Academic & Event Scheduling Tool & Integrated Workplace - - PowerPoint PPT Presentation

Academic & Event Scheduling Tool & Integrated Workplace Management System Program Implementation

College Officers Group November 21, 2017

• Academic & Event Scheduling (AES) Tool Implementation

Project Update

– Scheduling Policy Review

• Integrated Workplace Management System (IWMS) Vendor

Selection Update

• Overall Program Implementation – Communications, Resources

Topics

COG 11/21/17 2

Academic & Event Scheduling Tool

11/21/17 COG 3

• Selected 25Live by CollegeNET
• Town Hall – 10/24
• https://it.cornell.edu/spacetools
• Implementation kicked off mid-Oct
• Planned go-live Fall 2018 for events and spring semester

class scheduling

• Vetting policies related to scheduling

AES Status Update

11/21/17 COG 4

• 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

− Increase access to space or mission-driven activities − Promote more efficient use of space − Fees for internal users must be justified and approved

Policy Implementation – Existing, Unchanged

11/21/17 COG 5

• 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

− 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 over OUR will serve as policy executive

• Event Registration Form (formerly UUP)

− Business analysis – how can we manage risks identified and managed through the Event Registration process through 25Live workflow?

Policy Implementation – Existing, Under Revision

11/21/17 COG 6

• 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 – planned vote by ADs on 12/21 − VPUE will serve as policy executive

Policy Implementation – New in Development

11/21/17 COG 7

Integrated Workplace Management System

11/21/17 COG 8

IWMS Vendor Selection

COG 11/21/17 9

• RFP to 4 vendors
• Evaluated RFP responses, selected finalists (2)
• Held proposal demo with one (FM:Systems), other

cancelled based on concerns over fit raised after proposal evaluation

• Survey analysis, leadership consensus meeting
• Advisory Group and Executive Sponsor Group

endorsed proceeding with further testing of finalist

• Reference checking in process

• Finalize FM:Systems reference checks
• Further Testing, on-site (11/28)

Proceed according to full or partial fit

• Full fit: final negotiation, contract, begin implementation
• Partial fit: as above with continued research into point

solutions

• Facilitate discussion re. Cornell’s response to FASB

compliance requirements and role of IWMS

IWMS Next Steps

11/21/17 COG 10

Overall Program Implementation

11/21/17 COG 11

• Updates at standing meetings: COG, UMWG, ITSG,

SFG/SBG, UFDs

• Advisory Committees
• Demos and Town Hall meetings
• Project Functional Leads listening tours
• Project team email lists
• Project website
• Testing team
• Training

Stakeholder Engagement

11/21/17 COG 12

Space policies:

http://dbp.cornell.edu/home/offices/space-planning/resources/

Project website:

http://www.it.cornell.edu/spacetools

Email contacts:

Andy Slusar, Project Manager aslusar@cornell.edu IWMS project: facilitiesinventory@cornell.edu AES project: cu25live@cornell.edu

Resources

COG 11/21/17 13

DISCUSSION

Thank You

Appendix Slides

• 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

11/21/17 COG 17

• 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

AES – Related Objectives

11/21/17 COG 18

• 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

AES Vendor Selection: CollegeNET 25Live

COG 11/21/17 19

11/21/17 20 COG

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 2019

IWMS Demo Results

COG 11/21/17 21

Vendor Strengths/Weaknesses Cost in Thousands FM:Systems Strengths:

• Highly configurable
• Space inventory, indirect cost recovery
• Best price
• Higher-ed experience

Weaknesses:

• FASB accounting, mineral rights

$237 Planon (findings from conference call with vendor)

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

$746

IWMS Demo Survey Results

11/21/17 COG 22

Definitely yes: 6: 25% Probably yes: 11: 46% Might or might not: 7: 29% Would FM Systems work for Cornell (All Respondents)

FM:Systems Decision Table

11/21/17 COG 23

Determination Action Result FM:Systems is a fit

• Negotiate contract
• Implementation SPAR approval
• Begin implementation
• One integrated solution

that meets Cornell’s needs

• 3-6 month elongation of

timeline FM:Systems is a partial fit

• Negotiate contract
• Implementation SPAR approval
• Implement subset of FM:Systems

modules

• Conduct vendor selection for

necessary point solutions

• Integrate FM:Systems with point

solutions

• 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