Facilities Management – That’s new with ServiceNow Helsinki

ServiceNow Helsinki brings fantastic new features and enhancements. In today’s blogpost we have a specific look at some of these new features and enhancements within Facilities Management.

1. Enterprise move

Enterprise move is a useful, new App (plugin: Facilities Move Management) which allows to forecast moves by using scenarios. This comes for example handy if departments of a company have to move within a campus, building or floor. To use the app you first have to define Master Data. It is  based on 4 levels: campus, building, floors & spaces.

At space level there is the ability to define the following information: Current & Max occupancy, Area gross, usable & assignable space. These data are rolled-up from Spaces to campus. To proceed you have 2 options: You can either select an existing scenario or define a new one. After that select the current campus of people that are supposed to move.

Screen Shot 2016-05-18 at 14.41.04

Then according to the campus selected you need to select the people who will move. You can move entire departments or teams. Depending on who you want to move there are 2 type of views either by User Department (for moving departments) or by User Manager (for moving teams)

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By Department:
Below an example of the occupation of the Campus of San Diego, Building 1 & 2 and related floors. You can easily see how many people from each department sit on which floor.

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By User Manager

Screen Shot 2016-05-18 at 14.46.50

You can also filter for seats available in each building or floor. For each floor, assigned, pending and available seats are summarized. In the Tab Display, you can Display/hide floors & Change the Scale.

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Let’s imagine we now want to move the Facilities Department from Floor 2 to 1

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On Building & Floor destination you can decide to either move all people or just select some.

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If no destination is defined for the selected people they will fall in the Lounge. That means they are displayed on top while we look for their future destination by navigation among the Campuses & Buildings.

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Let’s move those 12 people to the Floor 1 where there are 69 seats available.

Screen Shot 2016-05-18 at 14.57.08

As we have added those 12 people now there are only 57 seats available.

Screen Shot 2016-05-18 at 14.58.31

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Important point: this is only a scenario. In order to concretise and undertake the move, navigate to Self-Service > Floor Plan. In section Moves, you see see all scenarios with pending people. In order to undertake their move, just assign to the future location.

Enterprise MoveSeveral locations
One huge enhancement with Helsinki is that now user can belong to more than one location which was not possible in previous versions. Now an employee can be assigned to a primary location or departments but can still have secondary locations/departments beside that.

Interactive map
Interactive map is open. It can be used to display any custom tables that extend task or catalog items based on roles. Recurring customer request has been delivered as you can now label assets in the interactive map.  Here are some: elevators, escalator, stairs, rooms, doors, walls, hallways, inaccessible spaces, windows, defibrillators, fire extinguisher, first aid kits. Icons are available for all classes and are customizable. You can find the entire list here.

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Facilities schedule blackout
Similar to change management you can define a blackout schedule in order to avoid construction work in spaces, floors, buildings, campuses, and/or zones. This is useful if e.g. students are writing exams and they should not be disturbed by the noise of construction work.

Advanced filters
Ability to define advanced filters based on:

  • Space types (Bathrooms, Elevators, Stairs, etc.)
  • Availability (Vacant, At capacity, Reserved, non occupied, etc.)
  • Show color by Department or Availability
  • Select Departments
  • Select Zones (customizables as: Power Circuit, AC zones, WI-FI)

Screen Shot 2016-05-18 at 15.09.34

You can see that Helsinki brings many new possibilities within Facilities Management (and this was only an extract). Have you already tried them out? Which one is your favourite?

Mustapha works as Solution Consultant at Fruition Partners in Nyon since 2013 and has a strong experience in configuration and implementation for various major European companies. He is ITIL Service Operation and ITIL Foundation V3 certified and a specialist in PPM, Facilities Management and non -IT projects.
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