with Assets”, “Room Function”, “Asset”, “Equipment” or “Other”.
Move Class
This field displays the class of the move: “Different City”, “Same City –
Different Building”, “Same Building – Different Floor”, “Same Floor –
Different Space” or “New Hire”.
Move Item Type
Use the List icon
to select the appropriate type.
For a Move Type of “Asset”, “Equipment” or “Other”, more specific Move
Item Types are available: “Furniture”, “IT”, “Telecom” and “Other”.
Move Category
Use the List icon
to select the appropriate category.
This field displays the category of the move: “Box Move”, “Construction
Move” or “Furniture Move”.
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Details Sub-Tab & Section
Move Item Action
Use the List icon
to select the appropriate action.
For a Move Type of “Person”, “Person with Assets” or “Room Function”,
more specific Move Item Actions are available: “Move”, “Add”, “Change”
and “Retire”.
For a Move Item Type of “Furniture”, “IT” or “Telecom”, a wider range of
specific Move Item Actions are available (e.g., “Move”, “Add”, “Remove”,
“Repair”, “Reposition”, “Install”, “Disconnect”, “Feature Change”, etc.).
Number Boxes
Enter the number of boxes related to this Move Line Item.
New Employee?
For a Move Type of “Person” or “Person with Assets”, select this check box
if the person is a new employee.
This field is hidden for other Move Types.
Quantity
Enter the applicable quantity to this particular Move Line Item.
This value defaults to “1”. This field applies differently based on Move
Type. If the item(s) being moved are represented by individual records in
IBM TRIRIGA, you should create individual Move Line Items for each item
and leave this value as “1” for each Move Line Item. The possible
exceptions to this may apply to Move Types of “Equipment” or “Other”.
Task Move Discipline
Use the Search icon
to select the appropriate move discipline.
This field displays the discipline of the move (e.g., “Artwork”, “Clean
Occupied Space”, “Deliver Boxes – Bulk”, “Environmental”, “Security”,
“Telecom”, etc.)
Task Service Class
Use the Search icon
to select the appropriate service assignment class.
This field displays the class of the move (e.g. “Conference Services”,
“Facilities”, “Information Technology”, “Office Services”, “Project”, etc.)
Item Description
Enter the applicable description of this Move Line Item.
Move Instructions
Enter the applicable instructions for this Move Line Item.
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Child Items Sub-Tab
Move Request Line Item Record > Child Items Sub-Tab
Child Items Sub-Tab & Section
In this section, you can add child Move Line Items associated with this Move Line Item.
Use the Add action to create a new Move Request Line Item record as a child Move Line Item.
Use the Add Persons Assets action to retrieve any assets associated with the Person being moved
(i.e., a Move Type of “Person” or “Person with Assets”).
Use the Add From Location Assets action to retrieve any assets associated with the From Location
of the Person, Room Function, Asset, Equipment or other item being moved. The system displays the
selected child details in a line item format.
To delete a record from this list, select the check box beside the record and click Remove.
Facilities Projects Sub-Tab
Move Request Line Item Record > Facilities Projects Sub-Tab
Facilities Projects Sub-Tab & Section
In this section, you can find Facilities Projects associated with this Move Line Item.
Use the Find action to select the project. In the search list, the system displays the available
records. Select the respective record(s) and click OK. This system displays the selected project
details in a line item format.
To delete a record from this list, select the check box beside the record and click Remove.

Note – For more information about Facilities Projects, refer to the IBM TRIRIGA 10
Program and Project Management User Guide.
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Work Tasks Sub-Tab
Move Request Line Item Record > Work Tasks Sub-Tab
Work Tasks Sub-Tab & Section
In this section, you can find Work Tasks associated with this Move Line Item.
Use the Find action to select the task. In the search list, the system displays the available records.
Select the respective record(s) and click OK. This system displays the selected task details in a line
item format.
To delete a record from this list, select the check box beside the record and click Remove.

Note – For more information about Work Tasks, refer to the IBM TRIRIGA 10 Program and
Project Management User Guide.
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Request Sub-Tab
Move Request Line Item Record > Request Sub-Tab
Request Sub-Tab & Section
In this section, the system displays the Move Services Request, if applicable, associated with this
Move Line Item.
ID
This field displays a unique number identifying the Move Services record.
Requested By
This field displays the name of the requestor who raised the request.
Requested For
This field displays the name of the person for whom the request was
raised.
Description
This field displays a brief note about the move services for which the
request was created.

Note – For more information about Move Services Requests, refer to the Move Services
Request Record above.
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General Tab – Estimated Costs Section
Beneath the sub-tabs, the system displays the Estimated Costs section.
Move Request Line Item Record > Estimated Costs Section
Estimated Costs Section
Estimated Costs
Calculated
This field displays the system-generated estimated cost for the Move Line
Item (MLI), based on Move Cost Estimates, Space, and Location Cost Index,
calculated as follows:

Estimated Cost (before Cost Index) = A + (B * C)

If D > 0, Estimated Cost = Estimated Cost (before Cost Index) * D
Where:

A = Cost Per Person Moved (from Move Cost Estimate record
specified in the Application Settings and/or Building record)

B = Cost Per Square Foot Moved (from Move Cost Estimate record
specified in the Application Settings and/or Building record)

C = Square Footage (from Space record)

D = Move Location Cost Index (from Building record)

Currency
Note – For more information about Move Policy Settings,
Move Cost Estimates and Location Cost Index, refer to the
Move Policy & Cost Estimates, Application Settings Record
and Building Record below.
Use the List icon
to select the currency type that will be used for the
cost-related fields in the Move Line Item (MLI).
The system displays the options (US Dollars, Indian Rupees, etc.) that
are defined for the Currency in the Tools > Lists page. By default, the
system displays the currency set by the administrator.
Estimated Cost Other
Enter any other estimated costs related to this Move Line Item.
As a Move Planner, you can manually augment or modify the systemgenerated estimated cost to account for redesign, reconfiguration, or
other known costs. Entering a value alters the overall estimated cost
below.
Estimated Cost Total
This field displays the total of the Estimated Costs Calculated field and
Estimated Cost Other field above.
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General Tab – Additional Sub-Tabs & Sections
Beneath the Estimated Costs section, the system displays a different set of sub-tabs or sections,
depending upon your Move Type selection (in the Details section) above: “Person”, “Person with
Assets”, “Room Function”, “Asset”, “Equipment” or “Other”.
Move Type – Person or Person with Assets
When a Move Type of “Person” or “Person with Assets” is selected, the system displays two sections:
Person and Person New Values. These sections are explained below.
Move Request Line Item Record > Person Section & Person New Values Section
Person Section
In this section, the system displays the Person being moved via this Move Line Item.
Use the Find action to select or change the Person. In the search list, the system displays the
available records. Select the record and click OK. Otherwise, you can also use the Name Lookup field
to select the Person. Click the name of the Person. Once the Person is selected, the fields in this
section are populated from the Person record.
To remove the Person from this Move Line Item, click Clear.
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Person New Values Section
In this section, the system displays any applicable Person details that plan to change with the move.
New Title
Enter the new title of the Person.
New Work Phone
Enter the new work phone number of the Person.
New Functional Role
Use the Search icon
New Mobile
Enter the new mobile phone number of the Person.
New Reports To
Use the Search icon
New Email
Enter the new email address of the Person.
New Primary
Organization
Use the Search icon
Person.
to select the new Functional Role of the Person.
to select the new Reports To of the Person.
to select the new Primary Organization of the
Move Type – Room Function
When a Move Type of “Room Function” is selected, no sub-tabs or sections specific to Room Function
are displayed.
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Move Type – Asset
When a Move Type of “Asset” is selected, the system displays three sub-tabs: Asset, Re-Assign Asset
and Phone and Network Details. These sub-tabs are explained below.
Move Request Line Item Record > Asset Sub-Tab
Asset Sub-Tab & Section
In this section, the system displays the Asset being moved via this Move Line Item.
Use the Find action to select or change the Asset. In the search list, the system displays the
available records. Select the record and click OK. Once the Asset is selected, the fields in this
section are populated from the Asset record.
To remove the Asset from this Move Line Item, click Clear.
Move Request Line Item Record > Re-Assign Asset Sub-Tab
Re-Assign Asset Sub-Tab & Section
In this section, the system displays any Asset assignments that plan to change with the move.
Re-Assign Asset to Person
Use the Search icon
to select the new Person assignment.
This field designates how the system will modify the Person to whom the
Asset is assigned, upon completion of the Move Request.
Re-Assign Asset to
Organization
Use the Search icon
to select the new Organization assignment.
This field designates how the system will modify the Organization to
which the Asset is assigned, upon completion of the Move Request.
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Re-Assign Asset Sub-Tab & Section
Clear Current Assignment
Select the check box to remove any prior associations between the Asset
and its former Person and/or Organization assignment, upon completion
of the Move Request.
Move Request Line Item Record > Phone and Network Details Sub-Tab
Phone and Network Details Sub-Tab & Section
In this section, the system displays any IT/Telecom details that plan to change with the move.
Enter the old and new information plus any additional notes.
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Move Type – Equipment
When a Move Type of “Equipment” is selected, the system displays three sub-tabs: Specification,
Phone and Network Details and Re-Assign Equipment. These sub-tabs are explained below.
Move Request Line Item Record > Specification Sub-Tab
Specification Sub-Tab & Section
In this section, the system displays the Specification of equipment being moved.
In some circumstances, items that need to be moved are not tracked as individual records in IBM
TRIRIGA. Perhaps file cabinets or other similar lower cost furnishings or inventory. To account for
these situations, Move Line Items can be associated with a Specification. In this case, you need to
specify the number of items in the Quantity field (of the Details section above).
Use the Find action to select or change the Specification. In the search list, the system displays the
available records. Select the record and click OK. Once the Specification is selected, the fields in
this section are populated from the Specification record.
To remove the Specification from this Move Line Item, click Clear.
Move Request Line Item Record > Phone and Network Details Sub-Tab
Phone and Network Details Sub-Tab & Section
In this section, the system displays any IT/Telecom details that plan to change with the move.
Enter the old and new information plus any additional notes.
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Move Request Line Item Record > Re-Assign Equipment Sub-Tab
Re-Assign Equipment Sub-Tab & Section
In this section, the system displays any Equipment assignments that plan to change with the move.
Re-Assign Equipment to
Person
Use the Search icon
to select the new Person assignment.
This field designates how the system will modify the Person to whom the
Equipment is assigned, upon completion of the Move Request.
Clear Current Assignment
Select the check box to remove any prior association between the
Equipment and its former Person assignment, upon completion of the
Move Request.
Move Type – Other
When a Move Type of “Other” is selected, the system displays two sub-tabs: Specification and Phone
and Network Details. These sub-tabs are explained below.
Move Request Line Item Record > Specification Sub-Tab
Specification Sub-Tab & Section
In this section, the system displays the Specification of other items being moved.
In some circumstances, items that need to be moved are not tracked as individual records in IBM
TRIRIGA. Perhaps file cabinets or other similar lower cost furnishings or inventory. To account for
these situations, Move Line Items can be associated with a Specification. In this case, you need to
specify the number of items in the Quantity field (of the Details section above).
Use the Find action to select or change the Specification. In the search list, the system displays the
available records. Select the record and click OK. Once the Specification is selected, the fields in
this section are populated from the Specification record.
To remove the Specification from this Move Line Item, click Clear.
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Move Request Line Item Record > Phone and Network Details Sub-Tab
Phone and Network Details Sub-Tab & Section
In this section, the system displays any IT/Telecom details that plan to change with the move.
Enter the old and new information plus any additional notes.
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General Tab – From/To Location Sub-Tabs & Sections
Beneath the Move Type-specific sub-tabs or sections, depending upon your Move Type selection above,
the system displays a different set of From/To Location sub-tabs and sections: From/To Location,
(From/To) Graphic, From/To Location New Values, From/To Location Chargeback Orgs, (From/To) Add
Orgs and (From/To) Remove Orgs.
Move Request Line Item Record > From/To Location Sub-Tabs & Sections (Move Type of Person)
From/To Location Sub-Tab & Section
From Location. In this section, by default, the system displays the current Primary Location of the
Person, Room Function, Asset, Equipment or other item being moved.

For a Move Type of “Room Function”, “Equipment” or “Other”, use the Find or Graphic Find
action to select the Location from which the item is moving. To remove the Location from
this Move Line Item, click Clear.

For a Move Type of “Person”, “Person with Assets” or “Assets”, these actions are hidden.

Use the Search icon
to select the Move Planner for the selected Location.
To Location. Use the Find or Graphic Find action to select the Location to which the Person, Asset,
Equipment or other item is moving. To remove the Location from this Move Line Item, click Clear.

Use the Search icon
to select the Move Planner for the selected Location.
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(From/To) Graphic Sub-Tab & Section
From Location. In this section, by default, the system displays the available graphic of the current
Primary Location of the Person, Room Function, Asset, Equipment or other item being moved.
To Location. When you select a new Building or change the existing Building in the To Location subtab above, the available graphic for the Building appears in this section.
From/To Location New Values Section
In this section, the system displays any applicable Location details that plan to change with the
move.

For a Move Type of “Person”, “Person with Assets” or “Room Function”, enter the new
information: New Space Class, New Mail Stop, New Primary Phone, and New Capacity.

For a Move Type of “Asset”, “Equipment” or “Other”, this section is hidden.
From/To Location Chargeback Orgs Sub-Tab & Section
In this section, by default, the system displays the current Organizations of the From/To Location for
this Move Line Item.
Select the check box beside each Organization and use the Mark for Removal action to move
Organizations from this list to the Remove Orgs sub-tab below.

Note – There may be cases where the actual occupying organization (Human
Resources Org) does not coincide with the chargeback organization (Financial Org) for
a Space. If so, refer to the Space Occupancy Allocations vs. Space Chargeback
Allocations (Space Management chapter) above.
(From/To) Add Orgs Sub-Tab & Section
In this section, you can find Organizations to add to the From/To Location for this Move Line Item.
Use the Find action to select the Organization. In the search list, the system displays the available
records. Select the respective record(s) and click OK. This system displays the selected Organization
details in a line item format.
To delete a record from this list, select the check box beside the record and click Clear.
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(From/To) Remove Orgs Sub-Tab & Section
In this section, you can remove Organizations (which have been Marked for Removal above) from
the From/To Location for this Move Line Item.
To delete a record from this list, select the check box beside the record and click Clear.
General Tab – Space Scenario Section
Beneath the From/To Location sub-tabs and sections, the system displays the Space Scenario section.
Move Request Line Item Record > Space Scenario Section
Space Scenario Section
In this section, the system displays any Strategic Facility Planning (SFP) Scenario information
associated with this Move Line Item.

Note – For more information about Strategic Facility Planning (SFP), refer to the SFP
Scenarios Sub-Tab & Section below.
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Move Planning Process
Beyond the simple self-service Move Request process, IBM TRIRIGA also addresses the need for a
convenient Move Design tool to increase the efficiency and accuracy of Move Planning.
Move Planning Process (in green)
Move Planning Setup
To ensure that the Move Planning process operates efficiently and accurately, the following settings
should be established: Move Policy and Move Cost Estimates, Functional Roles, and Functional Role
Entitlements. Consequently, this section covers the following topics:

Move Policy & Cost Estimates

Application Settings Record

Building Record

Functional Role Entitlement

Setting Up the Move Policy & Cost Estimates

Setting Up a Functional Role

Setting Up an Entitlement for a Functional Role

Setting Up a Person with a Functional Role
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Move Policy & Cost Estimates
The default application-wide behavior for Move Line Items (MLIs) is established in the Move Policy
Settings section, on the Move Planning Settings tab of the Application Settings record. These Move
Policies control the default behavior of Move Line Items. Moreover, when a Move Line Item is created,
the estimated costs are obtained by finding a “match” to one of the line items in the Move Cost
Estimates section on the same Move Planning Settings tab.
In addition to this default behavior, Move Policy and Move Cost Estimate settings can be overridden at
the Building record level. These Building-level Move Policies are found on the Move tab of the specific
Building record. During a move process, the system first checks the Building record to see if any
Building-level Move Policies should override the application-wide Move Policies. If so, these Buildinglevel Move Policies are implemented. Otherwise, the default application-wide Move Policies are
implemented.
Application Settings Record
The Application Settings record stores the default settings for the IBM TRIRIGA application. The record
is categorized into different tabs. By default, the system displays the General tab.
Use the following procedure to view the Move Planning settings.
To View the Move Planning Settings
Step 1
Sign in with the proper System Administrator role.
Step 2
From the Menu Bar, click Tools > System Setup > General > Application Settings to
open the Application Settings record.
Step 3
Review the form that appears.

Click the Move Planning Settings tab to view the Move Policy Settings section.

Note – For Move Requesters, finding vacant space is always based on the
Functional Role entitlement. Meanwhile, Move Planners have the ability to
override the entitlement business rule and assign to any assignable space.
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Move Planning Settings Tab
Move Policy Settings Section
In this section, check (“Yes”) or uncheck (“No”) the boxes to select or unselect the Move Policy
settings, respectively.
1. Universally, do not allow "TO" locations to be selected for Self Service move requests?
2. When moving a Person to a location, do you want to restrict their "Move To" Location to their
Functional Role Entitlements?
3. When moving a Person or Room to a location, do you want to add their Organization as a
Chargeback Organization of the "Move To" Location?
4. When moving a Person from a location, do you want to automatically include their Assets and
Equipment?
5. When moving a Room from a location, do you want to automatically include its Assets and
Equipment?
6. When moving a Person or Room from a location, do you want to remove the Chargeback
Organization from the room when it is vacated or moved?
7a. When moving a Person or Room from a location, do you want to add a new Chargeback
Organization to the room when it is vacated or moved?
7b. New Organization
Use the Search icon
to select an alternate Organization. In cases where
the person moved is the last person in that Organization, an alternate
Organization can be specified as a replacement.
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Move Cost Estimates Section
You can set the approximate value of moving a person from one location to another. This
approximation is based on where the person is moving from (i.e., Cost Per Person Moved and Cost
Per Square Foot Moved) and can be set for each Move Type, Move Class and Move Category.
For example, you can create a different Move Cost Estimate record specifying a different set of costs
for each of the following situations:

Move Type: “Person”, “Person with Assets”, “Room Function”, “Asset”, “Equipment” or
“Other”.

Move Class: “Different City”, “Same City – Different Building”, “Same Building – Different
Floor”, “Same Floor – Different Space” or “New Hire”.

Move Category: “Box Move”, “Construction Move” or “Furniture Move”.
Use the Add action to create a new Move Cost Estimate record. The system displays the Move Cost
Estimate form, wherein you can perform the following steps:

Enter the Name, Currency, and all of the cost estimate details. Be sure to include the Move
Type, Move Class, Move Category, Cost Per Person Moved, and Cost Per Square Foot Moved.

Click the Create action.
The new Move Cost Estimate record is displayed as a line item in this section. The Remove action
enables you to delete selected cost estimates from the list.

Note – In addition to entering the costs, select the values for Move Type, Move Class,
and Move Category. By setting this combination of values, specific Move Line Items
can properly find a “match” to one of these cost-estimate line items.

Note – If necessary, the proper System Administrator role can access the Move Cost
Estimate records by clicking Tools > Application Setup > Moves > Type Estimates.
Move Cost Estimate Record
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Building Record
The Move tab of the Building record allows Move Planners to override the default application-wide
settings set in the Move Planning Settings tab of the Application Settings record. The Building record is
categorized into different tabs. By default, the system displays the General tab.
Use the following procedure to view the Move Planning settings.
To View the Move Planning Settings
Step 1
Sign in with the proper Move Planner role.
Step 2
Navigate to and open the Building record.
Step 3
Review the form that appears.

Click the Move tab to view the Move Policy Settings section.
Move Tab
Move Policy Settings Section
In this section, check (“Yes”) or uncheck (“No”) the boxes to select or unselect the Move Policy
settings, respectively.
Disable building for
Move planning?
Select the check box to hide this Building from being selected as a “Move
To” Location.
Do you want to enable the ability to select a "Move To" Location from Self Service Move Requests?
* Do you want to use the Move Policies below, instead of those defined at the Application level?

Note – The Move Policies “below” include check boxes 1 through 6b, as well as the
Location Cost Index section, and the Move Cost Estimates section.
1. When moving a Person to this location, do you want to restrict their "Move To" Location to their
Functional Role Entitlements?
2. When moving a Person or Room to this location, do you want to add their Organization as a
Chargeback Organization of the "Move To" Location?
3. When moving a Person from this location, do you want to automatically include their Assets and
Equipment?
4. When moving a Room from this location, do you want to automatically include its Assets and
Equipment?
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Move Policy Settings Section
5. When moving a Person or Room from this location, do you want to remove the Chargeback
Organization from the room when it is completely vacated or moved?
6a. When moving a Person or Room, do you want to add a new Chargeback Organization to the room
when it is vacated or moved?
6b. New Organization
Use the Search icon
to select an alternate Organization. In cases where
the person moved is the last person in that Organization, an alternate
Organization can be specified as a replacement.
Location Cost Index
In addition to Move Cost Estimates (refer to the next section), you can attach a coefficient or index
to adjust the Estimated Cost of a Move Line Item (MLI) at the Building level.
For example, for each MLI:

Assuming Location Cost Index = X

Unadjusted Estimated Cost = U

If X > 0, then adjusted Estimated Cost = X * U
Use the Search icon
to select the proper Location Cost Index record for this Building. The new
Location Cost Index information is displayed in this section. The Clear icon
enables you to remove
the information from the list.

Note – A single Location Cost Index record can apply to multiple Building records.
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Move Cost Estimates Section
You can set the approximate value of moving a person from one location to another. This
approximation is based on where the person is moving from (i.e., Cost Per Person Moved and Cost
Per Square Foot Moved) and can be set for each Move Type, Move Class and Move Category.
For example, you can create a different Move Cost Estimate record specifying a different set of costs
for each of the following situations:

Move Type: “Person”, “Person with Assets”, “Room Function”, “Asset”, “Equipment” or
“Other”.

Move Class: “Different City”, “Same City – Different Building”, “Same Building – Different
Floor”, “Same Floor – Different Space” or “New Hire”.

Move Category: “Box Move”, “Construction Move” or “Furniture Move”.
Use the Add action to create a new Move Cost Estimate record. The system displays the Move Cost
Estimate form, wherein you can perform the following steps:

Enter the Name, Currency, and all of the cost estimate details. Be sure to include the Move
Type, Move Class, Move Category, Cost Per Person Moved, and Cost Per Square Foot Moved.

Click the Create action.
The new Move Cost Estimate record is displayed as a line item in this section. The Remove action
enables you to delete selected cost estimates from the list.

Note – In addition to entering the costs, select the values for Move Type, Move Class,
and Move Category. By setting this combination of values, specific Move Line Items
can properly find a “match” to one of these cost-estimate line items.

Note – If necessary, the proper System Administrator role can access the Move Cost
Estimate records by clicking Tools > Application Setup > Moves > Type Estimates.
Move Cost Estimate Record
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Functional Role Entitlement
As part of the Move Planning process, a person has a Functional Role assigned on their People record. A
Space has a Space Class, and in turn the Space Class has a Space Standard Specification, which also has
an association to the Functional Role entitlements to that Space. Therefore, the system only allows the
viewing and selecting of spaces having that person’s Functional Role associated to the Space Standard
Specification. Refer to the diagram below.
Functional Role Assignment & Entitlement
With the IBM TRIRIGA system, both Move Planners and Move Requesters can locate matching spaces
based on the Functional Role of the Person in the selected Move Line Item (MLI). However, only Move
Planners have the option to override this rule and select any space.
Setting Up the Move Policy & Cost Estimates
Use the following procedure to set up the move policy and move cost estimates.
To Set Up the Move Policy & Cost Estimates
Step 1
Sign in with the proper System Administrator role.
Step 2
From the Menu Bar, click Tools > System Setup > General > Application Settings to
open the Application Settings record.
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To Set Up the Move Policy & Cost Estimates
Step 3
Review the form that appears.

Click the Move Planning Settings tab to view the Move Policy Settings section.
Step 4
In the Move Planning Settings tab, review the Move Policy Settings section. Check
(“Yes”) or uncheck (“No”) the boxes to select or unselect the settings, respectively.
Step 5
Scroll down to the Move Cost Estimates section.
Step 6
Click the Add action to create a new Move Cost Estimate record. The Move Cost
Estimate form appears.
Step 7
Enter a Name and the relevant cost details. Click Create.
The Move Cost Estimate record is created and appears in the Move Cost Estimates
section of the Application Settings record.
Step 8
In the Application Settings record, click Save or Save & Close to save your settings.
Step 9
To override these default Move Planning Settings at the Building record level:

Open the specific Building record. Click the Move tab.

Review the Move Policy Settings section, Location Cost Index section, and Move
Cost Estimates section.

Select the setting in blue text as marked with the asterisk.

Then edit any other settings where necessary.

Click Save or Save & Close to save your settings.
Setting Up a Functional Role
Use the following procedure to set up a functional role.
To Set Up a Functional Role
Step 1
Sign in with the proper System Administrator role.
Step 2
From the Menu Bar, click Tools. The Tools page opens.
Step 3
In the Tools – Application Administration portal section, click Classifications. The
Classifications page opens.
Step 4
In the Hierarchy panel, scroll down to and expand the Roles classification.
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To Set Up a Functional Role
Step 5
Step 6
Select Functional Roles.

Then click New > Roles from the menu.

Otherwise, select an existing role from the main panel.

The Roles form appears.
In the Roles form:

Enter a Name.

Check the Entitlement Role check box.

Set the Default Assignment Type to “Assigned”.

Click Create.

The Roles record is created. The new role is listed under Functional Roles.
Setting Up an Entitlement for a Functional Role
Use the following procedure to set up an entitlement for a Functional Role.
To Set Up an Entitlement for a Functional Role
Step 1
Sign in with the proper Move Planner role.
Step 2
From the Menu Bar, click Portfolio > Set Up > Specification > Space Standards to
open the Space Standards results page.
Step 3
Click Add to create a new Space Standard Spec record.
Step 4
Review the form that appears.
Step 5
Step 6

Specify the details regarding the Space Standard Spec record.

Click Create Draft.

The Space Standard Spec record is created.
Scroll down to the Entitlements section.

Click Find.

The popup displays all available Functional Roles, including the one you just
created.
Select your new Functional Role.

Select any other Functional Roles that pertain to the Space Standard.

Click OK.

The Functional Role now appears in the Entitlements section.
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To Set Up an Entitlement for a Functional Role
Step 7
Click the Activate action.

The Space Standard Spec record closes, is now in an Active state, and is listed
under Space Standards.
Step 8
Return to the Classification Hierarchy.
Step 9
In the Hierarchy panel, scroll down to the Space Class Current classification.
Step 10 Click Space Class Current.

Then click New > Space Class Current from the menu.

Otherwise, select an existing class from the main panel.

The Space Class Current form appears.
Step 11 In the Space Class Current form:

Enter a Name.

Check the OSCRE Standard check box.
Step 12 Next, check the following check boxes:

Workpoint (i.e., for a People move, as opposed to a Room Function move)

Exterior Gross, Interior Gross, Assignable, Rentable, and Usable.

Note – For a further discussion of IFMA/BOMA and OSCRE space standards,
refer to the Space Classification Standards above, and to the IBM TRIRIGA
10 Portfolio Management User Guide (Location Manager chapter).
Step 13 Next, for the Default Space Standard field:

Click the Search icon

From the popup list, select the Space Standard Spec record activated with your
Functional Role(s).

Click OK.
.
Step 14 Click Create.

The Space Class Current record is created and listed under Space Class Current.
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Setting Up a Person with a Functional Role
Use the following procedure to set up a person with a Functional Role.
To Set Up a Person with a Functional Role
Step 1
Sign in with the proper Move Planner role.
Step 2
From the Menu Bar, click Portfolio > People > Employees to open the Employees
results page.
Step 3
Select an existing Employee record.
Step 4
Review the form that appears.
Step 5
Click Revise to edit the record.
Step 6
Next, for the Functional Role field.
Step 7

Click the Search icon

From the popup list, select the proper Functional Role.
.
Click the Activate action.

The Employee record closes, and is now set up with a Functional Role.
Plan Moves & Manage Moves
At the core of the Move Planning process, the Plan Moves form (Move Designer tab) and Manage Moves
form (Move Project Planner tab) provide a powerful environment for Move Planners to conduct move
design, analysis and planning. For instance, Move Planners have the ability to:

Quickly manage move requests and move projects via Move Line Items (MLIs).

Manipulate room assignments for People, Assets, Equipment, and Room Functions via graphical
representation of the floors.

Create and compare different room or floor layout options to determine the best option.

Submit a request for a room or floor layout change to the Interior Designer or CAD Designer.
This section covers the following topics:

Accessing Plan Moves and Manage Moves

Plan Moves vs. Manage Moves

Plan Moves – Move Designer Tab

Move Designer Tab - Sections

Manage Moves – Move Project Planner Tab

Move Project Planner Tab - Sections
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Accessing Plan Moves and Manage Moves
Use the following procedure to access the Plan Moves form and Manage Moves form.
To Access the Plan Moves Form and Manage Moves Form
Step 1
Sign in with the proper Move Planner role.
Step 2
From the Menu Bar, click Space > Plan Moves to open the Plan Moves form.
Otherwise, click Space > Manage Moves to open the Manage Moves form.
Step 3
If you clicked Plan Moves, review the following Plan Moves form that appears. By
default, the system displays the Move Designer tab.
Step 4
If you clicked Manage Moves, review the Manage Moves form that appears. By
default, the system displays the Move Project Planner tab.
Plan Moves vs. Manage Moves
The two primary forms – Plan Moves and Manage Moves – represent two functional levels or tools of the
Move Planning process:

Plan Moves – You can use this form to manage Move Line Items (MLIs). For example, assigning
spaces to Move Line Items graphically will be accomplished with this tool, not the Move Project
Planner tool.

Manage Moves – You can use this form to manage Move Projects. In other words, while the
Move Designer tool assembles and sets all of the tasks into place, the actual execution and
completion of these tasks are managed with Move Projects (i.e., Move-type Facilities Projects).
Plan Moves – Move Designer Tab
The Plan Moves form represents a tool driven primarily by Move Line Items (MLIs). As a Move Planner,
you can manage MLIs to organize and complete Move Requests, place MLIs into Move (Facilities)
Projects to be worked on as tasks, or close them out directly from the Plan Moves form. Moreover, you
can “split” or “combine” Move Projects by moving or reassigning MLIs between these projects.
The Plan Moves form, via the Move Designer tab, features graphical sections for the From/To
Locations. In turn, these graphics display Floors, with certain Spaces highlighted based on the
established criteria or entitlements. Consequently, you can select a Space on the graphical section and
assign that Space to the selected MLI. Accompanying the graphical sections, query sections are also
featured, with which you can select and assign the same Space to the MLI in a non-graphical text-based
format.
With the Plan Moves form, you can also submit a design-change request to the Interior Designer or CAD
Designer to modify an existing Floor or Space within the CAD drawing. The design-change request can
contain multiple layout options to determine the best option. Once an option is chosen, the new
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planned Floor or Space is selectable in the graphical section for the To Location. Afterwards, when the
move into a planned Space is completed, a request can be sent to the Interior Designer or CAD Designer
to update the CAD drawing.
Move Designer Tab (Top Half)
Move Designer Tab (Bottom Half)
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Move Designer Tab > Show All MLI
Move Designer Tab - Sections
Move Designer Tab
Show All MLI
Select this check box (then click away) to show all active Move Line Items
(MLIs) in the All Move Line Items section.
When this check box is not selected, the following sub-tabs and sections
are displayed:

Requests

Projects

Design Change Request

SFP Scenarios

Move Line Items for Selected Request/Project/Scenario
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Move Designer Tab – When Not Showing All MLI
Move Designer Tab > Requests Sub-Tab
Requests Sub-Tab & Section
As a Move Planner, you can review and work with Move Services Requests. In this section, the system
displays information regarding the requests such as the ID, classification, description and status of
the request in a line item format.

Note – Only Move Services Requests occurring in locations where you are designated as
the Move Planner are displayed. For more information on Manage Move Locations and
Manage Move Geographies, refer to the IBM TRIRIGA 10 Portfolio Management User
Guide.

Note – For Move Requesters, finding vacant space is always based on the Functional
Role entitlement. Meanwhile, Move Planners have the ability to override the
entitlement business rule and assign to any assignable space.
When you select a request, the associated Move Line Items (MLIs) appear in the Move Line Items for
Selected Request section below.
Projects Sub-Tab & Section
As a Move Planner, you can review and work with Move Projects. In this section, the system displays
information regarding the projects such as the ID, created date, name and status of the project in a
line item format.

Note – To view your assigned Move Projects (on the Move Designer tab), you must be
assigned with a contact role of Move Planner on the Contacts tab of the Move
(Facilities) Project.
When you select a project, the associated Move Line Items (MLIs) appear in the Move Line Items for
Selected Project section below.
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Design Change Requests Sub-Tab & Section
As a Move Planner, you can review and work with Design Change Requests. In this section, the system
displays information regarding the requests such as the ID, created date, description and status of
the request in a line item format.
Use the Add action to create a new Design Change Request record. The system displays the Design
Change Request form, wherein you can perform the following steps:

Enter the Description, Date Required, Location Requested, Requested By and Contact Roles.

Click the Create Draft action.
The new Design Change Request record is displayed as a line item in this section.
When you select a request, the associated design options (by the Interior Designer or CAD Designer)
appear in the Design Options for Selected Design Change Request section below.
SFP Scenarios Sub-Tab & Section

Note – For full functionality of the SFP Scenarios sub-tab, you need a Strategic Facility
Planning (SFP) license. For more information about SFP, refer to the IBM TRIRIGA 10
Strategic Facility Planning User Guide.
As a Move Planner, you can review and work with Strategic Facility Planning (SFP) Scenarios. In this
section, the system displays information regarding the scenarios such as the ID, name, space plan
and status of the scenario in a line item format.
Select a scenario then click the Create Line Items action to create new Move Line Item records. The
system displays the Create SFP Move Line Items form, wherein you can perform the following steps:

Create Move Line Items related to specific Move Items of an approved SFP Scenario.

Click the Done action.
The new Move Line Item records are displayed as line items in this section.
Note – There is a distinction between Move Items and Move Line Items (MLIs).

With Strategic Facility Planning (SFP), the Stack & Move tool allows a Move Planner to
graphically rearrange people, assets, equipment and room functions between
buildings, floors, and spaces. This rearrangement process is translated into “Move
Steps” or “Move Items”, one record for each step that the Stack & Move tool
performs.
Consequently, in the Move Designer tab, you can create Move Line Items (MLIs) from
these “Move Items”, and work with them like other standard MLIs.
Moreover, when you select a scenario, the associated Move Line Items (MLIs) appear in the Move Line
Items for Selected Scenario section below.
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Move Designer Tab > Move Line Items for Selected Request Section
Move Line Items for Selected Request/Project/Scenario Section
When you select an assigned Move Request, Move Project or Strategic Facility Planning (SFP)
Scenario from the respective sub-tab above, the associated Move Line Items (MLIs) appear in this
section. The system displays information regarding the MLIs such as the ID, type, name, from, to,
date, planner (from) and planner (to) in a line item format.
When you select an MLI from the list, assignments can be made for the selected MLI in the following
sections:

From Location and To Location sections

Graphic View (From) and Graphic View (To) sections

List View (From) and List View (To) sections
In addition, depending on the sub-tab selected above, the section bar displays a different
combination of the following actions:

Add – Click this action to open the Move Request Line Item form, and create any type of MLI.

Add People – Click this action to open a People query, select one or more People, and create
MLIs from the selected People.

Add Room – Click this action to open a Space query, select one or more Spaces, and create
MLIs from the assigned People (if the Space is a Workpoint) and/or Room Function (if the
Space is not a Workpoint).

Graphic Find – Click this action to open the Move Graphic Find tool, search for a Building or
City, select one or more Spaces, and create MLIs from the selected Spaces.

Add to Project/Task – Click this action to open the Move Request Line Item Project and Task
Assignment tool, select the specific Move Project/Task, select one or more MLIs, and assign
those MLIs to the selected Move Project/Task.

Create Request – Click this action to open the Move Services request form, enter the Move
Type, Move From, Move Date and other move details, and create a standard Move Request.

Planner Assignments – Click this action to open the Move Planner Assignment tool, select
one or more MLIs, and assign or remove Move Planners for From Locations or To Locations.

Auto Assign – Click this action to open the Auto Assignment tool, select the specific Building
or Floor, select one or more MLIs, and auto-assign to let the system choose the Spaces to
which the People (and any child Assets or Equipment) are assigned.

Close-Out – Click this action to open the Close Out Move Request Line Items tool, select one
or more MLIs, and close-out to complete the MLIs.

Bulk Print Move Items – Click this action to open the Bulk Print Move Items tool, select one
or more MLIs, and print to produce a print-out of the selected MLIs.
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Move Line Items for Selected Request/Project/Scenario Section

Bulk Update – Click this action to open the Bulk Update tool, enter the Proposed Move Date,
select one or more MLIs, and update the Planned Move Date for the selected MLIs.

Note – If particular actions are displayed, the actions do not necessarily apply to the
assigned Move Request, Move Project or Strategic Facility Planning (SFP) Scenario
selected from the respective sub-tab above, or to the MLIs selected in this section.
Instead, these actions represent the tools available at the Move Designer tab level.
For more-descriptive step-by-step examples of these actions, refer to the Move
Designer Processes below.
Design Options for Selected Design Change Request Section (for Design Change
Request)
When you select a specific Design Change Request from the Design Change Requests sub-tab above,
the associated Design Options appear in this section. The system displays information regarding the
Design Options such as the ID, date, name, location and status in a line item format.
When you select a Design Option, the corresponding information appears in the following sections:

Original Floor and Planned Floor sections

Graphic View (Original) and Graphic View (Planned) sections

List View (Original) and List View (Planned) sections
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Move Designer Tab – When Showing All MLI
Move Designer Tab > All Move Line Items Section
All Move Line Items
When the Show All MLI check box is selected, all Move Line Items (MLIs) appear in this section. The
system displays information regarding the MLIs such as the ID, type, name, from, to, date, planner
(from) and planner (to) in a line item format.
When you select an MLI from the list, assignments can be made for the selected MLI in the following
sections:

From Location and To Location sections

Graphic View (From) and Graphic View (To) sections

List View (From) and List View (To) sections
In addition, the section bar displays the following actions:

Add – Click this action to open the Move Request Line Item form, and create any type of MLI.

Add People – Click this action to open a People query, select one or more People, and create
MLIs from the selected People.

Add Room – Click this action to open a Space query, select one or more Spaces, and create
MLIs from the assigned People (if the Space is a Workpoint) and/or Room Function (if the
Space is not a Workpoint).

Graphic Find – Click this action to open the Move Graphic Find tool, search for a Building or
City, select one or more Spaces, and create MLIs from the selected Spaces.

Add to Project/Task – Click this action to open the Move Request Line Item Project and Task
Assignment tool, select the specific Move Project/Task, select one or more MLIs, and assign
those MLIs to the selected Move Project/Task.

Create Request – Click this action to open the Move Services request form, enter the Move
Type, Move From, Move Date and other move details, and create a standard Move Request.

Planner Assignments – Click this action to open the Move Planner Assignment tool, select
one or more MLIs, and assign or remove Move Planners for From Locations or To Locations.

Auto Assign – Click this action to open the Auto Assignment tool, select the specific Building
or Floor, select one or more MLIs, and auto-assign to let the system choose the Spaces to
which the People (and any child Assets or Equipment) are assigned.

Close-Out – Click this action to open the Close Out Move Request Line Items tool, select one
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All Move Line Items
or more MLIs, and close-out to complete the MLIs.

Bulk Print Move Items – Click this action to open the Bulk Print Move Items tool, select one
or more MLIs, and print to produce a print-out of the selected MLIs.

Bulk Update – Click this action to open the Bulk Update tool, enter the Proposed Move Date,
select one or more MLIs, and update the Planned Move Date for the selected MLIs.

Note – These actions do not necessarily apply to the MLIs selected in this section.
Instead, these actions represent the tools available at the Move Designer tab level.
For more-descriptive step-by-step examples of these actions, refer to the Move
Designer Processes below.
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Move Designer Tab – Either MLI Case
Move Designer Tab > From/To Location & Graphic View Sections
From/To Location Sections
When you select an MLI from the Move Line Items section above, the corresponding Buildings appear
in these From Location and To Location sections.
To Location. In the To Location section, click the Search icon
to select a new Building or change
the existing Building. The corresponding information appears in the following sections:

Graphic View (To) section – The available graphic for the Building appears.

List View (To) section – The list of available Spaces for the Building appears.
Original/Planned Floor Sections (for Design Change Request)
When you select a Design Option from the Design Change Requests sub-tab above, the corresponding
Floors appear in these Original Floor and Planned Floor sections, as well as the following sections
below:

Graphic View (Original) and Graphic View (Planned) sections

List View (Original) and List View (Planned) sections
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Graphic View Sections
From/To Location. When you select an MLI from any of the Move Line Items sections above, the
corresponding Buildings (From Location and To Location) appear in these Graphic View sections.
To Location. When you select a new Building or change the existing Building in the To Location
section, the available graphic for the Building appears in this section.
Select a Space from the graphic then click the Assign action to assign this selected Space to the MLI
selected in the Move Line Items section above. The MLI is updated with the new Space.
Original/Planned Floor. In addition, when you select a Design Option from the Design Change
Requests sub-tab above, the corresponding Floors (Original Floor and Planned Floor) appear in these
Graphic View sections.
List View Sections
From/To Location. When you select an MLI from any of the Move Line Items sections above, the
Spaces from the corresponding Buildings (From Location and To Location) appear in these List View
sections.
To Location. When you select a new Building or change the existing Building in the To Location
section, the list of available Spaces for the Building appears in this section.
Select a Space from the list then click the Assign action to assign this selected Space to the MLI
selected in the Move Line Items section above. The MLI is updated with the new Space.
Original/Planned Floor. In addition, when you select a Design Option from the Design Change
Requests sub-tab above, the corresponding Floors (Original Floor and Planned Floor) appear in these
List View sections.
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Manage Moves – Move Project Planner Tab
Accompanying the Plan Moves form, the Manage Moves form represents a tool driven primarily by Move
(Facilities) Projects. As a Move Planner, you can manage and view the “big picture” of multiple Move
Projects, especially when a complex Move Project may consist of many sub-projects.
The Manage Moves form, via the Move Project Planner tab, features both a Project-level and Task-level
Gantt section. Consequently, with the help of these Gantt sections, you can establish scheduling
dependencies between the parent project and sub-projects or their associated project tasks.
Move Project Planner Tab
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Move Project Planner Tab - Sections
Move Schedule Section
Plan Start
Use the Calendar icon
starts.
to select the date on which your move plan
Plan End
Use the Calendar icon
to select the date on which your move plan ends.
Calculated Start
Calculated by the Gantt Scheduler.

Calculated End
Note – This field is set when the Gantt is saved. For example,
if the user changes the start date to a month in the future,
this does not cause the Calculated Start date and Calculated
End date to change. Calculated Start date and Calculated
End date are set to their new values only when the Gantt is
saved.
Calculated by the Gantt Scheduler.

Note – This field is set when the Gantt is saved. For example,
if the user changes the start date to a month in the future,
this does not cause the Calculated Start date and Calculated
End date to change. Calculated Start date and Calculated
End date are set to their new values only when the Gantt is
saved.
Time Zones
Click the Search icon
to select the time zone for the Gantt Scheduler
display in the Move Projects Schedule section and Move Project Tasks
section.
Calculate Project From
Click the List icon
Constraint Type
Use the List icon to select the constraint type. Together, the constraint
type, along with constraint date and time, defines the Gantt Scheduler
displays. In the search list, the system displays the available types as
defined in the Tools > Lists page.
and select Start, End, or Both.

As Soon As Possible

Must Finish On

Must Start On

Start No Earlier Than

Start No Later Than
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Move Schedule Section
Constraint Date/Time
Use the Calendar icon
to select the constraint date and time. Together,
the constraint date and time, along with the constraint type, defines the
Gantt Scheduler displays.
For example, If the constraint type is Must Start On, then the system
applies the constraint start date and time to the Start date in the Gantt
Scheduler displays.
Move Projects Section
In this section, you as a Move Planner can retrieve your assigned Move (Facilities) Projects. The
system displays information regarding the projects such as the ID, name, parent project, program,
plan start/end, calculated start/end and status of the project in a line item format.

Note – To view your assigned Move Projects (on the Move Project Planner tab), you
must be assigned with a contact role (any role) on the Contacts tab of the Move
(Facilities) Project.
If the Move Project has Work Tasks, you can expand the project to view those tasks in a hierarchical
structure. The system displays information regarding the tasks such as the type, ID, name, planned
start/end, actual cost and status of the task.
In addition, the section bar displays the following actions:

Add – Click this action to open the Facilities Project form, enter a Name, Service Plan, and
Work Class, and create a new Move Project (i.e., a Work Type of “Move”). Click the Contacts
tab to assign a Person with a contact role of Manager, and assign yourself as Move Planner.

Load Schedule – Select one or more Move Project check boxes, and then click this action to
load the selected Move Projects into the Gantt Scheduler display in the Move Projects
Schedule section below.

Note – For more-descriptive step-by-step examples of these actions, refer to the Move
Project Planner Processes below.
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Move Projects Schedule Section
When you select one or more Move Projects and click the Load Schedule action in the Move Projects
section above, the selected Move Projects appear as colored bars in the Gantt Scheduler display. Use
this display to view the schedules for one or more Move Projects. You can also identify the timing
and attach interdependencies between Move Projects.
The section bar displays the following actions:

Open Gantt in New Window – Click this action to open the Gantt Scheduler display in a
separate window. This action is intended for larger projects.

Clear Schedule – Click this action to clear the Move Projects from the display.
The Gantt Scheduler display consists of the following elements:

Left Panel - The left panel displays the ID, name, planned start, planned end and status of
the Move Projects.

Right Panel - The right panel displays a calendar view that shows the start and end dates of
the Move Projects, and the dependencies between projects.

Action Bar – On the action bar, click Reload to refresh the Gantt Scheduler display with your
originally loaded Move Projects. Click the Save action to save the Gantt Scheduler display
data only. This particular Save action does not save your move plan.

Toolbar - The toolbar displays the following icons:
Hour – Select this icon to view the hourly calendar in the right panel.
Day – Select this icon to view the daily calendar in the right panel.
Week - Select this icon to view the weekly calendar in the right panel.
Month – Select this icon to view the monthly calendar in the right panel.
Upper Timescale – Select this toggle icon to hide/show the calendar displayed in the
upper part of the right panel.
Lower Timescale – Select this toggle icon to hide/show the calendar displayed in the
lower part of the right panel.
Left Row Header – Select this toggle icon to hide/show the left panel row header.
Left Table – Select this toggle icon to hide/show the left panel that displays the name
of the tasks.
Toggle Float Layer – Select this toggle icon to display the amount of time a project can
slip before it affects another project’s dates or the project finish date. Also referred
to as slack.
Toggle Baseline Layer – Select this toggle icon to view the baseline start and end dates
of the selected projects. Supported for tasks, but not for projects at this time.
The system also displays other standard toolbar icons such as the Layout Sheet(s),
Print Preview, Print Sheet(s), Zoom In, and Zoom Out icons.
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Move Projects Schedule Section
In the Gantt Scheduler display, you can perform the following activities:

Add New Move (Facilities) Project - To add a new Move Project, go to the action bar, open
the Add drop-down list, and select “Facilities Project”. Right-click in the white space of the
display to open the popup menu, and confirm that Create Mode is selected. In the white
space again, drag-and-drop from left to right to create the project, represented by a colored
box. Click the Save button to save this display. Double-click the box to open the Facilities
Project form, enter the details, and save the record.

Add Milestone – Similarly, to add a new Move Project Milestone, select “Facilities Project”,
confirm Create Mode, and in the white space, drag-and-drop from right to left to create a
milestone, represented by a black diamond. Click the Save button to save this display.
Double-click the diamond to open the Facilities Project form, enter the details, and save the
record.

Create Dependency – To create a dependency between Move Projects, drag-and-drop a line
from one project’s start/finish (S/F) point to another project’s start/finish (S/F) point. Click
the Save button to save this display.

Note – For more-descriptive step-by-step examples of these actions, refer to the Move
Project Planner Processes below.
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Move Project Tasks Section
This Gantt Scheduler display operates in the same way as the Gantt Scheduler display in the Move
Projects Schedule section.
When you click a Move Project radio button in the Move Projects Schedule section above, and click
one of the actions in this section, the corresponding Move Project Tasks appear as colored bars in
the Gantt Scheduler display. Use this display to view the task durations regarding the selected Move
Project above. You can also identify the timing and attach interdependencies between Move Project
Tasks.
The section bar displays the following actions:

Open Gantt in New Window – Click this action to open the Gantt Scheduler display in a
separate window. This action is intended for larger project tasks.

Hide/Show Gantt Chart – Click this toggle action to hide/show the Gantt Scheduler display in
this section. The Hide action does not save any records.
The Gantt Scheduler display consists of the same elements as those in the display above.

Left Panel – Refer to the Move Projects Schedule section above.

Right Panel – Refer to the Move Projects Schedule section above.

Action Bar – Refer to the Move Projects Schedule section above.

Toolbar – Refer to the Move Projects Schedule section above.
In the Gantt Scheduler display, you can perform similar activities as those in the display above:

Add New Task – Similar to adding a new Move Project above, but at the task level.

Add Milestone – Similar to adding a new Move Project Milestone above, but at the task level.

Create Dependency – Similar to creating a dependency between Move Projects, but between
Move Project Tasks.

Note – For more-descriptive step-by-step examples of these actions, refer to the Move
Project Planner Processes below.
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Plan Moves – Processes
The Plan Moves form represents a tool driven primarily by Move Line Items (MLIs). Here are the
processes that can be initiated through the Plan Moves form, Move Designer tab.

Note – If the relevant Move Line Items section (e.g., All Move Line Items, or Move Line
Items for Selected Request/Project/Scenario) does not appear, then select the Show All
MLI check box.
Plan Moves - Move Designer Tab
This section covers the following topics:

Creating a New Move Line Item (Add)

Creating a Move Line Item from a Person (Add People)

Creating a Move Line Item from a Room (Add Room)

Creating a Move Line Item from a Room Graphic (Graphic Find)

Assigning Move Line Items to a Project or Task Record (Add to Project/Task)

Creating a Move Request Record (Create Request)

Assigning or Removing Move Planners from MLIs (Planner Assignments)

Auto-Assigning Move Line Items (Auto Assign)

Closing-Out Move Line Items (Close-Out)
For the processes that can be initiated through the Manage Moves form, Move Project Planner tab,
refer to the Move Project Planner Processes below.
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Creating a New Move Line Item (Add)
From the relevant Move Line Items section of the Move Designer tab, you can click the Add action to
open the Move Request Line Item form and create any type of MLI.
Follow the step-by-step procedure given below.
To Create a New Move Line Item (Add)
Step 1
From the relevant Move Line Items section, click Add.
The Move Request Line Item form appears. The form is categorized into different
tabs. By default, the system displays the General tab.
Step 2
In the General tab, and the Details sub-tab, select the Move Type: “Person”, “Person
with Assets”, “Room Function”, “Asset” or “Equipment”.
The form refreshes with fields specific to your selected Move Type.
Step 3
Enter any additional move information. Click Create.
The Move Request Line Item record is created.
Step 4
Locate your newly created MLI in your relevant Move Line Items section of the Move
Designer tab. Click the MLI to open the record.

Step 5
Note – Based on your application-wide or Building-specific Move Policies,
Asset and Equipment moves (child MLIs) may or may not be automatically
included with the Person or Room Function move (parent MLI).
Enter any additional move information. Click Save or Save & Close.
The Move Request Line Item record is saved.
Creating a Move Line Item from a Person (Add People)
From the relevant Move Line Items section of the Move Designer tab, you can click the Add People
action to open a People query, select one or more People, and create MLIs from the selected People.
Follow the step-by-step procedure given below.
To Create a Move Line Item from a Person (Add People)
Step 1
From the relevant Move Line Items section, click Add People.
The People (Employees and Consultants) Query opens.
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To Create a Move Line Item from a Person (Add People)
Step 2
If necessary, select a different Related Report, or apply a filter to narrow your
search.
Step 3
Select a Person. Click OK.
The query closes. The Move Request Line Item record is created.
Step 4
Locate your newly created MLI in your relevant Move Line Items section of the Move
Designer tab. Click the MLI to open the record.

Note – Based on your application-wide or Building-specific Move Policies,
Asset and Equipment moves (child MLIs) may or may not be automatically
included with the Person move (parent MLI).
The Move Request Line Item form appears. The form is categorized into different
tabs. By default, the system displays the General tab.
Step 5
In the General tab, and the Details sub-tab, the Move Type is already set to “Person”.
Enter any additional move information. Click Save or Save & Close.
The Move Request Line Item record is saved.
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Creating a Move Line Item from a Room (Add Room)
From the relevant Move Line Items section of the Move Designer tab, you can click the Add Room
action to open a Space query, select one or more Spaces, and create MLIs from the assigned People (if
the Space is a Workpoint) and/or Room Function (if the Space is not a Workpoint). The Workpoint
setting (in the Space Class Current record) also determines whether Asset or Equipment moves (child
MLIs) are attached to either a People move or to a Room Function move.
Here is a simple illustration of how the system creates the MLI(s) based on your Workpoint setting.
Create a MLI from a Room – How the System Checks Workpoint
Follow the step-by-step procedure given below.
To Create a Move Line Item from a Room (Add Room)
Step 1
From the relevant Move Line Items section, click Add Room.
The Space Query opens.
Step 2
If necessary, apply a filter to narrow your search.
Step 3
Select a Space. Click OK.
The query closes. The Move Request Line Item record(s) are created.
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To Create a Move Line Item from a Room (Add Room)
Step 4
Locate your newly created MLI(s) in your relevant Move Line Items section of the Move
Designer tab. Click an MLI to open the record.

Note – Based on your application-wide or Building-specific Move Policies,
Asset and Equipment moves (child MLIs) may or may not be automatically
included with the Person or Room Function move (parent MLI).

Note – If your MLI(s) do not appear, verify if the proper Workpoint setting
is selected in the Space Class Current record, or if the proper Person or
People are assigned to the Space record (Details tab).
The Move Request Line Item form appears. The form is categorized into different
tabs. By default, the system displays the General tab.
Step 5
In the General tab, and the Details sub-tab, the Move Type is already set to “Person”
or “Room Function” for a parent MLI, or “Asset” or “Equipment” for a child MLI. Enter
any additional move information. Click Save or Save & Close.
The Move Request Line Item record is saved.
Creating a Move Line Item from a Room Graphic (Graphic Find)
From the relevant Move Line Items section of the Move Designer tab, you can click the Graphic Find
action to open the Move Graphic Find tool, search for a Building or City, select one or more Spaces,
and create MLIs from the assigned People (if the Space is a Workpoint) and/or Room Function (if the
Space is not a Workpoint).

Note – For more information about the Workpoint setting, refer to the “Creating a Move
Line Item from a Room (Add Room)” step-by-step procedure above.
Follow the step-by-step procedure given below.
To Create a Move Line Item from a Room Graphic (Graphic Find)
Step 1
From the relevant Move Line Items section, click Graphic Find.
The Move Graphic Find form appears.
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To Create a Move Line Item from a Room Graphic (Graphic Find)
Step 2
Select your Search Type, and then select your Building or City.
If you selected a Building, the corresponding information appears below:

Graphic View By Building section – The first graphic of all floor(s) in the Building
appears.

List View By Building section – The list of Spaces in the Building appears.
If you selected a City, the corresponding information appears below:

Graphic View By City section – The first graphic of all floor(s) in all of the
Buildings (in alphabetical order) in the City appear.

List View By City section – The list of Spaces in all of the Buildings (in alphabetical
order) in the City appear.
Enter any additional Move Instructions.
Step 3
If necessary, in the Graphic View section, select another Building/Floor from the
drop-down menu.
The List View section automatically refreshes with your selected Building/Floor.
Step 4
If necessary, in the List View section, apply a filter to narrow your search.
The Graphic View section automatically refreshes with the narrowed search results.
Step 5
Select one or more Spaces from the Graphic View or List View section.
Selecting your Spaces from either the Graphic View or List View section automatically
selects them for both sections.
Step 6
Click Create Line Item from the Graphic View or List View section.
The Move Request Line Item record(s) are created.
Step 7
Click Done.
The Move Graphic Find form closes.
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To Create a Move Line Item from a Room Graphic (Graphic Find)
Step 8
Locate your newly created MLI(s) in your relevant Move Line Items section of the Move
Designer tab. Click an MLI to open the record.

Note – Based on your application-wide or Building-specific Move Policies,
Asset and Equipment moves (child MLIs) may or may not be automatically
included with the Person or Room Function move (parent MLI).

Note – If your MLI(s) do not appear, verify if the proper Workpoint setting
is selected in the Space Class Current record, or if the proper Person or
People are assigned to the Space record (Details tab).
The Move Request Line Item form appears. The form is categorized into different
tabs, wherein you can enter the move details. By default, the system displays the
General tab.
Step 9
In the General tab, and the Details sub-tab, the Move Type is already set to “Person”
or “Room Function” for a parent MLI, or “Asset” or “Equipment” for a child MLI. Enter
any additional move information. Click Save or Save & Close.
The Move Request Line Item record is saved.
Assigning Move Line Items to a Project or Task Record (Add to Project/Task)
From the relevant Move Line Items section of the Move Designer tab, you can click the Add to
Project/Task action to open the Move Request Line Item Project and Task Assignment tool, select the
specific Move Project/Task, select one or more MLIs, and assign those MLIs to the selected Move
Project/Task.
Follow the step-by-step procedure given below.
To Assign Move Line Items to a Project or Task Record (Add to Project/Task)
Step 1
From the relevant Move Line Items section, click Add to Project/Task.
The Move Request Line Item Project and Task Assignment form appears.
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To Assign Move Line Items to a Project or Task Record (Add to Project/Task)
Step 2
Select your Assignment Option, and then select your Move Project or Task.
The Details section refreshes with fields specific to your selected Assignment Option.

Add to Project option – Select your Project from the list of available Move
Projects (i.e., a Work Type of “Move”).

Add to New Project option – Enter the Project Template and Project Name. If
necessary, enter the Target Move Date and Program.

Add to Task option – Select your Task from the list of available Move Tasks (i.e., a
Task Type of “Move”).

Add to New Task option – Enter the Task Template and Task Name. If necessary,
enter the Target Move Date.
Step 3
If necessary, in the Move Request Line Items section, apply a filter to narrow your
search.
Step 4
Select one or more MLIs.
Step 5
Click Assign.
The MLI(s) are assigned to your Move Project or Task.
Step 6
Step 7
Locate your newly assigned MLI(s) in your Move Project or Task. If you chose a Move
Task assignment:

Locate Your MLI(s) from the Move Project – Follow Steps 7-9.

Locate Your MLI(s) from the Task Manager – Skip to Step 10.
If you chose a Move Project assignment, return to your Facilities Project results page
(Projects > Facilities > All Facilities Projects).
The main panel displays a list of the existing Move Facilities Project records.
Step 8
If necessary, apply a filter to narrow your search. Click your Move Project to open the
record.
The Facilities Project form appears. The form is categorized into different tabs. By
default, the system displays the General tab.
Step 9
Click the Scope tab. In the Scope tab, and the Move Details sub-tab, your newly
assigned MLI(s) appear.
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To Assign Move Line Items to a Project or Task Record (Add to Project/Task)
Step 10 If you chose a Move Task assignment, click the Schedule tab. In the Schedule tab, the
Project Tasks section displays a list of the existing Move Work Task records associated
with your Move Facilities Project record.
If necessary, apply a filter to narrow your search. Click your Move Project Task to
open the record.
The Work Task form appears. The form is categorized into different tabs. By default,
the system displays the General tab.
Step 11 If you chose a Move Task assignment, you can also navigate to your Work Task. From
the Menu Bar, click Tasks > Manage Tasks > Work Task.
The main panel displays a list of the existing Work Task records.
Step 12 If necessary, select a Related Report, or apply a filter to narrow your search. Click
your Work Task to open the record.
Likewise, the Work Task form appears. The form is categorized into different tabs. By
default, the system displays the General tab.
Step 13 Click the Work Details tab. In the Work Details tab, and the Move Details sub-tab,
your newly assigned MLI(s) appear.
Creating a Move Request Record (Create Request)
From the relevant Move Line Items section of the Move Designer tab, you can click the Create Request
action to open the Move Services request form, enter the Move Type, Move From, Move Date and other
move details, and create a standard Move Request.
Follow the step-by-step procedure given below.
To Create a Move Request Record (Create Request)
Step 1
From the relevant Move Line Items section, click Create Request.
The Move Services form appears. The form is categorized into different tabs. By
default, the system displays the General tab.
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To Create a Move Request Record (Create Request)
Step 2
In the General tab, Move Details section, select a From Building. Then in the Service
Request section, select the Service Request: “Individual Move”, “Small Move” or
“Group Move”.
The form refreshes with fields and tabs specific to your selected Service Request.

Individual Move option – Select the Proposed Move Date, Move From Location, and
Move From Organization.

Small Move option – Select the Proposed Move Date, Move From Location, and
Move From Organization. In addition, the Move Details tab appears.

Group Move option – Select the Proposed Move Date, Move From Location, and
Move From Organization. In addition, the Move Details tab appears.
Enter any additional move information.
Step 3
If you chose the “Small Move” or “Group Move” option, click the Move Details tab. In
the Move Details tab, enter new MLI(s) or any additional move details.
Step 4
Click Create Draft.
The Move Services request record is created.
Step 5
Locate your newly created Move Services request. From the Menu Bar, click Requests
> Manage Requests > Space > Move Services.
The main panel displays a list of the existing Move Services request records.

Step 6
Note – You can also locate your newly created Move Services request in the
Plan Moves form, Move Designer tab, Request sub-tab.
If necessary, select a Related Report, or apply a filter to narrow your search. Click
your Move Services request to open the record.
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Assigning or Removing Move Planners from MLIs (Planner Assignments)
From the relevant Move Line Items section of the Move Designer tab, you can click the Planner
Assignments action to open the Move Planner Assignment tool, select one or more MLIs, and assign or
remove Move Planners for From Locations or To Locations.
Follow the step-by-step procedure given below.
To Assign or Remove Move Planners from MLIs (Planner Assignments)
Step 1
From the relevant Move Line Items section, click Planner Assignments.
The Move Planner Assignment form appears.
Step 2
If you only intend to remove a Move Planner, then skip to Step 3.

Note – If you leave the Planner (From Location) or Planner (To Location)
blank, clicking the Assign Move Planners action does not clear or remove
any Move Planners. Only a Remove (To/From/Both Planners) action can
remove Move Planners.
If you intend to assign a Move Planner, then in the Assign Move Planners section,
select your Planner(s) as follows.

From Location – To assign a From Location Planner only, select a Planner (From
Location). Then leave the Planner (To Location) field blank.

To Location – To assign a To Location Planner only, leave the Planner (From
Location) field blank. Then select a Planner (To Location).

Both Locations – To assign both Planners, select a Planner (From Location) and
Planner (To Location).
Step 3
Locate one or more MLIs in the Move Planner Assignments section. If necessary, apply
a filter to narrow your search.
Step 4
Select one or more MLIs.
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To Assign or Remove Move Planners from MLIs (Planner Assignments)
Step 5
The Move Planner Assignments section bar displays several actions.

Note – If you leave the Planner (From Location) or Planner (To Location)
blank, clicking the Assign Move Planners action does not clear or remove
any Move Planners. Only a Remove (To/From/Both Planners) action can
remove Move Planners.
Click one of the following actions:

Assign Move Planners – Click this action to assign the Move Planner(s) as selected
in the Assign Move Planners section above, to each selected MLI.

Remove To Planners – Click this action to remove the To Location Planner from
each selected MLI.

Remove From Planners – Click this action to remove the From Location Planner
from each selected MLI.

Remove Both Planners – Click this action to remove both Move Planners from
each selected MLI.
The Move Planners are assigned or removed from the selected MLI(s) accordingly.
Step 6
Click Done.
The Move Planner Assignment form closes.
Auto-Assigning Move Line Items (Auto Assign)
From the relevant Move Line Items section of the Move Designer tab, you can click the Auto Assign
action to open the Auto Assignment tool, select the specific Building or Floor, select one or more MLIs,
and auto-assign to let the system choose the Spaces to which the People (and any child Assets or
Equipment) are assigned.
Follow the step-by-step procedure given below.
To Auto-Assign Move Line Items (Auto Assign)
Step 1
From the relevant Move Line Items section, click Auto Assign.
The Auto Assignment form appears.
Step 2
Select the (To) Building and/or (To) Floor to which your MLI(s) will be auto-assigned.
Step 3
If necessary, in the All Move Request Line Items section, apply a filter to narrow your
search.
Step 4
Select one or more MLIs.
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To Auto-Assign Move Line Items (Auto Assign)
Step 5
Click Auto Assign.

Note – For Auto Assignment, finding vacant space is always based on the
Functional Role entitlement.

Note – Based on your application-wide or Building-specific Move Policies,
Asset and Equipment moves (child MLIs) may or may not be automatically
included with the Person or Room Function move (parent MLI).
The MLI(s) are automatically assigned to the available Spaces in your selected (To)
Building and/or (To) Floor. If no Spaces are available in your selected (To) Building
and/or (To) Floor, the MLI(s) are not assigned.
Step 6
Click Done.
The Auto Assignment form closes.
Closing-Out Move Line Items (Close-Out)
From the relevant Move Line Items section of the Move Designer tab, you can click the Close-Out
action to open the Close Out Move Request Line Items tool, select one or more MLIs, and close-out to
complete the MLIs.
Follow the step-by-step procedure given below.
To Close-Out Move Line Items (Close-Out)
Step 1
From the relevant Move Line Items section, click Close-Out.
The Close Out Move Request Line Items form appears.
Step 2
Locate one or more MLIs in the Active Move Request Line Items section. If necessary,
apply a filter to narrow your search.
Step 3
Select one or more MLIs.
Step 4
Click Close-Out.

Note – Closing out a parent MLI (e.g., Person and Room Function moves)
also closes out all of its child MLIs (e.g., Asset and Equipment moves).
The MLI(s) are closed out and completed.
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Manage Moves – Processes
Accompanying the Plan Moves form, the Manage Moves form represents a tool driven primarily by Move
(Facilities) Projects. Here are the processes that can be initiated through the Manage Moves form,
Move Project Planner tab.
Manage Moves – Move Project Planner Tab
This section covers the following topics:

Creating a New Move Project

Selecting the Move Planner Contact Role

Loading the Move Projects Schedule & Move Project Tasks Schedule

Using the Gantt Scheduler Display

Creating a New Move Project/Task from the Gantt Scheduler Display

Creating a New Move Milestone from the Gantt Scheduler Display

Creating a Move Project/Task Dependency from the Gantt Scheduler Display
For the processes that can be initiated through the Plan Moves form, Move Designer tab, refer to the
Move Designer Processes above.
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Creating a New Move Project
From the Move Projects section of the Move Project Planner tab, you can click the Add action to open
the Facilities Project form, enter a Name, Service Plan, and Work Class, and create a new Move
Project (i.e., a Work Type of “Move”). Click the Contacts tab to assign a Person with a contact role of
Manager, and assign yourself as Move Planner.
Follow the step-by-step procedure given below.
To Create a New Move Project
Step 1
From the Move Projects section, click Add.
The Facilities Project form appears. The form is categorized into different tabs,
wherein you can enter the move project details. By default, the system displays the
General tab.
Step 2
In the General tab, and the Details section, the Work Type is already set to “Move”.
Enter a Name, Service Plan, Work Class, and any additional move information.
Step 3
If necessary, click the Scope tab. In the Scope tab, the Move Details section bar
displays several actions.

Note – For more-descriptive step-by-step examples of these Add
(New/People/Room) actions, refer to the Move Designer Processes above.
To create one or more MLIs, click one of the following actions:

Add – Click this action to open the Move Request Line Item form, and create any
type of MLI.

Add People – Click this action to open a People query, select one or more People,
and create MLIs from the selected People. The newly created MLIs appear in this
Move Details section.

Add Room – Click this action to open a Space query, select one or more Spaces,
and create MLIs from the assigned People (if the Space is a Workpoint) and/or
Room Function (if the Space is not a Workpoint). The newly created MLIs appear
in this Move Details section.
To find or remove one or more MLIs, or show graphics for an MLI, click one of the
following actions:

Find – Click this action to open an MLI query, and select one or more MLIs. The
located MLIs appear in this Move Details section.

Show Graphics – Select an MLI in this Move Details section, and then click this
action to display the corresponding Graphic From Location and Graphic To
Location sections.

Remove – Select one or more MLIs, and then click this action to remove the
selected MLIs from this Move Details section.
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To Create a New Move Project
Step 4
Click the Contacts tab. In the Contacts tab, the Contacts section bar displays two
actions.

Note – The Move Project must have exactly one contact role of Manager on
the Contacts tab of the Move (Facilities) Project.

Note – To view your assigned Move Projects (on the Move Project Planner
tab), you must be assigned with a contact role (any role) on the Contacts
tab of the Move (Facilities) Project.
To add or remove one or more Contact Roles, click one of the following actions:

Add People – Click this action to open a People query, and select one or more
People. The located People appear in this Contacts section. If necessary, click a
Person to open the record, select a Contact Role, and save the record.

Remove – Select one or more Contact Roles, and then click this action to remove
the selected Contact Roles from this Contacts section.
Step 5
If necessary, click any other tabs to review or update.
Step 6
Enter any additional move information. Click Create Draft.
The Move Facilities Project record is created.
Selecting the Move Planner Contact Role
From a new Move Facilities Project form, you can click the Contacts tab to assign a Person with a
contact role of Manager, and assign yourself as Move Planner.
Follow the step-by-step procedure given below.
To Select the Move Planner Contact Role
Step 1
In a new Move Facilities Project form, and in the General tab, the Work Type is
already set to “Move”. Enter a Name, Service Plan, Work Class, and any additional
move information.
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To Select the Move Planner Contact Role
Step 2
Step 3
Click the Contacts tab. In the Contacts tab, the Contacts section displays the default
contact role of Manager, without a Person assigned to that role.

Note – The Move Project must have exactly one contact role of Manager on
the Contacts tab of the Move (Facilities) Project.

Note – To view your assigned Move Projects (on the Move Project Planner
tab), you must be assigned with a contact role (any role) on the Contacts
tab of the Move (Facilities) Project.
To assign a Person to the contact role of Manager, click the Manager link.
The Contact Role form appears. The form is categorized into different tabs. By
default, the system displays the General tab.
Step 4
In the General tab, and the Contact section, enter a Name by typing inside the text
box or clicking Find on the section bar. Select a Person.
Step 5
Click Save or Save & Close.
The Contact Role record is saved.
Step 6
Review your updated Contacts section.
The Contacts section now displays the Manager with a Person assigned to that role.
Step 7
Next, to assign yourself with a contact role of Move Planner, click Add People.
The People Query opens.
Step 8
If necessary, apply a filter to narrow your search.
Step 9
Select a Person. Click OK.
The query closes. The Contacts section now displays a Person without a contact role.
Step 10 To assign the contact role of Move Planner to this Person, click the Person link.
Another Contact Role form appears.
Step 11 In the General tab, and the Role section, enter a Role by typing inside the text box. If
“Move Planner” is not found, click Find on the section bar.
The Roles (Contact Roles) Query opens.
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To Select the Move Planner Contact Role
Step 12 If necessary, select the All Roles Related Report, or apply a filter to narrow your
search.
Step 13 Select the “Move Planner” contact role. Click OK.
The query closes. The Role section now displays the contact role of Move Planner.
Step 14 Click Save or Save & Close. The Contact Role record is saved.
The Contacts section now displays a Person with a contact role of Manager, plus
yourself with a contact role of Move Planner.
Step 15 Enter any additional move information. Click Create Draft.
The Move Facilities Project record is created with the proper Manager and Move
Planner contact roles.
Loading the Move Projects Schedule & Move Project Tasks Schedule
From the Move Projects section of the Move Project Planner tab, after you select one or more Move
Project check boxes, you can click the Load Schedule action to load the selected Move Projects into
the Gantt Scheduler display in the Move Projects Schedule section below.
After you select a Move Project in the Move Projects Schedule section of the Move Project Planner tab,
you can view the corresponding Move Project Tasks in the Gantt Scheduler display in the Move Project
Tasks section.
Follow the step-by-step procedure given below.
To Load the Move Project Schedule & Move Project Tasks Schedule
Step 1
Locate one or more Move Projects in the Move Projects section. If necessary, apply a
filter to narrow your search.
Step 2
Select one or more Move Projects.
Step 3
Click Load Schedule.
The corresponding Move Projects appear as colored bars in the Gantt Scheduler
display of the Move Projects Schedule section below.
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To Load the Move Project Schedule & Move Project Tasks Schedule
Step 4
The Move Projects Schedule section bar displays two actions.
If necessary, click one of the following actions:
Step 5

Open Gantt in New Window – Click this action to open the Gantt Scheduler
display in a separate window. This action is intended for larger projects.

Clear Schedule – Click this action to clear the Move Projects from the display.
Next, select a Move Project in the Move Projects Schedule section (loaded above).
The corresponding Move Project Tasks appear as colored bars in the Gantt Scheduler
display of the Move Project Tasks section below.
Step 6
The Move Project Tasks section bar displays one action.
If necessary, click the action:

Open Gantt in New Window – Click this action to open the Gantt Scheduler
display in a separate window. This action is intended for larger projects.
© Copyright IBM Corporation 2011.
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Using the Gantt Scheduler Display
From the Gantt Scheduler display in either the Move Projects Schedule section or Move Project Tasks
section of the Move Project Planner tab, you can add a new Move Project/Task, add a new Move
Project/Task Milestone, and create a dependency between Move Projects/Tasks.
Gantt Scheduler Display
The Gantt Scheduler display consists of the following elements:

Left Panel - The left panel displays the ID, name, planned start, planned end and status of
the Move Projects.

Right Panel - The right panel displays a calendar view that shows the start and end dates of
the Move Projects, and the dependencies between projects.

Action Bar – On the action bar, click Reload to refresh the Gantt Scheduler display with your
originally loaded Move Projects/Tasks. Click the Save action to save the Gantt Scheduler
display data only. This particular Save action does not save your move plan.

Toolbar - The toolbar displays the following icons:
Hour – Select this icon to view the hourly calendar in the right panel.
Day – Select this icon to view the daily calendar in the right panel.
Week - Select this icon to view the weekly calendar in the right panel.
Month – Select this icon to view the monthly calendar in the right panel.
Upper Timescale – Select this toggle icon to hide/show the calendar displayed in the
upper part of the right panel.
Lower Timescale – Select this toggle icon to hide/show the calendar displayed in the
lower part of the right panel.
Left Row Header – Select this toggle icon to hide/show the left panel row header.
Left Table – Select this toggle icon to hide/show the left panel that displays the name
of the tasks.
Toggle Float Layer – Select this toggle icon to display the amount of time a task can
slip before it affects another task's dates or the project finish date. Also referred to as
slack.
Toggle Baseline Layer – Select this toggle icon to view the baseline start and end
dates of the selected tasks.
The system also displays other standard toolbar icons such as the Layout Sheet(s),
Print Preview, Print Sheet(s), Zoom In, and Zoom Out icons.

Note – For more information on the Gantt Scheduler display, refer to the Move
Project Planner Tab - Sections above, and the step-by-step procedures given below.
© Copyright IBM Corporation 2011.
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Creating a New Move Project/Task from the Gantt Scheduler Display
Follow the step-by-step procedure given below.
To Create a New Move Project/Task from the Gantt Scheduler Display
Step 1
Load the Gantt Scheduler display in either the Move Projects Schedule section or
Move Project Tasks section (as described in the previous procedures).
Step 2
Go to the action bar.
Click the Add drop-down list and select an option as follows:
Step 3

For the Move Projects Schedule section – Select “Facilities Project”.

For the Move Project Tasks section – Select “Work Task”.
In the white space of the display, drag-and-drop from left to right to create the Move
Project/Task, represented by a colored box.

Note – Blank white tracks denote an unscheduled Move Project/Task.
Meanwhile, typical scheduled tracks include both white areas (work hours)
and gray areas (non-work hours).

Note – Red boxes denote the critical path.
Step 4
Click the Save button to save this display.
Step 5
Review your updated display.

Note – Typical scheduled tracks include both white areas (work hours) and
gray areas (non-work hours). Meanwhile, blank white tracks denote an
unscheduled Move Project/Task.
The unscheduled colored box, representing your newly created Move Project/Task,
expands to a scheduled box, accounting for both white areas (work hours) and gray
areas (non-work hours) according to your calendar.
Step 6
To edit the duration of your Move Project/Task, right-click in the white space of the
display to open the popup menu. Select the Select Mode option.

Step 7
Note – You can right-click in the white space of the display to toggle
between Create Mode and Select Mode at any time.
In Select Mode, drag one end of the colored box left or right to respectively shorten
or lengthen the duration of your Move Project/Task.
© Copyright IBM Corporation 2011.
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To Create a New Move Project/Task from the Gantt Scheduler Display
Step 8
Click Save. Review your updated display.
In Select Mode, double-click the colored box to edit the Move Project/Task details:
Step 9

For the Move Projects Schedule section – The Facilities Project form appears. The
form is categorized into different tabs, wherein you can enter the move project
details. By default, the system displays the General tab. In the General tab, and
the Details section, the Work Type is already set to “Move”. Enter a Name,
Service Plan, Work Class, and any additional move information. Click the Contacts
tab to assign a Person with a contact role of Manager, and assign yourself as Move
Planner. Click Save or Save & Close to save the Facilities Project record.

For the Move Project Tasks section – The Work Task form appears. The form is
categorized into different tabs, wherein you can enter the move details. By
default, the system displays the General tab. In the General tab, and the Details
section, select the Task Type of “Move”. Enter a Task Name, and any additional
move information. Click Save or Save & Close to save the Work Task record.
Click Save. Review your updated display.
The colored box, representing your edited Move Project/Task, displays the new name.
Step 10 For the Move Projects Schedule section only, if you click Reload, the Gantt Scheduler
display refreshes with your originally loaded Move Projects.

Note – Since one or more Move Projects must be selected and loaded from
the Move Projects section, the “unloading” behavior of newly created and
unselected records only affects the Gantt Scheduler display in the Move
Projects Schedule section. Conversely, the ability to load any combination
of accessible records is only available in this display.
While your newly created Move Project no longer appears in the display, it still can be
retrieved from the Move Projects section.
Step 11 Locate your newly created Move Project in the Move Projects section. Refresh the
query. If necessary, apply a filter to narrow your search.
Step 12 Once again, select one or more Move Projects. Click Load Schedule.
Once again, the corresponding Move Projects appear as colored bars in the Gantt
Scheduler display of the Move Projects Schedule section below.
Step 13 Review your display.
Your newly created Move Project reappears.
© Copyright IBM Corporation 2011.
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Creating a New Move Milestone from the Gantt Scheduler Display
Follow the step-by-step procedure given below.
To Create a New Move Milestone from the Gantt Scheduler Display
Step 1
Load the Gantt Scheduler display in either the Move Projects Schedule section or
Move Project Tasks section (as described in the previous procedures).
Step 2
Go to the action bar.
Click the Add drop-down list and select an option as follows:
Step 3

For the Move Projects Schedule section – Select “Facilities Project”.

For the Move Project Tasks section – Select “Work Task”.
In the white space of the display, drag-and-drop from right to left to create the Move
Milestone, represented by a black diamond.

Note – Blank white tracks denote an unscheduled Move Project/Task.
Meanwhile, typical scheduled tracks include both white areas (work hours)
and gray areas (non-work hours).

Note – Red boxes denote the critical path.
Step 4
Click the Save button to save this display.
Step 5
Review your updated display.

Note – Typical scheduled tracks include both white areas (work hours) and
gray areas (non-work hours). Meanwhile, blank white tracks denote an
unscheduled Move Project/Task.
The unscheduled black diamond, representing your newly created Move Milestone, is
now scheduled, accounting for both white areas (work hours) and gray areas (nonwork hours) according to your calendar.
Step 6
To edit the Move Milestone details, right-click in the white space of the display to
open the popup menu. Select the Select Mode option.

Note – You can right-click in the white space of the display to toggle
between Create Mode and Select Mode at any time.
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To Create a New Move Milestone from the Gantt Scheduler Display
Step 7
The Gantt Scheduler display is in Select Mode.
In Select Mode, double-click the black diamond:
Step 8

For the Move Projects Schedule section – The Facilities Project form appears. The
form is categorized into different tabs. By default, the system displays the
General tab. In the General tab, and the Details section, the Work Type is already
set to “Move”. Enter a Name, Service Plan, Work Class, and any additional move
information. Click the Contacts tab to assign a Person with a contact role of
Manager, and assign yourself as Move Planner. Click Save or Save & Close to save
the Facilities Project record.

For the Move Project Tasks section – The Work Task form appears. The form is
categorized into different tabs. By default, the system displays the General tab.
In the General tab, and the Details section, select the Task Type of “Move”. Enter
a Task Name, and any additional move information. Click Save or Save & Close to
save the Work Task record.
Click Save. Review your updated display.
The black diamond, representing your edited Move Milestone, displays the new name.
Step 9
For the Move Projects Schedule section only, if you click Reload, the Gantt Scheduler
display refreshes with your originally loaded Move Projects.

Note – Since one or more Move Projects must be selected and loaded from
the Move Projects section, the “unloading” behavior of newly created and
unselected records only affects the Gantt Scheduler display in the Move
Projects Schedule section. Conversely, the ability to load any combination
of accessible records is only available in this display.
While your newly created Move Milestone no longer appears in the display, it can still
be retrieved from the Move Projects section.
Step 10 Locate your newly created Move Milestone in the Move Projects section. Refresh the
query. If necessary, apply a filter to narrow your search.
Step 11 Once again, select one or more Move Projects, including your Move Milestone. Click
Load Schedule.
Once again, the corresponding Move Projects appear as colored bars in the Gantt
Scheduler display of the Move Projects Schedule section below.
Step 12 Review your display.
Your newly created Move Milestone reappears.
© Copyright IBM Corporation 2011.
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Creating a Move Project/Task Dependency from the Gantt Scheduler Display
Follow the step-by-step procedure given below.
To Create a Move Project/Task Dependency from the Gantt Scheduler Display
Step 1
Load the Gantt Scheduler display in either the Move Projects Schedule section or
Move Project Tasks section (as described in the previous procedures).
Step 2
To create a dependency between Move Projects/Tasks, right-click in the white space
of the display to open the popup menu. Select the Create Mode option.

Step 3
In Create Mode, drag-and-drop a colored line from one Move Project/Task’s
start/finish (S/F) point to another Move Project/Task’s start/finish (S/F) point.

Step 4
Note – You can right-click in the white space of the display to toggle
between Create Mode and Select Mode at any time.
Note – During the drag-and-drop process, a screen tip shows the type of
dependency being created: SS, SF, FS, or FF (where S = Start and F =
Finish).
Click Save. Review your updated display.
The colored boxes are repositioned, accounting for both white areas (work hours) and
gray areas (non-work hours) according to your calendar.
Step 5
To delete the dependency (in either Create Mode or Select Mode), click the colored
line. Right-click in the white space of the display to open the popup menu. Select the
Delete option.

Note – As an alternative to the Delete option, you can also press the
[Delete] key on your keyboard.
Step 6
If necessary, drag-and-drop new colored lines from one Move Project/Task’s
start/finish (S/F) point to another Move Project/Task’s start/finish (S/F) point.
Step 7
Click Save. Review your updated display.
Once again, the colored boxes are repositioned, accounting for both white areas
(work hours) and gray areas (non-work hours) according to your calendar.
Step 8
Click Reload to refresh the Gantt Scheduler display with your originally loaded Move
Projects, and verify your newly created dependencies.
© Copyright IBM Corporation 2011.
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INDEX
Accessing
Plan Moves and Manage Moves ................ 131
Actions.................................................. 74
Adding
People ............................................. 149
Room ............................................... 151
Allocating People ..................................... 20
Application Settings Record ...................... 120
Area Level Allocation ................................ 25
Area Level Allocations Record ..................... 28
Area Overlay Record ................................. 27
Assignable Area ........................................ 9
Assigning
Auto-Assigning Move Line Items ............... 159
Move Line Items to a Project or Task Record154
Move Planners from Locations ................. 158
Assigning an Asset .................................... 21
Building Record ..................................... 123
Building Rentable ...................................... 9
CAD Integrator ........................................ 34
Cancel .................................................. 74
Change Person Request Record .................... 92
Change Space Request Record ..................... 82
Chargeback Allocations .............................. 15
Closing Out
Move Line Items .................................. 160
Common Elements.................................... 68
Contact Role......................................... 163
Copy .................................................... 74
Core Building Services ................................ 9
Create Draft ........................................... 74
Creating
Associations to the space ........................ 36
Building record ...................................... 6
Move Line Item ................................... 149
Move Project ..................................... 162
Move Request Record ........................... 156
Space Audit Master Record....................... 40
Space class current classification ............... 11
Space Utilization Record ......................... 52
Design Change Requests Sub-Tab ................ 135
Exterior Gross .......................................... 9
Exterior Wall ........................................... 9
Find Space ............................................. 98
Finding a Graphic ................................... 152
Floor Record ........................................... 26
Form Tabs .............................................. 69
Functional Role Entitlement ...................... 126
Gantt Scheduler .................................... 143
Gantt Scheduler Display .........167, 168, 170, 172
Graphics section ...................................... 12
Graphics Section ...................................... 34
Gross Area .............................................. 9
Gross Measured Area .................................. 9
Human Resource Request ........................... 88
IFMA/BOMA Standard ................................. 7
© Copyright IBM Corporation 2011.
Interior Gross .......................................... 9
Interior Parking ........................................ 9
Locate Space .......................................... 98
Location Cost Index ................................ 124
Location Records ...................................... 6
Manage Moves ..................... 130, 131, 142, 161
Managing Space ....................................... 22
Move Cost Estimates ................... 120, 122, 125
Move Designer Tab ........................... 131, 148
Move Items .......................................... 135
Move Line Item (MLI) ................... 99, 133, 135
Move Line Item Record ............................ 100
Move Management Process ......................... 65
Move Planner ........................................ 163
Move Planning ......................................... 65
Move Planning Process ............................ 119
Move Policy .............................. 120, 121, 123
Move Project Planner Tab .................. 142, 161
Move Project Tasks Schedule .................... 165
Move Projects Schedule ........................... 165
Move Services Request .................... 65, 67, 75
Move Services Request Record ..................... 75
Need Space Request Record ........................ 84
New Hire Request Record ........................... 88
Plan Moves ............................... 130, 131, 148
Projects Sub-Tab ................................... 134
Prorations .............................................. 39
Rentable Area .......................................... 9
Request Form ......................................... 68
Requests Sub-Tab .................................. 134
Return Space Request Record ...................... 87
Save ..................................................... 74
Save & Close .......................................... 74
Service Management Process ....................... 64
Service Request
Creating ............................................. 67
Setting Up
Entitlement ....................................... 128
Functional Role .................................. 127
Move Policy & Cost Estimates ................. 126
Person with a Functional Role ................ 130
SFP Scenarios Sub-Tab............................. 135
Space
Audit system workflow ........................... 43
Space Allocation ............................... 3, 5, 14
Space Association ................................. 3, 35
Space Audit .................................4, 5, 36, 40
Space Audit (Detail) ................................. 45
Space Audit Allocation History ..................... 50
Space Audit Process ............................. 37, 38
Space Class Current .................................. 10
Space Class Designed ................................ 10
Space Class Planned ................................. 10
Space Class Types .................................... 10
Space Classification ................................... 7
Space Classification Standards .............. 8, 9, 39
173
Space Level Allocation............................... 14
Space Level Allocation Record ..................... 16
Space Management Process .......................... 3
Space Manager ........................................ 22
Space Record .......................................... 15
Space Services Request .............................. 82
Space Setup ............................................ 5
Space Use Agreement ................... 4, 18, 30, 57
Space Use Agreement (SUA) ........................ 54
Space Utilization ................................. 4, 52
© Copyright IBM Corporation 2011.
SUA...................................................... 54
Submit .................................................. 74
Terminate Person Request Record ................ 95
Usable Area............................................. 9
Vertical Penetration .................................. 9
Viewing
Space Audit (Detail) Record ..................... 45
Space Audit Allocation History Record ........ 50
Workpoint............................................ 151
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