Charge A “Centralized Reservations System & Website”

ChargeA “CentralizedReservations

System & Website”

Committee Members:

Ruth Hamilton (Exec. Dir., Graham Center) Co-ChairGitta Montoto (Chief of Staff, Office of the Provost) Co-ChairElias Bardwil (Dir. BBC Recreation)Marco Benitez, (Dir. Facilities Administration)Penny Butler, (Asst. Dir. BBC Operations, Office of the CIO)Julissa Castellanos (Dir. of Operations, Office of the Vice Provost BBC)Alexander Fals (Assoc. Dir. Risk Management, Facilities Administration)Alexis Fulks (Asst. Dir. Student Affairs, Campus Life)Heath Glick (Chief of Staff, Athletics)Maxine Hylton (Dir. Student Affairs, Graham Center)Sandra Jimenez (Dir. Uni. Relations, Community Relations and Special Events) Scott Jones (Dir. Student Affairs, Wolfe Center)Jeff Krablin (Assoc. Vice President, Office of Business Services)Sanyo Mathew (Assoc. Dir. Uni. Comp. Syst., Graham Center)Marta Perez (Dir. Institutional Planning, Office of Classroom Management)Fleta Stamen (Sr. Uni. Counsel, General Counsel)Adriana Ares Trespalacios (Asst. Dir. Bldg. Oper., Graham Center)Vanessa Vazquez (Coord. Event Planning, Graham Center)Ayana Wilson, (Asst. Dir. Campus Life)

CENTRALIZED RESERVATION AND WEBSITE TASK FORCEPhase I – Exploratory - Recommendations

Gitta Montoto Co-Chair

Subcommittee Inventory of outdoor and indoor spaces Standardized rental ratesChair: Marco Benitez

Subcommittee Standard scheduling

software Website design and content Maintenance and updating Chair: Jeff Krablin

• Benchmarking• Collection of Data • Assessment• Analysis

Ruth HamiltonCo-Chair

Charge:• Create an inventory of outdoor, indoor spaces w/potential for reservations• Identify a standard scheduling software • Develop an umbrella policy and procedure• Develop website design and content• Implement a centralized reservations website

Subcommittee Umbrella Policy/procedure Operations model: Initial

revision and approval process

Chair: Gitta Montoto

May 30th 2013

Forum Facility managers/stakeholders

Research For

Solutions andAlternatives

PHASE I - EXPLORATORY

Approval by Operations Committee and Deans Advisory Council

Recommendations to Provost & CFO

Task force gathers feedback from stakeholders

Douglas Wartzok, Provost & Executive Vice PresidentKenneth Jessell, Sr. Vice President & CFO

• Analyze and prioritize charge/directives from Provost and CFO offices

• Identify funding sources

• Define strategies

• Establish timeline

• Collaboration and partnerships

• Roll up our sleeves and, as Dr. Rosenberg states, “Hit the Ground Running”

and we will be “Worlds Ahead” on central space reservations

CENTRALIZED RESERVATIONS AND WEBSITE TASK FORCE

PHASE II - IMPLEMENTATION

May 30th 2013

Formation of task force Formation of subcommittees Subcommittees at work (benchmark, research, gather data, etc.)

Subcommittees at work (benchmark, research, gather data, etc.) May – Forum with stakeholders and facility managers June – Draft report Send recommendations to Provost & CFO July – Directive to proceed

Partial implementation Posting of umbrella policy and procedure Selection/purchase of system and development of reservations website

Completion of website design and content

Full implementation

Spring 2013

Summer2013

Fall2013

Spring2014

Summer 2014

TIMELINE

May 30th 2013


A centralized and streamlined process (web based system) for handling all reservations, managing events, resource allocation and billing.

Showcases all available venues for reservations Offers online request and self service reservations Markets and promotes University facilities Optimizes the use of facilities and improves utilization Adds value to event sponsors Generates increased revenues

A complete inventory of indoor and outdoor facilities and space available for events. Real-time space utilization and calendar system. Possible integration with current software and tools currently in use at FIU. Standardized forms, documents, rates and terms and conditions for use of space on

campus. Clear policies and procedures regarding use of space on campus.

CENTRALIZED RESERVATION AND WEBSITE TASK FORCE

BENEFITS

May 30th 2013


Benchmarked universities Researched major software systems

Leaders include EMS, 25 Live and Ungerboeck Salient features include:

General room and academic scheduling Event management including billing, accounts receivable, CRM and

reporting Online reservations, facility information and registration management Master calendar Integration with multiple systems

Finalizing comprehensive list of critical needs Testing environments currently active

May 30th 2013

Standard Scheduling Software and Website Design, Content and Marketing


Inventory of outdoor and indoor spaces & Standardized Rental Rates

Inventory: 319 spaces have been identified and added to the dataset. Collected information: campus, building, room number, floor, SQF, capacity,

department, facility manager, restrictions, reservation process, other. “Claim your space” process Market benchmark: event and hotel comparable space

20 locations within 5 miles from FIU 15 locations within 10 miles from FIU

Parking facilities per campus MMC campus: 5,335 parking spaces BBC & ENG: TBD

May 30th 2013

Policy/Procedure: Creating a university-wide umbrella policy and procedure to ensure efficient

use of non-academic space and accountability Guaranteeing highest priority is given to the University’s educational mission Recognizing existing University policies (i.e. Environmental Mgmt., Access

Controls for University Buildings and Facilities, Firearms and Dangerous Weapons, IT Security) and regulations (i.e. Demonstrations, Smoke and Tobacco-Free Campus, Commercial Solicitation and Advertising) under one Use of Space umbrella policy

Operations Model: Developing a process that

• takes advantage of central reservations as a “booking engine”• maintains the facility manager’s autonomy • is customer friendly and facility manager oriented


May 30th 2013

Policy/Procedure and Operations Model

Documents

Charge A “Centralized Reservations System & Website”