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This FRS covers ARCHIBUS v21.3 and subsequent versions unless this document is superseded by a later revision.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
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
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
Top Related