Academic & Event Scheduling Tool & Integrated Workplace Management System Program Implementation. University Managers Work Group November 2, 2017

Transcription

1 Academic & Event Scheduling Tool & Integrated Workplace Management System Program Implementation University Managers Work Group November 2, 2017

2 Topics Academic & Event Scheduling (AES) Tool Implementation Project Update Integrated Workplace Management System (IWMS) Vendor Selection Update Overall Program Implementation Communications, Resources 11/2/17 2

3 Academic & Event Scheduling Tool 11/2/17 3

4 AES Objectives 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 11/2/17 4

5 Related Objectives 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 11/2/17 5

6 AES Vendor Selection: CollegeNET 25Live Meets academic scheduling needs significantly better than primary competitor (EMS) Meets events scheduling needs Supports reporting needs Demonstrated ability to serve as a university-wide integrated solution 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 11/2/17 6

7 Space Management Principles Provides a basis for making consistent decisions about space management throughout the University States that ownership of space begins with the President and Provost and is delegated out to the units, and that accountability for space management begins locally and proceeds upward through organizational hierarchies Space Management Principles as applied to Cornell Instructional Space Defines the Provost as the steward for all instructional space and the final decision-maker regarding best use of instructional space States the need for the provost and deans to work together to optimize the use of these spaces Fees for Internal Users of Cornell Physical Space Policy Implementation Existing, Unchanged Increase access to space or mission-driven activities Promote more efficient use of space Fees for internal users must be justified and approved 11/2/17 7

8 Advance Scheduling Policy re-proposed as Access to Space for Events Confirms ability to schedule event spaces after 4:30 on weekdays, on weekends, during breaks, summer, etc. based on group size Proposed revisions attempt to simplify the overall procedure while emphasizing that this is a general policy regarding access to space for events, and not constrained to advance scheduling issues alone, esp. related to the summer Use of Central Scheduling Tools Policy Implementation Existing, Under Revision Defines rooms that should have been included in R25 Will be updated to reflect 25Live implementation and rooms will be loaded in accordance with this policy Vice Provost with oversight for OUR will provide oversight 11/2/17 8

9 Policy Implementation New in Development Instructional Space Scheduling Policy Classes scheduled to encourage fuller use of day and week, meeting pattern compliance, and scheduling order by enrollment (largest first) Revision discussion led through Associate Deans with Interim Vice Provost for Undergraduate Education stewarding 11/2/17 9

10 Milestone Start Finish AES Contract Signed PO issued Mon 8/30/17 Mon 8/30/17 Implementation Phase I Project Kickoff Wed 10/11/17 Wed 10/11/17 R25 migration to SaaS Tue 9/11/17 Jan-Feb 2018 Upgrade to 25Live Kickoff Feb 2018 Feb 2018 Communication and Campus Readiness Tue 8/8/17 Apr 2019 User Acceptance Testing Aug 2018 Oct-Nov 2018 Roll out Sep 2018 Oct-Nov 2018 Go-Live Oct-Nov 2018 Oct-Nov 2018 Stabilization Period Oct-Nov 2018 Mar Apr 2019 Project Closed Apr 2019 Apr /2/17 10

11 Integrated Workplace Management System 11/2/17 11

12 IWMS Vendor Selection Approach RFP to 4 vendors Evaluated RFP responses, selected finalists (2) Created demo scenarios and scripts Created demo survey Held FM:Systems demos on 9/26-27 Met with Planon to discuss concerns over fit with Cornell Evaluated survey responses Held project leadership vendor consensus meeting Advisory Group and Executive Sponsor Group endorsed proceeding with advanced demonstration/pilots 11/2/17 12

13 Demo Results Vendor Strengths/Weaknesses Cost in Thousands FM:Systems Planon (findings from conference call with vendor) Strengths: Highly configurable Space inventory, indirect cost recovery Best price Higher-ed experience Weaknesses: FASB accounting, mineral rights Strengths: Property management Weaknesses: Inability to support indirect cost recovery this alone is a deal breaker for Cornell. Lack of a graphical user interface with CADD drawings to do queries and maintenance Lack of mineral rights and other real estate functionality Limited ability to add functionality without customization Price $237 $746 11/2/17 13

14 Demo Survey Results Would FM Systems work for Cornell (All Respondents) Might or might not: 7: 29% Definitely yes: 6: 25% Probably yes: 11: 46% 11/2/17 14

15 FM:Systems Pilot Decision Table Determination Action Result FM:Systems is a fit FM:Systems is a partial fit Negotiate contract Implementation SPAR approval Begin implementation Negotiate contract Implementation SPAR approval Implement subset of FM:Systems modules Conduct vendor selection for necessary point solutions Integrate FM:Systems with point solutions One integrated solution that meets Cornell s needs 3-6 month elongation of timeline Multiple solutions must be implemented, integrated and maintained Higher cost Timeline pushed out 6-12 months FM:Systems is not a fit Reissue RFP Consider point solutions (best of breed) Timeline pushed out timeline impact tbd 11/2/17 15

16 IWMS Next Steps Conduct FM:Systems reference checks with peer institutions Create IWMS pilot SPAR and circulate for approval (if needed) Negotiate contract and SOW for pilot (if needed) Facilitate discussion re. Cornell s response to FASB compliance requirements and role of IWMS 11/2/17 16

17 Overall Program Implementation 11/2/17 17

18 Updates at standing meetings: COG,, ITSG, SFG/SBG Advisory Committees Town Hall meetings and demos Project Functional Leads listening tours Project team lists Project website Testing team Training Stakeholder Engagement 11/2/17 18

19 Resources Space policies: Project website: contact: Andy Slusar, Project Manager 11/2/17 19

20 DISCUSSION

21 Thank You