Academic & Event Scheduling Tool & Integrated Workplace Management System Program Implementation College Officers Group November 21, 2017
Topics • Academic & Event Scheduling (AES) Tool Implementation Project Update – Scheduling Policy Review • Integrated Workplace Management System (IWMS) Vendor Selection Update • Overall Program Implementation – Communications, Resources COG 2 11/21/17
Academic & Event Scheduling Tool 11/21/17 COG 3
AES Status Update • Selected 25Live by CollegeNET • Town Hall – 10/24 https://it.cornell.edu/spacetools o • Implementation kicked off mid-Oct • Planned go-live Fall 2018 for events and spring semester class scheduling • Vetting policies related to scheduling COG 4 11/21/17
Policy Implementation – Existing, Unchanged • 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 COG 5 11/21/17
Policy Implementation – Existing, Under Revision • 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? COG 6 11/21/17
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 – planned vote by ADs on 12/21 − VPUE will serve as policy executive COG 7 11/21/17
Integrated Workplace Management System 11/21/17 COG 8
IWMS Vendor Selection • 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 COG 9 11/21/17
IWMS Next Steps • 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 o Partial fit: as above with continued research into point o solutions • Facilitate discussion re. Cornell’s response to FASB compliance requirements and role of IWMS COG 10 11/21/17
Overall Program Implementation 11/21/17 COG 11
Stakeholder Engagement • 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 COG 12 11/21/17
Resources 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 COG 13 11/21/17
DISCUSSION
Thank You
Appendix Slides
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 COG 17 11/21/17
AES – 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 COG 18 11/21/17
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 COG 19 11/21/17
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 COG 11/21/17 20
IWMS Demo Results Vendor Strengths/Weaknesses Cost in Thousands FM:Systems Strengths: $237 • Highly configurable • Space inventory, indirect cost recovery • Best price • Higher-ed experience Weaknesses: • FASB accounting, mineral rights Planon Strengths: $746 • Property management ( findings from Weaknesses: conference call • Inability to support indirect cost recovery – this alone is a deal with vendor) 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 COG 21 11/21/17
IWMS Demo Survey Results Would FM Systems work for Cornell (All Respondents) Definitely yes: 6: Might or 25% might not: 7: 29% Probably yes: 11: 46% COG 22 11/21/17
FM:Systems Decision Table Determination Action Result • • FM:Systems is a Negotiate contract One integrated solution • fit Implementation SPAR approval that meets Cornell’s needs • • Begin implementation 3-6 month elongation of timeline • • FM:Systems is a Negotiate contract Multiple solutions must be • partial fit Implementation SPAR approval implemented, integrated • Implement subset of FM:Systems and maintained • modules Higher cost • • Conduct vendor selection for Timeline pushed out 6-12 necessary point solutions months • Integrate FM:Systems with point solutions • • FM:Systems is not Reissue RFP Timeline pushed out • a fit Consider point solutions (best of timeline impact tbd breed) COG 11/21/17 23
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