EMS LIVE! CONFERENCE. Reporting on Facility Usage and Utilization. October 17, 2017 Jill Maxwell EMS Implementation Consultant

Transcription

1 EMS LIVE! CONFERENCE Reporting on Facility Usage and Utilization October 17, 2017 Jill Maxwell EMS Implementation Consultant

2 Benefits of Monitoring Facility Usage Maximize space utilization to save costs: Heating and Cooling Real Estate Provide the right space for your organization s needs: Provide the right amount of the right types of rooms Plan for future needs with accurate information! Other benefits? 2

3 EMS Tools to Report on Facility Usage: Statistical Reports Queries and Charts 3

4 Statistical Reports Reports > Statistics > Room Statistics Compare estimated and actual attendance (room users must complete actual attendance for this data to be useful). 4

5 Statistical Reports Reports > Statistics > Room Statistics Compare estimated and actual attendance (room users must update actual counts for this data to be useful). 5

6 Input Actual Attendance Reservations > Other > Attendance Entry 6

7 Input Actual Attendance 7

8 Room Statistics Report Learn about the number of bookings, reserved and event hours and attendance for rooms in your buildings. 8

9 Statistical Reports Reports > Statistics > Room Utilization Room Utilization shows room usages based on hours used as compared to hours available and includes costs if they are configured for your buildings. 9

10 Room Utilization Report Provides: Hours Used Hours Avail. Utilization % Util. Category Util. Cost Hours Vacant Vacancy Cost based on user defined values. 10

11 Statistical Reports Reports > Statistics > Hourly Room Utilization Hourly room utilization helps you know WHAT TIME rooms are used. 11

12 Hourly Room Utilization Report - tabular section Discover the hourly average % of time your rooms are used. 12

13 Hourly Room Utilization Report - chart section See by the hour what times of day rooms are most utilized. 13

14 Statistical Reports Reports > Statistics > Event Type Analysis Learn what types of meetings are occurring in your locations. 14

15 Event Type Analysis Report - tabular section See how many bookings you have by event type. 15

16 Event Type Analysis Report - chart section With charts for: Bookings Reservations Reserved Hours Event Hours Estimated Attendance 16

17 Statistical Reports Reports > Statistics > Room Availability Room Availability helps you know WHAT DAYS rooms are used. 17

18 Room Availability Report Find out the days available and in use for your rooms by room type. 18

19 Statistical Reports Reports > Statistics > Benchmark Metrics Report Use to get details on utilization including: Rooms by type, size and group Reservation sources Statistics by resource 19

20 Benchmark Metrics Report 20

21 Benchmark Metrics Report 21

22 Benchmark Metrics Report 22

23 Benchmark Metrics Report 23

24 Queries Queries enable you to create a custom report and\or chart based on criteria you specify. 24

25 Queries and Charts Use Queries to mine data and build custom reports Create Queries Create Charts from query data Example: Bookings by Building Filter type use Sales Statistics when you want to make charts! Display fields, filter, sort, users Run/Get data 25

26 Query Builder 26

27 Running Queries When you select a query to run, you select the time period to run it for. 27

28 Queries Custom Last Month Last Quarter Last Year This Month This Quarter This Year This Year to Date 28

29 Query Results Get Data option 29

30 Query Results Print option 30

31 Query Results Chart options 31

32 Query Results - Charting The Query Builder Chart tab enables you to create graphical representations of your query data. 32

33 Query Results Line 2D Chart option 33

34 Query Results Area 2D Chart option 34

35 Query Results Bar 3D Chart option 35

36 Query Results Pie 2D Chart option 36

37 Query Results Donut 3D Chart option 37

38 Queries The Analytics section of the Dashboard provides quick access to all queries available to a user (in the upper left corner when Analytics is selected)! 38

39 Query Tips Columns in the report window can be dragged into different orders. All column headers can be used to sort data. Query results can be exported to Xcel or XML for additional data manipulation. Query permissions can be determined on the Users Tab of the query or by user in user security. 39

40 Academic Customer Example This university noticed that finding classroom space was difficult. The perception was that there were not enough spaces but when they reported on classroom utilization, it was determined that there were peak times when most classrooms were requested. The peak course scheduling times were between 8 am and noon Prime Time. 40

41 Peak Time Sections vs. Total Sections 41

42 High Utilization Organizations have different benchmarks for ideal utilization what is optimal for you? High utilization might mean you need more of that space type. Ask room users what they like about highly utilized spaces and then apply those features to lower utilization space. Increase room user satisfaction by providing the space they need to be successful. 42

43 Low Utilization Potential causes: Is utilization higher in rooms with specific technology or other features? Are there too many or not enough of specific room types? Are there utilization factors outside of data tracked in EMS? e.g. bad locations, rooms that are too hot or cold, uncomfortable seating What kinds of bookings are most common? 43

44 Questions? Reporting on Facility Usage and Utilization Jill Maxwell EMS Software Implementation Consultant Visit the How to Create and Run the Most Popular Saved Searches and Queries session Wednesday at 10:30 am to learn more about queries.