ibm tririga 10 strategic facility planning user guide€¦ · facilities that determine the right...

© Copyright IBM Corporation 2011.

IBM TRIRIGA Version 10.2

Strategic Facility Planning User Guide

Note Before using this information and the product it supports, read the information in “Notices” on page 113.

This edition applies to version 10, release 2, modification 0 of IBM® TRIRIGA® and to all subsequent releases and modifications until otherwise indicated in new editions.

© Copyright International Business Machines Corporation 2011. All rights reserved.

US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

Contents

ABOUT THIS GUIDE ........................................................................................................... 1

Conventions ........................................................................................................................................................................ 1

Intended Audience ............................................................................................................................................................. 1

Prerequisites ....................................................................................................................................................................... 1

Support ............................................................................................................................................................................... 1

STRATEGIC FACILITY PLANNING ................................................................................... 2

Strategic Facility Planning Process Overview................................................................................................................. 2 Strategic Facility Planning Process Simplified ................................................................................................................ 3 Strategic Facility Planning – Alignment, Planning, Implement, Improvement Cycles ................................................... 3

Primary Roles, Portals ...................................................................................................................................................... 3

1. SETUP ........................................................................................................................ 5

Building Class Classification ............................................................................................................................................ 5

Demand Driver Category Classification .......................................................................................................................... 6

Forecast Standards ............................................................................................................................................................ 6 Define a Forecast Standard .............................................................................................................................................. 6

Geography .......................................................................................................................................................................... 7

Goal Types.......................................................................................................................................................................... 8 Define a Goal Type ......................................................................................................................................................... 8

Headcount Demand Drivers ............................................................................................................................................. 8 Define a Headcount Demand Driver ............................................................................................................................... 8

Java Version ....................................................................................................................................................................... 9

Level of Detail .................................................................................................................................................................... 9

Location ............................................................................................................................................................................ 10 Building ......................................................................................................................................................................... 10 Space ............................................................................................................................................................................. 12

Move Planning Settings ................................................................................................................................................... 13

Naming ............................................................................................................................................................................. 13

Non-Headcount Demand Drivers ................................................................................................................................... 13 Define a Non-Headcount Demand Driver ..................................................................................................................... 13

Organization .................................................................................................................................................................... 14

People ................................................................................................................................................................................ 14 Employee ....................................................................................................................................................................... 15

Planning Period Config ................................................................................................................................................... 15 Define a Planning Period Configuration ........................................................................................................................ 16

Planning Manager ........................................................................................................................................................... 17 Navigate to the Planning Manager ................................................................................................................................ 17 Manage Space Classes ................................................................................................................................................... 17 Manage Organizations ................................................................................................................................................... 18 Manage Cities ................................................................................................................................................................ 19 Manage Buildings .......................................................................................................................................................... 19

Planning Settings ............................................................................................................................................................. 20

Space Class Current Classification ................................................................................................................................ 20

Space Management Settings ........................................................................................................................................... 21

Space Standard Specification ......................................................................................................................................... 21

Thresholds ........................................................................................................................................................................ 22

2. PLANNING ENVIRONMENT .................................................................................... 23

Define a Planning Environment ..................................................................................................................................... 23 General Tab ................................................................................................................................................................... 24 Contacts Tab .................................................................................................................................................................. 25 Planning Data Tab ......................................................................................................................................................... 26 Forecasts Tab ................................................................................................................................................................. 29 Notes & Documents Tab ............................................................................................................................................... 36

3. PORTFOLIO PLANNING ......................................................................................... 37

Portfolio Plans .................................................................................................................................................................. 38 Define a Corporate-Level Portfolio Plan ....................................................................................................................... 39 Define a Child-Level Portfolio Plan .............................................................................................................................. 40 General Tab – Sub-Tabs ................................................................................................................................................ 41 Goals & Objectives Tab ................................................................................................................................................ 41 Metrics Tab .................................................................................................................................................................... 45 Contacts Tab .................................................................................................................................................................. 45 Notes & Documents Tab ............................................................................................................................................... 45

Space Plans ....................................................................................................................................................................... 46 Define a Space Plan ....................................................................................................................................................... 46 General Tab ................................................................................................................................................................... 47 Goals & Objectives Tab ................................................................................................................................................ 50 Contacts Tab .................................................................................................................................................................. 54 Notes & Documents Tab ............................................................................................................................................... 55

Scenarios .......................................................................................................................................................................... 55 Define a Scenario .......................................................................................................................................................... 55 Goals & Objectives Tab ................................................................................................................................................ 57 Notes & Documents Tab ............................................................................................................................................... 58 Other Tabs ..................................................................................................................................................................... 58

4. SUPPLY/DEMAND ANALYSIS ................................................................................ 59

Supply/Demand Analysis Tool Layout .......................................................................................................................... 59 Supply/Demand Tab ...................................................................................................................................................... 60 Supply/Demand – Lease Own Tab ................................................................................................................................ 60 Occupancy Rate Tab ...................................................................................................................................................... 61 Utilization Density Tab ................................................................................................................................................. 61 General Section ............................................................................................................................................................. 62 Supply Summary Tab .................................................................................................................................................... 62 Demand Summary Tab .................................................................................................................................................. 62 RE Action Requests Tab................................................................................................................................................ 62

How to Use the Supply/Demand Tool ............................................................................................................................ 62 Add Supply .................................................................................................................................................................... 63 Take Action ................................................................................................................................................................... 64 Cancel Action ................................................................................................................................................................ 65 Remove .......................................................................................................................................................................... 66

5. STACK PLANNING .................................................................................................. 67

Stacking Tool Layout ...................................................................................................................................................... 68 Menu .............................................................................................................................................................................. 68 Zoom Controls ............................................................................................................................................................... 68 Panel Resizing ............................................................................................................................................................... 68 Left Navigation Panel .................................................................................................................................................... 69 Stack Plan Work Area ................................................................................................................................................... 70 Bottom Information Panel ............................................................................................................................................. 72 Parking Lot .................................................................................................................................................................... 72

How to Use the Stacking Tool ......................................................................................................................................... 73 Focus Period .................................................................................................................................................................. 73 Sequencing .................................................................................................................................................................... 73 Add Supply .................................................................................................................................................................... 74 Select and Place ............................................................................................................................................................. 74 Select Partial (Split) ....................................................................................................................................................... 74 Permanent Save ............................................................................................................................................................. 75

Stack Planning Performance Metrics ............................................................................................................................ 75

6. SCENARIO EVALUATION AND APPROVAL ......................................................... 76

Scenario Evaluation Tool Layout ................................................................................................................................... 76 Scenario Evaluation Section .......................................................................................................................................... 76 Scenarios Section........................................................................................................................................................... 77

Route for Approval.......................................................................................................................................................... 78 Print Preview ................................................................................................................................................................. 78 Recommend Scenario .................................................................................................................................................... 78 Submit ........................................................................................................................................................................... 78 Complete ....................................................................................................................................................................... 79

SCENARIO METRICS ....................................................................................................... 80

Metric Categories ............................................................................................................................................................ 80

Scenario Metric ID .......................................................................................................................................................... 80

Scenario Metrics .............................................................................................................................................................. 81 Area Moved (USF) ........................................................................................................................................................ 81 Churn (Disruption Costs)............................................................................................................................................... 82

Churn Rate ..................................................................................................................................................................... 83 CO2 Emissions .............................................................................................................................................................. 83 Cost of Operations ......................................................................................................................................................... 84 Density........................................................................................................................................................................... 84 Emissions (Carbon) Intensity per GSF .......................................................................................................................... 85 Emissions (Carbon) Intensity per Occupant .................................................................................................................. 86 Energy Use .................................................................................................................................................................... 86 Energy Use Intensity per GSF ....................................................................................................................................... 87 Energy Use Intensity per Occupant ............................................................................................................................... 88 Fixed Assets (Property) Costs ....................................................................................................................................... 88 Implementation Costs .................................................................................................................................................... 89 Investment Return - IRR................................................................................................................................................ 90 Investment Return - NPV .............................................................................................................................................. 90 Investment Return - ROI ............................................................................................................................................... 91 Lease Costs .................................................................................................................................................................... 92 Occupancy Cost per Area .............................................................................................................................................. 92 Occupancy Cost per Person ........................................................................................................................................... 94 Occupancy Rate ............................................................................................................................................................. 95 People Moved ................................................................................................................................................................ 95 Percent Lease (Rentable Area) ...................................................................................................................................... 96 Time to Complete (Months) .......................................................................................................................................... 96 Total Area - Gross ......................................................................................................................................................... 97 Total Area - Rentable .................................................................................................................................................... 97 Total Area - Usable ....................................................................................................................................................... 98 Total Estimated Asset Value ......................................................................................................................................... 98 Total Number of Buildings ............................................................................................................................................ 99 Total Number of Floors ............................................................................................................................................... 100 Total Occupancy Costs ................................................................................................................................................ 100 Total People ................................................................................................................................................................. 101

GLOSSARY ..................................................................................................................... 103

INDEX .............................................................................................................................. 110

NOTICES ......................................................................................................................... 113

© Copyright IBM Corporation 2011. 1

About This Guide This guide describes the procedures for operating, modifying, and maintaining the IBM® TRIRIGA® Strategic Facility Planning application. The guide describes a process flow and contains descriptions of the various tabs and their functions.

Conventions This document uses the following conventions to ensure that it is as easy to read and understand as possible:

Note – A Note provides important information that you should know in addition to the standard details. Often, notes are used to make you aware of the results of actions.

Tip – A Tip adds insightful information that may help you use the system better.

Attention – An Attention notice indicates the possibility of damage to a program, device, system, or data.

Intended Audience This guide is for workplace executives, business executives, workplace planners, business unit managers, planning administrators, and space planners who are responsible for setting up, maintaining, and performing strategic facility planning activities.

Prerequisites This guide assumes that the reader has a basic understanding of IBM TRIRIGA Application Platform and the fundamental concepts required to operate the Web-based IBM TRIRIGA system.

Support IBM Software Support provides assistance with product defects, answering FAQs, and performing rediscovery. View the IBM Software Support site at www.ibm.com/support.

http://www.ibm.com/support�


Strategic Facility Planning Dynamic economic conditions and increased pressure to deliver stakeholder value require facility management executives and facility planners to allow enterprise business strategies and adapt quickly to changes in business needs. Despite the fact that real estate and facility assets rank as a top four cost driver for more than two-thirds of organizations, facility executives lack a seat at the core business strategy table. As a result, too often facility executives must react to business needs by implementing plans that emphasize time to market, increase risks, and compromise cost or quality.

To achieve high yield plans that provide support for core business strategies, leading organizations use a complex decision support process known as Strategic Facility Planning to understand the core business goals and needs of the business unit and its occupancy consequences. Within this process, facility planners establish two to five year plans focused on the entire portfolio of owned and leased facilities that determine the right capacity at the right location and at the right time to meet the strategic objectives of an organization.

IBM TRIRIGA Strategic Facility Planning, or IBM TRIRIGA SFP, delivers advanced facilities planning capabilities to accelerate understanding of core business demands, simplify complex planning analysis, and streamline implementation of facilities plans.

IBM TRIRIGA SFP helps facility planners increase the effectiveness of all types of facilities planning – strategic, master, and tactical – through advanced performance analytics, visual scenario modeling, and an automated workflow engine. To help organizations deliver effective strategies, IBM TRIRIGA SFP delivers unique features that reveal gaps between business demands and space availability; analyze, rank, and suggest best fit facilities planning scenarios; and automate manual and time-consuming processes.

Implementation of strategic facility planning starts with the collection and compilation of critical business and facility asset information, including objectives, goals, and future space requirements. IBM TRIRIGA SFP provides a portfolio planning framework, business unit forecasts, and predefined performance metrics to streamline the understanding of business demands and impacts on facility performance over time.

After requirements have been gathered and impacts are understood, facility planners explore what-if scenarios to develop comprehensive facility plans that align with core business strategies. IBM TRIRIGA SFP provides unique visual modeling and advanced analysis capabilities to create and evaluate planning scenarios against planned objectives, risks, and goals. Planning metrics score scenarios against financial, portfolio, environmental, and operational targets.

IBM TRIRIGA SFP delivers the tactical move planning and execution capabilities required to accelerate the implementation of strategic facilities plans, complex mergers and acquisitions, and unforeseen business continuity scenarios. The automated workflows in IBM TRIRIGA SFP change details captured within strategic plans into implementation plans and initiate real estate acquisitions and dispositions, construction project management, and move planning and implementation to increase the efficiency of plan execution.

IBM TRIRIGA Strategic Facility Planning includes role-based portals, processes, performance metrics, and information that provide value for all workplace stakeholders, including workplace executive, facilities executive, business unit manager, and workplace planner.

Strategic Facility Planning Process Overview The intent of this section is to outline the overall processes and the relationships of the components of the SFP product. The details of the main components are in the following sections.


Strategic Facility Planning Process Simplified The following diagram illustrates a simplified view of the Strategic Facility Planning process:

Strategic Facility Planning Process Simplified

SFP encompasses two primary processes with one common flexible process framework.

Cyclical Planning o Aligned to corporate strategic planning and business planning cycles o Fiscal budgeting and targeting cycles o Scheduled planning update cycles

Event Driven Planning (unplanned) o Emergency response

Strategic Facility Planning – Alignment, Planning, Implement, Improvement Cycles The SFP process is both a linear end-to-end process and a cyclical process for continuous improvement and strategy adaptation. It capitalizes on opportunities identified from performance management and proactively anticipates issues from leading indicators of future-based information.

The strategic planning processes and framework align and guide plans, programs, and projects throughout the end-to-end process. As well, its integrated strategic alignment optimizes plans and programs across multiple criteria and functions.

Environmental Sustainability – people, planet, profit Strategic Facility Planning – right space, at the right place, at the right time, at the right cost, in support of the enterprise strategy

Facility planning processes are integrated end-to-end processes from planning to implementation. With integrated Workplace Performance Management, the solution evaluates strategic compliance and completes the performance cycle with inputs for the next planning cycle.

Primary Roles, Portals The primary roles involved with strategic facility planning include the following roles:

IBM TRIRIGA Role Name

Similar Roles, Alternative Titles

Summary of Role Responsibilities

Facilities Executive Workplace Executive, Workplace Resources VP, CRE/FM VP, Director

Role Description:

Decision maker, information consumer

Process Touch Points:

Information, Approvals


IBM TRIRIGA Role Name

Similar Roles, Alternative Titles

Summary of Role Responsibilities

Business Unit Manager Division VP/Director/Manager Role Description:

Point of contact for a planning organization (business unit)


Forecast

Workplace Planner Space Manager, Space Planner, Strategic Space Planner, Workplace Consultant/Strategist, Customer Relationship Rep/Manager

Role Description:

Primary workplace planning role of SFP


All

IBM TRIRIGA SFP provides portals for these roles.


1. Setup Making sure that the right data is available to an application is especially important for IBM TRIRIGA Strategic Facility Planning (IBM TRIRIGA SFP). This chapter contains information about activities to perform before you use the many features in IBM TRIRIGA SFP. These activities focus on tailoring geographies, organizations, locations, people, specifications, classifications, parameters, and templates for your organization and for establishing SFP defaults.

Setup activities must be performed in the following areas before starting to use the IBM TRIRIGA Strategic Facility Planning process. There is no recommended sequence of activities. All activities listed are important. They are listed in alphabetical order in this chapter.

Building Class Classification Demand Driver Category Classification Forecast Standards Geography Goal Types Headcount Demand Drivers Java Version Level of Detail Location Move Planning Settings Naming Non-Headcount Demand Drivers Organization People Planning Period Config Planning Manager Planning Settings Space Class Current Classification Space Management Settings Space Standard Specification Thresholds

Building Class Classification Classifications are records presented in a hierarchical fashion. If the type of field is classification, a record in the Classification Hierarchy can be chosen as the value of the field.

Note – For an in-depth discussion of Classifications and the Classification Hierarchy, see the IBM TRIRIGA 10 Application Administration User Guide.

Building Class is a Classification structure or hierarchy used to assist with classifying a building based on its function. Building Class is an important element used in the planning functions of SFP.

Certain scenario metrics calculations are supported by values that are set up on Building Classes. The values retrieved from Building Class are used as factors to calculate estimates for proposed locations when requesting additional supply. For example, estimates are taken from the Building Class for CO2


Emissions/GSF, Energy Use/GSF, Annual Cost of Operation/RSF, Annual Lease Costs/RSF, and Annual Fixed Assets Costs/RSF and used with the proposed area of the new location to calculate an estimate for each.

Several fields in a Building Class are used by SFP. In the General tab, those fields are:

Estimated Annual Cost of Operation per RSF Estimated Annual Lease Costs per RSF Estimated Annual Fixed Assets Costs per RSF Estimated CO2 per GSF Estimated Annual Energy Use per GSF Gross Factor Rentable Factor Usable Factor

Demand Driver Category Classification Classifications are records presented in a hierarchical fashion. If the type of field is classification, a record in the Classification Hierarchy can be chosen as the value of the field.

Note – For an in-depth discussion of Classifications and the Classification Hierarchy, see the IBM TRIRIGA 10 Application Administration User Guide.

The Demand Driver Category groups space demand drivers, such as office workers, dorm students, warehousing, and server racks.

Forecast Standards Forecast Standards are used by the forecasting process to establish the space standards to use for a set of demand drivers. The data contained within the forecast standard are treated as overrides to the global demand driver configurations for values including space standard. These forecast standards are applied to space forecast surveys and their respective line items and are typically configured by Organization.

A typical use of forecast standards is by companies that have different space class standards for different locales. Such a company would establish forecast standards for each locale, for example, for the United States, for Europe, and for Asia Pacific.

Define a Forecast Standard To Define a Forecast Standard

Step 1 Sign in with the appropriate Space Planner (or System Administrator) role.

Step 2 From the Menu Bar, click Space > Set Up > Forecast Surveys > Standards. The system displays the Standards results page.

Step 3 Review the list of forecast standards. Click Add.


To Define a Forecast Standard

Step 4 Review the Forecast Standard form. The fields in the Headcount Demand Driver section and Non-Headcount Demand driver section are as follows:

ID Name Space Capacity Space Area

Step 5 To add a demand driver to the Headcount Demand Driver section or the Non-Headcount Demand driver section:

Click the Add Demand Driver action on the respective section bar. The system displays a list of demand drivers. Make your selections and click OK.

If the list that is displayed does not contain the demand driver that you want, click Add. The system opens a Headcount Demand Driver form or a Non-Headcount Demand Driver form. How to create each is described in the Headcount Demand Driver and the Non-Headcount Demand Driver portions of this chapter.

The fields in a demand driver can be changed from the standard values to ones appropriate for this particular forecast standard.

Step 6 Click Create. The forecast standard acts as an override in the space forecast.

Geography SFP focuses on cities. Be sure that the Geography Hierarchy includes all cities that are included in any planning process and the geography above them and that a planner contact role is established for each planning geography.

Geographies must exist in the Geography Hierarchy before a user sets the Geography or Scope on portfolio plans or sub-plans.

The Geography Hierarchy is located under the Portfolio portal first-level menu item.

Note – The IBM TRIRIGA 10 Portfolio Management User Guide and the IBM TRIRIGA 10 Real Estate Environmental Sustainability Portfolio Management User Guide contain detailed instructions about how to use the Geography Hierarchy that are not replicated in this user guide.

Tip – If you are planning for areas that include more than one city in more than one state, define a Metropolitan Area at the country level.

For example, if you are planning for the Philadelphia metro area, define \Geography\North America\United States\Philadelphia Metropolitan Area in the Geography Hierarchy. Then set the value of the Metropolitan Area field on the General tab of the City records for Philadelphia, PA, Camden, NJ, and Wilmington, DE, to the Philadelphia Metropolitan Area.


Goal Types Portfolio plans contain goals appropriate for the level of plan. These are called Goal Types in IBM TRIRIGA. A goal defines targets and appropriate thresholds.

Tip – The as-delivered Goal Types include default data. Change the thresholds and targets to meet your business plan and evaluation criteria.

Define a Goal Type To access the goal type functions and define a new goal type:

To Define a Goal Type

Step 1 Sign in with the appropriate System Administrator role.

Step 2 From the Menu Bar, click Tools > Application Setup > Strategic Planning > Goal Types. The system displays the Goal Types results page.

Step 3 Review the list of goal types. Click Add.

Step 4 Review the Goal Type form.

In the General section:

Plan Goal Category - The standard choices are Customer, Environmental, Financial, Operational, Portfolio, and Regulatory.

UOM Type - The standard choices are Area, Carbon, Carbon Intensity, Currency, and Energy.

In the Details section:

Default Threshold - Select the threshold appropriate for this goal. Goal UOM - The unit of measure of the goal. Select from the list for the name and the

units. Default Target - The value that is the default for this goal.

Headcount Demand Drivers A Demand Driver captures space class, space standard, functional role, worker type, and demand category into one record that provides insight into how spaces are classified. Demand drivers are used in forecasting for capacity and size. When you generate data in a planning environment, the system creates demand drivers that have not been defined already. Define the demand drivers you expect to use during the planning process.

There are two types of demand drivers: Headcount Demand Driver and Non-Headcount Demand Driver. These drivers are used as groupings for the forecast processes in collecting data and calculations.

Define a Headcount Demand Driver To access the headcount demand driver functions and define a new headcount demand driver:


To Define a Headcount Demand Driver


Step 2 From the Menu Bar, click Space > Set Up > Forecast Surveys > Demand by Headcount. The system displays the Demand by Headcount results page.

Step 3 Review the list of headcount demand drivers. Click Add.

Step 4 Review the Headcount Demand Driver form.


Non-Standard? - To indicate that a demand driver is to be a standard demand driver, clear the Non-Standard? check box.

The Details section contains fields used by SFP:

Demand Driver Category - A classification of demand drivers. Demand Driver UOM - The unit of measure of the demand driver. Examples are:

Headcount, Servers, and Pallets. Supply Capacity UOM - The unit of measure of the supply. Functional Role - A grouping for capture data purposes.

Worker Type - Gives the assignment group of Assigned, Mobile, Non Office Worker, and Remote.

Space Class Current - A classification. See Space Class Current Classification for more information.

Space Standard - Brings the space standards from the selected Space Class Current. See Space Standard Specification for more information.

The Defaults section defines values that apply for this headcount demand driver.

Standard Space Capacity - The capacity of seats or beds for a standard space. Standard Space Area - The standard requirement of an area.

Java Version The stack planning tool has a minimum Java requirement to support its features. If a user has an earlier version, they are prompted to download the appropriate Java plug-in.

The IBM TRIRIGA Support Matrix provides information about the products and platform that are supported by IBM TRIRIGA and provides a list of components with which the IBM TRIRIGA environment is currently certified. Be sure that the users in your SFP community meet these standards.

Level of Detail The IBM TRIRIGA SFP setup gives users a flexible range of data detail or simplification to suit the needs of an organization. There are tradeoffs to consider when contemplating a simpler approach versus collecting detailed data. Although day to day space management is often at a detailed level, planning data typically must be at an aggregated higher level to simplify the planning process or to match up with organizational planning needs. Moreover, detailed data comes at the expense of more data entry


and complexity. Rolled up high-level data is simpler to manage and to use for planning, but generalized data can result in oversimplification and cause inaccuracies or result in overlooking important considerations.

Forecasting accuracy and uncertainly can be a good predictor of the accuracy and detail needed in planning data. Forecasting has some level of inaccuracy by nature. For example, if forecasts can have a +/- 5% accuracy, there is not much value in using more detail to get an overall precision of 1%.

To help determine the level of detail you require, consider the following factors:

Locations - Identify and exclude buildings that are not in the scope of planning. For example, some companies exclude parking buildings, guard shacks, and recreational facilities during SFP setup to simplify analysis. Organizations – Determine which planners and business unit contacts are responsible for business forecasts and business unit decisions and identify the processes these planners and business unit contacts use to determine appropriate organization level planning. SFP organization planning can occur at any rolled up level in the organization hierarchy and is not required to be planned at the lowest level used in space allocations or the organization of the assigned person. For example, a 10 level deep organization hierarchy can be planned at level three, four, or five to get the granularity needed for planning and avoid what can be too much detail at lower levels. Space Classes – Establish the planning granularity needed for space classes. For example, planning lab space at a consolidated level (level one) might be sufficient for planning detail while planning at lower levels that identify lab subclasses (level two) might have marginal value. Office space can be planned at level one with an overall density goal and estimating standard; however, the result would lack the ability to estimate space based on office standards, functional roles, or mobility factors. For some companies level one might be ideal, and for other companies level one can cause data inaccuracies and result in poor decisions.

Location SFP focuses on buildings and floors for planning. Space within floors is an essential part of the planning data capture process. If there are no spaces, no supply or demand is captured.

Locations must exist in the Location Hierarchy before a user sets the planning locations on portfolio plans or sub-plans.

The Location Hierarchy is located under the Portfolio portal menu item.

Note – The IBM TRIRIGA 10 Portfolio Management User Guide and the IBM TRIRIGA 10 Real Estate Environmental Sustainability Portfolio Management User Guide contain detailed instructions about how to use the Location Hierarchy that are not replicated in this user guide.

Tip – Use names that describe the building, floor, and space concisely and with the key differentiators at the beginning of the name.

Building Several fields in a Building are used by SFP.


General Tab In the General tab, those fields are:

Name Image (displays in the Stack Planning tool)

Tenure (Leased, Owned) Fields in the Environmental Details section (used for scenario metrics) Fields in the Cost Summary section (used for scenario metrics) Fields in the Units section Fields in the Location Status section (dates establish when building is available during SFP focus periods) Fields in the Primary Address section (a building must be assigned to a city)

Contact Details Tab The Contacts section of the Contact Details tab lists parties in strategic facility planning and move management roles, such as workplace executives, business executives, workplace planners, business unit managers, planning administrators, and space planners.

Area Measurements Tab The Building Measurements section of the Area Measurements tab contains values for Gross Area, Rentable Area, and Usable Area.

Contracts Tab SFP must know the term of lease or ownership for each building. When IBM TRIRIGA Real Estate Manager is implemented, this information is found in a link from the Contracts tab for the building to the real estate lease record. With an IBM TRIRIGA Real Estate Manager license, SFP can break out multiple leases and handle sub-leases.

If you have an IBM TRIRIGA Real Estate Manager license, the Locations tab on a real estate lease contains the Contract Locations section, which links the lease to one or many spaces (typically a suite but also might be individual offices or workstations), floors (assumes that all spaces are within the floor), buildings (assumes that all floors or spaces are within the building), and properties (assumes all buildings, floors, or spaces are within the property).

If different leases occupy space on the same floor, each lease must explicitly link to the individual space records (in the Contract Locations section) for SFP to work correctly. If different leases occupy space in the same building on different floors, each lease must explicitly link to the respective floors.

When IBM TRIRIGA Real Estate Manager is implemented, the system uses fields in the real estate lease for scenario metrics, including fields from the Cost Summary section, Environmental Details section, and Units section.

Space Management Tab The fields in the Space Occupancy Settings section on the Space Management tab of a building provide the opportunity to override the global space occupancy settings in the Space Management Settings tab of the Application Settings record.

When you select Use Building Level Occupancy Policies?, the system uses the value of this building for Use People’s Primary Organization for Occupancy Allocations? instead of the system-wide setting of the same name in the Application Settings record.


Select Use People’s Primary Organization for Occupancy Allocations? to indicate that the system is to create or manage occupancy allocations for spaces in the building based on the organization of the people assigned to the spaces in this building. Leave Use People’s Primary Organization for Occupancy Allocations? cleared to indicate that the user must create or manage occupancy allocations for spaces in the building manually.

Space Several fields in a Space are used by SFP.


Name Area with UOM Prorated Area with UOM Current Use Space Class Capacity - The total designed capacity of the space before changes made during planning. Capacity is used in SFP only for occupancy capacity. For non-occupancy spaces (when the space class Planning Measure Type is Area or Count), capacity is not used. Org Occupancy Status - System managed; Vacant, Vacant Common, Occupied, Partially Occupied, Over Allocated. Headcount (Primary) - Number of people assigned to the space as their Primary Location. Headcount (Other) - Number of people assigned to the space as their Secondary Location. Seats Allocated - Total space capacity in seats. This value is from the Occupancy Allocations section on the Allocation tab when no people are assigned to the space. When people are assigned, the system automatically allocates seats based on percent of capacity (seats) occupied. Percent Occupied - Seats Allocated / Capacity. Remaining Vacant - Capacity – Seats Allocated. In Service Actual Retirement

The system uses the association of People to Spaces to trigger workflows that implement the Occupancy Status rules.

Details Tab The Details tab on a Space record shows the people with this space as their Primary Location or Secondary Location (Other Assigned Locations).

The association of people to space is required to establish demand where the Planning Measure Type of the space class is set to Occupancy. Primary and secondary people are treated the same with respect to occupancy (that is, a person uses one capacity regardless of whether they are primary or secondary).

Allocation Tab The Allocation tab on a Space record shows the organizations occupying the space in the Occupancy Allocations section. These allocations are essential for establishing demand.


Move Planning Settings The Move Planning Settings tab of Application Settings is located in Tools > System Setup > General > Application Settings. The line items in the Move Cost Estimates section of this tab provide values for calculating the costs in the Move List of the stacking tool when the “from” building does not exist (when it is new supply or a forecast addition) or when not supplied by the building.

Note – See the IBM TRIRIGA 10 Space and Move Management User Guide for information about the sections in the Move Planning Settings tab. See the IBM TRIRIGA 10 Application Administration User Guide for details on how to use Application Settings.

The fields in the Move Cost Estimates section are as follows:

Cost Item Id Cost Item Name Move Type Move Class Move Category Cost Per Person Moved Cost Per Square Foot Moved Status

Note – These are global settings. The values on the Move Planning Settings tab apply to the entire IBM TRIRIGA system. They can be overridden for a specific building in the Move tab of the record of that building.

Naming Use names for locations, space classes, organizations, and geographies that describe the element clearly and concisely and that have the key differentiators at the beginning of the name. In SFP, often more than one name is combined to describe an element, for example a demand driver created by the system.

Non-Headcount Demand Drivers A Demand Driver captures space class, space standard, and demand category into one record that provides insight into how spaces are classified. Demand drivers are used in forecasting for capacity and size. When you generate data in a planning environment, the system creates demand drivers that have not been defined already. Define the demand drivers you expect to use during the planning process.

There are two types of demand drivers: Headcount Demand Driver and Non-Headcount Demand Driver. These drivers are used as groupings for the forecast processes in collecting data and calculations.

Define a Non-Headcount Demand Driver To access the non-headcount demand driver functions and define a new non-headcount demand driver:

To Define a Non-Headcount Demand Driver



To Define a Non-Headcount Demand Driver

Step 2 From the Menu Bar, click Space > Set Up > Forecast Surveys > Demand by Type. The system displays the Demand by Type results page.

Step 3 Review the list of non-headcount demand drivers. Click Add.

Step 4 Review the Non-Headcount Demand Driver form.


Non-Standard? - To indicate that a demand driver is to be a standard demand driver, clear the Non-Standard? check box.

The Details section contains fields used by SFP:

Demand Driver Category - A classification of demand drivers.

Demand Driver UOM - The unit of measure of the demand driver. For example: Space (room).

Supply Capacity UOM - The unit of measure of the supply. Space Class Current - A classification. See Space Class Current Classification for more

information. Space Standard - Brings the space standards from the selected Space Class Current.

See Space Standard Specification for more information.

The Defaults section defines values that the system applies for this headcount demand driver.

Standard Space Capacity - The capacity of seats or beds for a standard space. Standard Space Area – The standard requirement of an area.

Organization The level of detail represented in the Organization Hierarchy must match or roll up to the level of organizational detail you that you will use for planning processes. Organization is used primarily as a rollup mechanism when generating planning data so that the system can aggregate demand data (relating to people and allocations) for a planning level organization and its children.

The Organization Hierarchy is located under the Portfolio portal first-level menu item.

Note – The IBM TRIRIGA 10 Portfolio Management User Guide and the IBM TRIRIGA 10 Real Estate Environmental Sustainability Portfolio Management User Guide contain detailed instructions about how to use the Organization Hierarchy that are not replicated in this user guide.

People For SFP to be able to relate spaces to organizations and geography, people records must identify the spaces each person occupies.

The People page is located under the Portfolio portal first-level menu item.


Note – The IBM TRIRIGA 10 Portfolio Management User Guide and the IBM TRIRIGA 10 Real Estate Environmental Sustainability Portfolio Management User Guide contain detailed instructions about how to use the People page that are not replicated in this user guide.

Employee Several fields in a People record are used by SFP.


Name Functional Role Assignment Type Organization Path (Primary Organization) Location Path - Provides association to spaces. Geography Lookup

Functional Role and Assignment Type are essential for headcount demand drivers and forecasting. If this information is not used, all people are treated the same way regarding space standard (area). For example, without functional role, adding one executive would add the same area requirement as adding one worker.

Tip – Be consistent in your use of Functional Role and Assignment Type. If some People records have these values and some do not, the forecasting process becomes awkward and confusing.

Locations & Assets Tab In the Locations & Assets tab, assign the Primary Location and as many Other Assigned Locations (secondary locations) as appropriate. If you want to plan moves including equipment and assets like desks and computers assigned to a person, those moves must be defined in the Asset page and identified in the Locations & Assets tab of the person.

Note – You also can assign people to a space, or remove them from a space, by using IBM TRIRIGA CAD Integrator. See IBM TRIRIGA 10 CAD Integrator for AutoCAD User Guide or IBM TRIRIGA 10 CAD Integrator for MicroStation User Guide for more information.

Planning Period Config An important aspect of planning is the notion of time. The system uses planning periods to define a set of named time intervals. These periods are aligned with fiscal periods to establish a time-based dimension for all planning data. Planning period configurations simplify the implementation of planning periods by establishing standard increments of time covered in a plan.

Tip – Define the planning period configurations that match the best practices of your organization once and reuse them during strategic facility planning events.


Performance Tip – The more planning periods there are, the more data must be created to support the planning functions.

Define a Planning Period Configuration To access the planning period configuration functions and define a new planning period configuration:

To Define a Planning Period Configuration

Step 1 Sign in with the appropriate System Administrator role.

Step 2 From the Menu Bar, click Tools > Application Setup > Strategic Planning > Planning Period Configuration. The system displays the Planning Period Configuration results page.

Step 3 Review the list of planning period configurations. Click Add.

Step 4 Review the Planning Period Config form.

Step 5 In the General section, enter the Name of the planning period configuration.

Tip – Use a name that describes the planning period. For example, for a planning period that is for two years, with the first year in quarters, use 2 Year (QQQQY), or for a three year planning period with the first year in quarters, use 3 Year (QQQQYY).

Step 6 To define the structure of the planning period, click Add on the Period Configuration section bar.

The system adds a line in the Period Configuration section. The Period # identifies the sequence in the planning period. Select the Period Type (duration) of the period from the list.

Tip – Use Quarter or Year for Period Type and avoiding the many dimensions that a value of Month would create.

Step 7 Continue adding periods until the configuration is complete.

Each time you click Add, the system adds a new line, increments the Period #, and prepopulates the Period Type with the value from the prior line.

To remove a period, select the check box to the left of the line and click Remove.

Step 8 Click Create Draft.

Step 9 Select the appropriate action.

Activate makes the planning period configuration available for use in the system.


Planning Manager The Planning Manager establishes system-wide global settings or filters for worldwide scope and level of detail. The Planning Manager is the primary interface for managing space classes, organizations, cities, and buildings. It contains all data that any planner in your organization must have before completing their planning requirements.

Navigate to the Planning Manager To Navigate to the Planning Manager


Step 2 From the Menu Bar, click Space > Set Up > Strategic Planning > Planning Manager. The system displays the Planning Manager page.

Step 3 Review the Planning Manager page. The following tabs define values for SFP:

Manage Space Classes Manage Organizations Manage Cities Manage Buildings

Note – These are global settings. The Planning Manager sets SFP values for the entire system.

Manage Space Classes The purpose of the Manage Space Classes tab is to specify which Space Class Current classifications are used for planning. A space class must be assignable to be used as planning data.

Note – You can find more information about assignable space classes in the IBM TRIRIGA 10 Space and Move Management User Guide.

The Space Classes do not all have to be at the same level. For example, the best practices of your organization might be to use detailed levels for offices, distinguishing all the different classes of office, and an upper level for laboratories.

Performance Tip – The lower the level of detail the more data entry is required to provide supporting information.

The fields in the Manage Space Classes tab are as follows:

Hierarchy Path Name OSCRE Code BOMA Type Space Standard Workpoint Measure Type


Status

Adjust the Space Classes shown by using the Find, Remove, and Reset All actions. When you click the Find action, the system displays all assignable Space Classes (have the Assignable check box selected).

Note – You can find more information about assignable space classes in the IBM TRIRIGA 10 Space and Move Management User Guide.

When selecting Space Classes to be included, consider the hierarchical nature of Space Classes. The system validates that the selected Space Classes do not overlap any previously selected Space Classes. If there is an overlap, the system displays an appropriate message. For example, if the Space Class hierarchy were:

4300 Training

4310 Breakout

4320 Lecture and classroom

4330 Training

4380 Training Support

4390 Other Training

You could select either [4300] – or – [4310 and 4320 and 4330 and 4380 and 4390], but not [4300 and 4310 and 4320 and 4330 and 4380 and 4390].

For planning purposes, it is important that each Space Class selected has its Planning Measure Type and Default Space Standard fields populated. To verify that the value is correct, select the Space Class and look at the Planning Measure Type and Default Space Standard fields in the Details section on the General tab. Information about Space Classes and Space Standards can be found in this chapter.

The space classes listed must encompass all demand and supply.

When the list in the Manage Space Classes tab is complete, click Save or Save & Close.

Manage Organizations The purpose of the Manage Organizations tab is to specify which Organizations are used for planning. The Organizations do not all have to be at the same level. The best practices of your company might be to use detailed levels for some departments and the upper level for others.

Performance Tip – The lower the level of detail, the more data entry is required to provide supporting information.

The fields in the Manage Organizations tab are as follows:

Hierarchy Path ID Name Short Name Type Status


Adjust the Organizations shown by using the Find, Remove, and Reset All actions.

When selecting Organizations to be included, consider the hierarchical nature of Organizations. The system validates that the selected Organizations do not overlap any previously selected Organizations. If there is an overlap, the system displays an appropriate message. For example, if the Organization hierarchy were:

Organization (root)

1. Business Development

1.1 Channels

1.2 Marketing

1.3 Sales

You could select either [1. Business Development] – or – [1.1 Channels and 1.2 Marketing and 1.3 Sales], but not [1. Business Development and 1.1 Channels and 1.2 Marketing and 1.3 Sales].

The Organizations listed must encompass all demand and supply.

When the list is complete, click Save or Save & Close.

Manage Cities The purpose of the Manage Cities tab is to specify which cities in the Geography are used for planning. Forecasts are done at the city level, so this information is important. Include all cities that are to be considered during in corporate-level planning. A particular plan can be filtered to just the desired subset of cities.

The fields in the Manage Cities tab are as follows:

Hierarchy Path ID Name Status

Adjust the cities shown by using the Find, All Cities, Remove, and Reset All actions.


Manage Buildings The purpose of the Manage Buildings tab is to specify which buildings in the Location Hierarchy are used for planning. The buildings selected can be filtered further on individual plans. Exclude from the list in the Manage Buildings tab any buildings that you normally exclude for planning purposes, such as parking structures.

The fields in the Manage Buildings tab are as follows:

Hierarchy Path ID Name Status

Adjust the buildings shown by using the Find, All Buildings, Remove, and Reset All actions.



Planning Settings Set the default planning settings for the system in Application Settings located in Tools > System Setup > General > Application Settings.

Note – See the IBM TRIRIGA 10 Application Administration User Guide for details.

Note – These are global settings. The values on the Planning Settings tab apply to the entire IBM TRIRIGA system.

In the SFP Settings section:

Use Real Estate Lease Contracts for Supply Planning? – Check Use Real Estate Lease Contracts for Supply Planning? if you have IBM TRIRIGA Real Estate Manager and use real estate lease contracts for supply planning.

o If this check box is checked, the system finds the leases for each building and uses the start and end dates from those leases. In this scenario, the system tracks as many leases as there are for a building, for example, when a company has separate leases for each floor of a building.

o If this check box is not checked, SFP uses the Tenure field in the Details section of the General tab of the building to identify leased versus owned property. The system then uses the In Service and Actual Retirement fields on the Location Status section of the General tab of the building as the start and end dates for availability of the building for planning supply. In this scenario, the system has only one set of start and end dates that it can use for a building.

Default Forecast Standard - If appropriate, identify the Default Forecast Standard. Space Class Used for New Supply - Identify the space class that is to be assumed when requesting additional supply during the supply or demand analysis or during stack planning.

In the Details section, establish system-wide default values for Move Downtime Estimated Cost (per Day), Move Downtime Estimate (Days), Analysis Term in years, and Discount Rate (percent). The values for Move Downtime Estimated Cost (per Day), Move Downtime Estimate (Days), and Move Downtime Estimated Cost are per person and are used as factors for calculating scenario churn metrics. The system uses Analysis Term and Discount Rate (percent) as factors for calculating scenario financial metrics.

The system prepopulates newly created portfolio plans with values from the Planning Settings tab. The values can be changed at the portfolio plan level as needed. If you change the values in the Planning Settings tab, authorized users can select portfolio plans and copy the updated values into them.

Space Class Current Classification Classifications are records presented in a hierarchical fashion. If the type of field is classification, a record in the Classification Hierarchy can be chosen as the value of the field.


Note – For an in-depth discussion of Classifications and the Classification Hierarchy, see the IBM TRIRIGA 10 Application Administration User Guide. Find more information about the Space Class Current classification in the IBM TRIRIGA 10 Space and Move Management User Guide.

The Space Class Current classification identifies how the space is intended to be used, its function. A Space Class of a space is an important element within the planning functions.

Several fields in a Space Class Current are used by SFP. In the General tab, those fields are:

Name Planning Measure Type

Area – For example, a manufacturing facility might be measured in square feet.

Count – For example, a room count, such as meeting rooms.

Occupancy – For example, office space capacity, such as an open workstation designed to be occupied by one person.

Tip – It is important in SFP for the Planning Measure Type to be correct.

Default Space Standard - Specification for the space; includes capacity and average area, and identifies what roles can be assigned to the space. Setting the Default Space Standard for each Space Class Current is critical to SFP.

Space Management Settings The Space Management Settings tab of Application Settings is located in Tools > System Setup > General > Application Settings.

Select Use People’s Primary Organization for Occupancy Allocations? to indicate that the system is to create or manage occupancy allocations for spaces based on the organization of the people assigned to the spaces. Leave Use People’s Primary Organization for Occupancy Allocations? cleared to indicate that the user must create or manage occupancy allocations for spaces manually.

Note – See the discussion about the Space Management tab for a building. See the IBM TRIRIGA 10 Application Administration User Guide for details on how to use Application Settings.

Note – These are global settings. The values on the Space Management Settings tab apply to the entire IBM TRIRIGA system. They can be overridden for the spaces in a specific building in the Space Management tab of the record for that building.

Space Standard Specification Specifications in IBM TRIRIGA represent a description of an item, but not an actual item. Think of specifications being like items shown in a catalog. Specifications can represent a wide variety of items, such as equipment, consumable items, services, software licenses, vehicles, and space standards.

The Specification page is located in Portfolio > Set Up > Specification.


Note – The IBM TRIRIGA 10 Portfolio Management User Guide and the IBM TRIRIGA 10 Real Estate Sustainability Portfolio Management User Guide contain detailed instructions about how to use the Specification page that are not replicated in this user guide. Find more information about the Space Standard specification in the IBM TRIRIGA 10 Portfolio Management User Guide and the IBM TRIRIGA 10 Space and Move Management User Guide.

Space Standard is a specification that defines the attributes of a space, including capacity, average area, and which roles can be assigned. There must be a space standard specification for every space class.

In the General tab, Details section, the important fields used by SFP are:

Capacity - Used as standard Capacity units per space. Average Area - Used as a standard Area per space.

Tip – Both Capacity and Average Area are critical to SFP.

Tip – First create Space Standard specifications and then assign them to Space Classes.

Thresholds Metrics are a useful feature of SFP. Behind each metric are settings called thresholds that identify how metric values are scored. IBM TRIRIGA provides one threshold for each Scenario Metric calculation in the as-delivered SFP. In SFP, the values and ranges determine the display of the threshold indicator on the comparison grid of the Scenario Evaluation tab for a space plan. Thresholds also are part of the display of scorecards and metric charts in SFP portals.

You might want to change the values in the standard thresholds to the standards and best practices of your organization or to establish additional thresholds. For example, it is likely that your company has different standards for some thresholds for different countries.

The Threshold area of the Application Setup Settings is where you change the details. Each threshold identifies the planning category and contains values, ranges, and colors. A threshold can support three ranges (for example, low, medium, and high) or two ranges (for example, low and high). Which thresholds you need depend on the data to be represented.

The Threshold area of the Application Setup Settings is located in Tools > System Setup > General > Thresholds.

Note – The IBM TRIRIGA 10 Application Administration User Guide contains detailed information about Thresholds that is not replicated in this user guide.


2. Planning Environment Planning environments are used to establish the primary source of planning data used within IBM TRIRIGA Strategic Facility Planning. Planning environments contain planning elements and configurations, where each planning environment can be configured to manage the following data groupings: planning year and planning periods, key contacts and contact roles, planning scope, planning data, and forecast data.

Define a Planning Environment Typically a planning environment is set up once a year for cyclical planning in conjunction with an annual budgeting or business planning cycle. The following steps describe how to define a planning environment.

To Define a Planning Environment

Step 1 Sign in with the appropriate Space Planner role.

Step 2 From the Menu Bar, click Space > Plan Space > Planning Environments. The system displays the Planning Environments results page.

Step 3 Review the list of planning environments. Click Add.


To Define a Planning Environment

Step 4 Review the Planning Environment form.

In the General tab, General section, enter the following information:

Previous Planning Environment - If this planning environment is linked to a prior planning environment, click the Search icon and identify the planning environment. This information is used to bring in historical data for comparison. For example, if you are in Q4 of 2009 and create the 2010 planning environment, the system creates a -1 period for 2009 and pulls the data from the 2009 – Q4 period. The system supports two history periods. To create the second history period, you must have successive linked planning environments. For example, if 2009 has a Previous Planning Environment pointing to 2008, there is a -1 history period (for 2008) in the 2009 Planning Environment. And if 2010 has a Previous Planning Environment pointing to 2009, there is a -1 history period for 2009 and a -2 history period for 2008. The 2008 data is copied from the -1 period from the 2009 planning environment.

Planning Year - Identify the year represented by this planning environment. For example, if you are starting to plan for fiscal year 2010, the value would be 2010. If there is a value in Previous Planning Environment, the system sets the Planning Year to the year after the planning year for the previous planning environment.

Planning Period Config – When you click the Search icon , the system displays the Planning Period Configs defined earlier. The planning period establishes a time-based dimension for planning data.

Snapshot Date - When this planning period contains generated data, the system displays the date and time the data was last generated.

Master? - The system accommodates only one master plan at a time. If this planning environment represents the master plan, click the Set As Master Plan action on the General section bar. The system changes the status of the previously designated master plan, if any, and also sets the Master check box in this plan. Data contained within the master plan is reflected in the enterprise metric charts shown on the portal and in the portfolio plan.

Step 5 In the Units section, select the Currency and Area Units for this plan.


Step 7 Review the Planning Environment form. The form now displays additional tabs and sub-tabs to further define the planning environment.

Tip – Forecasts must be Approved before you activate a planning environment.

General Tab The system adds the Planning Periods and Scope sub-tabs to the General tab when it creates the planning environment.


Planning Periods Sub-Tab The system uses the Planning Year and the Planning Period defined in the Planning Period Config field in the General section to populate the Planning Periods sub-tab.

If these planning period line items are not what you want, as long as no planning data has been established in the planning environment you can change the Planning Period Config and click Save to update the values in the Planning Periods sub-tab.

To provide some assistance with cyclical planning, the system integrates a notification mechanism into the planning period line items. Selecting the Notify? check box specifies that the system is to send a notification to all Workplace Planner roles contained within the planning environment. This reminder of the pending period change is sent on the Notify Date. To change the Notify Within (the offset from the Start Date of that period) or the Notify Date, click the Linked Record icon .

Scope Sub-Tab By default, the scope of the planning environment is set in the Planning Manager, as described earlier. If no changes are made in the Scope sub-tab, the system uses the settings from the Planning Manager. To restrict this planning environment to a specific set of buildings, click Add Buildings on the Scope section bar and select from the buildings displayed. To remove a building, select its check box and click Remove.

Contacts Tab Use the Contacts tab to identify people to be notified about events in this planning environment.

The fields in the Contacts tab are as follows:

Role Person Work Phone Email Primary Organization

Add to the Contacts Tab The following steps describe how to add contacts to the Contacts tab.

To Add to the Contacts Tab

Step 1 To add a person, click Add Person.

If necessary, click Clear Filters. Select from the list. Click OK.

Step 2 To identify the contact role the person has for this plan, click the name of the person.

In the Contact Role form, Role section, identify the role the person has for this plan. If necessary, select All Roles from the Related Reports. Click OK. Then click Save & Close.


Planning Data Tab The Planning Data tab organizes the master planning data, based on the as is values in the system. Planning data is an important element within the planning framework. It is a time-based snapshot of the current state of supply and demand data contained within the space management application.

Show Processes & Hide Processes You might not be able to see the Show Processes and Hide Processes actions on the Summary section bar. The Show Processes and Hide Processes actions are visible only to select admin users.

These actions are useful for troubleshooting data issues. Clicking Show Processes adds three sub-tabs to the Planning Data section. The sub-tabs are: Running Processes, Finished Processes, and !Exception Processes.

The system generates the data for this planning environment and displays information about what is running, finished, and any exceptions encountered.

Use the Show Processes action as a tool during data generation.

Clicking Hide Processes removes the Running Processes, Finished Processes, and !Exception Processes sub-tabs from view.

Generate Data Before you generate data for this planning environment, double check that your data meets the following criteria:

Building: The city in the Geography Lookup field in the Primary Address section on each Building record must be in the Manage Cities tab of the Planning Manager. If a city is not in the Manage Cities tab, buildings in that city are not captured. Space:

o The Current Use Space Class field on each Space record, or a space class higher in the Space Class Current classification hierarchy, must be in the Manage Space Classes tab of the Planning Manager. Space records with space classes that are higher in the Space Class Current classification hierarchy than the space classes listed in the Manage Space Classes tab are not captured.

o Each Organization listed in the Occupancy Allocation section of the Allocation tab of each Space record, or an organization higher in the Organizations hierarchy, must be in the Manage Organizations tab of the Planning Manager. Space records with Occupancy Allocations organizations that are higher in the Organizations hierarchy than the organizations listed in the Manage Organizations tab are not captured.

People: o The Location Path field (in the Primary Location section of the General tab of the

People record) and all locations listed in the Other Assigned Locations section of the Locations & Assets tab contain a Building record in the Manage Building tab of the Planning Manager. People records with buildings not in the Manage Buildings tab are not captured.

o The Organization Path field (in the Primary Organization section of the General tab of the People record) contains an Organization in the Manage Organizations tab of the Planning Manager. People records with organizations that are higher in the Organizations hierarchy than the organizations listed in the Manage Organizations tab are not captured.

o The Location Path field (in the Primary Location section of the General tab of the People record) and all locations listed in the Other Assigned Locations section of the


Locations & Assets tab of each People record is a Space record with Space Class Planning Measure Type of Occupancy.

Space Class: The Default Space Standard field is configured in each Space Class Current record in the Manage Space Classes tab of the Planning Manager and in each space class lower in the Space Class Current classification hierarchy than the space classes listed in the Manage Space Classes tab.

After you have satisfied these data configuration validations, you are ready to generate data.

To generate data for this planning environment, select the Generate Data action on the planning environment action bar.

The system offers the ability to change the current period for the data. Use this feature to move the planning environment data from one planning period to the next, for example, for changing quarters during an annual planning cycle.

After you change the current period, you cannot go back to a previously selected period. You can change the current period only to a period within the planning year.

Click Continue. The system begins to generate the data.

The planning environment is locked in a read-only state with a status of Processing.

Depending on the level of detail in the data to be gathered, this process can take several hours. The process is performed in the background.

After data generation has finished, the planning environment is editable and returns to its prior status. The system populates the Forecast tab and the Summary section, Planning Data section, Supply Summary section, and Data Capture Log section.

The system also displays the processes that completed in the Finished Processes sub-tab, available when the Show Processes action is selected.

Each planning measure type has a different effect on how the system establishes the supply data.

Supply Data – By Occupancy – To reflect occupancy-based supply, the system captures the sum of space capacity for a given space class, or its sub-space classes, on a given floor. Space capacity is directly related to occupancy, or the assignment of people to the space. Occupancy-based supply can be thought of as space that is used to accommodate people. Supply Data – By Count - To reflect count-based supply, the system captures the count of spaces for a given space class, or its sub-space classes, on a given floor. Supply Data – By Area - To reflect area-based supply, the system captures the sum of space area for a given space class, or its sub-space classes, on a given floor.

Summary Section When the system generates data, the system displays the date and time that the data generation process occurred in the Summary section

The Clear Processes action clears the information displayed in the Summary section.

Planning Data Section The Planning Data section displays all of the generated supply and demand data from the capture process.

The fields displayed in the Planning Data section are as follows:

Type - Values include Supply and Demand.


Period - From the Period in the Planning Periods sub-tab on the General tab. Period # - From the Period # in the Planning Periods sub-tab on the General tab. A negative value indicates a period in the past. Geography - From the Manage Cities tab in the Planning Manager. Supply Summary - The name. Corresponds to items in the Supply Summary section. Location - Uses the floors associated to the buildings in the Manage Buildings tab in the Planning Manager. The system uses the buildings in the Scope sub-tab on the General tab if data is present. Organization - From the Manage Organizations tab in the Planning Manager. Space Class - From the Manage Space Classes tab in the Planning Manager.

Measure Type (the Planning Measure Type) - Occupancy, Count, or Area. Functional Role - From the People records. Worker Type - From the People records. Quantity - The number value for whatever is being captured (Capacity, Occupants, Count, or Area). Area - The area, or proportion of, relating to the space being captured. Planning Data Status Modified?

As the system gathers the space data by space class, it establishes different types of data according to the planning measure type on the space class. There are three planning measure types:

Occupancy - Manages space according to the total capacity. For supply data, this value is the sum of space capacity by floor and space class. For demand data, this value is the sum of occupants by floor, space class, and organization.

Count - Manages space according to the total count. For supply data, this value is the number of spaces by floor and space class. For demand data, this value is the number of spaces by floor, space class, and organization.

Area - Manages space according to the total area. For supply data, this value is the sum of space area by floor and space class. For demand data, this value is the sum of space area by floor, space class, and organization.

Each planning measure type has a different effect on how the system establishes the demand planning data.

Demand Data – By Occupancy - To reflect occupancy-based demand, the system captures the count of people belonging to a given organization, or its sub-organizations, associated to spaces for a given space class, or its sub-space classes, on a given floor. This value is displayed in the Quantity field. Demand Data – By Count - To reflect count-based demand, the system captures the count of spaces that are allocated (space allocations) by a given organization, or its sub-organizations, for a given space class, or its sub-space classes, on a given floor. This value is displayed in the Quantity field. Demand Data – By Area - To reflect area-based demand, the system captures the sum of space area that is allocated (space allocations) to a given organization, or its sub-organizations, for a given space class, or its sub-space classes, on a given floor. This value is displayed in the Quantity field.

Supply Summary Section The Supply Summary section displays the list of buildings or leases and their respective floors pertaining to the captured supply data.

The fields displayed in the Supply summary section are as follows:

Name Type - The source of the information. For example, a Building, or a Real Estate Contract, or a Floor.


Tenure - Whether the supply is Leased or Owned. Start Date - The date the supply became or becomes available. End Date - The date the supply is no longer available. Often blank for owned buildings.

The aspect of time within planning data uses planning periods. This dimension of the data is based completely on whether the building or lease is active for the periods within the planning environment.

As the system discovers supply data, it creates planning data records only for periods that overlap the active dates of the building or lease. For example, if a building is due to be sold (has a Retirement Date) at the end of 2010 (12/31/2010), and the planning environment is configured for 2009 (Year), 2010 (Year), 2011 (Year), 2012 (Year), and 2013 (Year), the system generates supply planning data records for that building only for the 2009 and 2010 periods.

The system identifies whether a space is owned or leased based on the value of the Tenure field on the building. Often real estate leases do not reflect space-level data. Since this data is not present explicitly, the system makes assumptions, starting with the Locations tab on the Real Estate Lease. The Contract Locations section and the items contained within this section are intermediate links to any type of location. A single lease can be linked to one or more of the following location types: Spaces, floors (the system assumes all spaces within the floor), buildings (the system assumes all floors and spaces within the building), and properties (the system assumes all buildings, floors, and spaces within the property).

Data Capture Log Section The Data Capture Log section lists each time a user generates data in this planning environment. At any time, you can recapture planning data. Typically, this recapture happens during the change of a planning period within a cyclical planning process. In this case, you can change the dates in the General tab and click Refresh on the Summary section of the Planning Data tab.

The information reflected in the Data Capture Log section indicates whether you did a Period Change, whether the system refreshed the data, the Start and End time and Duration of the data generation, and which user performed the action.

Forecasts Tab Space forecasting is a process used within space planning to gain insight into changes for an organization relating to its demand for space over time. Workplace planners consult with business managers and determine space requirements to meet business needs and objectives. These business requirements are gathered or generated from business unit economic buyers (business managers, executives, and finance) and input into space forecasting forms.

These long range and near-term requirements are based on business objectives that include:

Space capacity needs derived from headcount or other demand drivers, such as seats and workpoints, Space area (square feet, square meters) by space class, and, Count of rooms (spaces) by space class, for example classrooms and meeting rooms.

Forecasting is a key input to strategic space planning that identifies business needs and goals known as space demand.

This process is typically based on a Business Unit Manager providing information related to change (reduction or growth) in headcount (by job function and worker type) and non-headcount (ancillary or support) space.

The forecasting phase focuses on the following high-level objectives:


Gather or update the business needs that require facilities space (either across time for long-range forecasting, or near-term requirements for event-driven planning projects or emergency response), Analyze the business requirements and identify opportunities and alternatives to optimize demand on the facilities, and Review and approve the business forecasts and requirements to set the baseline for planning.

Before beginning the forecasting process, the following tasks must be complete:

The portfolio plan setup is complete, including the forecast time span, fiscal time periods, contacts, planning objectives, and scope (organizations, geographies, and locations). The organization planning level of detail is set up for planning at rolled-up intermediate levels instead of the bottom levels of the Organization structure. The space class planning level of detail is set up for planning at rolled-up intermediate levels instead of the bottom levels of the Space Class structure. The business unit manager contacts responsible for the organization forecasts are defined. The forecast starting data is pre-populated with one of the following options: Blank for the current and all future periods, The current baseline derived from the as is data (blank historical and future periods), Historical actual data for a defined number of years, the current baseline, and blank future periods, Historical actual data for a defined number of years, the current baseline, and all future periods equal to current baseline (equivalent to 0% growth), or Historical actual data for a defined number of years, the current baseline, and all future periods set to the last approved forecast or plan. Space standards and functional roles are set up. The baseline period (current period) is set and data populated. Forecast approval and notification templates are set up based on the organization contact roles in the portfolio plan.

Note –All forecast data is at the city level. The planner decides in the stacking tool (described in Stack Planning) where the forecast changes take place.

Space Forecast Surveys Space Forecast Surveys facilitate the process of gathering space forecast data for planning organizations. They are automatically created for each planning organization when you select the Generate Data action in a planning environment.

Each planning organization has a forecast survey. The system pre-populates the primary contact for each forecast survey with the person designated as the Business Unit Manager contact role in each organization. After these surveys are created, they can be sent and re-sent to the planning contact for the given organization.

To see the space forecast surveys, find and open the planning environment. Select the Forecasts tab. The system displays the forecast surveys for each organization.

Click the hyperlinked name for a forecast survey to see the forecast survey. The information available depends on the planning environment.

Forecast surveys are system generated and cannot be deleted. However, when a planning environment is deleted, the system deletes all forecast surveys contained within the planning environment.


The following information describes each section and its use and purpose.

A Forecast Standard can be applied to a forecast survey. The system uses the demand driver information in the forecast standard to influence the conversion of demand to supply.

General Section

If you select a forecast standard, click Apply Forecast Standard to update the data in the forecast survey.

Use the Comment section to describe what the forecast survey represents.

Comment Section

The appearance of the Headcount section in your implementation might contain line items or be blank, depending on how your company entered the information.

Headcount Section

In the section, the system has extracted the current demand data for the organization of the survey from the planning environment. The system creates forecast line items by aggregating the current demand data by geography and rolls up the current demand data captured at the floor level to the city level. The system concurrently converts the space class element of the data into a demand driver by using a combination of functional role, worker type, and space class. If no demand driver exists, the system creates one with the matching elements (functional role, worker type, and space class, or just space class).

As the system creates forecast line items, it uses the demand driver to seed the space standard and the various demand-to-supply factors. If the forecast survey references a forecast standard, the process uses the template overrides for the corresponding demand drivers.

The result is information about each demand driver, including its baseline actual data and forecast quantities or areas that are ready for you to use. The data is sorted based on geography, demand driver category, and demand driver.

The as-delivered display uses the following standards:

All visible area values, whether actual or forecast, are read-only. For future periods, values in the Forecast Quantity column can be changed. For historical and current periods, Forecast Quantity values are read-only. For historical and current periods, the Actual Quantity and area fields display and are read-only.

Geography and Demand Driver

The Geography and Demand Driver information display on the left side of the Headcount section.

Historical and Current Periods

The data for the historical and current periods displays in the Period column and the column to its right.

The current and historical information cannot be edited. Clicking a hyperlinked value opens the space forecast item. The information displayed for each forecast line item is the Actual Quantity, Forecast Quantity, and Forecast Area (Standard), and often includes Actual Area. The Forecast Area (Standard) is calculated by using the Space Standard.

Future Periods

The data for future periods displays to the right of the data for the current period.


When a value is entered for Forecast Quantity, the system calculates Forecast Area (Standard) based on the Space Standard.

The system calculates Forecast Capacity and Forecast Area based on the Forecast Quantity entered.

Positive changes in any future year from the first year show in the stack plan as parking lot forecast additions. Negative changes in any future year for the first year show in the stack plan as parking lot forecast removals.

The appearance of the Non-Headcount section in your implementation might contain line items or be blank, depending on how your company chose to set up the information.

Non-Headcount Section

The system extracts the current demand data for the organization of the survey from the planning environment. The system creates forecast line items by aggregating the current demand data by geography and rolls up the current demand data captured at the floor level to the city level. The system concurrently converts the space class element of the data into a demand driver by using a combination of functional role, worker type, and space class. If no demand driver exists, the system creates one with the matching elements (functional role, worker type, and space class, or just space class).

As the system creates forecast line items, it uses the demand driver to seed the space standard and the various demand-to-supply factors. If the forecast survey references a forecast standard, the process uses the template overrides for the corresponding demand drivers.

The result is information about each demand driver, including its baseline actual data and forecast quantities or areas ready for you to use. The data is sorted based on geography, demand driver category, and demand driver.

The as-delivered display uses the following standards:

All visible area values, whether actual or forecast, are read-only. For future periods, values in the Forecast Quantity column can be changed. For historical and current periods, Forecast Quantity values are read-only. For historical and current periods, the Actual Quantity and area fields display and are read-only.

Geography and Demand Driver

The Geography and Demand Driver information is displayed in the left side of the section.

Historical and Current Periods

The data for the historical and current periods is displayed to the right of the Geography and Demand Driver.

The current and historical information cannot be edited. Clicking a hyperlinked value opens the space forecast item. The information displayed for each forecast line item is the Actual Quantity, Forecast Quantity, and Forecast Area (Standard), and often includes Actual Area. The Forecast Area (Standard) is calculated by using the Space Standard.

Future Periods

The data for future periods is displayed to the right of the period and current period data.

When a value is entered for Forecast Quantity, the system calculates Forecast Area (Standard) based on the Space Standard.

The system calculates Forecast Capacity and Forecast Area based on the Forecast Quantity entered.


The Occupancy Rate sub-tab displays the Occupancy Rate (%) metric for the organization in the forecast survey for the periods in the planning environment.

Occupancy Rate Sub-Tab

The Utilization Density sub-tab displays the utilization density metric for the organization in the forecast survey for the periods in the planning environment.

Utilization Density Sub-Tab

When the forecast survey is ready for the business unit manager to update the future forecast data, click the Send action. The system offers the choice of sending the business unit manager a notification that the online form is ready for update or of sending the survey to be updated offline.

Send Survey

When the forecast survey is updated and ready to go on review and approval, click the Submit action. The system routes the forecast survey for review and approval as specified in the Notifications tab.

Submit Survey

Forecasting Online Appropriately authorized users can update the forecast data in the forecast survey in the system.

The most direct method for doing so is to enter data into the line items.

There are a number of useful tools for doing mass updates that are actions on the Headcount section: Add Forecast Line Item, Apply Forecast Demand Driver Factor, and Apply Forecast Growth / Reduction Factor.

Use the Add Forecast Line Item action to add a forecast line item. The form contains sections for geographies associated to the planning environment and all headcount and non-headcount demand drivers.

Add Forecast Line Item

To Add a Forecast Line Item

Step 1 Click Add Forecast Line Item.

The system displays an Add Space Forecast form. The Geography section, Headcount Demand Driver section, and Non-Headcount

Demand Driver section are prepopulated from the planning environment.

Step 2 Select each item to be included in this forecast line item by clicking the check box next to it.

Step 3 Click Create Forecast.

The system creates a forecast line item. The Add Space Forecast form remains open with the previously selected values still

selected.

Step 4 Continue building and adding new forecast line items as needed.


To Add a Forecast Line Item

Step 5 When you have finished adding line items, click Cancel.

The new forecast line items are displayed in the appropriate section. Each has zeros for actual and historic values. Note the change in the Occupancy Rate and Utilization Density metrics.

Use the Apply Forecast Demand Driver Factor action to apply dynamic demand driver factors for line items. You can apply factors to a demand driver and to multiple geographies and planning periods.

Apply Forecast Demand Driver Factor

To Apply Forecast Demand Driver Factor

Step 1 Click Apply Forecast Demand Driver Factor.

The system displays an Update Forecast Data form.

Step 2 In the Demand Driver section, Periods section, and Geographies section, select the items to be updated.

The Details section contains the factors that can be applied to forecast survey line items. The following factors can be applied to forecast survey line items:

Space Standard Space Capacity Space Area

Step 3 Enter values for the update.

Step 4 Click Apply.

The system updates the forecast survey line items, calculates forecast area and forecast capacity, and displays a “Forecast data has been updated” confirmation message.

The Update Forecast Data form remains open with the previously selected values still selected.

Step 5 Continue updating forecast data as needed.

Step 6 When you have finished, click Cancel.

Note the change in the Occupancy Rate and Utilization Density metrics.

Use the Apply Forecast Growth / Reduction Factor action to apply growth or reduction factors to manipulate forecast data. You can apply factors across selected planning periods.

Apply Forecast Growth / Reduction Factor

To Apply Forecast Growth / Reduction Factor

Step 1 Click Apply Forecast Growth / Reduction Factor.

The system displays an Update Forecast Data form.


To Apply Forecast Growth / Reduction Factor

Step 2 In the Periods section, Geographies section, Headcount Demand Driver section, and Non-Headcount Demand Driver section, select the items to be updated.

The Periods section is prepopulated with the planning periods from the planning environment.

The Geographies section, Headcount Demand Driver section, and Non-Headcount Demand Driver section are prepopulated with items from the forecast survey.

Step 3 The Details section contains the factors that can be applied to forecast survey line items.

In Update Forecast Data, enter the percent the selected data is to be incremented or decremented. Use a negative value to indicate a reduction.

If the Increment By Period check box is not selected, all selected items are adjusted by this percentage. For example, if the value of Update Forecast data is 10 and three periods are selected, period one is increased by 10%, period two is increased by 10%, and period three is increased by 10%.

If the Increment By Period check box is selected, the percent change is applied from period to period. For example, if the value of Update Forecast data is 10 and three periods are selected, period one is increased by 10%, period two is the value of period one plus 10%, and period three is the value of period two plus 10%.

Step 4 Enter values for the update.

Step 5 Click Apply.

The system updates the forecast survey line items and displays a “Forecast data has been updated” confirmation message.

The Update Forecast Data form remains open with the previously selected values still selected.

Step 6 Continue updating forecast data as needed.

Step 7 When you have finished, click Cancel.

The Reset Selected action resets all forecasts to baseline data, the data captured originally from planning data. The system displays a “Forecast data has been reset” confirmation message.

The Reset All action resets all forecasts in this forecast survey. The system displays a “Forecast data has been reset” confirmation message.

Note the change in the Occupancy Rate and Utilization Density metrics.

Forecasting Offline The forecasting offline form is an Excel spreadsheet sent to the business unit manager for the forecast survey. The business unit manager updates the information in the form and emails it back to the system. The system updates the forecast survey and sends a notification that the forecast survey is ready for review and approval.

The offline form contains geographies, demand drivers, actual data, and forecast data for each period. Actual data is read-only and forecast data is editable for future periods. The form is in Excel, and the


business unit manager can use standard Excel features to update the forecasts. The Send E-Mail button returns the form to the system.

The IBM TRIRIGA receiving email address is prepopulated in the offline form. When you click Send E-Mail, the email system sends it to the system. When the IBM TRIRIGA system receives the offline form, it updates the forecast line items.

Notes & Documents Tab Use the Notes & Documents tab to add Comments and upload Documents related to the planning environment.

Add to the Notes & Documents Tab

To Add to the Notes & Documents Tab

Step 1 To add a comment, click Add on the Comments section bar.

Use the Comment form to document related conversations or emails.

Step 2 To add a document, click Find or Upload on the Related Documents section bar.


3. Portfolio Planning The Strategic Facility Planning process begins with the executive management of a company deciding upon strategic initiatives, corporate objectives, business plans, and performance goals for the company. The facilities executives use the strategic initiatives and corporate objectives to build a group of facility objectives and performance goals. The business unit managers take the corporate business plans and performance goals to build business requirements.

IBM TRIRIGA SFP Streamlines Plan Alignment with Business Objectives

The IBM TRIRIGA portfolio plan is where the corporate plan is set up, along with children plans representing the organizational structure of the corporation.

This chapter describes setting up the corporate portfolio plan, lower-level portfolio plans that are children of the corporate plan, space plans for a portfolio plan or sub-plan, and scenarios for a space plan.


Initiate Planning Cycle

Corporate-Level Portfolio Plan. A portfolio plan contains the overall plan summary data. A corporate-level portfolio plan defines the high-level goals, objectives, risks, and resources for all lower-level portfolio plans.

Child-Level Portfolio Plan. After a corporate-level portfolio plan exists, the next step is to create child-level portfolio plans. Portfolio plans are hierarchical and you can develop as many levels as needed to support your corporate objectives and best practices. A child-level portfolio plan might contain the goals, objectives, risks, and resources of the corporate-level plan. You also can add additional goals, objectives, and risks specific to a child-level plan.

Space Plan. After you have defined your portfolio plans through the hierarchy of plans and sub-plans, the next step is to build space plans. A space plan provides an environment for a planner to work with a set of planning data (supply and demand) for a given set of locations. A portfolio plan or sub-plan can have many space plans. Although space plans can be built on any level portfolio plan, it is usually the case that space plans are done only on the lowest level portfolio plan where the geography is set and where space planning occurs. A space plan is the container for scenarios. Each space plan is the data source for all scenarios created within it, enabling planners to compare scenarios.

Scenario. Scenarios are the alternative proposed solutions, what-if options, or feasibility studies under consideration for a space plan. The parent space plan contains the overall plan summary data, scope of planning, data roll-ups, common setup data, comparison goals and targets, and acts as a means to compare and evaluate scenarios. Scenarios are used in the space planning process to satisfy the requirement to establish a space plan of record or to evaluate options related to unplanned events. The process can be initiated by routine planning cycles, strategic initiatives, an emergency response, or a business change event. The space planning process also can be used to develop feasibility studies or contingency plans that do not go into an execution phase.

Portfolio Plans A Portfolio Plan contains the overall plan summary data. A corporate-level portfolio plan defines the high-level goals, objectives, risks, and resources for all lower-level portfolio plans.

After a corporate-level portfolio plan exists, the next step is to create child-level portfolio plans. Portfolio plans are hierarchical and you can develop as many levels as needed to support your corporate objectives and best practices. Build plans and sub-plans to define your planning structure. A


child-level portfolio plan can contain the goals, objectives, risks, and resources of the corporate-level plan. You also can add additional goals, objectives, and risks specific to a child-level plan.

The roles contributing to the corporate-level portfolio plan are the executive team (CEO, CXO, Workplace Executive, Real Estate Portfolio Manager, Facility Manager, Environmental Manager, and Business Unit Executives). The roles contributing to child-level portfolio plans are the Facility Manager or Real Estate Portfolio Manager.

How you define a portfolio plan depends on whether it is a corporate-level plan or the child of a parent plan. After the portfolio plan exists in the Draft status, the information to be entered in the tabs for the plan is the same, except as noted in the discussion of a tab.

The actions on a portfolio plan include the following actions:

Save - Refreshes the data on the plan Save & Close - Refreshes the data on the plan and closes the form When you click Activate, the system sends notifications and routes the portfolio plan for approval. After approved, the status of the plan becomes Active. When you Retire a plan, the system also retires the sub-plans for that plan. When you Unretire a plan, the system unretires that specific record but not any of the sub-plans for that plan. The unretired plan returns to the status it was in before the record was retired. When you click Delete, the system deletes a portfolio plan without child space plans. However, a portfolio plan with child space plans cannot be deleted. Instead, when you click Delete, the system displays a message and sets the state of the portfolio plan to Retired. To delete a retired space plan, first delete the child space plans.

Define a Corporate-Level Portfolio Plan Establishing your corporate-level portfolio plan is the start of a strategic planning cycle. The following steps describe how to access the Portfolio Plan functions and define a new Portfolio Plan:

To Define a Corporate-Level Portfolio Plan

Step 1 Sign in with the appropriate Space Planner role.

Step 2 From the Menu Bar, click Space > Plan Space > All Portfolio Plans. The system displays the All Portfolio Plans results page.

Step 3 Review the list of portfolio plans. Click Add.


To Define a Corporate-Level Portfolio Plan

Step 4 Review the Portfolio Plan form.

In the General tab, General section, enter information about the portfolio plan:

ID - Enter a unique ID identifying the portfolio plan per your corporate best practices. If you do not assign an ID, the system generates one automatically.

Name - Use a name that summarizes the scope of the plan, for example Corporate 2011 Plan.

Geography - The Geography identifies the cities that are incorporated in the portfolio plan. Since this portfolio plan is the upper-most portfolio plan, select the highest level for which you are planning, for example World. See Geography for more information.

In the Units section, select the Currency, Area Units, Carbon Units, and Energy Units for this plan. This information is propagated to child plans and set the units of measure on the scenario metrics.


The system creates the plan in Draft status and displays additional sections and tabs.

Define a Child-Level Portfolio Plan To access the portfolio plan functions and define a new child-level portfolio plan:

To Define a Child-Level Portfolio Plan

Step 1 Define a parent portfolio plan.

Step 2 Find the parent portfolio plan in Portfolio Plans in the Planning Manager and click its hyperlinked name to open the form.

Step 3 On the General tab, scroll to the Portfolio Plans sub-tab. Click Add.


To Define a Child-Level Portfolio Plan

Step 4 Review the Portfolio Plan form.

In the General section, enter information about this child portfolio plan:

ID - Enter a unique ID identifying the portfolio plan per your corporate best practices. If you do not assign an ID, the system generates one automatically.

Name – Use a name that summarizes the scope of the plan, for example North America 2011 Plan.

Parent Portfolio Plan - The system sets the Parent Portfolio Plan to be the corporate-level plan. If this plan is a child of a child plan, the system lists its immediate parent.

Geography - The Geography identifies the cities that are incorporated in the portfolio plan. It must be a lower level than the Geography on the parent plan. See Geography for more information.

The values in the Units section are pre-populated from the parent portfolio plan. Make any changes to the Currency, Area Units, Carbon Units, and Energy Units for this plan. These set the units of measure on the scenario metrics.


The system creates the plan in Draft status and displays additional sections and tabs.

General Tab – Sub-Tabs The Sub Portfolio Plans sub-tab is described in Define a Child-Level Portfolio Plan.

Typically the Scope sub-tab is used for mid-level portfolio plans where space plans are created to plan for a few specific cities. For example, if you want to plan for two cities that are in different states, you would create a portfolio plan with geography set to country and identify the cities to be included within the space plans for that portfolio plan. See Geography for more information. The combination of Geography and Scope sub-tab define the planning data available in a space plan.

The Space Plans sub-tab is described in Space Plans.

Goals & Objectives Tab In the Goals & Objectives tab, enter the goals, objectives, and risks for this portfolio plan. This links your business objectives and workplace performance goals to the planning and analysis process. Goals, objectives, and risks drive performance indicators throughout the planning process and are the basis of scenario evaluation and decision-making. The information in these three sections is what ultimately is compared and each has associated thresholds for evaluation.

In a corporate-level plan, define corporate-wide goals, objectives, and risks at this top level. The system can cascade (delegate) this information down to children plan levels.

In a child-level plan, the Goals & Objectives tab initially contains the goals, objectives, and risks indicated to be propagated from the parent plan. Add goals, objectives, and risks appropriate for this child-level plan. The system can cascade (delegate) this information down to children plan levels. Add local goals, objectives, and risks in the lower-level children plans.

The Plan Goals section, Objectives section, and Risks section have Add and Remove actions.


Click Add to create values that can be cascaded to sub-plans. To delete an item from a section, select the check box beside its Name and click Remove. For objectives and risks, the system also removes the item from lower level plans when you click the Save action. However, an objective or risk propagated from a parent cannot be removed in a child-level plan; instead it must be removed at the level it was added.

Plan Goals Section The goals in this section propagate to portfolio plans listed in the Sub Portfolio Plans section on the General tab (children of this plan) when you click the Save action. Removing a plan goal does not remove it from lower levels.

In a child-level plan, the system copies the Plan Goals from the parent portfolio plan. You can change the Target Values for the plan.

Add to the Plan Goals Section

To Add to the Plan Goals Section

Step 1 To add a goal, click Add on the section bar.

The system presents the Plan Goals defined in the Application Setup Settings (see Goal Types for more information).

Select the check box next to all that match your requirements and click OK.

Step 2 If you want to add a goal that is not in the list, click Add.


In the Goal Type, General section:




Default Threshold - Select the Threshold that includes the appropriate ranges for this goal.

Goal UOM - The unit of measure of the goal. Select from the list for the name and the units.

Default Target - Enter the target value for this goal for this portfolio plan.

Step 4 Select Create Draft, then select Activate.

The goal is available for use in the system.



Step 5 Adjust the Target Values for this portfolio plan to tailor the standard goals to this particular planning exercise.

Note – If the value of Threshold in a Planning Goal Item is blank, the Scenario Evaluation section for the space plan does not include a threshold indicator (see Threshold/Value/Delta for more information about the Scenario Evaluation threshold indicator).

Objectives Section Objectives represent goals with targets and time frames and can be used for CTQ-like evaluation. Portfolio plan strategic objectives can be used for setting performance goals measured by using metrics, for program or project evaluation, and for scenario evaluation. Strategic objectives can be propagated to child portfolio plans listed in the Sub Portfolio Plans section on the General tab.

In a child-level plan, the system copies from the parent plan objectives indicated to be propagated. You can add objectives to the Objectives section.

Add to the Objectives Section

To Add to the Objectives Section

Step 1 To add an objective, click Add on the section bar.

Step 2 Review the Planning Objective form.

In the Objective Details section:

Objective Category - Establishes a grouping of objectives. Used for top-level rollups during evaluation and performance metric analysis. The rollup is the sum of the rating scores for the direct children. Set by the system to Strategic. Portfolio plan strategic objectives can be used for setting performance goals (measured by using metrics), for program/project evaluation and for scenario evaluation.

Objective Type - Objective Type establishes a sub-grouping of objectives within a category. The rollup is the sum of the rating scores for the direct children. The standard choices are Customer, Environmental, Financial, Operational, Portfolio, and Regulatory.

Propagation Rule - Establishes whether this planning objective is propagated to child plans. Values are All and No Propagation.

Default Threshold - Defines the appropriate minimum and maximum range of acceptable performance for this objective.

Importance Ranking - Similar to a priority or a weighting factor, the Importance sets the relative ranking of this objective compared with other objectives. Values are 1 – Low, 3 – Medium, and 5 – High. The ranking is used for scoring.

Importance - The numeric Importance Ranking.

Step 3 Click Create.

The system adds the planning objective to the Objectives section.



Step 4 Click Save.

The system propagates the objective to sub-plans as indicated by the value of Propagation Rule.

Risks Section IBM TRIRIGA manages risk items and risk reviews in the context of a portfolio plan. This method adds risk planning and evaluation at the beginning of the evaluation processes so that risk can be identified and evaluated as part of the recommendation and approval process. The items in the Risks section can cascade to sub-plans that are children of this plan.

In a child-level plan, the system copies from the parent plan risks indicated to be propagated. You can add risks to the Risks section.

Add to the Risks Section

To Add to the Risks Section

Step 1 To add a risk, click Add on the section bar.

Step 2 Review the Planning Risk form.

In the Risk Details section:

Risk Category - Establishes a grouping of risk planning items. The system populates with Strategic.

Risk Type - Establishes a sub-grouping of risk planning items within a risk category. The roll up of the risk type is the sum of the rating scores for the direct children of the risk type. The standard choices are Customer, Environmental, Financial, Operational, Portfolio, and Regulatory.

Propagation Rule - Establishes whether this risk is propagated to child portfolio plans. Values are All and No Propagation.

Default Threshold - Defines the appropriate minimum and maximum range of acceptable performance for this risk.

Importance Ranking - Similar to a priority or a weighting factor, the Importance sets the relative ranking of this risk compared with other risks. Values are 1 – Low, 3 – Medium, and 5 – High. The ranking is used for scoring.



The system adds the planning risk to the Risks section.

Step 4 Click Save.

The system propagates the risk to sub-plans as indicated by the value of Propagation Rule.


Metrics Tab The Metrics tab is populated when the portfolio plan contains planning data from the Planning Environment that is the Master Plan of Record (that is, the Planning Environment has the Master? field selected on the General tab). The data in the tabs on the Metrics tab is filtered based on the Geography set up in the portfolio plan.

The Metrics tab contains the following sub-tabs. Click the hyperlinked name for a general description.

Supply/Demand – All Tab Supply/Demand – Lease/Own Tab Occupancy Rate Tab

Contacts Tab

Utilization Density Tab

In the Contacts tab, enter the primary contacts and contact roles involved in notifications and approvals for this plan.





Step 1 To add a person, click Add People.



In the Contact Role form, Role section, identify the role the person has for this plan. If necessary, select “All Roles” from the Related Reports. Click OK. Then click Save & Close.

Notes & Documents Tab Use the Notes & Documents tab to add Comments and upload Documents related to the Portfolio Plan.







Space Plans After you have defined your portfolio plans through the hierarchy of plans and sub-plans, the next step is to build Space Plans. A space plan provides an environment for a planner to work with a set of planning data (supply and demand) for a given set of locations. A portfolio plan or sub-plan can have many space plans.

Although space plans can be built on any level portfolio plan, it is usually the case that space plans are done only on the lowest level portfolio plan where the geography is set and where space planning occurs.

Attention – Portfolio Plans and an active Planning Environment must exist before Space Plans can be created.

The space plan is the container for scenarios. Each space plan is the data source for all scenarios created within it, enabling planners to compare scenarios.

A space plan uses the generated data from a planning environment as its data source.

Define a Space Plan The following steps describe how to access the Space Plan functions and define a new Space Plan:

To Define a Space Plan

Step 1 From the General tab of the portfolio plan or sub-plan, navigate to the Space Plans sub-tab. Click Add.


To Define a Space Plan

Step 2 Review the Space Plan form.

In the General tab, General section, enter information about the space plan:

ID - Enter a unique ID identifying the space plan per your corporate best practices. If you do not assign an ID, the system generates one automatically.

Name – Use a name that summarizes the scope of the plan, for example Nevada Optimization Space Plan 2012.

Portfolio Plan - Identifies the parent portfolio plan for this space plan. System supplied. Start with the portfolio plan that matches your space planning goals. The system is flexible. This portfolio plan can be for one building, an entire city, a state, a country – whatever encompasses the desired space planning environment.

Planning Environment - Click the Search icon and select the planning environment that contains the planning data to be used for this space plan.

Primary Contact - The system pre-populates with the person creating the form. To change to another person, click the Search icon and select from the list.

In the Units section, select the Currency, Area Units, Carbon Units, and Energy Units for this plan.


The system creates the space plan in Draft status and displays additional sections and tabs.

Step 4 Click Save or Save & Close on the plan.

General Tab

Scenarios Section The Scenarios section is described in Scenarios.

Supply Summary Section The Supply Summary section defines which cities, buildings, and leases are incorporated from the planning environment into this space plan. This step provides the actual data on which the space plan focuses. The data in the space plan is used for all scenarios in the space plan.

Note – The system does not automatically move the data from the planning environment to the space plan. You must define what data goes in the space plan in the Supply Summary section.

The following steps describe how to add data to a space plan:

Add Data to a Space Plan


To Add Data to a Space Plan

Step 1 From the space plan’s General tab, click Add on the Supply Summary section bar.

Step 2 Review the Generate Planning Data form.

In the General tab, General section:

Planning Environment - Informational; populated by the system from the space plan. Space Plan - Informational; populated by the system from the space plan. Include Forecast Data? - Select this check box if you are doing forecasting.

Since all forecast data is defined at the city level, after you select this option you cannot choose buildings or leases. The system removes the Supply Summary section from the Generate Planning Data display. The cities are identified in the Cities section. The system adds forecast data for all cities in the Cities section from the portfolio plan identified on the General tab of the space plan and also includes all of the previously shown buildings and leases. After you decide to do forecasting, all supply for those cities is incorporated into the space plan and its scenarios, otherwise the planner would not have all of the representative supply for resolving the forecast.

Step 3 Review the Supply Summary section.

This section is present only when the Include Forecast Data? check box is not checked. Initially, this section displays the buildings and leases in the planning environment for

the cities identified in the Cities section.

Tip – When Include Forecast Data? is checked, make sure that all cities are represented in the portfolio plan (by way of the Geography sub-tab or the Scope sub-tab or both).

Tip – If you want to plan for a select set of cities, create a special portfolio plan just for those cities (by selecting them in the Scope sub-tab).

Step 4 To add the building or lease to the planning data for this space plan, select the check box and click Add.

The space plan becomes read-only and its status becomes Processing. The system adds the building or lease to the planning data of the space plan and updates all scenarios, including the Status Quo. This processing can take a while. When finished, the space plan returns to its prior status and the added supply shows in the Supply Summary section.

The Cities section lists the cities represented in the Supply Summary section. To change the cities shown, update the geography sub-tab or the Space sub-tab or both for the portfolio plan. See Geography for more information.

To remove a city, building, or lease from the Supply Summary section of the space plan, select the check box for the item to be removed and click Remove. The system makes the space plan read-only and puts the space plan in Processing status while it removes the item from all scenarios on the space plan. When the system finishes, it returns the space plan to its prior status.


Note – There are a few scenarios where you might not be able to remove the Supply Summary records:

If forecasting has been enabled (city records exist) and you are attempting to remove buildings or leases without also removing the city record. The system displays the following message: “Some of the selected Supply Summary items could not be removed because Forecast Data has been included for the City. You must remove the Forecast City items before these items can be removed or select only items that do not have Forecast Data included for the City.”

If changes have been made (using Stack) to the Supply Summary in any of the scenarios. The system displays the following message: “Some of the selected Supply Summary items could not be removed because changes have been made within the Scenarios for these items. You must reset changes in those Scenarios before these items can be removed or select only items that have not changed.”

Planning Conflicts Section If multiple active space plans exist for the same city or supply summary (buildings or leases), planning conflicts help to notify workplace planners of changes that have been committed by a space plan.

When the system completes a space plan and its recommended scenario, it performs updates and commits to the planning data and supply summary data contained within the planning environment. These updates are based on the supply and demand changes from the scenario and occur in the following types:

New Supply - New supply added to the scenario by an Add Supply action. Supply Action - Supply summary affected by a Take Action action (building Sell, lease Extend, and lease Terminate). Demand Changes - Changes to demand, for example stack moves.

For each supply floor affected by a change, the system creates planning conflict items for every space plan that references the supply.

Note – In the case of New Supply, since existing space plans do not yet reference these records, the system creates planning conflict items for space plans that include forecast data for the city for which the new supply was created.

For space plans that have unresolved planning conflicts, the system displays a user message at the top of each tab or screen to serve as a reminder that they must either resolve or ignore the conflict.

Resolve or Ignore a Conflict

If you are resolving New Supply, you can walk through the Add Supply Summary steps to see the new building or lease. Otherwise, to resolve a conflict, you must remove and re-add the supply summary from the space plan.

o To remove the supply summary, open the space plan, select the correct item in the Supply Summary section, and select Remove.

o To re-add the item, follow the instructions for adding supply in Supply Summary Section

o After the item has been re-added, you can select the planning conflicts pertaining to that supply summary and select Resolve.

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If you have no intention of approving and completing your space plan, you can Ignore the planning conflicts.

After all planning conflicts have been either resolved or ignored, click Save on the space plan and the user message disappears.

There are three Related Reports on the Planning Conflicts section: Unresolved Planning Conflicts, Ignored Planning Conflicts, and Resolved Planning Conflicts.

Goals & Objectives Tab In the Goals & Objectives tab, enter the goals, objectives, and risks for this space plan. Goals, objectives, and risks drive performance indicators throughout the planning process and are the basis of scenario evaluation and decision-making. The information in these three sections is what ultimately is compared and each has associated thresholds for evaluation.

The goals, objectives, and risks that are set up to do so propagate from the parent portfolio plan.

The Plan Goals section, Objectives section, and Risks section have Add and Remove actions.

Click Add to create an item in the section. To delete an item from a section, select the check box to the left of its Name and click Remove. You can remove goals; however, you cannot remove an objective or risk that was propagated from a plan or sub-plan (they must be removed at the level they were added). Any goal, objective, or risk added to a space plan can be removed. Any successfully removed goal, objective, or risk also is removed from all scenarios for that space plan when you click the Save action.

Plan Goals Section The scenario evaluation tool displays only the scenario metrics for plan goals defined on the space plan. This method gives you control over which plan goals display and do not display for the comparison.

The following steps describe how to add a goal specific to this space plan:

Add to the Plan Goals Section


Step 1 To add a goal specific to this space plan, click Add on the section bar.

The system presents the Plan Goals defined in the Application Setup Settings (see Goal Types for more information).

Select the check box next to each that matches your requirements. Click OK.

Step 2 If you want to add a goal that is not in the list, click Add.




In the Goal Type General section:




Default Threshold - Select the Threshold that includes the appropriate ranges for this goal.

Goal UOM - The unit of measure of the goal. Select from the list for the name and the units.

Default Target - Enter the target value for this goal for this portfolio plan.

Step 4 Select Create Draft, then select Activate. The goal is available for use in the system.

Step 5 Adjust the Target Values for this space plan.

Step 6 Click Save to update the Plan Goals scenario.

Step 7 You can modify the Threshold for each plan goal.

Or you can create a threshold and associate it to a plan goal (see how to create Thresholds).

Any change applies only to this space plan. To change the threshold for a goal, click the hyperlinked goal line item.

Step 8 Review the Planning Goal Item form.

Click the hyperlinked Threshold label.

Step 9 Adjust the values and click Save and Close.

The changes apply only to this plan goal line item.

Note – If the value of Threshold in a Planning Goal Item is blank, the Scenario Evaluation section for the space plan does not display a threshold indicator (see Threshold/Value/Delta for more information about the Scenario Evaluation threshold indicator).

Objectives Section

You can add an objective specific to this space plan.

Add to the Objectives Section


Step 1 To add an objective specific to this space plan, click Add on the section bar.




In the Objective Details section:

Objective Category - Establishes a grouping of objectives. Used for top-level rollups during evaluation and performance metric analysis. The rollup is the sum of the rating scores for the direct children. Set by the system to Strategic.

Objective Type - Objective Type establishes a sub-grouping of objectives within an objective category. The rollup is the sum of the rating scores for the direct children. The standard choices are Customer, Environmental, Financial, Operational, Portfolio, and Regulatory.

Propagation Rule - Values are All and No Propagation. Default Threshold - Defines the appropriate minimum and maximum range of

acceptable performance for this objective. Importance Ranking - Similar to a priority or a weighting factor, the Importance sets

the relative ranking of this objective compared with other objectives. Values are 1 – Low, 3 – Medium, and 5 – High. The ranking is used for scoring.



The system adds the planning objective to the Objectives section.

Step 4 Click Save.

The system propagates the objective to the scenarios for the space plan.

Step 5 You can modify the Threshold for each objective.

Or you can create a threshold and associate it to an objective (see how to create Thresholds).

Any change applies only to this space plan. To change the threshold for an objective, select the objective line item.


Click the hyperlinked Default Threshold label.

Step 7 Adjust the values and click Save and Close. The changes apply only to this objective line item.

Step 8 After all objectives for this space plan are represented in the Objectives section, the next task is to set the Sequence for each objective.

The purpose is to indicate the relative sequence of each objective, with respect to all other objectives in the space plan.

This step enables the system to align the objective for comparison across scenarios.



Step 9 Number each objective, starting with 1.

During the evaluation process, the system displays only the top five (numbered 1 – 5). Comparison of objectives sequenced with a value greater than 5, if any, must be done

manually or through reporting. When you update a sequence on a space plan and click Save. The system updates all

scenarios on the space plan.

Note – Setting the sequence is important because only objectives with a sequence set between one and five are displayed on the scenario evaluation comparison tool.

Step 10 Adjust the Ranking Target of objectives for this space plan.

To do so, click the Search icon and select from the choices. Click Save to update the Plan Goal scenario.

Risks Section

You can add a risk specific to this space plan.

Add to the Risks Section


Step 1 To add a risk specific to this space plan, click Add on the section bar.


In the Risk Details section:

Risk Category - Establishes a grouping of risk planning items. Used for top-level rollups during evaluation and performance metric analysis. The rollup is the sum of the rating scores for the direct children. The system populates with Strategic.

Risk Type - Establishes a sub-grouping of risk planning items within a risk category. The roll up of the risk type is the sum of the rating scores for the direct children of the risk type. The standard choices are Customer, Environmental, Financial, Operational, Portfolio, and Regulatory.

Propagation Rule - Values are All and No Propagation. Default Threshold - Defines the appropriate minimum and maximum range of

acceptable performance for this risk. Importance Ranking - Similar to a priority or a weighting factor, the Importance sets

the relative ranking of this risk compared with other risks. Values are 1 – Low, 3 – Medium, and 5 – High. The ranking is used for scoring.


Step 3 Click Create. The system adds the planning risk to the Risks section.

Step 4 Click Save. The system propagates the risk to the scenarios for the space plan.



Step 5 You can modify the Threshold for each risk.

Or you can create a threshold and associate it to a risk (see how to create Thresholds).

Any change applies only to this space plan. To change the threshold for a risk, select the risk line item.


Click the hyperlinked Default Threshold label.

Step 7 Adjust the values and click Save and Close.

The changes apply only to this risk line item.

Step 8 After all the risks for this space plan are represented in the Risks section, the next task is to set the Sequence for each risk.

The purpose is to indicate the relative sequence of each risk, with respect to all other risks in the space plan.

This step enables the system to align the risk for comparison across scenarios.

Step 9 Number each risk, starting with 1.

During the evaluation process, the system displays only the top five (numbered 1 – 5). Comparison of risks sequenced with a value greater than 5, if any, must be done

manually or through reporting. When you update a sequence on a space plan and click Save, the system updates all

scenarios on the space plan.

Note – Setting the sequence is important because only risks with a sequence set between one and five are displayed on the scenario evaluation comparison tool.

Step 10 Adjust the Impact Ranking and Probability Target of risks for this space plan.

To do so, click the Search icon and select from the choices. Click Save to update the Plan Goal scenario.

Contacts Tab In the Contacts tab, enter the primary contacts and contact roles involved in notifications and approvals for this plan.






Step 1 To add a person, click Add People.



In the Contact Role form, Role section, identify the Role the person has for this plan. If necessary, select “All Roles” from the Related Reports. Click OK. Then click Save & Close.

Notes & Documents Tab Use the Notes & Documents tab to add Comments and upload Documents related to the space plan.






Scenarios Scenarios are the alternative proposed solutions, what-if options, or feasibility studies under consideration for a space plan. The parent space plan contains the overall plan summary data, scope of planning, data roll-ups, common setup data, comparison goals and targets, and acts as a means to compare and evaluate scenarios.

Scenarios are used in the space planning process to satisfy the requirement to establish a space plan of record or to evaluate options related to unplanned events. The process can be initiated by routine planning cycles, strategic initiatives, an emergency response, or a business change event. The space planning process also can be used to develop feasibility studies or contingency plans that do not go into an execution phase.

Define a Scenario The following steps describe how to access the functions of the scenario and define a new scenario.


To Define a Scenario

Step 1 Find and open the space plan for the scenario.

The system creates two possible scenarios for all space plans, the Plan Goals scenario and the Status Quo scenario.

The Plan Goals scenario pulls together the plan goals established on the space plan. Objectives and risks can propagate to the Plan Goals scenario, where they can be ranked. No planning data is directly associated to this scenario. It is a placeholder scenario that can be used to provide a set of ideals to be compared against in the scenario comparison tool.

The Status Quo scenario represents the current state of the data at the time the space plan was created, reflecting the baseline data for the space plan. This scenario is like an unmodified scenario. As scenarios are created and changes are made, the Status Quo scenario can be used to reflect the delta changes from when the planning process was started for that space plan.

To establish an order within the scenario comparison, the Plan Goals scenario has a Sequence of -1 and the Status Quo scenario has a Sequence of 0 (zero). The Sequence specifies the location of the scenario in the scenario comparison grid. Plan Goals shows as the first item in the scenario comparison grid and Status Quo as the second item.

Step 2 To remove a scenario, select the check box on that line item and click the Remove action on the Scenarios section bar.

Note – The Status Quo scenario cannot be removed.

Step 3 To add a scenario, click Add on the section bar.

Step 4 Review the Space Scenario form.

In the General tab, General section, enter information about the scenario:

ID – Enter a unique ID identifying the scenario per your corporate best practices. If you do not assign an ID, the system generates one automatically.

Name – Use a name that summarizes the options considered in the scenario. Focus Period - The planning period for data in the scenario that is used to set the

period (point in time) in which the stack plan is planned. This period also is relevant to the point in time for calculations in the evaluation comparison. This period can be changed later in the process as long as the stack plan changes have not yet begun. Click the Search icon and select from the choices, which are derived from the space plan.

Space Plan - The space plan providing the environment for this scenario. Set by the system.

In the Units section, the system populates the Currency, Area Units, Carbon Reporting UOM, and Energy Reporting UOM values from the Units section on the space plan.


The system creates the scenario in Draft status and closes the form. The system displays the new scenario in the Scenarios section.


The system generates a sequence number for this scenario as a means of establishing an order within the scenario evaluation grid. You can adjust this sequence in the space plan.

When the system creates a scenario, it copies the planning data from the space plan, establishing an isolated version of the data ready for analysis and manipulation. Copying the data from the space plan ensures that all scenarios have the same starting point, which is an essential part of being able to compare scenarios.

Note – The planning data within a scenario is isolated from planning data in all other scenarios.

The planning data for a scenario is at the center of all planning functions within the scenario. All supply and demand changes are made to this planning data. All tools within the space plan use this planning data.

Goals & Objectives Tab The Goals & Objectives tab contains the objectives and risks for this scenario. The system copies the line items from the space plan.

To change the list of items in the Objectives section or Risks section, complete the changes in the space plan and click Save on the space plan.

Comments Section In the Comments section, enter information that is helpful to see when comparing scenarios.

Environmental Metrics Section The Environmental Metrics section contains fields that are calculated based on the planning data for the scenario. As the planning data changes, the system recalculates environmental metrics as needed when the data is changed and saved. The system also displays the calculated metric values on the Scenario Evaluation tab of the space plan for comparison purposes.

Financial Metrics Section The Financial Metrics section contains fields that are calculated based on the planning data for the scenario. As the planning data changes, the system recalculates financial metrics as needed when the data is changed and saved. The system also displays the calculated metric values on the Scenario Evaluation tab of the space plan for comparison purposes.

Enter the Annual Operating Expense Reduction for this scenario. The system calculates the value for Total Implementation Costs by using Move Line Item data.

Operational Metrics Section The Operational Metrics section contains fields that are calculated based on the planning data for the scenario. As the planning data changes, the system recalculates operational metrics as needed when the data is changed and saved. The system also displays the calculated metric values on the Scenario Evaluation tab of the space plan for comparison purposes.

Enter the Time To Complete (Months) for this scenario. The system calculates the values for People Moved and Area Moved by using Move Line Item data.


Portfolio Metrics Section The Portfolio Metrics section contains fields that are calculated based on the planning data of the scenario. As the planning data changes, the system recalculates portfolio metrics as needed when the data is changed and saved. The system also displays the calculated metric values on the Scenario Evaluation tab of the space plan for comparison purposes.

Objectives Section The objectives in the Objectives section are from the parent space plan. At the scenario level, you cannot add or remove objectives. To ensure that the same set of objectives exist for all scenarios under a space plan, which is necessary for the comparison function, this task must be done at the space plan level.

Rank each objective in the Evaluation Ranking column based on how well this scenario meets the objective.

Select the Search icon and choose from the options. The standard values range from 0 – No Satisfaction to 9 – High Satisfaction. Click Save to trigger a recalculation of the Rating Score. The system calculates metrics from the Rating Score and the threshold of the objective line item.

Risks Section The risks in the Risks section are from the parent space plan. At the scenario level, you cannot add or remove risks. To ensure that the same set of risks exist for all scenarios under a space plan, which is necessary for the comparison function, this task must be done at the space plan level.

Adjust the Impact Ranking and Probability Ranking of the risks in this scenario. Assign an Impact Ranking by selecting the Search icon and choosing from the options. The standard values range from 1 – Very Low to 5 – Very High. Assign a Probability Ranking by selecting the Search icon and choosing from the options. The standard values range 1 – Very Low to 5 – Very High. Click Save to trigger a recalculation of the Risk Score. The system calculates metrics from the Risk Score and the threshold of the risk line item.

Notes & Documents Tab Use the Notes & Documents tab to add Comments and upload Documents related to the scenario.






Other Tabs The Supply/Demand Analysis chapter contains information about the Analysis tab of a Space Scenario. Meanwhile, the Stack Planning chapter describes the Stack tab of a Space Scenario.


4. Supply/Demand Analysis This phase of the strategic space planning process follows the space requirements forecast and uses the organizational forecast data to determine if the planned space inventory fits the business requirements of quantity, quality, type, and timing. Fundamentally, space planning is a fit or gap analysis across time of business space needs (demand) and planned building or space portfolio (supply) - commonly referred to as supply versus demand analysis. The potential solutions designed and evaluated are optimized to effectively align the workplace to the business work and workers.

Real estate decisions are costly: lease a building, buy a building, terminate a lease, or sell a building. Too much space or too little space results in additional costs (capital and operating) and a productivity impact on the core business. Real estate decisions and the ensuing transactions typically require long lead times. Understanding the business unit needs and objectives (the Demand) and comparing that demand to the available facilities (the Supply) provides a future look at portfolio needs.

Supply/Demand Analysis is a graphic space capacity fit or gap analysis to develop portfolio plans that efficiently use space across time. The analysis compares demand (forecasted business space needs) to the supply (actual or planned portfolio spaces) across time to determine if business needs (demand) match (fit) the space or portfolio inventory (supply). The interactive planning analysis identifies time-based capacity gaps needing plan changes, and visually indicates and guides towards plan changes to match needs and close gaps.

The inputs to the process include: location area/capacity forecast, organization required area/capacity forecast, facilities management standards, scope of analysis (planning period range, geographies, organizations, space class types, locations), historical organization capacity requirements, and historical location capacity data. Outputs include proposed location area/capacity changes, for example retire a location, extend a lease, and acquire/construct a location. Demand is the required area or capacity. Supply is assignable area or capacity. Capacity is headcount per location.

This Supply/Demand Analysis tool is accessed from the Analysis tab of the Scenario. The Supply/Demand Analysis function is a chart embedded directly within the scenario, providing a combined view of the supply and demand planning data across time.

The supply data is represented as a stacked bar graph where area is stacked vertically based on the building or lease. The demand data is represented as a line graph overlaying the bars. This shows how the supply (space/area) matches up against the demands of an organization.

With this tool you can interactively analyze scenario options to match forecasted business demand to portfolio space supply across planning periods. The graphical analysis tool assists in the following ways:

Visually detect supply-demand gaps requiring planning actions to meet demand or to improve portfolio utilization. Analyze what-if supply-side actions for lease contract options, new building expansions, or portfolio consolidations. Investigate the implications of demand-side changes to match supply or close gaps.

Supply/Demand Analysis Tool Layout The Supply/Demand Analysis tool consists of the following sections:

Supply/Demand Tab Supply/Demand – Lease Own Tab Occupancy Rate Tab Utilization Density Tab


General Section Supply Summary Tab Demand Summary Tab RE Action Requests Tab

Supply/Demand Tab The Supply/Demand section contains the graphic strategic scenario analysis supply/demand tool that compares the demand for space (over the planning periods) to the available space (over the same periods).

Show By - Identifies the data represented in the x-axis of the chart. Select the desired value from the drop-down list. Standard values are Period and Geography. When you change the Show By, the system refreshes the chart. Bars - Individual buildings (and optionally leases if you are using the IBM TRIRIGA Real Estate Manager product) are depicted as bars on the graph. Colors correspond to the color defined for each building and are noted in the legend. Line - The business unit requirements (demand) are depicted as a line. X-Axis - What displays on the x-axis depends on the value of the Show By filter. When the value is Period, the x-axis displays the planning periods defined in the planning environment plus up to two previous years. When the value is Geography, the x-axis displays the geographies defined in the planning environment. Y-Axis - Area. Total area of owned buildings. Leased area of leased buildings. Total area of business unit requirements. Filters - The Geography and Space Class filters make it possible to analyze a subset of the supply/demand data. To use a filter, select the desired value from the drop-down list and click the Apply Filters action. Legend - The legend ties the color coding and names of the buildings (or leases) shown as bars on the graph.

The lower area in the Analysis tab contains the supporting data for the supply/demand graphic and actions the workplace planner can take to analyze options for adjusting the supply to best match the demand.

Supply/Demand – Lease Own Tab The Supply/Demand – Lease Own section contains the graphic strategic scenario analysis supply/demand tool that compares the demand for space (over the planning periods) to the available leased and owned space (over the same periods).

Show By - Identifies the data represented in the x-axis of the chart. Select the desired value from the drop-down list. The standard value is Period. When you change the Show By, the system refreshes the chart. Bars - Leased buildings and owned buildings are depicted as bars on the graph. Colors are noted in the legend. Line - The business unit requirements (demand) are depicted as a line. X-Axis - What displays on the x-axis depends on the value of the Show By filter. When the value is Period, the x-axis displays the planning periods defined in the planning environment plus up to two previous years. Y-Axis - Area. Total area of owned buildings. Leased area of leased buildings. Total area of business unit requirements.


Filters - The Geography, Organization, and Space Class filters make it possible to analyze a subset of the supply/demand data. To use a filter, select the desired value from the drop-down list and click the Apply Filters action. Legend - The legend ties the color coding to the bars on the graph.

The lower area in the Analysis tab contains the supporting data for the graphic and actions the workplace planner can take to analyze options for adjusting the supply to best match the demand.

Occupancy Rate Tab The Occupancy Rate section contains the occupancy rate metric chart. It provides feedback on the performance and efficiency of the scenario by providing a view into this key metric.

Show By - Identifies the data represented in the x-axis of the chart. Select the desired value from the drop-down list. Standard values are Period and Geography. When you change the Show By, the system refreshes the chart. Blocks - The blocks represent the occupancy rate (%) and are colored red, yellow, or green based on predefined threshold values. Line - The line is the predefined threshold value between underutilized and good utilization. X-Axis - What displays on the x-axis depends on the value of the Show By filter. When the value is Period, the x-axis displays the planning periods defined in the planning environment plus up to two previous years. When the value is Geography, the x-axis displays the geographies defined in the planning environment. Y-Axis - The occupancy rate (%). Filters - The Geography and Space Class filters make it possible to analyze a subset of the supply/demand data. To use a filter, select the desired value from the drop-down list and click the Apply Filters action. Legend - The legend ties the color-coding and names of the threshold values.

The lower area in the Analysis tab contains the supporting data for the occupancy rate metric chart and actions the workplace planner can take to analyze options for adjusting the supply to best match the demand.

Utilization Density Tab The Utilization Density section contains the utilization density metric chart. It provides feedback on the performance and efficiency of the scenario by providing a view into this key metric.

Show By - Identifies the data represented in the x-axis of the chart. Select the desired value from the drop-down list. Standard values are Period and Geography. When you change the Show By, the system refreshes the chart. Blocks - The blocks represent the utilization density and are colored red, yellow, or green based on predefined threshold values. X-Axis - What displays on the x-axis depends on the value of the Show By filter. When the value is Period, the x-axis displays the planning periods defined in the planning environment plus up to two previous years. When the value is Geography, the x-axis displays the geographies defined in the planning environment. Y-Axis - The Utilization Density. Filters - The Geography and Space Class filters make it possible to analyze a subset of the supply/demand data. To use a filter, select the desired value from the drop-down list and click the Apply Filters action. Legend - The legend ties the color-coding and names of the threshold values.


The lower area in the Analysis tab contains the supporting data for the utilization density metric chart and actions the workplace planner can take to analyze options for adjusting the supply to best match the demand.

General Section The General section reflects the Focus Period from the General tab of the scenario.

Supply Summary Tab The Supply Summary section lists the supply data represented in the charts. It is the source data for the supply portion of the charts.

The table displays the Name, Tenure (Owned or Leased), rentable Area, the Start Date and End Date, and any Action Taken. Click a hyperlinked supply summary line item to open the item and view additional detail about the selected item. The actions on the Supply Summary section bar are described in How to Use the Supply/Demand Tool.

Demand Summary Tab The Demand Summary section lists the demand and forecast data represented in the charts. It is the source data for the demand portion of the charts.

The items in the Demand Summary section are refreshed after each save of moves in a Stack tab for the scenario. The table displays the Type, Organization, Supply Summary, Geography, Location, Contract, Space Class, Period, Period #, Measure Type, Quantity, and Area. Click a hyperlinked demand summary line item to open the item and view additional detail about the selected item.

RE Action Requests Tab The RE Action Requests section lists the real estate actions created during the supply/demand analysis process. The system adds line items when you complete an Add Supply or Take Action action. If this scenario is approved, the RE Action Request can be routed to the real estate organization. The RE Action Request contains the information required for the real estate organization to initiate the transaction project for the needed space.

The table displays the Request ID, Request Name, Type of Action, City, Business Contact, Business, Building Name, Created Date/Time, and Status. Click a hyperlinked demand summary line item to open the item and view additional detail about the selected item.

How to Use the Supply/Demand Tool Often the supply/demand analysis chart reflects a mismatch between the available supply and business unit demand. There are several actions available to adjust the supply.

The Supply Summary section not only lists the supply data, it also contains a number of actions intended to adjust the supply.

If you open a supply summary, you also can perform some actions directly from the supply summary form.


Add Supply The purpose of the Add Supply action is to provide a mechanism for increasing the supply by adding a building. The system opens the Add Supply form.

To Add Supply

Step 1 Select the Add Supply action on the Supply Summary section of the Analysis tab on the scenario.

Step 2 Review the Add Supply form.

In the General section, identify the new building:

City - Click the Search icon and select the city where the new building is located. Name - Identify the new supply. This name identifies the new building in the

supply/demand graph and in the stack planning tool.

Tenure - Select whether the new supply is Leased or Owned. Start Date - The date the new supply is available. End Date - The date the new supply is no longer needed. For an owned building, End

Date is usually blank.

Step 3 In the Supply Breakdown section, describe the layout of the new building:

Name - Enter a name for this supply item, for example Floor 1. Sequence - Used by the stack planning tool to arrange this row with respect to the

other rows. Area - Enter the rentable area for this supply item.

Step 4 Click Add in the Supply Breakdown section bar to add a new row.

Continue adding supply breakdown items until your requirements are complete.


To Add Supply

Step 5 In the Details section, enter specifics about the new supply.

First, select the Building Class. The system populates the other fields in the Details section with values from the

Building Class standard. These values are used in scenario evaluation metrics. You can adjust any of the numbers to better reflect any known information relative to

a city area or building type.

The system uses step-up rules to convert the total area in the Supply Breakdown section to Usable, then up to Rentable, then up to Gross. For example, if the total Area is 10,000, the Usable Factor is .25, the Rentable Factor is .35, and the Gross Factor is .20:

Assignable Area * (1 + Usable Factor) = Usable Area 10,000 * 1.25 = 12,500

Usable Area * (1 + Rentable Factor) = Rentable Area 12,500 * 1.35 = 16,875

Rentable Area * (1 + Gross Factor) = Gross Area 16,875 * 1.20 = 20,250

In the Units section, the system populates the Area Units, Currency, Carbon Reporting UOM, and Energy Reporting UOM values from the Units section on the scenario.

Step 6 Click Add at the top of the form to add the new supply.

When the add finishes, the system displays an Attention message in the Add Supply form.

Step 7 Review the Supply Summary section. The system displays the new supply in this section.

The new supply also populates the supply/demand graph and shows as a new building tab in the stack plan.

The system also adds a line item in the RE Action Requests section.

Step 8 The Add Supply form stays open and you can add additional supply items.

When you are done, click Cancel to close the Add Supply form.

Take Action The purpose of the Take Action action is to provide a mechanism for studying the implications of altering an existing supply. The available actions differ depending on whether you are working with a lease or owned building.

To Take Action

Step 1 Select a building in the Supply Summary section of the Analysis tab on the scenario. Select Take Action.

If you open a supply summary, Take Action also is available.


To Take Action

Step 2 Review the Supply Action form.

The actions available depend on whether the building is owned or leased.

Step 3 In the General section, identify the action to be taken:

Supply Type - If the building is leased, the system populates Supply Type with Lease. If the building is owned, the system populates Supply Type with Own.

Action - Identify the action to be taken. For a leased building, the choices are Extend and Terminate. For an owned building, the system populates Action with Sell. Extend also extends the lease supply block in the stack plan for the focus periods included in the extension. Terminate or Sell also remove the supply block from the stack plan in the focus period after the termination or sell date; any demand blocks that were on the supply block are flagged with the over-allocation icon.

The system adds the Details section.

Step 4 In the Details section:

Start Date - Populated by the system from the scenario. End Date - Enter the date on which the extended lease ends.

Step 5 Next:

In the Comments section, enter a description of the reason for the action. In the Units section, the system populates the values for Area Units and Currency from

the Units section of the scenario.

Step 6 Click Continue.

The system updates the supply summary (note the entry in the Action Taken column) and appends the supply change to the supply/demand graph.

The system also adds a line item in the RE Action Requests section.

Cancel Action The purpose of the Cancel Action action is to provide a mechanism for reversing a previous Take Action process.

To Cancel Action

Step 1 Select a building in the Supply Summary section of the Analysis tab on the scenario. Select Cancel Action.

If you open a supply summary, Cancel Action also is available.

The system reverses the previous Take Action action and removes the line item in the RE Action Requests section.


Remove The purpose of the Remove action is to provide a mechanism for reversing a previous Add Supply process.

To Remove

Step 1 Select a building in the Supply Summary section of the Analysis tab on the scenario. Select Remove.

The system reverses the previous Add Supply action and removes the line item in the RE Action Requests section.

If you decide to Remove an added supply and any stack moves have put organizations in the added supply, the system alerts you and does not remove the added supply. You must Reset Changes in the stack plan before you can remove an added supply.


5. Stack Planning Stack plans are a graphical display of space supply and demand overlaid to determine space fit and gaps for a group of locations, most commonly at a floor level. Space supply is the existing and planned space inventory. Space demand is the projected space needs of the business units based on business goals and space drivers from the space forecasting process. By overlaying supply and demand, space fit and gaps are graphically identifiable. Then, fit can be improved and gaps minimized by dragging for graphical rearrangement of organizations between locations as a first step in macro level space planning.

Stack scenario planning is primarily performed by the Space Planner, and its graphical information views are beneficial in visually presenting alternatives or interactively creating what-if scenario plans with business management and workplace management teams.

Stacking is typically performed at the department and space classification roll-up levels, which can include area sums, space capacity by type counts, or people by type counts, but not individual space, asset, or person details.

Stack Planning is an interactive graphical user interface that is similar to a horizontal bar chart with the following capabilities:

Expand or collapse viewing panels and tabs for flexible viewing and easier navigation. Zoom and resize building stacks to easily view varying building sizes in one view. Analyze based on capacity and area. Store move sequencing data for implementation move planning.

Workplace planners create and analyze scenario stack plans for a focus period selected from the planning periods established in the planning environment. During scenario creation, you select the locations and the focus period. The stack plan tool depicts both the supply (selected locations) and the demand (either the as is condition or the forecast data for the focus period).

Workplace planners deal with a huge amount of information. The graphical stack planning tool places that information into a format that is easy to understand and manipulate.

The inputs to the process include: proposed location area/capacity forecast, organization required area/capacity forecast, scope of analysis (planning period, geographies, organizations, space class types, locations), and available move type definitions (with estimated cost per headcount, area, and more). Outputs include proposed moves, proposed changes to location space class type, total estimated move costs for the scenario, and proposed move sequences. Demand is the required area or capacity. Supply is assignable area or capacity. Capacity is headcount per location.

The stack planning tool is accessed from the Stack tab of the Scenario. The goal with stack planning is to ensure demand is allocated across available locations within the capacity of each location for the selected planning period.

Attention – The stack planning tool saves changes temporarily in memory. When you select the Save action from the scenario action bar, the system permanently saves the changes from the stack planning tool. At any time before you perform the Save action, you can undo your changes. After you do a Save, the system permanently commits the changes to the database.

This chapter first describes how to use the stack control elements, then the functional aspects of stacking.


Stacking Tool Layout The Stacking tool consists of the following sections:

Menu Zoom Controls Panel Resizing Left Navigation Panel Stack Plan Work Area Bottom Information Panel

Menu The Menu area has an Edit tab and a View tab.

Edit Menu The Edit menu is as follows:

Undo reverses the last move action. Undo All reverses all move actions from the last permanent save. Find Fit finds and displays a ranked list of the best To Locations for a selected move. The results display in the Results tab in the bottom information panel.

View Menu The View menu is as follows:

Supply Detail Colors displays the colors for the space class supply blocks. Area Marks displays tick marks on the floor blocks. This display can be helpful if you are working with both work area panels and have the floors at different zoom factors.

Zoom Controls Since floors can be of varying sizes and space class can be of varying quantities, the stack control provides a zoom control for each. The zoom controls are as follows:

The left zoom controls the size of the floor blocks. Zoom smaller by the icon. Zoom larger by using the icon. Enter a manual zoom ratio in the text box and use the icon to apply the manual zoom factor. The right zoom controls the size of the space class blocks. Zoom smaller by using the icon. Zoom larger by using the icon. Enter a manual zoom ratio in the text box and use the icon to apply the manual zoom factor.

Panel Resizing The different parts of the stacking tool can be resized by using the gray bars between the following areas:

Between: Left navigation panel AND stack plan work area. Between: Top of stack plan work area AND bottom of stack plan work area. Between: Left navigation panel and stack plan work area AND bottom information panel.


Clicking an up or down arrow changes the display so only one panel occupies all shared space. Dragging the bar changes the relative shared space.

Left Navigation Panel The left navigation panel provides a list view of the data elements represented in the stack plan work area.

Clicking the icon expands the level. If there are items displayed below the icon, clicking the icon contracts the level; otherwise indicates the item is at the lowest level.

Organizations Expanding the Organizations level displays a list of all planning-level organizations in the scenario. Right-clicking an organization displays a pop-up menu of actions similar to right-clicking an organization block in the stack plan work area.

Open Record opens the selected organization form. Show, Show Others, Show All, Hide, Hide Others, and Always Show are used to hide or show organizations based on the selected organization.

Space Classes Expanding the Space Classes level displays a list of all planning-level space classes in the scenario. Right-clicking a space class displays a pop-up menu of actions similar to right-clicking a space class block in the stack plan work area.

Open Record opens the selected space class form. Show, Show Others, Show All, Hide, Hide Others, and Always Show are used to hide or show space classes based on the selected space class.

Buildings Expanding the Buildings level displays a list of all buildings in the scenario, including the parking lot. Right-clicking a building displays a pop-up menu of actions similar to right-clicking a building block in the stack plan work area.

Open Record opens the Supply Summary form, which contains additional information about the selected building. Expand All expands all floors for the selected building. Collapse All collapses all floors for the selected building. Reorder returns the floors to their default order.

Expanding a building displays a list of all floors in the building. Right-clicking a floor displays a pop-up menu of actions similar to right-clicking a floor block in the stack plan work area.

Open Record opens the Supply Summary form, which contains additional information about the selected building. Expand expands the display to show all floors for the selected building. Collapse collapses the display so no floors show for the selected building. Move Up moves the selected building up in the list. Move Down moves the selected building down in the list.


Stack Plan Work Area The stack plan tool contains two identical work area panels, which facilitate simultaneous viewing of source demand block (select) and destination supply block (place). Drag the bar between the panels to resize the area allocated to each.

Each building or leased area in the scenario is represented by a tab at the top of each work area panel. Select a tab to view the stack for that building or lease. You can have the same building selected in the top and bottom panel or different buildings, whichever facilitates your Move From and Move To selections.

Within each stack plan work area:

Buildings are represented as a vertical gray bar on the left. If the building has an image, the image displays within this bar. Floors are represented as horizontal gray bars. The length of the bar is proportional to the area of the floor. Floors display top down, for example, floor three above floor two above floor one. Organizations are represented as colored bars within a floor with their areas proportional to the size of the floor. You can visually see if there is excess or over-allocated space on each floor. Space Classes are represented as bars below a floor bar. Organizations are represented in space class bars as colored bars.

Hover Hovering your cursor over a building, floor, organization, or space class block displays additional information.

Right-Click Right-clicking a building, floor, organization, or space class block displays a pop-up menu. The content of the menu depends on the block selected.

For a building, the right-click pop-up includes the following items:

Right-Click Building

Open Record opens the Supply Summary form, which contains additional information about the selected building. Expand All expands all floors for the selected building. Collapse All collapses all floors for the selected building. Reorder returns the floors to their default order. Restore Hidden Space Classes is available when there is hidden supply in a floor of the building.

For a floor, the right-click pop-up includes the following items:

Right-Click Floor

Open Record opens the Supply Floor form, which contains additional information about the selected floor, including a graphic floor plan view. Expand expands the selected floor. Collapse collapses the selected floor. Move Up moves the selected floor up in the stack. Move Down moves the selected floor down in the stack. Restore Hidden Space Classes is available when there is hidden supply in a floor.


For an organization, the right-click pop-up includes the following items:

Right-Click Organization

Select selects the organization block for placement. Select (add) adds the selected organization block to the selection set for placement. Deselect removes the selected organization block from the selection set. Show, Show Others, Show All, Hide, Hide Others, and Always Show are used to hide or show organizations based on the selected organization. Notice that with Hide Others, the other organizations show with hatched marks.

For a space class, the right-click pop-up includes the following items:

Right-Click Space Class

Show, Show Others, Show All, Hide, Hide Others, and Always Show are used to hide or show space classes based on the selected space class. Notice that with Hide Others, other space classes on the floor do not appear.

Floor Icons Use the icons on the left edge of each floor block to move the floor up or down in the stack or to collapse and expand the floor, as indicated in the following list:

Collapse Floor Display

Move Floor Up

Move Floor Down

Expand Space Class Display

With the IBM TRIRIGA stack planning tool, you can plan and manipulate blocks at the space classification level. Select the icon on the floor block to expand the floor to show a breakdown of the space classifications on that floor.

Each row represents a space classification on that floor. Each tick mark represents one space of that type of classification. The colored blocks represent organizations, similar to the organization blocks on the floor. The space class view depicts how many spaces of each classification the organization has been assigned.

Similar to the floor level, the workplace planner can visually see how many spaces are vacant or if a particular space class has been over-allocated.

The system tracks buildings, floors, and space classifications that have been over-allocated and visually denotes them with a

Over-Allocations

icon.

The system also lists all over-allocations in the Over Allocations tab on the bottom information panel.

Selecting To select an organization, click it. To select more than one, press and hold the [Ctrl] keyboard key while making selections, or use the right-click menu.


As a block is selected, the system highlights it and adds it to the list in the Selections tab on the bottom information panel.

Bottom Information Panel The bottom information panel contains important information related to the decisions you make in the stack plan work area. The tabs display information captured between permanent saves. On permanent save the system refreshes the stack and resets the information tabs.

The tabs in the bottom information panel are Selections, Over Allocations, Moves, Delta, Properties, and Results.

Selections Tab The Selections tab displays a detailed list of all selected organization blocks, including their space class breakdown, building, floor, quantity, and area.

You can use the right-click menu in the Selections tab to remove selections.

Remove clears the highlighted selection. Remove Others keeps the highlighted selection and clears the rest. Remove All clears all selections.

Over Allocations Tab The Over Allocations tab displays a detailed list of all building, floor, and space class blocks that have been over-allocated as a result of move actions.

Moves Tab The Moves tab displays a detailed list of all changes caused by moving blocks in the stack, including the From and To building, floor, and space class.

If you took A and moved it to B and then moved it to C, the Changes tab shows A -> B and B -> C.

Delta Tab The Delta tab displays a detailed list of the net differences caused by moving blocks in the stack.

If you took A and moved it to B and then moved it to C, the Delta tab shows A -> C.

Properties Tab The Properties tab displays additional information about the selected building, floor, organization, or space class. The information is similar to that which is shown when you hover over a block.

Results Tab The Results tab displays the results of a Find Fit action. Find Fit finds and displays a ranked list of the best To Locations for a selected move. Clicking the blue text changes the display to show the building in the stack plan work area.

Parking Lot When the scenario includes forecast data, the system generates additions and removals in a focus period when that period has a positive (forecast additions) or negative (forecast removals) delta from


the first period. The deltas are set in the forecast survey items for the planning environment for the organization by focus period. In the scenario, the system places the deltas in parking lot tabs by city. There is a tab in the stack plan work area for each city with forecast deltas. The deltas display in the stack planning tool similar to buildings (or leases) and users interact with them as they would buildings.

Forecast Additions represent new requirements that the workplace planner is to move from the parking lot to the buildings or floors. Each space class in the tray has zero quantity and the organization blocks reflect the delta quantities from the forecast data. This creates an over-allocation and the tray has an over-allocation icon. When all blocks are moved from a tray and allocated into the stack, the system removes the over-allocation icon. Forecast Removals represent items that the workplace planner is to remove from the buildings/floors. Each space class in the tray has a quantity that reflects the negative delta quantities from the forecast data. The tray has an icon. When all blocks are moved from the stack into the tray, the system removes the icon.

How to Use the Stacking Tool The stacking tool represents supply and demand data graphically. The objective of the planner is to move quantities of demand (headcount, space counts, and area) from place to place by rearranging the organizational blocks within the buildings or floors and parking lot to best satisfy the scenario goals and objectives.

Focus Period Set the focus period for the stack planning tool in the Parameters section. It can be changed unless there are saved stack moves. If there are saved moves, click the Reset Changes action to revert the moves first before changing the focus period. As blocks are moved from floor to floor, the system tracks these as changes. The Reset Changes action restores the blocks to where they were before any changes were made.

Sequencing The stack planning tool provides the capability to track the sequence of moves as the planner rearranges organizational blocks in the stack plan. The system records each move in the Move List tab with sequential group and sequence numbers, providing valuable information for the move planner when planning phased moves.

To enable the stack plan sequencing function, select the Track Moves? check box in the Parameters section on the Stack tab.

If you want to group a series of block moves into a single group to simulate a larger move project, select the Enable Sequence Grouping? check box. When you have done so, the system provides a Sequence Group # field to identify a group. Each subsequent save transfers moves to the Move List with the current Sequence Group #.

The purpose of recording move steps during a scenario planning session is to capture data that can be used to evaluate scenario implementation costs, compile metrics, and set up move project plans. Budgetary move cost estimates, project duration estimates, and move churn can all be captured. Since scenario moves simulate a move, data is available on area and people moved, space classes moved, and space classes changed (remodel space). From this data the system calculates rough order of magnitude (budgetary) costs, timelines, move sequence or phasing, and other statistics at a level commensurate with the level of planning.


In complex space plans, it would be preferable to first perform manual trial and error stacking plan scenarios to determine the best future state solution based on fit and adjacency. Then, perform a recorded sequenced move in Stacking Plan with the end goal in mind.

An oversimplification of a large sequenced move process is when vacant space is being created and backfilled, creating the vacant space for the next backfill. This is mimicked in the steps taken by the Space Planner in a scenario planning exercise. A vacant space is created by adding a building or downsizing organizations to free up space. Then, the vacant space is remodeled and moved into, which creates another vacant space to be backfilled. This process repeats itself until the Space Planner has filled all the spaces (satisfied the Organization or Strategic Planning needs). At the end, the Space Planner ideally has vacant space left over which can be disposed (such as a lease termination), or subleased.

Add Supply If you find you must add additional supply, select the Add Supply action on the Parameters section bar. The purpose of the Add Supply action is to provide a mechanism for increasing the supply. With Add Supply, you can simulate acquiring a new leased or owned building (supply). After added, they show in the stack as empty buildings or floors available to drop blocks into when the start or end dates overlap the focus period. The addition is displayed in the stack planning tool as a new tab and is formatted and treated like a building.

The Add Supply section describes how to complete an Add Supply.

Select and Place To move organizational blocks, select the organization to be relocated by clicking the colored block from either the floor or the space class level. The system highlights the selected organization.

To select more than one organization, hold down the [Ctrl] key on the keyboard and select more organizations, or use the right-click pop-up.

To move the selected organization blocks to another floor, right-click the To floor and select the Place action in the pop-up.

The system moves the blocks to the new floor.

When you select organization blocks to place into a different floor or into forecast removals of the same organization and same space class planning measure type,

When the organization already exists in the new floor, the system updates the quantity and area. When the organization does not exist in the new floor, the system creates one based on planning measure type. When the floor does not exist, the system creates a floor based on planning measure type. If the organization block is a forecast additions block, place it into a floor in the same city.

You can undo a move by using the Undo or Undo All actions on the Edit menu. You can undo moves until you perform a permanent save. Perform a permanent save periodically.

Select Partial (Split) Part of an organizational block can be moved by using the Select Partial control. To activate the control, right-click an organizational block on the space class level and select the Select Partial action from the pop-up menu.


If this is the first organizational block you have selected, there are Select and Cancel actions. If other selections have been made already, there are Select, Select (add), and Cancel actions. The scale on the control shows the available capacity of the selected block. Slide the scale to the number of capacity units you want to move. Click Select to identify the current selection set. Click Select (add) to add the selected count to the current selection set.

Permanent Save To permanently save your stack plan manipulations, select the Save action at the top of the Space Scenario form.

Permanent save performs the following actions:

Data - The system writes to the database data manipulations done on the stack plan tool from the previous permanent save to the current save. Visuals - The system refreshes the stack plan and removes the data in the bottom information panel tabs when the save completes. Metrics - The system recalculates impacted scenario metrics and refreshes all items in the Demand Summary section on the Analysis tab for the scenario. Move List - If Track Moves is turned on, the system creates move lists by using the order that you performed the moves in the stack tool (and sequence groupings if enabled). The results display in the Move List sub-tab on the Stack tab. Change List - The system creates change lists for all moves performed in the stack tool and displays the results in the Changes sub-tab on the Stack tab. The change lists contain valuable information required for the scenario evaluation metrics.

Move List The move lists contain valuable information, including the area and estimated cost for each move step. Move designers and planners use the data to act on the approved scenario of the completed space plan. The Move List items in stack planning are available to the move planner in the Move Designer when the scenario is recommended, approved, and its space plan is completed. The move types have move items for person and room function move types. The move planner can create person and room function move line items from this information. The data also provides information for scenario evaluation metrics, for example financial metrics such as implementation costs, NPV, ROI, and IRR and operational metrics such as area moved, churn, people moved, and churn rate.

Stack Planning Performance Metrics Stack planning provides feedback on the performance and efficiency of the scenario by providing views to the Occupancy Rate and Utilization Density key metrics. The system displays these metrics in sub-tabs on the Stack tab. The red, yellow, or green colors display based on predefined threshold values.


6. Scenario Evaluation and Approval During the evaluation phase of the SFP process, planners review scenarios against planning goals and objectives and compare scenarios against each other. This evaluation and comparison can be used for in-process iterative reviews or final evaluation to recommend and approve the best scenario for implementation. This is a key decision point and finalizes the facility planning process.

Previous chapters cover the setup, data entry, and system calculation background leading up to the evaluation stage. This chapter shows how to use the side-by-side scenario evaluation and comparison tool.

Use the scenario evaluation tool to decide on the best scenario to implement. Base comparisons on balanced scorecard-like objectives and evaluation criteria. Evaluation features include the following items:

Expand or collapse criteria and details in side-by-side comparison matrix. Compare scenario differences to business objectives, status quo, or against other scenarios. Drill into further scenario details or additional reports. Route and notify approvals to complete the decision.

After one or more scenarios are considered ready for evaluation, the scenarios can be analyzed and reviewed, and the recommended scenario submitted for approval.

You can find the scenario evaluation tool on the Scenario Evaluation tab of the space plan.

Scenario Evaluation Tool Layout With the scenario evaluation tool, you can compare scenarios against previously defined or categorized plan goals, objectives, and risks and to compare scenarios to each other. To access the evaluation tool, open the space plan and select the Scenario Evaluation tab. The system displays scenarios side by side in an evaluation grid.

Tip – The scenario evaluation tool displays only scenario metrics for plan goals defined on the space plan. If you want to change the items displayed in Environmental, Financial, Operational, and Portfolio, adjust the space plan.

The Scenario Evaluation tool contains the following sections:

Scenario Evaluation Section Scenarios Section

Scenario Evaluation Section The Scenario Evaluation section contains the evaluation grid. The scenarios displayed are listed in the Scenarios section and have the Include in Comparison flag set.

The left panel displays evaluation categories (objectives, risks, environmental, financial, operational, and portfolio). The right panel displays scenarios; each scenario presented vertically with the evaluation categories aligned.


Expand/Contract Categories The initial view shows all evaluation categories collapsed. To expand a category to see the detailed criteria, click the icon. To contract, click the icon. Expand categories to evaluate the metrics within to get a more complete picture of the scenario differences.

Threshold/Value/Delta The green, yellow, and red icons serve as a quick indicator of how the value compares with the threshold settings for the item. The number in the Value column is the data used by the threshold calculation. The value in the Delta column is the difference between the value in this scenario and the value in the scenario selected as the comparison base.

IBM TRIRIGA provides one threshold for each standard scenario metric in the Scenario Evaluation section. Information about thresholds is contained in Thresholds in the Setup chapter.

When an evaluation category is collapsed, the system displays the values from the first row for that category.

For Objectives, the system multiplies the Importance Ranking for each line item times its Evaluation Ranking to get a score. The scores are added together and divided by the sum of the Importance Ranking values. For example:

Objective Item A: Evaluation Ranking A * Importance Ranking A = score A Objective Item B: Evaluation Ranking B * Importance Ranking B = score B Objective Item C: Evaluation Ranking C * Importance Ranking C = score C Value = (score A + score B + score C) / (Importance Ranking A + Importance Ranking B + Importance Ranking C)

For Risks, the system multiplies the Risk Probability for each line item times its Evaluation Ranking times its Importance Ranking to get a score. The scores are added together and divided by the sum of the Importance Ranking values. For example:

Risk Item A: Risk Probability A * Evaluation Ranking A * Importance Ranking A = score A Risk Item B: Risk Probability B * Evaluation Ranking B * Importance Ranking B = score B Risk Item C: Risk Probability C * Evaluation Ranking C * Importance Ranking C = score C Value = (score A + score B + score C) / (Importance Ranking A + Importance Ranking B + Importance Ranking C)

Tip – The threshold indicator displays when there is a threshold defined in the item.

Select ‘Compare To’ Scenario The radio buttons below the scenario names identify to which scenario all other scenarios are being compared.

To change the ‘compare to’ scenario, click the radio button. The system calculates deltas relative to the scenario selected.

Scenarios Section The Scenarios section lists the scenarios in the space plan.


The Sequence sets the order that the system displays the scenarios in the Scenario Evaluation section. If you change the values, click Save on the Space Plan action bar and the system redisplays the evaluation grid. Select the Include in Comparison? check box to include a scenario in the Scenario Evaluation section. If you change a setting, click Save on the Space Plan action bar and the system redisplays the evaluation grid.

Tip – Use the Scenarios section on the General tab of the space plan to add or remove a scenario from this section, as described in Scenarios.

Route for Approval At this point, the scenarios have undergone an iterative process of evaluation, review, and refinement and one has been selected for approval.

The system supports:

Routing the recommended space plan scenario for online review and approval by using IBM TRIRIGA approval templates. By using the evaluation grid and supporting graphs and data for review and approval in a conference room and Web-based meeting format, projected by using a computer. Preparing a space plan evaluation summary report in electronic or printed format including the recommended space plan scenario with supporting graphs and data.

Print Preview The Print Preview action at the top of the form prepares a printable copy of the entire form. To print just the Scenario Evaluation section, click Section Print Preview on the Scenario Evaluation section bar.

Recommend Scenario When you have decided which scenario to recommend, identify it by selecting its radio button and click Recommend Scenario. If you change your mind, click Clear Recommended.

Submit To route the recommended scenario for approval, click Submit on the Space Plan action bar.

The system sends the request with preconfigured notifications, including the Portfolio Plan Manager contact roles on the parent portfolio plan and the Business Unit Manager contact roles on the organization for each organization contained in the planning data. When the system requests the approval of reviewers, it sends not just the individual scenario but the entire space plan. This provides the approvers the opportunity to see the scenarios in the side-by-side comparison and evaluation grid, which aids in making the approval decision. Upon approval of the recommended scenario, the system changes the status of the approved scenario to Approved and makes it read-only. It also changes the status of the other scenarios in the space plan to Retired and makes each read-only.


Complete To commit the changes to the master planning data and supply summary based on the approved scenario, click Complete on the space plan action bar. The system creates the planning conflict records described in the Space Plan section and routes the recommended scenario for approval.


Scenario Metrics IBM TRIRIGA Strategic Facility Planning displays a set of Scenario Metrics intended to guide workplace planners towards desired goals that are set for space plans. Scenario Metrics display on the Scenario Evaluation tab in a space plan.

Metric Categories SFP provides planners with a view of performance from the following key dimensions:

Environmental: Measures cost, intensity, and recovery for Energy, Emissions, Water, and Waste. Financial: Measures the cost of operations, total occupancy costs, revenue weeks, and profitability of workplace operations and resources. Note: IBM TRIRIGA assumes that the external corporate financial system is hierarchical and aggregates costs at the building or structure level, and that the cost code structure and roll-up align with common industry definitions of: Capital, Cost of Operations (IFMA definition), Operating Costs (IFMA definition), Capital or Expense. Operational: Measures the efficiency and effectiveness of workplace processes. Portfolio: Measures the utilization, condition, and return on workplace assets.

Scenario Metric ID The following chart provides a Metric ID to identify each Scenario Metric.

Scenario Metric ID Metric Category Scenario Metric

Environmental 3001-01-EN Emissions (Carbon) Intensity per Occupant

Environmental 3002-01-EN Emissions (Carbon) Intensity per GSF

Environmental 3003-01-EN Energy Use Intensity per GSF

Environmental 3004-01-EN Energy Use Intensity per Occupant

Environmental 3005-01-EN Energy Use

Environmental 3006-01-EN CO2 Emissions

Financial 3007-01-FI Total Occupancy Costs

Financial 3008-01-FI Cost of Operations

Financial 3009-01-FI Lease Costs

Financial 3010-01-FI Fixed Assets (Property) Costs

Financial 3011-01-FI Implementation Costs

Financial 3012-01-FI Investment Return – NPV

Financial 3013-01-FI Investment Return – ROI


Scenario Metric ID Metric Category Scenario Metric

Financial 3014-01-FI Investment Return - IRR

3031-01-FI Financial Total Estimated Asset Value

Operational 3015-01-OP Time to Complete (Months)

Operational 3016-01-OP Area Moved (USF)

Operational 3017-01-OP Churn (disruption costs)

Operational 3018-01-OP People Moved

Operational 3019-01-OP Churn Rate

Portfolio 3020-01-PO Total Number of Buildings

Portfolio 3021-01-PO Total Number of Floors

Portfolio 3022-01-PO Total Area – Gross

Portfolio 3023-01-PO Total Area – Rentable

Portfolio 3024-01-PO Total Area – Usable

Portfolio 3025-01-PO Percent Lease (Rentable Area)

Portfolio 3026-01-PO Total People

Portfolio 3027-01-PO Occupancy Cost per Person

Portfolio 3028-01-PO Occupancy Cost per Area

Portfolio 3029-01-PO Occupancy Rate

Portfolio 3030-01-PO Density

Scenario Metrics This section describes each Scenario Metric.

Area Moved (USF) Item Description

Name Area Moved (USF)

Scenario Metric ID 3016-01-OP

Metric Category Operational


Item Description

Metric Objective Determine area moved for the scenario

Measurement Sum of area

Thresholds (default) Low Threshold: 0

High Threshold: 0

Range 1: Low/ Positive/Green

Range 2: Medium/Caution/Yellow

Range 3: High/Negative/Red

Default Target 0 square-feet

Churn (Disruption Costs) Item Description

Name Churn (Disruption Costs)



Metric Objective Calculate the churn for the scenario by using setup data and Move Item data as the source of the calculation

Measurement Move Downtime Estimated Cost * People Moved

Move Downtime Estimated Cost = From Tools > System Setup > General > Application Settings > Planning Settings tab > Details section.

People Moved = The sum of Quantity from the associated Move Items where the Move Type = Person.


High Threshold: 99999999

Range 1: Good/Positive/Green

Range 2: Marginal/Caution/Yellow

Range 3: Poor/Negative/Red

Default Target .00 US Dollars


Churn Rate Item Description

Name Churn Rate



Metric Objective Calculate the churn rate for the scenario

Measurement (People Moved / Total People) * 100

People Moved = The sum of Quantity from the associated Move Items where the Move Type = Person.

Total People = The sum of Quantity from the planning data (demand) where the Planning Measure Type = Occupancy.






Default Target 0 percent

CO2 Emissions Item Description

Name CO2 Emissions

Scenario Metric ID 3006-01-EN

Metric Category Environmental

Metric Objective Calculate the total CO2 emissions for the scenario

Measurement Sum CO2 emissions

For a proposed location (lease or owned), the system uses the Estimated CO2 per GSF from the selected Building Class to calculate the Estimated CO2 Emissions.

For an existing building, the system maps the Total CO2e (Carbon Footprint) Equity Share field to the Supply Summary.

For an existing lease, the system maps the Annual Total CO2e field to the Supply Summary.


Item Description




Range 2: Within Target/Caution/Yellow

Range 3: Excessive/Negative/Red

Default Target 0 pounds CO2

Cost of Operations Item Description

Name Cost of Operations

Scenario Metric ID 3008-01-FI

Metric Category Financial

Metric Objective Calculate the cost of operations for the scenario

Measurement Sum of Supply Summary’s Cost of Operations

Includes leased, owned, and proposed locations.

Includes only records that are in the current focus period.

For a proposed location, the system uses Estimated Annual Cost of Operations per RSF from the selected Building Class to calculate the Estimated Cost of Operations.

For an existing building or an existing lease, the system maps the Annual Cost of Operations field to the Supply Summary.


High Threshold: 0

Range 1: Low/Positive/Green




Density Item Description

Name Density


Item Description

Scenario Metric ID 3030-01-PO

Metric Category Portfolio

Metric Objective Calculate density for the scenario

Measurement Total Usable Area / Total People

Total Usable Area = The sum of Supply Summary’s Usable Area; includes leased, owned, and proposed locations; includes only records that are in the current focus period.



High Threshold: 250

Range 1: Over-Crowded/Negative/Red

Range 2: On-Target/Positive/Green

Range 3: Poor Efficiency/Caution/Yellow


Emissions (Carbon) Intensity per GSF Item Description

Name Emissions (Carbon) Intensity per GSF



Metric Objective Calculate the efficiency of emission (carbon) intensity per GSF for the scenario

Measurement Total Emissions / Total Gross Area

Total Emissions = For a proposed location (lease or owned), the system uses the Estimated CO2 per GSF from the selected Building Class to calculate the Estimated CO2 Emissions; for an existing building, the system maps the Total CO2e (Carbon Footprint) Equity Share field to the Supply Summary; for an existing lease, the system maps the Annual Total CO2e field to the Supply Summary.

Total Gross Area = The sum of the Supply Summary’s Gross Area; includes leased, owned, and proposed locations; includes only records that are in the current focus period.


Item Description


High Threshold: 30





Emissions (Carbon) Intensity per Occupant Item Description

Name Emissions (Carbon) Intensity per Occupant



Metric Objective Calculate the efficiency of emission (carbon) intensity per occupant for the scenario

Measurement Total Emissions / Total People

Total Emissions = For a proposed location (lease or owned), the system uses the Estimated CO2 per GSF from the selected Building Class to calculate the Estimated CO2 Emissions; for an existing building, the system maps the Total CO2e (Carbon Footprint) Equity Share field to the Supply Summary; for an existing lease, the system maps the Annual Total CO2e field to the Supply Summary.



High Threshold: 30





Energy Use Item Description

Name Energy Use


Item Description



Metric Objective Calculate the total energy use for the scenario

Measurement Total Energy Use

For a proposed location (lease or owned), the system uses the Estimated Total Annual Energy Use per GSF from the selected Building Class to calculate the Estimated Annual Energy Use.

For an existing building or an existing lease, the system maps the Annual Energy Use field to the Supply Summary.






Default Target 0 British thermal units

Energy Use Intensity per GSF Item Description

Name Energy Use Intensity per GSF



Metric Objective Calculate the efficiency of energy use intensity per GSF for the scenario

Measurement Total Energy Use / Total Gross Area

Total Energy Use = For a proposed location (lease or owned), the system uses the Estimated Total Annual Energy Use per GSF from the selected Building Class to calculate the Estimated Annual Energy Use; for an existing building or an existing lease, the system maps the Annual Energy Use field to the Supply Summary.

Total Gross Area = The sum of the Supply Summary’s Gross Area; includes leased, owned, and proposed locations; includes only records that are in the current focus period.


Item Description

Thresholds (default) Low Threshold: 0.6

High Threshold: 1.07





Energy Use Intensity per Occupant Item Description

Name Energy Use Intensity per Occupant



Metric Objective Calculate the efficiency of energy use intensity per occupant for the scenario

Measurement Total Energy Use / Total People

Total Energy Use = For a proposed location (lease or owned), the system uses the Estimated Total Annual Energy Use per GSF from the selected Building Class to calculate the Estimated Annual Energy Use; for an existing building or an existing lease, the system maps the Annual Energy Use field to the Supply Summary.


Thresholds (default) Low Threshold: 0.08

High Threshold: 3





Fixed Assets (Property) Costs Item Description

Name Fixed Assets (Property) Costs


Item Description



Metric Objective Calculate the fixed assets (property) costs for the scenario

Measurement Sum of Supply Summary’s Fixed Asset Costs



For a proposed location (lease or owned), the system uses Estimated Annual Fixed Asset Costs per RSF from the selected Building Class to calculate the Estimated Fixed Asset Costs.

For an existing building or existing lease, the system maps the Annual Fixed Asset Costs to the Supply Summary.


High Threshold: 0





Implementation Costs Item Description

Name Implementation Costs



Metric Objective Calculate the implementation costs for the scenario using the Move Item data

Measurement Sum of Move Item’s Estimated Costs


High Threshold: 0





Item Description


Investment Return - IRR Item Description

Name Investment Return - IRR



Metric Objective Calculate investment return IRR for the scenario

Measurement Round((A,B,C,0)*100),2)

A = Analysis Term = From Tools > System Setup > General > Application Settings > Planning Settings tab > Details section.

B = Annual Operating Expense Reduction = Entered on the scenario. It represents how much money per year is expected to be saved as a result of the scenario.

C = Net Investment Cost = The sum of Move Items’ Estimated Costs.


High Threshold: 40





Investment Return - NPV Item Description

Name Investment Return - NPV



Metric Objective Calculate investment return NPV for the scenario


Item Description

Measurement NPV((A,B,(C/100),D)

A = Analysis Term = From Setup Tools > System Setup > General > Application Settings > Planning Settings tab > Details section.

B = Annual Operating Expense Reduction = Entered on the scenario. It represents how much money per year is expected to be saved as a result of the scenario.

C = Discount Rate (percent) = From Tools > System Setup > General > Application Settings > Planning Settings tab > Details section.

D = Net Investment Cost = The sum of Move Items’ Estimated Costs


High Threshold: 0





Investment Return - ROI Item Description

Name Investment Return - ROI



Metric Objective Calculate investment return ROI for the scenario

Measurement Round(((A/B)*100),2)

A = Annual Operating Expense Reduction = Entered on the scenario. It represents how much money per year is expected to be saved as a result of the scenario.

B = Net Investment Cost = The sum of Move Items’ Estimated Costs.


High Threshold: 200





Item Description


Lease Costs Item Description

Name Lease Costs



Metric Objective Calculate lease costs for the scenario

Measurement Sum of Supply Summary’s Annual Lease Costs



For a proposed location (lease or owned), the system uses Estimated Annual Lease Costs per RSF from the selected Building Class to calculate the Estimated Annual Lease Costs.

For an existing building, the system maps the Annual Lease Costs to the Supply Summary.

For an existing lease, the system maps the Annual Spend (Estimated) field to the Supply summary. This field displays on the Summary tab.


High Threshold: 0





Occupancy Cost per Area Item Description

Name Occupancy Cost per Area




Item Description

Metric Objective Calculate the occupancy cost per area for the scenario

Measurement Total Occupancy Costs / Total Rentable Area

Total Occupancy Costs = A+B+C

A = Cost of Operations = The sum of Supply Summary’s Cost of Operations; includes leased, owned, and proposed locations; includes only records that are in the current focus period; for a proposed location, the system uses Estimated Annual Cost of Operations per RSF from the selected Building Class to calculate the Estimated Cost of Operations; for an existing building or an existing lease, the system maps the Annual Cost of Operations field to the Supply Summary.

B = Lease Costs = The sum of Supply Summary’s Annual Lease Costs; includes leased, owned, and proposed locations; includes only records that are in the current focus period; for a proposed location (lease or owned), the system uses Estimated Annual Lease Costs per RSF from the selected Building Class to calculate the Estimated Annual Lease Costs; for an existing building, the system maps the Annual Lease Costs to the Supply Summary; for an existing lease, the system maps the Annual Spend (Estimated) field to the Supply summary (this field displays on the Summary tab).

C = Fixed Assets (Property) Costs = The sum of Supply Summary’s Fixed Asset Costs; includes leased, owned, and proposed locations; includes only records that are in the current focus period; for a proposed location (lease or owned), the system uses Estimated Annual Fixed Asset Costs per RSF from the selected Building Class to calculate the Estimated Fixed Asset Costs; and for an existing building or existing lease, the system maps the Annual Fixed Asset Costs to the Supply Summary.

Total Rentable Area = The sum of Supply Summary’s Rentable Area; includes leased, owned, and proposed locations; includes only records that are in the current focus period.


High Threshold: 12




Default Target 12.00 US Dollars


Occupancy Cost per Person Item Description

Name Occupancy Cost per Person



Metric Objective Calculate the occupancy cost per person for the scenario

Measurement Total Occupancy Costs / Total People

Total Occupancy Costs = A+B+C


B = Lease Costs = The sum of Supply Summary’s Annual Lease Costs; includes leased, owned, and proposed locations; includes only records that are in the current focus period; for a proposed location (lease or owned), the system uses Estimated Annual Lease Costs per RSF from the selected Building Class to calculate the Estimated Annual Lease Costs; for an existing building, the system maps the Annual Lease Costs to the Supply Summary; for an existing lease, the system maps the Annual Spend (Estimated) field to the Supply summary (this field displays on the Summary tab).

C = Fixed Assets (Property) Costs = The sum of Supply Summary’s Fixed Asset Costs; includes leased, owned, and proposed locations; includes only records that are in the current focus period; for a proposed location (lease or owned), the system uses Estimated Annual Fixed Asset Costs per RSF from the selected Building Class to calculate the Estimated Fixed Asset Costs; for an existing building or existing lease, the system maps the Annual Fixed Asset Costs to the Supply Summary.

Total People = The sum of Quantity from the Planning Data (Demand) where the Planning Measure Type = Occupancy.







Item Description

Default Target 3958.00 US Dollars

Occupancy Rate Item Description

Name Occupancy Rate



Metric Objective Calculate the occupancy rate for the scenario

Measurement (Assignable Area Demand / Total Usable Area) * 100

Assignable Area Demand = The sum of Area from planning data (demand).

Total Usable Area = The sum of the Supply Summary’s Usable Area; includes leased, owned, and proposed locations; includes only records that are in the current focus period.


High Threshold: 100

Range 1: Poor Efficiency/Negative/Red


Range 3: Over-Allocated/Caution/Yellow


People Moved Item Description

Name People Moved



Metric Objective Calculate people moved for the scenario

Measurement Sum of Quantity from the associated Move Items where the Move Type = Person.


Item Description






Default Target 0

Percent Lease (Rentable Area) Item Description

Name Percent Lease (Rentable Area)



Metric Objective Calculate percent lease (rentable area) for the scenario

Measurement (Rentable Area Leased / Total Rentable Area) * 100

Rentable Area Leased = The sum of Supply Summary’s Usable Area; includes only leases (not owned); only includes records that are in the current focus period.

Total Rentable Area = The sum of Supply Summary’s Rentable Area; includes leased, owned, and proposed locations; includes only records that are in the current focus period.


High Threshold: 100

Range 1: Under Target/Negative/Red


Range 3: Over Target/Caution/Yellow


Time to Complete (Months) Item Description

Name Time to Complete (Months)



Item Description


Metric Objective Estimates the time to complete in months) for the scenario

Measurement This metric is not calculated. It is input manually on each scenario.


High Threshold: 100




Default Target 0

Total Area - Gross Item Description

Name Total Area - Gross



Metric Objective Calculate total gross area for the scenario

Measurement Total Gross Area = The sum of Supply Summary’s Gross Area; includes leased, owned, and proposed locations; includes only records that are in the current focus period.


High Threshold: 0





Total Area - Rentable Item Description

Name Total Area - Rentable



Item Description


Metric Objective Calculate total rentable area for the scenario

Measurement Total Rentable Area = The sum of Supply Summary’s Rentable Area; includes leased, owned, and proposed locations; includes only records that are in the current focus period.


High Threshold: 0





Total Area - Usable Item Description

Name Total Area - Usable



Metric Objective Calculate total usable area for the scenario

Measurement Total Usable Area = The sum of Supply Summary’s Usable Area; includes leased, owned, and proposed locations; includes only records that are in the current focus period.


High Threshold: 0





Total Estimated Asset Value Item Description

Name Total Estimated Asset Value


Item Description



Metric Objective Calculate the estimated asset value for the scenario as an indicator of the scenario’s impact on the organization’s balance sheet.

Measurement For leased supply, the system uses the Real Estate Lease (associated to the corresponding Supply Summary) and the Focus Period of the scenario to calculate the Estimated Asset Value.

For new leased supply, the system will provide the ability to identify the Straight Line Rent per Month and the Lease Rate so that the system can calculate the Estimated Asset Value.

For owned supply, the value will not be calculated.


High Threshold: 0

Range 1: Low/ Positive/Green




Total Number of Buildings Item Description

Name Total Number of Buildings



Metric Objective Calculate total number of buildings in the scenario

Measurement Number of Buildings + Number of Proposed Buildings

Number of Buildings = The count of buildings associated to the planning data (demand).

Number of Proposed Buildings = The count of Supply Summary’s new supply records where the Action Taken is New.


Item Description


High Threshold: 0




Default Target 0

Total Number of Floors Item Description

Name Total Number of Floors



Metric Objective Calculate total number of floors in the scenario

Measurement Number of Floors + Number of Proposed Floors

Number of Floors = The count of floors associated to the planning data (demand).

Number of Proposed Floors = The count of Supply Summary’s new supply records where the Action Taken is New.


High Threshold: 0




Default Target 0

Total Occupancy Costs Item Description

Name Total Occupancy Costs




Item Description

Metric Objective Calculate the total occupancy costs for the scenario

Measurement Total Occupancy Costs = A+B+C


B = Lease Costs = The sum of Supply Summary’s Annual Lease Costs; includes leased, owned, and proposed locations; includes only records that are in the current focus period; for a proposed location (lease or owned), the system uses Estimated Annual Lease Costs per RSF from the selected Building Class to calculate the Estimated Annual Lease Costs; for an existing building, the system maps the Annual Lease Costs to the Supply Summary; and for an existing lease, the system maps the Annual Spend (Estimated) field to the Supply summary (this field displays on the Summary tab).

C = Fixed Assets (Property) Cost = The sum of Supply Summary’s Fixed Asset Costs; includes leased, owned, and proposed locations; includes only records that are in the current focus period; for a proposed location (lease or owned), the system uses Estimated Annual Fixed Asset Costs per RSF from the selected Building Class to calculate the Estimated Fixed Asset Costs; for an existing building or existing lease, the system maps the Annual Fixed Asset Costs to the Supply Summary.


High Threshold: 0





Total People Item Description

Name Total People




Item Description

Metric Objective Determine the total people for the scenario

Measurement Total People is the sum of Quantity from the planning data (demand) where the Planning Measure Type = Occupancy.


High Threshold: 0




Default Target 0


Glossary Term Definition

Action Plan A record that can be assigned to one or more resources (typically the process owner – Responsible Person). The assignee uses the action plan to guide the root cause investigation and to note the corrective action taken. People listed as Accountable and Responsible for a given metric are notified of the creation of an action plan and of the subsequent action taken.

Baseline Time and Data The time period data snapshot selected as the zero (0) time point and starting as is data.

Bottom-Up Planning A strategy used in corporate planning whereby information is gathered from members working in the organizational units (lower levels) to set goals.

Capital Budgeting The process of evaluating projects in the context of a program is often referred to as Capital Budgeting or Capital Planning.

Capital Planning The process of evaluating projects in the context of a program is often referred to as Capital Planning or Capital Budgeting.

Change Instructions Data to facilitate the transition of supply and/or demand “changes” from SFP into Move Planning.

Commitments Commitments occur when a resource is either tentatively or permanently committed for a task or action for a specified date/time.

Cyclical Planning Long-range planning

Demand Forecasted business space needs.

Required area or occupancy.

Demand Data An aggregation of the usage of space by space class and organization within a given floor.

Demand Driver Business items or units that drive or cause the need for space. In units more common to business capacity needs. Can be used to derive space.

A Classification used for deriving the planning measure type.

Linked to space classes.

For example: office workers, manufacturing product volume, warehouse pallet storage, dorm students, and meeting volume.


Term Definition

Demand Driver Category A grouping of demand drivers.

For example, office workers, data centers, warehouse, housing, manufacturing.

Demand Driver to Capacity Ratio

The same concept as sharing ratio, but equates sub-spaces or components of a single area module or vertical stacking capacity.

For example: Warehouse pallet racks have an area footprint and can store many pallets. High ceiling and high-bay racks can store more pallets per area footprint. One Space Standard Type B Rack holds 6 pallets.

EVM Earned Value Management. This technique provides an accurate picture of spending and accomplishments related to a baseline plan.

Exception Dates The days of the year that the resource is not available, such as national or company holidays.

Forecast Time Span The full span of historical and future time records.

For example, 2 years of history and 5 years of future periods (that is, 2 years + 5 years = 7 total years).

Forecasting The process of analyzing current and historical data to determine future trends, or

To calculate or estimate something in advance; predict the future. (American Heritage Dictionary)

Metric Measuring a value or ratio against goals/thresholds. Metrics might drive a calculation and display, scorecard evaluation, or an indicator.

Objective The overall business goal that a planner tracks for evaluation and comparison purposes.

Occupancy In offices, occupancy equates to seats or workpoints, but can refer to other demand drivers.

Parking Lot Additional future demand from forecast.

Holding area in stacking.

Plan Goal A user-defined business goal that a planner tracks for evaluation and comparison purposes. Has values for measuring against.


Term Definition

Plan of Record Snapshot An invoked process (workflow) to "discover" the breakdown of space classes along with their capacity, occupancy, and allocations (people/organizations) from the as is transactional data (triSpace and triSpaceAllocation).

Invoked from the planning cycle event.

Plan Risk Item used in planning to represent business risks associated with the plan.

Planning Cycle A framework for managing and driving the cyclical planning life cycle.

Planning Cycle Event A time-based (scheduled) event to trigger the change of planning periods.

Planning Environment A time-based approved portfolio/space plan that is the planning data for implementations or forward looking metrics. An approved scenario updates the planning environment to reflect the new/updated plan. Planning environment is sometimes referred to as plan of record, master plan, master space plan, or space plan of record.

Planning Horizon Maximum future time period in forecast and planning time views.

Planning Period An important data element to reflect time within the SFP framework.

Linked to fiscal/calendar period.

Used as the time dimension within SFP metrics.

Planning Periods A named (and sequenced) configuration within a planning cycle that establishes planning “buckets”.

Planning Scenario With Planning Scenarios portfolio plan participants can develop and evaluate options, and recommend solutions for implementation within the context of the portfolio plan scope.

Plan-to Time Period Point in time chosen to plan buildings and spaces to the forecast for that time period. Important for stacking.

PoR Plan of Record. This is implemented in IBM TRIRIGA as a planning environment. An approved scenario becomes, or updates the Plan of Record, which is the overall approved plan that implementation is based on. As well, it is data source for SFP metrics with future time periods.


Term Definition

Portfolio A collection of programs, projects, scenarios, and supporting data and metrics that are grouped together to facilitate effective management of that work to meet strategic business objectives.

Portfolio Plan Each Portfolio Plan provides the ability to manage a portion of the overall portfolio. It contains the overall plan summary data (scope of planning, data roll ups, common setup data, comparison goals/ targets) and acts as a means to compare and evaluate scenario alternatives. Hierarchical. Based on a company’s business processes. Can be organized to represent geographical, location, or organizational divisions of responsibility.

Organizations manage their portfolios based on specific goals. One goal of portfolio management is to maximize the value of the portfolio by careful examination of candidate projects and programs for inclusion in the portfolio and the timely exclusion of projects not meeting the portfolio’s strategic objectives. Other goals are to balance the portfolio among incremental and radical investments and for efficient use of resources. (A Guide to the Project Management Body of Knowledge (PMBOK© Guide) (chapter 1.6))

Program A collection of approved projects and subprojects.

Program A Program is a group of related Projects managed in a coordinated way to obtain benefits and control not available from managing them individually…Funding and support can be assigned on the basis of risk/reward categories, specific lines of business, or general types of projects, such as (environmental), infrastructure, (facilities, or real estate transaction plans). (A Guide to the Project Management Body of Knowledge (PMBOK© Guide) (chapter 1.6))

The process of evaluating projects in the context of a program is often referred to as ‘Capital Budgeting’ or ‘Capital Planning’. Proposed Projects (Funding Requests) are submitted for evaluation and approval against Portfolio Plan (or Program-level) funds and objectives.

Approved Funding Requests are transitioned into active Projects or Tasks and associated with the governing Program.

Project A Project is a temporary endeavor undertaken to create a unique product, service, or result…Temporary means that every project has a definite beginning and a definite end. The end is reached when the project’s objectives have been achieved, or it becomes clear that the project objectives will not or cannot be met, or the need for the project no longer exists and the project is terminated…A project creates unique deliverables, which are products, services, or results. (A Guide to the Project Management Body of Knowledge (PMBOK© Guide) (chapter 1.2))


Term Definition

Project Management The application of knowledge, skills, tools, and techniques to project activities to meet project requirements. (PM Solutions: Project Portfolio Management Maturity Model – Chapter 5 – published by the Center for Business Practices, 2005 - James Pennypacker – Editor - ISBN: 1-929576-17-X)

Project Portfolio Management The art and science of applying a set of knowledge, skills, tools and techniques, but to a collection (or portfolio) of projects in order to meet or exceed the needs and expectations of an organization’s investment strategy. (PM Solutions: Project Portfolio Management Maturity Model – Chapter 5 – published by the Center for Business Practices, 2005 - James Pennypacker – Editor - ISBN: 1-929576-17-X)

Scenario Alternative plan or what-if analysis of possible situation and outcome. Proposed solution. Feasibility study.

Scenario Planning The testing of business strategies against a series of alternative futures. (IFMA. (2009). Strategic Facility Planning: A White Paper. White paper.)

Scenario Planning Data An isolated set of planning data for what-if analysis.

Derived from the Plan of Record.

SFP Strategic Facility Planning. In IBM TRIRIGA, this is a user-defined planning structure that simplifies and organizes data.

Sharing Ratio In offices, refers to the number of mobile workers who can share a single seat (workpoint).

Space Capacity In offices, capacity equates to seats or workpoints, but can refer to other demand drivers.

Space Class Classification structure/hierarchy used to establish a space’s function. If the Planning Level field is selected, the space class is to be used for planning.

Space Class Current in the Classification Hierarchy.

Space Demand The projected space needs of business units based on business goals and space drivers from the space forecasting process.

Space Forecasting The process of estimating (predicting) future space utilization needs.

A fit/gap analysis across time of business space needs (demand) and planned building/space portfolio (supply), commonly referred to as supply versus demand analysis.


Term Definition

Space Plan Provides an environment for a planner to work with a set of planning data (supply and demand) for a given set of locations (scope). Space plans are created under a portfolio plan or sub-plan in the portfolio planning hierarchy.

Space Plan Scenario A scenario specifically designed for Strategic Facility Planning and space planning.

Space plan scenarios allow portfolio plan participants to develop and evaluate options to optimize the use of space (locations) based on organizational growth (forecast demand) or an un-planned event.

Space Planning A fit/gap analysis across time of business space needs (demand) and planned building/space portfolio (supply), commonly referred to as supply versus demand analysis.

Space Planning Process The purpose of the space planning process is to establish a space plan of record (planning environment) or to evaluate options (scenarios) related to unplanned events. The process can be initiated by routine planning cycles, strategic initiatives, mergers and acquisitions, an emergency response, or a business change event. It also can be used to develop feasibility studies or contingency plans that do not go into an execution phase.

Space Standard Contains capacity, space class, and derived area.

Space Supply Existing and planned space inventory.

Stack Plan A graphical display of space supply and demand overlaid to determine space fit and gaps for a group of locations, most commonly at the floor level.

Strategic Facility Planning Process

The process by which a facility management organization envisions its future by linking its purpose to the strategy of the overall organization and then developing goals, objectives and action plans to achieve that future. The result of the strategic facility planning process is the strategic facility plan. (IFMA. (2009). Strategic Facility Planning: A White Paper. White paper.)

Supply Actual/planned portfolio spaces.

Assignable area or capacity.

Supply Data Supply data is an aggregation of the usage of space by space class and organization within a given floor.


Term Definition

Supply/Demand Analysis A visual graphic building space capacity fit/gap analysis to develop portfolio plans that efficiently use space across time. The analysis compares demand (forecasted business space needs) to the supply (actual/planned portfolio spaces), across time to determine if business needs (demand) match (fit) the space/portfolio inventory (supply). The interactive planning analysis identifies time-based capacity gaps needing plan changes and visually indicates and guides toward plan changes to match needs and close gaps.

Supply/Demand Analysis A visual graphic building space capacity fit/gap analysis to develop portfolio plans that efficiently use space across time. The analysis compares demand (forecasted business space needs) to the supply (actual/planned portfolio spaces), across time.

Top-Down Planning A strategy used in corporate planning whereby the top management personnel set the goals and control planning activities for all the lower levels of management.

Usable Area As defined in the IFMA/BOMA – OSCRE Standard, usable area is the most common consistent area measurement to work with for space planning purposes and is the primary total area used in planning processes. The IFMA/BOMA term Planable area is very similar to Usable with minor differences. It is the area that a planner can affect with good or poor plans and designs, or that a manager can make a decision on to affect change.

Utilization Rate Available capacity / utilization.

Working Hours The days/hours that the resource (or other application object such as a project or task) is available. For example, 8:00 a.m. – 5:00 p.m. Monday – Friday

Workpoint A space that can be occupied by a person. Often referred to as a seat or seating capacity. For example: an office, workstation, or touch-down area.

© Copyright IBM Corporation 2011.

INDEX !Exception Processes Sub-Tab 26 Action 65 Action Plan 104 Action Taken 65 Activate 39 Add 42, 50 Add Buildings 25 Add Demand Driver 7 Add Forecast Line Item 33 Add People 45, 55 Add Person 25 Add Space Forecast Form 33 Add Supply 62, 63, 66, 74 Add Supply Form 63 Allocation Tab 12 Always Show 69, 71 Analysis Tab 58, 59 Application Settings 13, 20, 21 Apply Forecast Demand Driver Factor 34 Apply Forecast Growth / Reduction Factor 34 Apply Forecast Standard 31 Area Marks 68 Area Measurements Tab 11 Baseline Time and Data 104 Bottom-Up Planning 104 Building 10 Building Class 5, 64 Building Measurements Section 11 Buildings 69 Cancel Action 65 Capital Budgeting 104 Capital Planning 104 Change Instructions 104 Change List 75 Changes Sub-Tab 75 Cities Section 48 Classification Hierarchy 5, 6, 21 Clear Processes 27 Clear Recommended 78 Collapse 70, 72 Collapse All 69, 70 Comment Section 31 Comments Section 36, 46, 55, 57, 58, 65 Commitments 104 Complete 79 Contact Details Tab 11 Contact Role 25, 45, 55 Contacts Section 11 Contacts Tab 25, 45, 54 Contract Locations Section 11 Contracts Tab 11 Create Draft 40, 41, 42, 47, 51, 56 Create Forecast 33 Cyclical Planning 104 Data Capture Log Section 29 Defaults Section 9, 14

Delete 39 Delta 77 Delta Tab 72 Demand 104 Demand Data 104 Demand Driver 8, 13, 32, 104 Demand Driver Category 6, 105 Demand Driver to Capacity Ratio 105 Demand Summary Section 62 Deselect 71 Details Section 8, 9, 14, 20, 35, 42, 51, 64, 65 Details Tab 12 Edit Menu 68, 74 Enable Sequence Grouping 73 Environmental Metrics Section 57 Evaluation Ranking 58 EVM 105 Exception Dates 105 Expand 70, 72 Expand All 69, 70 Expand/Contract Categories 77 Financial Metrics Section 57 Find Fit 68 Finished Processes Sub-Tab 26 Floor Icons 71 Floors 69 Focus Period 56, 62, 73 Forecast Additions 73 Forecast Removals 73 Forecast Standard 31 Forecast Standard Form 7 Forecast Standards 6 Forecast Surveys 30 Forecast Time Span 105 Forecasting 105 Forecasts Tab 30 Future Periods 31, 32 General Section 8, 14, 16, 24, 31, 40, 41, 42, 47,

48, 51, 56, 62, 63, 65 General Tab 6, 11, 12, 15, 21, 22, 24, 40, 46, 47,

48, 56 Generate Data 27 Generate Planning Data Form 48 Geographies Section 35 Geography 32 Geography and Demand Driver 31 Goal Type 8 Goal Type Form 8, 42, 51 Goals & Objectives Tab 41, 50, 57 Gross Area 64 Headcount Demand Driver 8 Headcount Demand Driver Form 9 Headcount Demand Driver Section 35 Headcount Section 31 Hide 69, 71 Hide Others 69, 71

Hide Processes 26 Historical and Current Periods 31, 32 Hover 70 Ignore 50 Impact Ranking 54, 58 Importance Ranking 52 Include Forecast Data 48 Include in Comparison 76, 78 Left Zoom 68 Locations & Assets Tab 15 Locations Tab 11 Manage Buildings Tab 19 Manage Cities Tab 19 Manage Organizations Tab 18 Manage Space Classes Tab 17 Master? 45 Menu 68 Metric 105 Metric Category

Environmental 80 Financial 80 Operational 80 Portfolio 80

Metrics Tab 45 Move Cost Estimates Section 13 Move Down 69, 70 Move List Sub-Tab 75 Move List Tab 73 Move Planning Settings Tab 13 Move Up 69, 70 Moves Tab 72 New Supply Data Added 64 Non-Headcount Demand Driver 13 Non-Headcount Demand Driver Form 14 Non-Headcount Demand Driver Section 35 Non-Headcount Section 32 Non-Standard 9, 14 Notes & Documents Tab 36, 45, 55, 58 Objective 105 Objective Details Section 43, 52 Objectives Section 43, 51, 58 Occupancy 105 Occupancy Allocations Section 12 Occupancy Rate Section 61 Occupancy Rate Sub-Tab 33, 75 Open Record 69, 70 Operational Metrics Section 57 Organizations 69 Over Allocations Tab 72 Over-Allocations 71 Panel Resizing 68 Parameters Section 73 Parking Lot 105 Period Configuration Section 16 Periods Section 35 Place 74 Plan Goal 105 Plan Goal Category 42, 51 Plan Goals Scenario 51, 56

Plan Goals Section 42, 50 Plan of Record Snapshot 106 Plan Risk 106 Planning Conflicts Section 49 Planning Cycle 106 Planning Cycle Event 106 Planning Data Section 27 Planning Data Tab 26 Planning Environment 23, 30, 47, 106 Planning Environment Form 24 Planning Goal Item Form 51 Planning Horizon 106 Planning Manager 17 Planning Objective Form 43, 52 Planning Period 106 Planning Period Config 15 Planning Period Config Form 16 Planning Periods 15, 106 Planning Periods Sub-Tab 25 Planning Risk Form 44, 53, 54 Planning Scenario 106 Planning Settings 20 Plan-to Time Period 106 PoR 106 Portfolio 107 Portfolio Metrics Section 58 Portfolio Plan 37, 38, 39, 40, 107 Portfolio Plan Form 40, 41 Previous Planning Environment 24 Probability Ranking 58 Probability Target 54 Processing 48 Program 107 Project 107 Project Management 108 Project Portfolio Management 108 Properties Tab 72 Ranking Target 53 Rating Score 58 RE Action Requests Section 62 Recommend Scenario 78 Related Documents Section 36, 46, 55, 58 Remove 16, 25, 42, 48, 49, 50, 56, 66 Rentable Area 64 Reorder 69, 70 Reset All 35 Reset Changes 73 Reset Selected 35 Resolve 49 Results Tab 72 Retire 39 Right Zoom 68 Right-Click 70

Building 70 Floor 70 Organization 71 Space Class 71

Risk Details Section 44, 53 Risk Score 58

Risks Section 44, 53, 58 Running Processes Sub-Tab 26 Save 42, 50, 58, 75 Scenario 46, 55, 59, 67, 108 Scenario Evaluation Section 76 Scenario Evaluation Tab 76, 80 Scenario Evaluation Tool 76 Scenario Metrics 80 Scenario Planning 108 Scenario Planning Data 108 Scenarios Section 47, 56, 76, 77 Scope Sub-Tab 25, 41 Section Print Preview 78 Select 71 Select (add) 71 Select ‘Compare To’ Scenario 77 Select Partial 74 Selecting 71 Selections Tab 72 Send 33 Sequence 52, 54, 56, 57, 78 Set As Master Plan 24 SFP 5, 108 SFP Settings Section 20 Sharing Ratio 108 Show 69, 71 Show All 69, 71 Show Others 69, 71 Show Processes 26 Space 12 Space Capacity 108 Space Class 21, 108 Space Class Current 21 Space Classes 69 Space Demand 108 Space Forecast Surveys 30 Space Forecasting 29, 108 Space Management Settings Tab 21 Space Management Tab 11 Space Occupancy Settings Section 11 Space Plan 48, 56, 76, 109 Space Plan Form 47 Space Plan Scenario 109 Space Planning 109 Space Planning Process 109 Space Plans 46 Space Plans Sub-Tab 41, 46 Space Scenario Form 56 Space Standard 22, 109

Space Supply 109 Stack Plan 109 Stack Planning 67 Stack Tab 58, 67 Stacking Tool 68 Status Quo Scenario 56 Strategic Facility Planning Process 109 Sub Portfolio Plans Section 42, 43 Sub Portfolio Plans Sub-Tab 41 Sub Portfolio Plans Tab 40 Submit 33, 78 Summary Section 27 Supply 109 Supply Action Form 65 Supply Breakdown Section 63 Supply Data 28, 109 Supply Detail Colors 68 Supply Summary Section 28, 47, 48, 62 Supply/Demand – Lease Own Section 60 Supply/Demand Analysis 59, 110 Supply/Demand Analysis Tool 59 Supply/Demand Section 60 Take Action 62, 64, 65 Target Values 43, 51 Threshold 22, 51, 52, 54 Threshold/Value/Delta 77 Time 15 Top-Down Planning 110 Track Moves 73, 75 TRIRIGA Space Forecast Offline Form 35 Undo 68, 74 Undo All 68, 74 Units Section 24, 40, 41, 47, 56, 64, 65 Unretire 39 Update Forecast Data Form 34 Usable Area 64, 110 Use Building Level Occupancy Policies?, 11 Use People’s Primary Organization for Occupancy

Allocations 21 Use People’s Primary Organization for Occupancy

Allocations? 11 Utilization Density Section 61 Utilization Density Sub-Tab 33, 75 Utilization Rate 110 Value 77 View Menu 68 Working Hours 110 Workpoint 110

Notices

This information was developed for products and services offered in the U.S.A.

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