How to Use

Microsoft Visio 2010

for Facilities Management

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Title

Month, day, year

 Facilities Management Summary
Manage and plan facilities more
efficiently with data-connected
diagrams.

• Manage moves, adds, changes to

spaces.
• Maintain occupancy plans.
• Monitor and plan current and
future asset locations.
 Manage Processes
• Document processes.
• Monitor progress for specific projects.
 Occupancy and Asset Plans

Use occupancy plans to:

• Document spaces
and occupants.
• Plan for human
resource allocations.
• Communicate
moving procedures.
• Track location of assets
(for example,
equipment, furniture).
 Create a Facilities Management
Process Flow Chart
Open a Microsoft® Visio® 2010 template.
1. On the ribbon, click the File tab, and then click New.
2. Click Flowchart, and then click Basic Flowchart.
Document a Facilities Management Process

Add shapes from stencils. Connect the shapes. Show diagram

• Use Quick Shapes. • Use AutoConnect. relationships.
• Drag the shape from • Use the Connector Tool. • Create sub-process links.
stencil.

Create sub-process links

Drag Quick Shapes

Shape and AutoConnect
 View Flow with Data
Open the External Data window.
• On the ribbon, click the Data tab, and then click Link Data to Shapes.
• Select Microsoft® Excel® or another database file to open process data.

External Data Window

 Connect Flow with Data

Manually link data to shapes.

• Drag the data record to the
workflow item.
Use Automatically Link
(if shape IDs correspond
with data records).
1. Right-click the
data window.
Drag to link
2. Select Automatically
Link, and then follow Automatically Link
the steps in the wizard.
 Display Data Graphics
Add Data Graphics to show status of the steps.
1. On the ribbon, click the Data tab, and then click Data Graphics.
2. Under Available Data Graphics, select a shape, and then click in the Data Graphics
window to apply.
3. Add a Data Legend.

Apply Data Graphic

Legend
 Create a Space Plan
Visio 2010 New
File Screen
Open a Visio 2010 template.
1. On the ribbon,
click the File tab,
and then click New.
2. Click Maps and
Floor Plans, and
then click Space Plan.
• Use the Space Plan Startup
Wizard to import an image,
Visio, or CAD floor plan
New in Visio 2010:
and a room list. Import AutoCAD files
up to the 2008
file format
 Create a Space Plan
• Open existing Visio file that includes empty spaces, or open an AutoCAD file
(version 2008 or earlier).
• Add rectangles for spaces.
• Open space data in the External Data window.

Import plan from

AutoCAD (version
2008 or earlier)
 Create an Occupancy Plan
• Link to external data for space information.
• Manually drag a data record to a space.
• Automatically link to spaces by Space Name.

Automatically Link Drag to link

 Create an Occupancy Plan
• Add Data Graphics for occupancy information.
 Create an Occupancy Plan
Create and display reports.
1. In the Shapes window, click More Shapes, and then click Maps and Floor Plans.
2. Click Building Plan, and then click Resources.
3. Drag the Space Report shape onto a page.
 Use Hyperlinks
Reference data in other files
or Web sources.
• Open URLs.
• Open local files.
• Open a specific page
in a Visio file.
Create “drill down” navigation by
inserting a hyperlink.
1. On the ribbon, click the Insert tab,
and then click Hyperlink.
2. Type or browse to the Address and
Sub-Address.
3. Type the description for right-click
shape menu.
Visio 2010 supports multiple
hyperlinks on a shape.
 Result: Consolidated Process and
Occupancy Diagrams
Data Connected Diagram

Hyperlink to other local and

remote reference information.

Simplify

Import and display

equipment data from
Microsoft® Excel® or
another database
Share

Link
nk the data to Visio
shapes and display the
data using Data Graphics.
 Publish To Microsoft SharePoint ® ®

• Save as a Web Drawing for display with a browser.

• Visio client not needed to view drawings.
 View in Microsoft SharePoint ® ®

• View drawings in a browser without using Visio.

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