robert stephen consulting, llc managing cafm information ... mov… · quick move process . page 2...

Robert Stephen Consulting, LLC Managing CAFM Information Systems

Quick Move Process

of 18 October 4, 2005

Introduction ............................................................................................................................................................ 2

Background Information ....................................................................................................................................... 3 Move Project Table .......................................................................................................................................................... 3 Move Project Employee Table ........................................................................................................................................ 4 Move Type Table .............................................................................................................................................................. 5

The Quick Move Process ....................................................................................................................................... 6 Step 1 - Create or Edit Move Project ............................................................................................................................. 6

CREATE MOVE PROJECT ............................................................................................................................................................ 6 EDIT MOVE PROJECT .................................................................................................................................................................. 9

Step 2 – Select Employees to Move ............................................................................................................................... 10 SET DEFAULT DESTINATION .................................................................................................................................................. 10 EMPLOYEES TABLE ................................................................................................................................................................... 10

Step 3 – Edit Employee Destinations ............................................................................................................................ 13 Step 4 – Close Move Project .......................................................................................................................................... 15

Reports and Queries ............................................................................................................................................. 16 Move Destination Plan ................................................................................................................................................... 16 AutoCAD Overlay .......................................................................................................................................................... 17

CONCLUSION..................................................................................................................................................... 18


Quick Move Process


Introduction

Robert Stephen Consulting, LLC (RSC) has implemented the Quick Move Process for several clients over the past 8 years. This application streamlines the move process by moving several employees in 4 short steps. This document will outline the background data needed, the process for moving, and the reports generated through this process.


Quick Move Process


Background Information It is assumed that ARCHIBUS/FM is populated with room and employee data prior to starting a move process. If not please review the standard ARCHIBUS/FM documentation to do so.

Once the RSC Quick Move Process has been installed you may begin to populate background information. This information is found in 3 tables: 1) the Move Project Table, 2) the Move Project Employee Table, 3) the Move Type Table. Each of these will be discussed below

Move Project Table The Move Project Table is a standard table in ARCHIBUS/FM. RSC has added two fields to this table for highlighting rooms by a move project. These two highlight fields are “HIGHLIGHT PATTERN” and “HIGHLIGHT PATTERN – ACAD”. They are named and structured using ARCHIBUS/FM standard operation for these fields.

The end user must fill in these fields with colors, patterns, and gradients prior to use. There are 3rd party applications on the market to easily populate these. They are EZPattern and EZHatch by CAFM Techniques (RSC is providing this information as a courtesy and has no working knowledge of these products).


Quick Move Process


Move Project Employee Table The Move Project Employee Table is used to shorten the list of approved move coordinators and planners. Standard ARCHIBUS/FM required you to search the entire employees table for the planner or project coordinator. This table accommodates a refined lookup.

The two fields are the “SHORT NAME” and “EMPLOYEE NAME”. The SHORT NAME is owned by this table and is free form to allow any unique entry. The EMPLOYEE NAME field is foreign keyed to the employees table and must be filled in.


Quick Move Process


Move Type Table The Move Type Table is used to categorize your moves. This field has been added into the Move Projects table as a foreign key. The image below shows the data populated at installation. These records may be deleted or new records added.


Quick Move Process


The Quick Move Process The 4 step quick move process is located under the actions task category under the QUICK MOVE PROCESS activity. The tasks are arranged in order of use. The first two “CREATE MOVE PROJECT” and “EDIT MOVE PROJECT” is the first step.

Step 1 - Create or Edit Move Project The end user should select CREATE MOVE PROJECT if starting a new move project or EDIT MOVE PROJECT if already created. Both are similar with the exception of being able to select an existing move project within the EDIT MOVE PROJECT dialog box.

CREATE MOVE PROJECT

After selecting the CREATE MOVE PROJECT task the following dialog box appears. Each of these fields should be completed. The information will be populated to the move project table upon selection of OK.

This symbol means that a data lookup is available.

Each field will be described below:


Quick Move Process


Move Project Code

This is a free form field and is owned by the Move Project table. Since this is the primary key it must be unique. RSC recommends incorporating a date in the field for ease of reporting. Examples:

• FY06-Q1-050505

• 01-15-2005

• CORP MOVE 100405

Move Name

Also a free form field provides a slightly more descriptive move name.

Planner

Is a foreign key to the Move Project Employee table described above. The selection here will be smaller then the whole set in the employees table.

NOTE: Because the Move Project Employee table contains the Employee Name, the Employee name is what is populated in the Move Projects table not the short name.

Project Coordinator

Same as the planner. This field is used when several layers of Move Process is used on the Business side of the move. The Coordinator may direct the movers while the Planner interfaces with the customer and move team.

Customer Contact

The field looks up the Customer Contact in the Employees Table. This is the person (usually) that requested the move or is the contact for the move.

Date Cust. Requested

This is an ARCHIBUS/FM date field using all the features of date selection. This is the date that the customer requested the move. This is not the date they want to move the date the request was received.

Date Submitted

This is the date the move was approved and submitted for processing.

Scheduled Date

This is the date the move is scheduled to take place.

Date Completed

This is the date the move was completed. It is available here in the event that the move is being submitted post move.


Quick Move Process


Move type

Is a foreign key to the Move Type table described above. This field helps to sub categorize the move projects.

Move Description

Is a description field that allows for long descriptions of the move.

Priority

This field is used to prioritize a Move Project according to its importance.

Below is an example of a completed CREATE MOVE PROJECT dialog.


Quick Move Process


EDIT MOVE PROJECT

This dialog box is used to access an existing move project to add or edit information. The only difference is the

addition of the symbol that allows a selection of an existing move project. See below


Quick Move Process


Step 2 – Select Employees to Move After creating or editing a move project the RSC Quick Move Process remembers state (your last move project) and allows you to go to Step 2 – Select Employees to Move. The first thing presented is the SET DEFAULT DESTINATION dialog box.

SET DEFAULT DESTINATION

Although employees to move may come from many floors, the destination is usually a single floor. This dialog box allows you to pre-populate the building, floor and room for the select employees (the next step).

NOTE: Usually only the building and floor are selected here since employees are moving to many different rooms. In this example we selected the HQ building and the 18 floor.

EMPLOYEES TABLE

When the OK button is selected the employees table is presented. This view can be used in the normal ARCHIBUS/FM fashion using restriction, selections, field changes, etc.

NOTE: The addition of the VIEW ACTIONS dialog that is floating on the screen. It contains 4 actions:

• CHANGE PROJECT: Allows you to change the move project these employees will be assigned to.

• SET RESTRICTION: Opens the following dialog box to allow this view to be restricted. NOTE: The end user can also use the standard restriction.


Quick Move Process


• • SET DEFAULT DESTINATION: This action allows the end user to change the default destination for

the selected employees. This is most helpful when moving to several floors within a Move project. The default destination can be changed for each set of move orders created.

• CREATE MOVE ORDERS: This action creates a move order for each employee selected. NOTE: The selection of employee(s) is accomplished in the standard ARCHIBUS/FM way by selecting the gray area adjacent to the employee.


Quick Move Process



Quick Move Process


Step 3 – Edit Employee Destinations After selecting employees the end user moves to Step 3 – Edit Employee Destinations. A view is presented from the Move Orders table showing the employees the end user selected for the move, their existing building, floor, and room, and their proposed building, and proposed floor (if a default destination was selected previously).

The following shows this view and provides a floating VIEW ACTIONS dialog to CHANGE PROJECT.


Quick Move Process


At this point the proposed room should be filled in or selected (in standard ARCHIBUS/FM fashion by double clicking).


Quick Move Process


Step 4 – Close Move Project When all employees have a room selected you may proceed to Step 4 – Close Move Project. NOTE: if a room is not selected or a room is typed that is not valid, the employee will move to the proposed building and floor with no room assignment.

Selecting OK will move the employee(s) to their new destination and the following report is displayed.


Quick Move Process


Reports and Queries Many of the reports are self explanatory and won’t be discussed here. One report that is noteworthy is the Move Destination Plan under the Queries tab. The other functionality is found under the AutoCAD Overlay.

Move Destination Plan This is a snapshot of the Move Destination Plan


Quick Move Process


AutoCAD Overlay The following is a printable AutoCAD drawing using the ARCHIBUS/FM Overlay and the RSC custom lisp to show move projects.


Quick Move Process


CONCLUSION The RSC Quick Move Process is a fast and easy way to plan, print, revise, and execute Move Projects within ARCHIBUS/FM. There are many features to this product not discussed here. Please call with suggestions and comments.

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