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

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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

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• 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

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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

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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

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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

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• 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

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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

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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.

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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 aslusar@cornell.edu

Resources

AES Stakeholder Meeting6/2/17 16

Questions/Discussion

Thank You