Workshop Identified Requirements

Following the workshop conducted on Wednesday the 1st of March 2017, the following outline requirements were drafted to help provide a starting point to understand where system functionality can be introduced to the process.

“Golden Source” of Data

A principle design for the solution is to use data from a parent source and display in the format needed to support the users. Any updates to the data must be performed in the “golden source”.

  • People. Generally, information should be held in the Universities HR system; however, there may be other locations where people data will be held, for example the EUCLID system for student data, as a student could be included in a project and therefore need to be allocated a desk. These other person databases will need to be identified and form an interface to the solution.
  • Space Data. Will come from Archibus, in the form of the location attributes (Site, Building, Floor, Room, Occupancy figure) and the floor plan. The Occupancy figure will be used by the solution to determine the number of persons that can be assigned to that specific location.

The Solution

Space Allocation System (SAS). Will hold the golden source data and provide the required functionality to support the users perform their duties.


1. Role Based Access Control

A technical term/ approach used to express system access/ restrictions for the authorised users. For this solution there will 2 distinct users:

  • Space Management System Administrator: will have access to the administrator level system controls as well as having access to the system functionality for their own areas of responsibility.
  • Space Management Users: will have access to the system functionality to be able to perform the space/ person allocations and modelling activity as well as having visibility of capacity. The range of locations they will have access to will be defined by an assigned “Area Of Responsibility”.
1.1 Maintain Areas Of Responsibility

A Space Management System Administrator Level function; to restrict Space Management Users access to a defined sub-set of the location data. In general practice, each practitioner is responsible for a set of locations/ area, and should not encroach into another practitioner area. See Appendix 1: Areas Of Responsibility for additional detail.

1.2 Maintain Space Management Users

A Space Management System Administrator Level function; can set up, and maintain, Space Management Users within the solution so they have the correct permissions and access the required functionality.

2. Maintain Temporary Posts

As mentioned in the “Golden Source” Of Data section, above, there is a design principle that these data sources will be the single source of the truth.

During initial workshops, some SME’s highlighted their business units can advise of their intention to create a post and would require a suitable space. In some occasions, the post may only be theoretical at this stage of the need for a space while the post has yet to be recruited to. While this will give the Space Management Users as much advance notice as possible, it means the named person will not be in any of the People databases.

There therefore exists the need for the Space Management Users to create a “temporary post” in the solution in order to model and allocate a space to a person, where the persons does not yet exist in the Person data.

Once the named person is allocated to the post and updated in the Person Golden Source of data, the “temporary post” can then be retired (deleted?) and replaced with the correct person data.

3. Match Available Space To A Person

In a basic format, this is using the location data to understand the occupancy available in order to match it to a person.

An initial, one off, piece of work will be required to match the current locations to the currant people occupying them.

Once that is completed, the system can then identify the occupancy of the locations to the capacity and highlight any spare capacity.

A business rule exists stating that the solution cannot link a person to a location without there being sufficient capacity. Eg, if the location has an occupancy figure of 4, and the solution has linked the location to 4 persons, then the solution cannot let a 5th person be linked to this specific location, until the occupancy figure has been increased.

However, as the solution will be using the golden source data, another business unit (such as Estates Space Management) may amend the occupancy data in Archibus, which will update the solution. This may cause a conflict error, where the solution will have a lower occupancy figure than people linked to it. Where this occurs, the solution must notify the Space Management Users assigned with that area of responsibility of the conflict, so they can effect a suitable resolution.

3.1 Update Golden Source Data From The Space Allocation System

During the initial workshop, some SME’s highlighted a preference to perform their activity in a single transaction. This includes assessing the location/ occupancy, if needed- making the necessary amendment to the location data to provide additional capacity, and finally assigning a specific person to the location.

Therefore, the solution must allow the Space Management Users to amend the occupancy data in real time, to allow the Space Management Users link the location to the person.

There is no need to amend the person data in real-time, as there is functionality to allow Space Management Users maintain “temporary Posts”, allowing them to create a holding space until the Person data can be updated and the corrected data filter through to the solution.

3.2 Perform Capacity Modelling

During the initial workshop, some SME’s highlighted a need to perform modelling scenarios; utilising the current location & capacity data to help assess the impact of moving people to different locations or amending location occupancies to make additional capacity.

This may take the form of a single or multiple modelling scenarios that will sit at a draft status while being reviewed with the necessary governance forum. While multiple draft scenarios can be created, there is an understanding that where approval is provided, only one scenario will be committed.

Therefore, the solution must provide the Space Management Users with two distinct requirements:

  • To create, save and maintain “Draft Modelling Scenarios”, which will be based on the data held in the solution.
  • When providing information for a modelling scenario, to provide visibility of the location and capacity data at any given date in the future, which must also include any committed scenario models that have yet to come into effect.

See Appendix 2: Temporal Nature Of Data for additional detail

4. Provide Visibility Of Capacity

During the initial workshops, the SME’s highlighted their different approaches in how they make themselves aware of the current capacity, using either visual or listed formats.

Therefore the solution must present the Space Management Users with both a visual and listed version of their location data, occupancy and capacity.

This requirement can be further extended to include the need to include visibility of any committed modelled scenarios. This will help provide the Space Management Users with “todays” capacity, while highlighting how that will change in “the future”.

During the initial workshop, some SME’s highlighted the benefit of using colour coding to aid with visually understanding the different activity performed by people, such as Admin teams or research and/ or teaching faculties. This will help the SME assess the flexibility and capability of moving persons from one location to another, or co-locating teams of a defined nature.

Therefore the solution must provide the ability for the Space Management Users to group persons within a defined category.

Behavioural changes identified from the workshop

  • Organisational adherence to the space allocation rules, to ensure they book a space and not “inherit/ squat”
  • Organisational adoption of “freeing up desk space” during long-term absence, and recording absence details (eg, maternity, sabbatical).
  • Consistency from Space Management Users, to minimise the configuration needed to the solution in order to work in their own unique way



Subject Matter Expert

This is the name given to a practitioner currently performing the role, and will become involved in the project to help provide their expertise to assess the current way of working and how the process should operate in the future.

The Solution

This relates to the entire process; including both manual and system performed activities needed to deliver the required business outcome.


The Space Allocation System. 

This references specific activity that will have to be performed by a system in order to deliver a desired outcome that supports the assigning of persons to a location.


Space Management Users

This references specific manual activity that will have to be performed by a person in order to deliver a desired outcome that supports the assigning of persons to a location.


Space Management System Administrator

This references specific manual activity that will have to be performed by a person in order to deliver a desired outcome that supports the administration of the solution

Area Of Responsibility

SME’s have responsibility for a specific location, which is made up of a set of rooms.  To aid the document, this will be classed as an area of responsibility.

Golden Source

The single location of the data source used, currently identified as:

- Space Data golden source is Archibus (Site, Building, Floor, Room and Occupancy)

- Person data golden source is (tbc, HR system, other systems with person data eg UCLID….)


The space data includes a figure called Occupancy, which is linked at the room level.

It denotes the current stated number of people that can be assigned to that given room


A calculation based on the room occupancy less the assigned persons.

Modelling Scenarios

A theoretical simulation based on either the movement of persons to different locations, or increased capacity in a given location.

A model can be either Draft or Committed.


Appendix 1: Areas of Responsibility

Appendix 2: Temporal Nature Of Data


Project Info

CAHSS Space Allocation Requirements
CAHSS Portfolio Projects
Management Office
Project Manager
Muriel Mewissen
Project Sponsor
Fraser Muir
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