academic and event scheduling town hall - it@cornell and space... · management/reservations” in...
TRANSCRIPT
Academic and Event SchedulingTown Hall
October 24, 2017
Meeting OutlineTopic Lead Time
AES Overview Andy Slusar 10 min
AES Success Criteria and Objectives Barbara Romano / CaseyWashburn 10 min
AES Vendor Assessment and Benefits Barbara Romano / CaseyWashburn/Andy Slusar 10 min
Scheduling Policy Barbara Romano / CaseyWashburn 10 min
Stakeholder Engagement Andy 5 Min
AES Timeline Andy 5 min
Questions / Discussion All 10 min
10/24/17 2AES Town Hall
Brief Project History• 26 Recommendations - 4 pertain to Space Management Technologies• 1. New Academic and Event Scheduling (AES) tool (replace R25)• 2. New Integrated Workplace Management System (IWMS)• (replace Facilities Inventory System)• 3. Create a space data mart to enhance utilization analyses• 4. Enhance analytics and reporting
2012-2013 Space Study
• Quest for funding2013-2015
• Seed funding to create Space Management Technologies Road Map• Garrett call for admin streamlining identified “Facilities
Management/Reservations” in the top 4 issues [“need for a university-wide system to manage facility, space, and event planning and reservations”]
• Successful advocacy for Capital Project: Space Management Technologies
2016
• Update Road Map• Project planning• Completed selection process and contracting for AES tool• Selection process for IWMS underway
2017 to date
10/24/17 3AES Town Hall
10/24/17AES Town Hall
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• User adoption of the central University system• Reduce administrative burden on faculty, staff and students while
adding value to evaluation and strategic planning efforts• Provide an integrated institutional solution • Provide ability to: create repeatable metrics, easily create ad hoc
reports and queries, and support cross-functional reporting for college and unit data needs
• Provide accurate and consistent data across multiple systems
AES Success Criteria
AES Stakeholder Meeting6/2/17 5
• Improve scheduling of space for both classes and events• Enhance user experience with more embedded
workflow/automation of related processes• Integrate with related University systems • Provide robust analytic and reporting functionality • Provide standardized space data • Increase the ability to drive space-related strategic
decision-making throughout the entire organization.
AES Objectives
10/24/17AES Town Hall
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• Data alignment and data governance through new Space-Related Data Elements Stewardship Advisory Group
• Policy implementation • Sustainment
− Ongoing business practice evaluation and improvement− Governance− Help!− Training
Related Objectives
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AES Selection OverviewTask DateEMS vendor demos Jan 31, 2017
RFP - vendor proposals received Mar 31, 2017
CollegeNET 25Live vendor demos Apr 11, 2017
Deep analysis and comparison of vendor tools shared with AES stakeholders Jun 2, 2017
AES vendor consensus (AES project leadership) Jun 6, 2017
Present recommendation to Exec Sponsor Committee Jun 12, 2017
Formal reference check Jun 30-Jul 17, 2017
AES SPAR Approved Aug 24, 2017
CollegeNET contract negotiations complete Sep 7, 2017
SaaS migration project start Oct 2, 2017
10/24/17 8AES Town Hall
EMS• Pros
– Excellent user interface/user experience– Strong events scheduling functionality– Strong reporting functionality
• Cons– PeopleSoft academic scheduling integration 30-45 minute turnaround
time (current time 15 minutes)– Does not support bulk scheduling for exams– Does not have any peer references that use the product institution-wide– Requires desktop client installs, most functions are not web-based
AES Vendor Assessment
AES Town Hall10/24/17 9
CollegeNET 25Live
• Meets academic scheduling needs significantly better than EMS• Meets events scheduling needs • Supports reporting needs• Demonstrated ability to serve as a university-wide integrated
solution• Vendor has good reputation for responsiveness and support• Many positive relevant peer references that use the product
institution-wide.• User interface completely web-based• Near real-time integration with PeopleSoft
AES Vendor Assessment
AES Town Hall10/24/17 10
• Track availability of venues and resources• Schedule or request an event or space on single or multiple dates, using
any desktop or mobile device with internet connection• Specify audio/visual equipment, catering and other resources needed for
each date• Assign/restrict event viewing, scheduling and editing rights to specific
groups• Publish events to campus online calendars created and administered via
25Live Publisher• Assign and/or respond to event related tasks• Print confirmation reports• Perform custom searches for events, locations and resources• Subscribe to an RSS feed to have events posted directly to your calendar
or email
25Live Capabilities
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• Responsive design format that conforms to any size screen on a variety of browsers
• The same customized images and colors as the main 25Live desktop version
• Fast searches for locations, events and resources • Easy to view event, location and resource details• Simple event creation – complete all fields on one screen• Quick task viewing and completion on the go• Walk-up scheduling via mobile device
25Live Mobile Features
10/24/17AES Town Hall
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• Review and confirmation/revision of existing− Space Management Principles− Space Management Principles as applied to Cornell Instructional Space− Advance Scheduling Policy re-proposed as Access to Space for Events
o Confirms ability to schedule event spaces after 4:30 on weekdays, on weekends, during breaks, summer, etc. based on group size
− Use of Central Scheduling Toolso Defines rooms that need to be in 25Live
− Fees for Internal Users of Cornell Physical Space
• New in development− Instructional Space Scheduling Policy
o Classes scheduled to encourage fuller use of day and week, meeting pattern compliance, and scheduling order by enrollment (largest first)
Policy Implementation
10/24/17AES Town Hall
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• College Officers Group update meetings • University Mangers Working Group update meetings • ITSG update meetings • SFG/SBG update meetings • AES Advisory Committee• Town Hall meetings and demos• Barb and Casey listening tour• Project team email lists• Project website• Testing team• Training
Stakeholder Engagement
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AES Timeline*
* This timeline is preliminary, and subject to change.
AES Town Hall10/24/17 15
Space Policies:http://dbp.cornell.edu/home/offices/space-planning/resources/
Project website:http://www.it.cornell.edu/spacetools
Email contact:Andy Slusar, Project Manager [email protected]
Resources
AES Stakeholder Meeting6/2/17 16
Questions/Discussion
Thank You