Document Control

Date Author Version Change Reference

2015-02-25 T. du Plessis 1.0 First draft

2015-06-18 T. du Plessis 2.0 Second draft

2015-06-23 T. du Plessis 3.0 Third draft

2015-07-02 T. du Plessis 4.1 Fourth draft

2015-07-20 T. du Plessis 4.2 Client Amendments

Distribution List

Name Position Date

Dr. I.N. L’Ange RU – Executive Director: Infrastructure, Operations and Finance 2015-06-18

N. Ripley RU – Director: Information and Technology Services 2015-06-18

W. Lombard RU – Deputy Director: Admin, Finance and Procurement 2015-06-18

J.D. Van Dyk RU – Deputy Director: Facilities Management 2015-06-18

C. Cuthbert RU – Deputy Director: Business Processes: Infrastructure,

Operations and Finance

2015-06-18

ASCZA Internal 2015-07-20

Approval

Name Position Date Signature

Dr. I.N. L’Ange RU – Executive Director: Infrastructure, Operations

and Finance

N. Ripley RU – Director: Information and Technology Services

W. Lombard RU – Deputy Director: Admin, Finance and

Procurement

J.D. Van Dyk RU – Deputy Director: Facilities Management

C. Cuthbert RU – Deputy Director: Business Processes:

Infrastructure, Operations and Finance

Contents Contents 1 Background 2 Scope

2.1 Purpose 2.2 Applicability

3 Foundational Information 4 Space Information 5 Space Classification 6 HEMIS Classification 7 Codification Guidelines

7.1 Geo-Region 7.2 Country 7.3 Region 7.4 State 7.5 City 7.6 Site 7.7 Building Code 7.8 Floor 7.9 Room Standard 7.10 Room Use 7.11 Room Category and Types 7.12 Space Use Category 7.13 Organisational Foundational Data 7.14 Employee Standards/Positions 7.15 Employees 7.16 Room 7.17 Decisions regarding implementation: 7.18 Customisations requiring costing: 7.19 Glossary

1 Background

Rhodes University (RU) purchased ARCHIBUS for use by various departments to manage all activities related to Facilities Maintenance, Space, Project and Fleet Management.

2 Scope

2.1 Purpose

The purpose of this FRS is to provide a functional description of the standardisations required for implementation.

2.2 Applicability

This FRS covers ARCHIBUS v21.3 and subsequent versions unless this document is superseded by a later revision. The document is applicable to:

Web Central v21.3

SQL Server Database.

3 Foundational Information

When implementing space, it is feasible to assume that the client may at any moment procure an additional module and to codify and implement accordingly. This approach minimises revisiting implementation at a later stage. Foundational information is simply to ensure reports and views are completed to maximum benefit. Country down to City information are displayed in the Building reports/views. The information will need to be captured in the following order:

1. Geo-Region

2. Country

3. Region

4. State

5. City

4 Space Information

Space focusses on Site, Building, Floor and Room.

The information will need to be captured in the following order:

1. Site

2. Building

3. Floor

4. Room

5 Space Classification

Rooms need to be classified and categorised by their usage, allocation and HEMIS purpose.

The information will need to be captured in the following order:

1. Room Standards (if required)

2. Room Category

3. Room Type

4. Space Use Category (HEMIS)

6 HEMIS Classification

SUC, CESM Codes and PCS Codes are provided by Department of Higher Education (DoHET).

HEMIS classifications are required in the following areas:

1. Site

2. Building

3. Room

a. Space Use Category

b. CESM

c. PCS

7 Codification Guidelines

7.1 Geo-Region

Geo-Region Code Description

AFR Africa

Geo-Region Code Description

EMEA Europe, Middle East and Africa

7.2 Country

Country Code Description

ZA South Africa

7.3 Region

Region Code Description

GP Gauteng

WC Western Cape

Region Code Description

EC Eastern Cape

NW North West

LP Limpopo

MP Mpumalanga

ZN KwaZulu Natal

7.4 State

State Code Description

MKA Makana Local Municipality

7.5 City

City Code Description

GRAHAMSTOWN Grahamstown

7.6 Site

Site Code Description

RU00001 Precinct A

7.7 Building Code

Building Code Description

A1 A1 – Main Admin

B3 B3 – St. Peters Building

7.8 Floor

Floor Code Description

FG Ground

FB Basement

FRF Roof

F1 First Floor

FMZ Mezzanine

FLG Lower Ground

F2 Second Floor

F3 Third Floor

F4 Fourth Floor

7.9 Room Standard

7.10 Room Use

Room Standard/Use Description

Room Standard/Use Description

Room Standard/Use Description

Room Standard/Use Description

Room Standard/Use Description

7.11 Room Category and Types

Room Category Super Category Occupiable?

Circ_Serv Service Unoccupiable

Circ_Use Usable Occupiable

Room Category Super Category Occupiable?

Clinic Usable Occupiable

Conference Usable Occupiable

Facilities Usable Occupiable

Fire Egress Service Unoccupiable

Landscape Service Unoccupiable

Learning Usable Unoccupiable

Mechanical Service Unoccupiable

Office Usable Occupiable

Parking Service Unoccupiable

Residential Usable Unoccupiable

Services Service Unoccupiable

Soft Services Usable Unoccupiable

Stores Service Unoccupiable

Training Usable Unoccupiable

Unknown Other Unoccupiable

Vertical Vertical Unoccupiable

Room Standard/Use

Description Room Category Room Type Room Name Space Use Categories

Room Standard/Use

Description Room Category Room Type Room Name Space Use Categories

Room Standard/Use

Description Room Category Room Type Room Name Space Use Categories

Room Standard/Use

Description Room Category Room Type Room Name Space Use Categories

Room Standard/Use

Description Room Category Room Type Room Name Space Use Categories

Room Standard/Use

Description Room Category Room Type Room Name Space Use Categories

Room Standard/Use

Description Room Category Room Type Room Name Space Use Categories

Room Standard/Use

Description Room Category Room Type Room Name Space Use Categories

Room Standard/Use

Description Room Category Room Type Room Name Space Use Categories

7.12 Space Use Category

7.13 Organisational Foundational Data

7.14 Employee Standards/Positions

7.15 Employees

7.16 Room

Field length: 8

Rooms to be numbered in accordance with actual signage on door/s with perhaps the floor number as a prefix e.g.: G-101A. This is to ensure the space can be physically located

as well as eliminating possible room number duplications per building. All room number duplications by building are rejected by the DoHET’s VALPAK system during the

verification process.

Proposed Room Numbering (should NO room number/door signage be available on the drawings):

“Floor Code” + “V” + “??” – 2 digits e.g.: F1V01 (Voids)

“Floor Code” + “ST” + “??” – 2 digits e.g.: F1ST01 (Stairs)

“Floor Code” + “C” + “??” – 2 digits e.g.: F1C01 (Circulation)

“Floor Code” + “B” + “??” – 2 digits e.g.: F1B01 (Balcony)

“Floor Code” + “D” + “??” – 2 digits e.g.: F1D01 (Duct)

“Floor Code” + “Y” + “??” – 2 digits e.g.: FGY01 (Yard)

“Floor Code” + “R” + “??” – 2 digits e.g.: F1R01 (Ramp)

“Floor Code” + “DW” + “??” – 2 digits e.g.:FLGDW01 (Driveway)

“Floor Code” + “LL” + “??” – 2 digits e.g.: F1LL01 (Lobby/Entrance)

“Floor Code” + “EL” + “??” – 2 digits e.g.: F1EL01 (Elevator/Lift)

“Floor Code” + “K” + “??” – 2 digits e.g.: FGK01 (Tea/Kitchen)

“Floor Code” + “T” + “??” – 2 digits e.g.: F1T01 (Toilet)

“Floor Code” + “P” + “??” – 2 digits e.g.: FGP01 (Patio/Verandah)

“Floor Code” + “M” + “??” – 2 digits e.g.: FLGM01 (Mechanical Area)

“Floor Code” + “S” + “??” – 2 digits e.g.: F1S01 (Store Room)

“Floor Code” + “LB” + “??” – 2 digits e.g.: FGLB01 (Lab), also the end 2 digits to be derived from closest numbered door.

“Floor Code” + “OF” + “??” – 2 digits e.g.: F1OF01 (Office), also the end 2 digits to be derived from closest numbered door.

7.17 Decisions regarding implementation:

1. Individual workstations will not be numbered/polylined within open plan areas.

2. Departmental allocation of spaces will be required.

3. Space charge out is not applicable.

4. Standardisation of Room Names to be drawn from received HEMIS submission 2014 (field length (16) As per 7.10) This will be replaced by the CSIR data if more

usable.

5. Spaces to be classified with regards to proration, reservability and capacity should information be available.

6. Site plans to be captured if possible.

7. Toilet spaces to be captured as one, and not by cubicle, however number of toilets/urinals to be indicated.

8. Rhodes does not currently submit any additional reports, excluding HEMIS.

9. Revit and not AutoCAD to be implemented.

10. PCS/CESM will be captured from previous submission since Rhodes does not make use of a timesheet system that can assist in the allocation of PCS/CESM Codes.

7.18 Customisations requiring costing:

7.7 Building description length to be 50. This length was supplied by Rhodes and will require a customisation to change.

7.9 Room Standard description length to be 36.

7.10 Room Use description length to be 36 (Dependent on approval of 7.14).

7.10 Additional view required: Highlight by Room Use (Dependent on approval of 7.14).

7.14 Additional view required: Highlight by Employee Standards (displaying occupancy).

Please note: other development may be required for 7.14 dependent on full Functional Requirement Specification (FRS) document.

7.19 Glossary

Abbreviation Description

FRS Functional Requirement Specification

HEMIS Higher Education Management Information System

DOHET Department of Higher Education

SUC Space Use Category (HEMIS)

CESM Classification of Educational Subject Matter

PCS Programme Classification Structure

ARC ARCHIBUS Room Category

USAID United States Agency for International Development

ISO International Organisation for Standardisation