Instructor: This video will show you how to make changes
on the space survey form.
I'm gonna click a component, 55004.
Click space and workspace. Select a room.
Once again, change the status from assigned to in progress.
Open the survey form on the action panel.
The space details are listed, including the room,
the property, the floor in the area.
You'll see the start date,
which is July 1st of the fiscal year.
that you're surveying.
Space type.
These are your three digit space codes.
To change these, click the select a value button.
This brings up a list of codes.
It has multiple pages that you can scroll through.
To change the code
simply click on one of the codes and click okay.
And the system only allows one space type per room.
Under departments, you can delete a department
by clicking X, this X on the side.
You can add a department by clicking the add department.
Most department transfers will require a space request
form, which is also located on the space survey webpage.
But if you're at the dean's or director's level, you can add
or delete departments that roll up to your unit.
To add the department, I'm gonna select the value.
You can search in the filter,
or you can scroll through the pages.
In this case, I'm gonna pick
using the filter.
I can choose department ID, I can do equals,
and if you know the code, for example, I'm gonna choose
55760, click search.
That narrows that list down.
There's the department, and then I'm gonna click okay.
Planon has an assigned percentage evenly
for these two departments.
So if they're evenly distributed,
I can click assigned percent evenly.
Otherwise, you can click in the box
and adjust the percentage.
All the functions for each department have
to add to a hundred.
I'm gonna skip the add function use at this point,
and I'm gonna skip the principal investigator
and go right to the person, occupant details.
I'm gonna add an occupant.
You'll see there's already one in this room.
I'm gonna add one to the radiology department.
I'm gonna click add occupant.
I'm gonna use the select value.
Once again, you can use these search parameters.
I'm gonna search last name.
In this case we're gonna add Elizabeth Bonnie.
I'll click search. There's my employee.
I'm gonna click okay. That puts this employee in the space.
One thing to keep in mind is that all employees
for each department have to add to 100%.
If you have multiple employees
and multiple departments, you can use this sort
by department feature
and that will organize this grid in a better view.
For this example, I'm gonna put 100%
for Is PI,
I'm gonna select yes
and you'll see that automatically added it,
added this employee to the PI.
For the department, I'm gonna click the value.
There's our two departments.
I'm gonna choose 55760 and click okay.
To add chart strings, there's three ways you can do it.
You can click the add all chart strings button.
That will bring in all the chart strings
associated with the employee.
Or you can click the add chart string
and then click the select a value.
And there's two options here.
You can select from the available chart strings
that are tied to this employee using
the select value box,
and this shows all
of those chart strings associated with the employee.
I'm just gonna pick one and I'm gonna click okay,
Or if there was a new chart string that you need
to create, you can click this radio button
and type these in manually, or use the select values.
Once all your chart strings are in,
you can put their percentages in.
For this example, I'm just gonna hit the assigned percentage
evenly to make that a hundred percent.
When I click on add function use,
click select value, you'll see
that the function associated with
that chart string is selected.
By default, the center radio button
show only occupied is selected.
If you click the show all,
that shows all your two digit functions.
But what's nice about Planon is
that they made this connection
so it connects the function with the chart string.
So I'm gonna click that 22, organized research,
and click okay.
And that's at 100%.
I'm gonna click save update,
and this room is now completed.
So once again, I'm gonna click the completed by surveyor.
You'll see that brings up this box, so I want
to click refresh.
Click completed by surveyor. That room is complete.
If there were any mismatches in your function
and chart string,
you would get a waiting on approval status here,
and the space exception would be listed on the bottom.
Financial and cost accounting services will review those.
They'll either accept them
and change the status to complete it if they're acceptable
or they will contact you on how to properly
fill out the function and chart strings.