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Projects type Strategy & organisation
Client UBS
Sector Banques et assurances

Global rollout of occupancy management system

Summary

Space, capacity and occupancy managed worldwide

Company

UBS Group

UBS, headquartered in Zurich and Basel, is a global financial institution serving private, corporate and institutional clients. UBS is present in all the world's major financial centers. 

UBS occupies 1.8 million sqm² of office space in 4 major regions: North-East Europe, South-West Europe, the Americas and Asia-Pacific.

UBS
Challenge

Faster reorganizations and better working conditions

With an annual occupancy cost in excess of €1 billion, accelerating reorganizations and the need to provide the best working conditions for its employees, the Corporate Real Estate & Administrative Services (CREAS) division needed relevant and reliable indicators to accomplish its real estate policy.

As 60% of real estate costs are directly correlated with sqm² leased or occupied, these indicators focus on leased surface areas, capacity and occupancy of workspaces worldwide. The reliability of these indicators requires rigorous management of space allocation processes.

UBS
Solutions

Organisational process: From planning to post-implementation support

1. Workshop - Consulting :  

  • Definition of global indicators
  • Business process benchmarking
  • Space and occupancy standards 

2. Specifications : 

  • Plan migration strategy
  • Business process formalization
  • Target architecture specification

3. Elaboration : 

  • I/O interfaces with SAP, BI, HRI, and cost center repositories 
  • Archiving and representation of indicators

4. Assessment:

  • End-user testing
  • Change management 
  • Communication and deployment preparation

5. Data and plan migration :

  • Conversion of 1.8 million sqm² to AutoCAD
  • 3-week commissioning cycles for each major region

6. Post-implementation support

  • Adjustments
  • Roll-out of global support organization
UBS
Results

Space optimisation and migration

  • 1.8 million sqm² of office space inventoried and referenced
  • 1.2 million sqm² of existing plans and data migrated and referenced in 3 waves
  • Global information base and reliable indicators 
  • Global support for users in 4 major regions
UBS
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