COVID-19 in 1.9 Minutes: Disinfect the workplace with Archibus Maintenance (Building Operations)

Once a COVID-19 incident has been reported and associated with a  specific workspace or workspaces, the next step facilities teams will want to take is to disinfect the area. The WMA strongly recommends Archibus Maintenance (Building Operations) to help synchronize efforts across an organization to disinfect the workplace. Maintenance (Building Operations) uses work requests and notifications to keep those involved aware of the steps being taken to complete a work order; in the case of COVID-19, staff across an organization can request disinfection to take place, craftspeople and janitorial staff will be notified of work to be done, facilities managers and overseers should be updated on the status (not started, in progress, completed, etc.) and everyone should be aware of when the request is completed.

The Process

To begin this article, we’d like to demonstrate what the process of requesting, updating, and completing work, in this case disinfection, in Archibus would typically look like for an organization. We’ll then look at key steps in more detail.

The workflow within Archibus for responding to a COVID-19 incident may look similar for many companies.

The flowchart above shows the general response process. First, an incident will be reported, using Archibus Health and Safety. To respond to this incident, facilities professionals will create a work request in Archibus Maintenacne (Building Operations) from the report. This work request will trigger a specific Service Level Agreement (SLA), discussed in more detail below, which will determine the parameters of how and when the work will be approved and completed. In the case of COVID-19 incidents, this will notify facilities cleaning crews that they need to be dispatched. Once this cleaning has taken place, a facilities professional will close the work request, and the system will notify the correct individuals and keep an accurate record of open and closed requests.

As multiple requests are open in the system, facilities teams will be prepared with accurate location and protocol information. Reporting features allow the health and safety teams and upper level decision makers to look at the floorplans, see how many COVID-related incidents have occurred, then take other precautionary and preventive action appropriate for their organization.

Watch a video about what happens after a health and safety incident is reported and facilities teams need to be dispatched for workplace disinfection. Learn about work requests, Service Level Agreements, and how these speed up the response process.

Generate a Service Request

As mentioned above, Archibus Health and Safety allows users to view an incident then generate a work request for that incident. This work request is then viewable and editable in Archibus Maintenance (Building Operations). Generating the work request in Health and Safety allows it to easily be associated with the incident and makes it trackable on floorplans. This work request will allow facilities teams to more quickly provide services such as:

  • PPE restock
    • Disinfection and cleaning
    • Isolating a workspace after COVID exposure

Request Types and Problem Types

Request Types ensure that the work request is routed to the appropriate team. These are pre-determined by an organization.

As opposed to Request Types, any kind of Problem Type can be created when generating a work request. Problem Types allow organizations to track how many responses to a certain category of incident have occurred, in this case, how many COVID-19-related responses have taken place.

Each problem type has a Service Level Agreement (SLA) attached to it. An SLA allows the work request to be run through the appropriate approval process and protocols, to either speed up the response process, or ensure that the required personnel have seen and approved the work request. SLAs are versatile, and they are an essential component to the work request process.

Watch a video about creating a work request and how to assign a problem type so a Service Level Agreement (SLA) is triggered and speeds up the process of responding to a health and safety incident.

Service Level Agreements (SLAs)

An SLA is the agreement with the customer or requestor that defines how an issue—or work request—will be addressed and completed. It answers key questions for both the requestor and the craftsperson such as:

  • How much time should it take to respond to an issue?
    • How much time should it take to resolve?
    • Is upper-level or managerial approval required?
    • Who will respond to the issue?

For facilities teams, SLAs can act as routing engines to sort issue types by categories, such as:

  • Problem type
    • Location
    • Requestor
    • Equipment code

Notifications around the SLA can be created to notify those involved of the status of work. For example, some notifications notify:

  • Facilities managers that work has been completed
    • Facilities managers and craftspeople/janitorial staff that work is past due
    • The requestor that work has been started, is in progress, or completed
    • A craftsperson that a work request has been assigned to them

An SLA will be triggered by certain parameters within the work request; in this case it is the problem type. The SLA in the video was triggered when the problem type of “COVID-19” was selected while generating the work request.

Watch a video about Service Level Agreements (SLAs) and how they ensure that a work request receives the proper approval and gets completed in the appropriate time-period.

Update a Work Request: Define Cause Type and Add PPE as Parts

Facilities professionals may find that they need to add or change information about the work request. Two essential edits that apply to a COVID-19-related incident are associating a cause type and associating parts.

Cause Type

Assigning a cause type to a work request allows users to associate a request with COVID-19 or any other specific health and safety incident type, while still keeping the original problem type. For example, let’s say that a work request exists that an organization needs to label as both related to plumbing and to COVID-19, but its problem type is already set to plumbing. A user may designate the cause type as COVID-19 so that all the plumbing requests are tracked and that data is maintained accurate, while still keeping the data for COVID-related incidents accurate.

Parts

Users may go into their organization’s parts inventory and associate parts with the work request. If an organization enters their PPE into the database, this can help an organization track how much has been used, how much they need to order, the rate at which it is being used, etc.

Watch a video about assigning a cause type and PPE as parts to a work request. Learn why keeping problem types and cause types separate can help organize work requests and keep data accurate.

Reports

There are several key reports that can be accessed within Archibus from the data provided by work requests.

Incident Status

Located in the Incident Response tab of an incident entered in Sustainability and Risk, this report simply shows the status of the work request. Every time the status changes, the requestor and the facilities team assigned to it will receive a notification.

Users may look up the status of the work request from Archibus Health and Safety.

Concentration of Incidents

Also found in Sustainability and Risk, users may view a heat map that shows the location and  concentration of incidents, and filter this down to view only COVID-related incidents. Clicking on the “Details” button will display the specific floorplans associated with each incident.

Heat maps can display the concentration of incidents within an organization’s entire real estate portfolio.
Clicking on a site’s “Show Details” will display the floorplans of the locations in which the health and safety incident occurred.

Incidents Over Time

Located in Maintenance, the Maintenance Report Builder generates graphs such as bar charts, pie charts, and more. Users can group the data displayed by month and problem type, then filter down to specific types, such as COVID-19.

Within the Maintenance domain users can see different charts and graphs, such as bar and pie charts, about the number of incidents over time in an organization.
Watch a video about the different reports that can be generated off of work requests in Archibus. Some of these reports include heat maps, bar charts, and incidents over time.
 

Hate reading? Watch the entire second part of the Knowledge Series!

Watch the entire second part of the “COVID-19 in 1.9 Minutes”, Disinfect the premises with Archibusmaintenance (Building Operations).

Get to know the Workplace Maven Alliance.

The WMA collectively has 150 years of experience in Archibus, AutoCAD,  IWMS, and CAFM solutions. We are a group of certified Archibus business  partners who are committed to finding the best solution for our clients. Formed in April of 2020, the alliance consists of:


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COVID-19 in 1.9 Minutes: how to track and contain incidents with Archibus Health and Safety

The first step that a company should take when encountering exposure to COVID-19 (coronavirus) is to report the incident and contain it as quickly as possible. The WMA strongly recommends that clients use the Archibus Health and Safety application for this step, because it was built for reporting health and safety incidents to the proper managers and personnel as quickly and efficiently as possible.

What is Archibus Health and Safety? Which features can help my organization?

The H&S module provides facilities professionals with the ability to track workplace incidents, create work requests around these, alert employees to preventive measures being practiced by their organization, and report to any regulatory organizations that need to be notified.

One of Archibus’ core strengths is that it is designed with inter-connectivity in mind. Inputting data in the initial “Report an Incident” feature within Archibus H&S will lead the user to more detailed views and actions, like automatically filling out OSHA forms, generating a service request ticket, or updating the medical monitoring status for an employee. In this way, your organization can put an emphasis on workplace safety and safety management, keeping employees healthy and at ease.

Report an Incident

Show the importance of health and safety in the workplace, and report important details of a health or safety incident. Track the date, where it took place, and who was involved: this can include employees and non-employees, such as delivery people, visitors, animals, etc.

Users can also identify the incident category. Categories can be as general or specific as your organization chooses. Something like “coronavirus” is quite specific. Users can also provide an incident description, such as “showing signs of the coronavirus”, “diagnosed with the coronavirus”, “high temperature”, etc.

Learn how to report a COVID-19 (coronavirus) or other workplace health and safety incident with Archibus (Environmental) Health and Safety.

Track an Incident

The report form discussed above is really intended to lead users into more detailed actions in the module, mostly under the “Track Incident” feature. This feature uses the general incident information from the report and takes it to a greater level of detail through various views. It also allows users to take important action within their organization’s workplace safety management plan. Some particularly useful actions are:

  • viewing incident details initially entered in the report.
  • redlining the location of the incident.
  • generating a service request.
  • entering any medical responses to the incident.
  • filling out and attaching documents associated with the incident, such as OSHA forms.

This is an especially useful feature for managers who will be overseeing incident responses, preventive measures, and aftermath procedures.

Learn how to track and add details to an already reported COVID-19 (coronavirus) or other workplace health and safety incident with Archibus (Environmental) Health and Safety.

Incident Details

This displays the initial details of the incident from the incident report form and lets users add more details about the incident, such as:

  • the specific time it took place.
  • which manager was involved.
  • who recorded the incident.
  • injury code.
  • whether a chemical or substance was involved.
  • activity before injury, or (what task an injured employee was performing before they were injured).

Watch the video below at 00:30 to see an Archibus Health and Safety software demonstration of Incident Details.

Watch an Archibus Health and Safety software demo on how to view and edit incident details for a COVID-19 (coronavirus) or other workplace health and safety incident.

Site Information

See where the incident took place, and, if necessary, indicate the location with a redline on your organization’s drawings so others, such as craftspeople, janitorial staff, managers, and employees, can view its location. Users may submit the redlined drawing as an incident document so it appears with other attached documents. Follow environmental health and safety guidelines by maintaining clean facilities that are up to standards.

Watch the video below at 1:14 to see an Archibus Health and Safety software demonstration of Site Information.

Watch an Archibus Health and Safety software demo on how to view and update site and facilities information related to a COVID-19 (coronavirus) or other workplace health and safety incident.

Medical Information

Enter and track any medical information, such as whether anyone was admitted to the emergency room or hospital, which facility they went to, who their attending physician was, and any medical results, such as full recovery, still recovering, or death. Further medical monitoring is possible under “Incident Response”.

Watch the video below at 2:09 to see an Archibus Health and Safety software demonstration of Medical Information.

Watch an Archibus Health and Safety software demo on how to view, update, and track medical information related to a COVID-19 (coronavirus) or other workplace health and safety incident.

Incident Response

Located under “Track Incidents”, “Incident Response” is an essential step in the incident reporting process. From this view, several important actions can be taken, such as generating a service request ticket, additional medical monitoring, and assigning work restrictions. This is arguably one of the most important features in ARCHIBUS Health and Safety.

Watch the video below at 2:39 to see an Archibus Health and Safety software demonstration of Incident Response.

Watch an Archibus Health and Safety software demo on how to track a COVID-19 (coronavirus) or other workplace health and safety incident response.

Medical Monitoring

Additional medical monitoring in H&S can promote safety awareness and lets users input and track how long someone will be monitored, assigns a tracking number, and update the status of the individual or any test results that may be pending.

Watch an Archibus Health and Safety software demo on how to track a COVID-19 (coronavirus) or other workplace health and safety incident response.

Work Restrictions

Assign special work restrictions to individuals, such as “working from home” in the case of the coronavirus. Set a time period for the restriction, track how many workdays were lost, and determine whether the restriction is temporary or permanent. Help everyone how to improve safety awareness in the workplace.

Watch the video below at 4:09 to see an Archibus Health and Safety software demonstration of Incident Response.

Watch an Archibus Health and Safety software demo on how to assign work restrictions such as “working from home” to employees who have been affected by a COVID-19 (coronavirus) or other workplace health and safety incident.

Employee Training

Assign a training program for employees to strengthen your organization’s workplace safety program. In the case of COVID-19, users may wish to assign an employee a hand-washing class, a training on hygienic practices while sick or to prevent sickness, or provide a program to teach people best practices to prevent to sickness. Record when the training was completed. Help employees learn how to create a safe and healthy workplace.

Watch an Archibus Health and Safety software demo on how to assign training programs, such as “hand washing class” or “preventive measures” to employees who have been affected by a COVID-19 (coronavirus) or other workplace health and safety incident.

Metrics

Create metrics that will appear on your Health and Safety dashboard around any statistics or data your organization desires to track. Show, with real data, the importance of health and safety in the workplace. This could be days of work lost, employees who are working from home, how many cases of the coronavirus have occurred within the organization, and much more. Help decision makers learn how to improve health and safety performance by creating alerts that will send out emails or notifications to key people or the entire organization. Metrics and alerts are completely customizable to each organization.

Watch a software demo on Archibus Health and Safety homepages and metrics that can help track a COVID-19 (coronavirus) or other workplace health and safety incident.

Incidents Map

View a global portfolio on an interactive map of where and how many times incidents of the same type have occurred. This is a quick and effective way to find specific details about where health and safety incidents have taken place, how many have occurred in the workplace within certain floors, rooms, buildings, campuses, etc.

Watch an Archibus Health and Safety software demo on how to view how many COVID-19 (coronavirus) or other workplace health and safety incidents have occurred across your entire real estate portfolio on maps and floorplans.

Incidents Log and Pre-formatted OSHA Reports

Under the Incidents Log, users can leverage the data already entered for an incident to automatically fill in an OSHA report form, utilizing the role of the Government in industrial safety.

Watch an Archibus Health and Safety software demo on how to view the incidents log and automatically fill out OSHA forms for a COVID-19 (coronavirus) or other workplace health and safety incident.

The WMA has seen great success from our clients who use this module, and we hope that your organization, too, can discover how to improve health and safety in the workplace by leveraging the powerful features in the ARCHIBUS Environmental Health & Safety module. If you have more questions, we are available to demo the software. Contact us to find out more about the H&S module, find ideas to promote safety in the workplace, and bring your organization’s work environment to full health!

Get to know the Workplace Maven Alliance.

The WMA collectively has 150 years of experience in Archibus, AutoCAD,  IWMS, and CAFM solutions. We are a group of certified Archibus business  partners who are committed to finding the best solution for our clients. Formed in April of 2020, the alliance consists of:


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Thoughts? Questions? Comment below and let us know what you think! We’d love to hear your insights.

RSC’s Favorite Note-Taking Tips and Microsoft Word Features

RSC is proud of the fact that we are a virtual company. We’ve been working from home for 20 years and have seasoned expertise to share with the world during this time of social isolation and distancing. For more tips on working from home, check out our previous articles, 12 Tips for Working from Home and 13 Tips for Staying Focused During a Virtual Meeting.

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Join our #work-from-home open Slack group to get more tips and have a social outlet!

Due to COVID-19 (coronavirus), millions of people across the world are working from home and attending virtual meetings. Because of this, we wanted to share our 20-years-worth of tips and tricks for note taking in a virtual workplace. One of the tools we find most helpful is Microsoft Word. RSC uses Microsoft Word extensively for our internal note taking and documentation because of its many powerful features. We’ve found that it excels in quickly creating consistent formatting, referencing different parts of the document, and visually differentiating notes to find important information quickly.

The Best Note-Taking Tips

Below are RSC’s strategies and suggestions for note-taking in a virtual workplace or while working from home. We use these on a daily basis.

Create a general note-taking template.

A photo of a woman sitting cross-legged on a couch typing on a laptop
Creating a general note-taking template with a specific “To Do” seciton can make your notes more effective.

Create a template with your preferred headers, topic sections, styles, and typefaces. This will save you time in formatting your notes. Create a section of the document that allows you to quickly fill out essential meeting information, such as date, meeting title and purpose, attendees, minutes, etc.

Creating a “To Do” section can help to further organize your notes, prioritize action items from the meeting, and allow you to quickly find the most important task-based information from a meeting.

Add hyperlinks.

Add as many hyperlinks as possible so you don’t have to track them down again. This will also make collaboration easier if you have to share your notes with your team or other stakeholders in a project.

Use One Note.

One Note is similar to Google Drive. A cloud technology, it allows users to save their documents to the cloud and share them in real-time with other collaborators. While this does require a Microsoft account, it is an extremely useful tool when collaborating on a project.

The Best Microsoft Word Features

Below are, in RSC’s opinion, some of the best Microsoft Word features that we use, not only in note-taking, but in almost any of our Word documents.

Format painter

A photo of a woman sitting cross-legged on a hardwood floor typing on a laptop.
Word’s “Format Painter” can help you quickly format notes for consistency, visual differentiation, and changes that need to be made before you forget them.

This feature allows users to quickly copy the format from one section of a document and apply it to another. This helps maintain consistency in notes and reduces clicking so users can note specifically-formatted points more quickly.

Find and Replace

Word’s Find and Replace feature allows users to target specific characters and replace them with new ones throughout the entire document. This feature accomplishes correcting errors or making mass changes throughout an entire document in just a few simple clicks.

Change Capitalization

If you have made capitalization mistakes while typing quickly, the Change Capitalization feature can help them correct errors and make notes clearer for sharing and review.

Thesaurus

Word’s Thesaurus feature is, like many of the features discussed in this article, powerful because of its ability to quickly make changes. Simply highlight a word and click the Thesaurus button so a panel appears with a list of synonyms. Right-click on a word within the panel to see the option to insert it into your document.

Styles

A photo of a woman sitting at a desk typing on a laptop looking down at her screen.
“Styles” can help with navigation regardless of whether you decide to place an automatically-generated table of contents in your notes.

Using the styles feature will let you place an automatically-generated table of contents in your document. You do not have to place a table of contents in the document to benefit from navigation features, though. You can instead open a navigation pane that appears on the left-hand side of the document and shows a tree of all headings and sub-headings.

Insert Shapes

For visual learners and those who like to use flow charts, graphs, and shapes, the Insert Shapes feature is extremely useful. You can insert pre-formatted shapes and simply scale them to the size you want, or you can draw free-form shapes. Any shape can be typed in without having to create a separate dialogue box, which makes this ideal for creating flowcharts and diagrams.

Drawing Canvas

For those who prefer to physically write or draw notes instead of typing, the Insert Drawing Canvas feature will create a box, like a text box, that users can draw in. This can be especially useful for quick mock-ups, diagrams, and visual aids, which can improve efficiency and communication.

Text Boxes

Shapes and text boxes in Microsoft Word can help to visually organize notes and allows text to be easily moved around the document.

Text boxes are also great for mock-ups and re-arranging text so it is in a logical order and makes more sense. It can also help to visually organize notes so they are easier to remember and reference.

Colored and Highlighted Text

If there is something important that you need to do, take away, or remember after a meeting, or that you want to stand out, using a color-code can be extremely helpful. In the past few years, Word has introduced a quick-format feature that pops up next to and highlighted text so you can quickly apply any of this formatting. The Styles and Format Painter features, discussed above, can also accomplish this.


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SpaceIQ bought by Archibus + Serraview

On May 13, 2020, Archibus + Serraview announced its acquisition of the company SpaceIQ. SpaceIQ’s application is well-known in the IWMS world and is provided to many companies, both large and small.

According to the Archibus + Serraview blog post,

“…SpaceIQ provides mid-market companies with easy-to-use tools to access data across the entire enterprise that optimize space use, meeting room coordination, workplace moves, and asset management. Archibus + Serraview serves thousands of customers worldwide with software that manages a wide array of real estate needs—from automating space bookings to re-organizing vast property portfolios.”

This will provide an even larger opportunity for Archibus clients and IWMS users to expand their use of IWMS.


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COVID-19 in 1.9 Minutes: the nine stages of how to track coronavirus in Archibus.

If you’d rather watch a video than read an article, click on the icon to watch the full video on our YouTube Channel.

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The Workplace Maven Alliance (WMA) is excited to be starting our new Knowledge Series, “COVID-19 in 1.9 Minutes”. Today’s article is an introduction to the series and will give the audience the following:

  1. A broad overview of the content that will be covered.
  2. How the WMA has broken up the coronavirus into three main stages and nine steps within that.
  3. A quick description of each stage, each step, it’s Archibus application, and why that application is beneficial to a company.

Our purpose in this series is to demonstrate how Archibus is the only IWMS that can comprehensively track every stage and step in the process of responding and recovering to a coronavirus incident in any organization. Because of its well-established customization capabilities, it can mold to any need an organization may have. This allows it to be the IWMS that can answer that can track any and all stages of a health and safety incident, no matter how an organization decides to split up the stages.

We’ve decided to split up coronavirus reporting, responding, and returning stages into nine steps that we think every company will experience when preventing exposure to the virus. Every solution in the steps discussed can be accomplished with a standard, out-of-the-box, no-customization-required Archibus license.

An infographic of the nine stages most companies experience when encountering a COVID-19 related incident or taking preventive action against COVID-19.
The nine stages, according to the WMA, that a company may experience when encountering a COVID-19-related incident.

Report.

The steps in this stage are the steps taken in the initial phase of being exposed to coronavirus, or taking preventive action to stop its spread.

1. Report the incident with Environmental Health and Safety.

Let’s say that someone in an organization starts showing symptoms of the coronavirus during the workday. What is the organization’s health and safety management plan? Is there one in place, or does one need to be created? How are all stakeholders in the incident going to be notified of the response protocol so every safety step is executed?

Archibus Environmental Health and Safety allows incident management personnel to answer these questions, relay necessary safety information, and inform all stakeholders as quickly as possible upon reporting an incident. The application allows staff to create a report and fill in basic and granular information about the incident:

  • where and when it took place
  • any assets that were involved or affected
  • the type of incident (in this case coronavirus)
  • who was affected by the incident
  • who responded to the incident
  • what the response was
  • medical information and tracking
  • employee training for future incidents of this type

The strength of Archibus Environmental Health and Safety in this step is integration and connectivity; the software will pull in existing data—such as employee and location data, asset information, work order management, and more—to make the reporting process faster, easier, and more accessible to essential, key players.

What’s more, this application is currently free. Visit the landing page for more details, and talk to your Archibus provider to learn how to implement.

A quick overview of Archibus Environmental Health and Safety and how it can help organizations report health and safety incidents.

2. Disinfect the premises with Building Operations.

Once an incident has been reported, immediate action needs to be taken to take care of any consequences from the incident—in the case of COVID-19, a thorough disinfection of any affected areas.

Archibus Building Operations provides comprehensive capabilities for properly responding to incidents instantaneously. Using this application allows users to complete actions such as:

  • Automatically generating a work request to clean the area.
  • Sending a work request through the proper Service Level Agreement (SLA) to either speed up the completion process or guarantee that it gets the proper permissions.
  • Responsive/mobile functionalities for instant update on work order status, records, schedules, and more.
  • Creating location-based preventive maintenance schedules and procedures so that a location is cleaned and disinfected regularly, meeting any organizational or governmental requirements.
  • Keeping a record of cleanings and maintenance procedures for inspections.

Leveraging the cause code within a work request allows users to quickly indicate whether a work request is related to a COVID incident without having to write a detailed description of such. We highly recommend this feature because it reports can be generated from this data, allowing an organization to understand how many incidents have occurred that are related to COVID-19.

A feature that we have found sometimes gets under-utilized is the reference documents. This can be used to provide a standardized process for carrying out work orders, such as disinfecting and cleaning, so quality is maintained, and health and safety can be certain.

A quick overview of Archibus Building Operations and how it can help organizations respond quickly to incidents with automatically generated work requests.

Respond.

This stage involves the steps that allow an organization to take appropriate measures in keeping their employees safe and healthy.

3. Track remote employees with Emergency Preparedness.

Archibus Emergency Preparedness provides users with features to take appropriate preventive action, whether or not an incident has recently occurred. Pertaining to the COVID pandemic, some use cases we’ve found that Archibus excels at are:

  • Tracking an employee’s previous location in the workplace and whether they are assigned to work from home.
  • Using bulletins to notify when a building has returned to usability.
  • Determining who has evacuated and who hasn’t, should an evacuation, whether gradual or immediate, be necessary.
A quick overview of Archibus Emergency Preparedness and how it can help organizations execute preventive action plans.

4. Deliver employee assets with Enterprise Asset Management.

Archibus Asset Management tracks how many assets an organization has, in what condition they are, where they are located, who uses them, and much more. In the context of the coronavirus, this application can be a game-changer by:

  • Ensuring that remote employees have a complete and ergonomic setup in their at-home offices.
  • Whether your organization already has the equipment needed to supply at-home work spaces.
  • Understanding space utilization for future reporting.

Space utilization can come into play here, as it is connected to the asset and employee that is being tracked.

A quick overview of Archibus Enterprise Asset Management and how it can help organizations provide on-site and remote employees with ergonomics assets, access to websites, hardware, software, and more.

5. Survey for compliance with Compliance Management.

The next application, Archibus Compliance Management complements Asset Management extremely well in the context of COVID-19. Compliance Management can help users determine and maintain employee health and safety while they are working from home.

The application uses surveys to take the assumption out of determining whether remote employees have access to necessary equipment, such as:

  • Software
  • Hardware
  • Ergonomic chairs, desks, stands, keyboards, mice, etc.
  • Access to necessary servers, websites, and other remote locations.

Users can also send instructions to remote employees to ensure that they are taking care of themselves, such as:

  • Taking proper breaks.
  • Drinking enough water.
  • What type of ergonomic equipment they should invest in and why.
  • Virtual meeting tips, equipment, and software.

Surveys are extremely flexible. Users can customize all questions, response types, documents and instructions within a survey, as well as the geographic locations that will receive it or affiliation with a specific organization, should this be necessary. Senders can then view summary reports to understand how certain questions were answered, giving greater insight into an organization.

A quick overview of Archibus Compliance Management and how it can help organizations, through surveys, understand better the needs of their workforce, staff, and employees.

Return.

The following steps will aid an organization in executing their recovery plan so everyone can return to full productivity, whether that be with a restack of all facilities and a larger percentage of staff working from home than before, or a complete return to the original setup before COVID-19.

6. Redesign your space with Strategic Space Planning.

Much discussion has revolved around the fact that the new “normal” in the workplace may be slightly different from what employees are used to. Organizations may want to continue to practice social distancing, which requires floorplate restacking. Many organizations have also found that, not only does having remote workers cut down immensely on costs, but that their staff are just as effective when working from home, oftentimes more so.

Archibus Strategic Space Planning offers scenario planning which allows users to create floorplan schemas in AutoCAD without changing or editing the existing floorplate. Common changes organizations make include:

  • modified furniture
  • tenant improvements
  • rearranged furniture
  • reassignment of spaces between divisions, departments, etc.

Strategic Space Planning excels at:

  • Identifying space requirements by:
    • number of people
    • total area
    • types of rooms
  • Automatically running scenarios based on specific requirements, like the ones above, allowing organizations to maintain portfolio requirements for the next three-to-five years.
  • Analyzing a portfolio and determining the types of space an organization owns, which are being completely used, and which have space to use. For example, let’s say an organization owns a space that is a warehouse for two months out of the year, but is left empty the other 10 months. Can an organization leverage that space, cut costs, and even save money?

In our experience, the Archibus Space Planning and Management module can play a large role in this step because it tracks things like occupancy, allocation, and chargeback, which are key factors when redesigning and restacking your space. This encompasses about 80% of the requirements of going back to work.

A quick overview of Archibus Space Management and Strategic Space Planning and how these applications can help organizations restack their space to comply with social distancing.

7. Reduce footprint with Portfolio Management.

Real estate is usually the second biggest expense for an organization. How does an organization reduce its portfolio for cost savings while restacking floorplans to maintain social distancing? Archibus Portfolio Management gives an organization a detailed view into their real estate portfolio so strategic, cost-saving decisions can be made. Hand-in-hand with Strategic Space Planning, these two applications can help organizations determine exactly where they can save money by re-using or re-organizing space, leasing or subleasing space, buildings, and campuses, and much more. Some features that the application provides are:

  • Global Portfolio dashboard, which will summarize portfolio and lease costs by geographic location, types of space (such as office, warehouse, manufacturing, etc.
  • Cost Reporting, which will summarize and predict how much money an organization spends on real estate so they can forecast the next three to five years and achieve financial and space goals together.
  • Create custom metrics within Archibus to build what-if scenarios.
  • Use category and type to understand how you can reduce your area footprint, sublease, sell, reconfigure, or repurpose.
A quick overview of Archibus Portfolio Management and how it can help organizations understand their real estate portfolio, where to reduce, where to expand, and how to save money.

8. Manage change with Project Management.

Archibus Project Management allows organizations to organize and execute the space planning and portfolio projects discussed above: restacking and repurposing space, changing floorplates, and moving divisions, departments, and business units for cost effectiveness. Project Management allows users to:

  • set up bid packages
  • send bid packages to contractors
  • track the bid
  • select a bidder
  • track project progress with Gantt charts

This application shares information with Archibus Capital Budgeting. All the information for the basic steps of a project—identifying a project, detailed analysis, building out tasks, milestones, determining a team, initial baseline costs, and design costs—can be linked back to the capital budget. The application will then help managers determine what tasks need to be addressed first, the budget for each task, and where any remaining budget can be allocated.

Condition Assessment projects can also be bundled up in the same process above in Project Management, run through Capital Budgeting to define cost parameters, and then executed and finalized in Project Management.

Archibus Environmental Sustainability Assessment and Archibus Clean Building also integrate well with this application to help organizations manage any COVID-19 related building projects by project priority and cost.

AutoDesk has released many applications and plugins that complement this application well. Talk to your Archibus provider for more information about this.

A quick overview of Archibus Project Management and how it can help organizations manage their space planning and restacking projects as their workforce returns to the workplace.

9. Re-occupy your space with Enterprise Move Management.

Provides flexible solutions for returning to the workplace and maintaining social distancing; for example, instead of completely restacking a floorplate, an organization could decide to have every third desk enter the workplace on Monday, Wednesday, and Friday, rotating employees on those days until the pandemic is resolved.

Other phase approaches are possible and limitless. Many organizations have discussed the idea of only having 25% or 50% of their on-site workforce returning to the office space.

Archibus Enterprise Move Management makes this phase approach effortless by:

  • Creating flexibility by allowing the user to manage single and group moves.
  • Recording moves and changes through tickets.
  • Scheduling moves by generating work order tickets.
  • Coordinating all involved groups in the move process.
  • Mobile/responsive functionality for verifying staff’s assigned locations.

Archibus Reservations can add functionality by allowing users to create windows linked to work orders between moves and room usage for routine disinfecting to take place.

Archibus Hoteling will also let users stagger hotel space usage; for example some hotel spaces, spaced out for social distancing, could only be available during Monday, Wednesday, and Friday, while others could be available Tuesday and Thursday to allow a disinfection period.

Returning to the Strategic Space Planning step we discussed above, the scenarios created in the Space Planning application can be migrated into a Move Management project. One click of a button will make this scenario into a move project, saving users time, money, and energy.

A quick overview of Archibus Enterprise Move Management and how it can help organizations create, manage, execute, and complete single and group moves.

Get to know the Workplace Maven Alliance.

The WMA collectively has 150 years of experience in Archibus, AutoCAD,  IWMS, and CAFM solutions. We are a group of certified Archibus business  partners who are committed to finding the best solution for our clients. Formed in April of 2020, the alliance consists of:


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RSC featured on Archibus blog for Emergency Preparedness solutions for COVID-19

Watch our interview with ARCHIBUS’s Danielle Moore about our health and safety facilities solutions during COVID-19 (coronavirus).

RSC’s CEO, Bob Stephen, was recently interviewed by ARCHIBUS and featured on their blog about the solutions we have used over the years—and are now applying to the COVID-19 pandemic—to keep employees safe and healthy, reduce organizational costs, and track routine cleaning, medical incidents, remote workers, and more. Watch the interview in the video above. We’ve also summarized it below.

How to track COVID-19 in Archibus.

An image of a woman touching her temple as if not feeling well.
How can organizations quickly and effectively COVID-19 related incidents?

Our clients began looking for immediate incident tracking, or the capability for staff to record whether they weren’t feeling well and what they did about it: did they take the day off or were they exhibiting symptoms of coronavirus that required them to work remotely for a while? Once the initial report is made, we leverage Archibus Environmental Health and Safety (EH&S) to record:

  • who else was involved in the incident.
  • did anyone go to the hospital, and if so, who?
  • did the involved person(s) self-impose quarantine, or was it mandated by an organization?
  • were any medical diagnoses made?

What applications are needed prior to tracking through Environmental Health and Safety?

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Some Archibus applications are necessary prior to tracking with Environmental Health and Safety to leverage correct data.

Before we can take a client into tracking health and safety incidents in EH&S, a couple of applications should be in place so the EH&S application can leverage data and make reporting quicker and easier than it’s ever been. Archibus Space Inventory and Performance and Archibus Personnel and Occupancy hold this essential data:

  • up-to-date floorplans.
  • accurate employee locations.
  • regular data synchronization process (mainly with HR system).
  • room category and type.

Having this data allows maintenance teams to know instantaneously where to go to disinfect or clean a location and contain a health and safety incident. In order to put this information on a work order, work request, or maintenance ticket, and automatically route these to a craftsperson, organizations should have the Archibus Building Operations application.

To determine the condition of a room, building, site, or campus, organizations should use Archibus Commissioning. This application allows users to record whether sites are safe, and, if not, why or how. Is the building defective? Does it need maintenance work? Does new construction need to happen?

Mobile devices and individual contributors in Archibus.

Archibus is fully responsive to enable users with mobile devices, tablets, and handhelds to record data and update the system instantly. These personnel are called individual contributors, and are essential if quick and accurate updates are the goal of an organization.

An image of a hand using a stylus to work a tablet.
Individual contributors can use mobile devices with Archibus to instantly update essential information.

Archibus reporting, metrics, and charts for the middle manager, and C-and V-level executives.

One of the main strengths of Archibus is the ability to report on data. Middle managers can generate monthly, yearly, or quarterly, reports. These reports can also be viewed in the form of metrics. These metrics can help an organization determine how many COVID-related incidents have occurred, as well as how many total incidents. Charts can also be made from reported data: bar charts, line charts, pie charts, and any other visual representation that will make strategic IWMS data digestible.

These reports, when delivered to the C- and V-level decision makers of an organization, can speak for themselves on the effectiveness of IWMS. Reports help guide and inform strategic decisions such as:

  • cost-saving measures.
  • space planning.
  • move management decisions.
  • incident response protocol.
  • routine maintenance and cleaning measures.

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Thoughts? Questions? Comment below and let us know what you think! We’d love to hear your insights.