2017 Overview And Getting Started With Archibus V3

Overview and Getting Started with Archibus Background Goals of the Archibus System How do we Meet our Goals Enable Campus and Medical Center to Share the same SystemBuild a Cohesive Space Management CommunityEncourage the Importance of Accurate DataBuild a Robust Campus Planning OfficeRequire us all to Adhere to UCSF policy Who can View/Maintain Space Data Archibus Roles for Campus usersWho are the Space Strategist Key Concepts in Archibus Organizational Hierarchy in ArchibusOrganizational Hierarchy in Archibus Division and Department LabelsOrganizational Hierarchy in Archibus Shared RoomsTrack Employee Location Getting Started with the Archibus System Browser TipsUse MyAccess to Sign into ArchibusSigning out of Archibus Homepage Orientation 1Homepage BucketsHomepage Tasks and Other ItemsMy ProfileArchibus Space Management System TrainingUse the table ofcontents hyperlinksto navigate withinthe module

Background2Archibus Space Management System Training Navigate back to the Table of Contents

Goals of the Archibus System To support space governance at UCSF by providing a tool foreffective space data collection through improved user interface andspace reporting and analytics Take steps towards inspiring a cultural shift at UCSF towards anenvironment of transparency and collaboration as it relates tospace management Ability to manage all space at UCSF as a strategic asset3Archibus Space Management System Training Navigate back to the Table of Contents

How do we meet our Goals?4Archibus Space Management System Training Navigate back to the Table of Contents

Enable Campus & Medical Center to ShareOne System Medical Center and Campus now share the same Archibus SpaceManagement System. All data and floorplans are maintained in thesame database. The process and user interface to update Campus space data isdifferent from the process and user interface to update MedicalCenter space data. Both processes are supported within Archibus Campus space records are maintained by “Campus Users” Medical Center space records are maintained by “Medical Centerusers”5Archibus Space Management System Training Navigate back to the Table of Contents

Build A Cohesive Space Management CommunityIMPROVED SPACE UTILIZATIONInform Decision MakersReports & AnalyticsARCHIBUSFloor PlansSPACE COORDINATORS & STRATEGISTSCAMPUS PLANNINGCapital ProgramsReal EstateSPACE WALKSTRAINING COMMUNICATIONS6Archibus Space Management System Training Navigate back to the Table of Contents

Encourage the Importance of AccurateSpace DataAccurate space information is important to us Provides the means for effectively managing our growing space at UCSF Helps us understand what’s going on in our buildings What type of activities are happening in this space? Which department is assigned by theChancellor to this space? How many workstations are located in a particular room? Whichemployees are located in a particular room? Data Analytics can help decision makers determine risk, weigh outcomes,plan future scenarios and quantify benefits associated with decisions Required for the Annual UCOP Space Update report managed by theCampus Planning Office Provides the Budget Resource Management office with data to support:7 annual Indirect Cost Recovery Benchmarking (ICRB) report periodic Federal F&A Rate ProposalArchibus Space Management System Training Navigate back to the Table of Contents

Build a Robust Campus Planning OfficeRole of the Campus Planning Office: Serves as the Archibus System Administrator for Campus Provides robust training and communications for Archibus end users Conducts formal and consistent physical space audits in collaboration with Archibusend users to verify Archibus dataCampus Planning Office’s Management team: Ritesh Khanna, Director of Space Analytics Bob Pizzi, Space Management Supervisor Lisa Lettau, CAD/CAFM Analyst8Archibus Space Management System Training Navigate back to the Table of Contents

Require us all to adhere toUCSF Space Governance UCSF-wide Space Committee appointed by Chancellor to: Provide for uniform, equitable, transparent and effective governance of space Ensure that space is allocated, used and managed effectively Assign space to Departments on the Chancellor’s behalf via the issuance of SpaceLetters Space Governance Policy approved in January 2013 includesprinciples on:9 Non-permanent assignment/retention/use of space Fairness/transparency in deployment of space Space accountability and governance Operational cost responsibility for spaceArchibus Space Management System Training Navigate back to the Table of Contents

Who Can View and/orMaintain Space DataArchibus Space Management Roles10Archibus Space Management System Training Navigate back to the Table of Contents

Archibus Roles for Campus UsersCampus RoleArchibus Access RightsReport Reader Universal Read only accessincluding floor plansCoordinator Universal Read access includingfloor plans Edit access for their assignedDeptIDs only Control Point leveloversight of spacemanagementUniversal Read access includinggraphical interface Edit access for their controlpoint DeptIDsAssigned by the Dean orControl Point head Approval access for DepartmentAssignment and Loan fields ifdata changes are within theircontrol pointDepartment /Unit levelspace managerStrategistBusiness Process ResponsibilitiesKeeps their Department’s/Unit’s assigned space up to date in ArchibusSubmits the annual verification survey for their assigned spaceIs familiar with their assigned physical spaceRequests space assignments on their Department's behalf to theirControl Point Strategist Informs Campus Planning of completed renovation projects notreflected in Archibus Updates Employee Location Attends Campus Planning-led trainings and meetings Conducts space walks informally and in collaboration with CampusPlanning All Coordinator responsibilities plus:Main space point of contact for their control pointTracks loans within Control PointRepresented on the UCSF Space SubCommitteeFacilitates space assignment requests for their Direct Report's approval*For a list of users assigned these roles in your department/unit please refer to “User Roles” Report. Explained later in this training.11Archibus Space Management System Training Navigate back to the Table of Contents

Who are the Strategists Archibus utilizes workflow for datachange approval processes For space requests, theCoordinator needs to select theirPrimary Strategist to route therequest. Users of the system should reachout to their Strategist forquestions about spacemanagement unique to theircontrol point.12Archibus Space Management System TrainingControl PointStrategist* Indicates Primary StrategistC Office of the Chancellor &E Executive Vice ChancellorTBDMurphy, Suzanne*D School of DentistryLang, ThomasKure, Larisa*F Finance & AdministrationDaro, RebeccaFuller, Judy*L Langley Porter HospitalGuzman, MarleneWalker, Michael*M School of MedicineDamiano, Margaret (SFGH only)Ewers, John (SFGH only)*Maler, BonnieMorrison, CristinaWong, Karin*N School of NursingChang, CeciliaJaffe, Michael*Lee, FrancesP School of PharmacyNordberg, Michael*Starling-Head, ValerieR University RelationsFortes, MichaelSamayoa, Edward*V DevelopmentJackson, Stacy* Navigate back to the Table of Contents

Key Concepts in ArchibusOrganizational Hierarchy, Shared Rooms, Employee Location13Archibus Space Management System Training Navigate back to the Table of Contents

Organizational Hierarchy in Archibus There are three levels of organizational hierarchy available in theArchibus system that provide the ability to perform roll-up reporting UCSF uses the DeptID tree Levels 1- 3 to assign rooms todepartments In some cases, Level 4 was also brought in and consolidated withlevel 3 in Archibus To understand your unit’s organizational hierarchy within the UCSFDeptID tree, refer to the Controllers website to access the mostcurrent DeptID px?c Dept Once you access the site click the links noted here to gain moreinformation about the DeptIDs14Archibus Space Management System Training Navigate back to the Table of Contents

Organizational Hierarchy in Archibus:Division and Department LabelsLabels in ArchibusWhat we know at UCSFBusiness Unit NameControl PointDivision NameDepartmentDepartment NameDepartment or DivisionExamples of how Division/Department labels look in Archibus:Example 1: Rooms assigned to the:Department of Pediatrics15Archibus Space Management System TrainingExample 2: Rooms assigned to the:Division of Gastroenterology in the Department ofPediatrics Navigate back to the Table of Contents

Organizational Hierarchy in Archibus:SHARED Rooms In Archibus, you will sometimes see a room assigned to a BusinessUnit, Division and Department of “SHARED” This indicates that more than one Department is assigned to theroom16Archibus Space Management System Training Navigate back to the Table of Contents

Employee Location: Three Ways to Update1Via HR ticketif employee is anew hire, transfer,or relocation3Archibus and CLS will be in syncthrough frequent, usEmployee location*at the room levelcan be changedby: Coordinators,Strategist & Admins2Via the Self-ServiceDirectory,employees can updatetheir own location.17Archibus Space Management System TrainingNote: Locating Staff & FacultyONLY (Postdoc, Fellows,Students and Contractors arenot located in Archibus). Navigate back to the Table of Contents

Getting Started with theArchibus system18Archibus Space Management System Training Navigate back to the Table of Contents

Browser Tips All standard browsers can be used, Chrome, Firefox, IE and Safari.The application may render differently depending on which browseryou select. Chrome and Firefox are the most popular choices. If you receive the message below while using Firefox to view afloorplan: Click “Activate Adobe Flash “ link to render the floorplan19Archibus Space Management System Training Navigate back to the Table of Contents

Browser Tips, cont. Clear your cache: It is recommended to clear out the browsercache often so that the latest updates are rendered without issue You can download Firefox and Chrome add-ins for easy clear cache in thebrowser tool bar Open more than one tab: You can open more than one tab withinthe same browser that you are logged into to view different reportsor forms at the same time You should not open a separate browser window because this will use anadditional license Do not use the browser’s back button: or refresh button.Archibus will not take you to the previous page if the back button isselected and may cause an error. Note: If you need additional help in understanding the clear cache functionality for thebrowser of your choice please reach out to Archibus-Support@ucsf.edu20Archibus Space Management System Training Navigate back to the Table of Contents

Use MyAccess to Sign In11. Once you Login to MyAccessyou will be able to scroll downthe list of App Names to findArchibus Space ManagementSystem for selection2. You can mark the item as afavorite. Click on the name tobe taken directly to theArchibus Home Page221Archibus Space Management System Training Navigate back to the Table of Contents

Sign Out of Archibus To log out of your application session, click Sign Out on the right-handcorner of the Navigation Bar Sign Out of Archibus when you complete your work to return thelicense back to the pool The system will automatically log you out after 60 minutes of non-activity22Archibus Space Management System Training Navigate back to the Table of Contents

Homepage Orientation23Archibus Space Management System Training Navigate back to the Table of Contents