Note: This feature was replaced with the enhanced Indirect Cost Recovery features at the 2019 Release
For organizations that support space sharing between departments, InVision provides the ability to track Percentage Based Functional Allocations for spaces. This capability lets users track the individual percentage allocation for each department use, associated budget code, and provides logic to manage total allocation to 100 percent. This valuable allocation data can provide direct input to Space Chargeback or Indirect Cost Recovery workflows, and can also be reported on directly.
In InVision Space Manager, users are able to access and manage Functional Allocation records a number of ways. The process may begin with filtering space data to determine which spaces are under-allocated, over-allocated, or missing functional allocation records. Next, a user can view detailed information for allocations at the space level in Details View, and then manage allocation records if they have permissions. The following sections outline some of the key functional space allocation processes in InVision Space Manager.
Filtering Space Allocation
Space Managers and Planners can filter their space to see over-allocated or under-allocated space by type, and then drill in to manage the details. The standard filters will allow a user to see those spaces that are 100% allocated, those that are Not Allocated at all, those that are Over-allocated, and those that are under 100% allocated. These filters update instantly, so you can quickly find the space data needing your attention.
Process for filtering space by Allocation %
Create new Functional Allocation
When enabled, each usable space has a Functional Allocation sub-panel present in Details View. The badge for each sub-panel shows a quick indicator of the current allocation total, and will display blue when the 100% allocation has been yet, or orange when the allocation is over or under the target. When a user expands this sub-panel, they can view existing records, the total percentage of allocation for that space, and a menu item to ADD ALLOCATION. When creating a new allocations, a user selects the Organization, the Functional Use, an optional Budget Code, the Percentage of use, and an optional note. Required fields use enterprise lookups which are managed by your InVision Administrator.
The process of adding a new Functional Allocation
Edit Functional Allocation
To edit a functional allocation, select the overflow menu from the right hand side of a functional allocation record, and choose EDIT from the menu. This will launch the Edit dialog where users can make updates as needed. This capability follows the new InVision permission model, which means department admins can only edit their own allocation records associated with space, while organization space managers can manage all. If you do not see an overflow menu to the right of a record, it means you do not have permission to edit that record.
Editing a functional allocation to meet the 100% target