Managing Rooms

Select from the following to manage room records:

Opening a Room Record

To open a room record:

Open the relevant floor record.
Click the Rooms button in the right-hand panel.

Click the Rooms button at the bottom of the building record.

Check that the Rooms screen is displayed.

Locate and click the relevant room to open it. If required, use the sort and filter options in the top right-hand corner of the screen to sort or narrow the results.

Check that the room details screen is displayed.

Viewing Room Details

The fields on the Room Details screen are described in the following table:

This field…	Holds this information...
Known As	An alternative name for the room.
Room Usage	What the room is for (for example classroom).
Space Classification	What the space is used for (for example: teaching).
Physical Status	The physical status of the room.
Operational Risk	The room's operational risk.
Basic Workplaces	The number of basic workplaces.
Resource Workplaces	The number of resource workplaces.
Capacity Status	The net capacity statuses of a room (for example for a school, 'E - LEA designated early years and childcare provision').
Capacity Remarks	Any notes regarding the room capacity?
Comments	Any comments on the room?
Physical	The physical address of the room.
Postal	The postal address of the room.
Invoice	The invoice address of the room.
Trade	The trade address of the room.
Booking Resource	Whether the room can be used as a booking resource.
Include In Suitability Calculations	Whether the room is included in suitability calculations.
Include in Sufficiency Calculations	Whether the room is included in sufficiency calculations.
Use In-Space Allocation	Whether the room can be used in space allocations.
Perimeter	The perimeter of the room.
Height	The height of the room.
Floor Area	The floor area of the room.
Volume	The volume of the room. This is calculated automatically based on the height and floor area but can be edited.
Circulation Room Area	The area of circulation in the room (for example an area that is required to be clear for people to pass through the room).
Other Exclusions	The other parts of the room that should be excluded from the net area as they could not be used for the room (for example: walls or fixed furniture that restricts the whole area of the room from being used for the purpose it was intended).
Net Area	The net area of the room. This is calculated by subtracting the circulation in the room and other exclusions from the floor area.
Number of WCs	The number of toilets in the room.
Number of Urinals	The number of urinals in the room.
Number of Wash Basins	The number of wash basins in the room.
Number of Drinking Fountains	The number of drinking fountains in the room.
Number of Deep Sinks	The number of deep sinks in the room.
Number of Baths	The number of baths in the room.
Number of Showers	The number of showers in the room.
Resource Booking Override	Whether the default values assigned to room usages are overridden against the individual room.
Restrict Available Service Types	Whether all services are available in the room.

Recording Data Accuracy

If the Enable Portal RCI Event option in Portal Options (accessed by navigating to Tools > System Options and then clicking the Portal Options button) is set to True, the Data Accuracy panel is displayed. Live issues are marked with a flag, while resolved issues are marked with a tick.

You can raise potential data inaccuracies by entering a comment and clicking the Add button.

This creates a record in the Record Confidence Indicator in K2 with an Application Name of 'Portal'.

It also reduces the user confidence level by one-sixth.

Viewing Condition Details

Condition records can be opened from any location record.

To open a condition record:

Click the Condition button in the right-hand panel when a location record is open.

Click the Condition button at the bottom of the location record.

The Condition screen is displayed, which lists all of the condition records for the selected location.

Search for and select the relevant condition record.

If required, use the sort and filter options in the top right-hand corner of the screen to sort or narrow the results.

Check that the condition details screen is displayed.

The fields on the Condition Details screen are described in the following table:

This field…	Holds this information...
Business Unit	The business unit to which the item belongs.
Location	The location of the item.
Component/Asset/Tree	The component, asset or tree to which the condition relates.
Survey	The survey to which the condition relates.
Current Record	Whether this is a current condition record.
Project Link	A project reference which has been manually entered into K2.
Physical	The physical address of where the condition item is located.
Postal	The postal address of where the condition item is located.
Invoice	The invoice address of where the condition item is located.
Trade	The trade address of where the condition item is located.
Condition Record Number	The record number for the condition.
Condition	The condition status of the item surveyed.
Decoration	The condition status of the decoration.
Secondary Code	An additional code to further define the priority of the condition record.
Priority	The priority of the item being surveyed.
Action Type	The action required for the condition item.
Monetary Value	The value of the condition item.
Responsibility	The party is responsible for the condition of the item.
Life Remaining	The number of years remaining that the item has in its current condition.
HSItem	Whether the item is a health and safety item.
Comments	Any comments on the condition item?

Viewing Service Request

Service Requests linked to a Room can be viewed from a record.

To view a service request:

Open the Room record that the service record is linked to.

Do one of the following:

Click the Service Requests button at the bottom of the screen

Click on Service Requests on the right-hand panel.

The Service Requests grid is opened.

The number of requests displayed and days shown can be set to between 1 and 30 in Portal Options > Service Request Maintenance > Location Service Request Grid Limit (days) setting.

A new service request record can be created by raising a Service Request against an existing Room record.

To create a new service request refer to Managing Service Request for further information.

To add a new service request from a room record do one of the following:

Click on New Service Request on the right-hand panel.

A new Service Request fault page is opened with the room name and location populated.

The location displayed is linked to the room's record and is now associated with the new service request.

To close or cancel a service request refer to Managing Service Requests and scroll down to Close or Cancel a Service Request for further information.