Academic & Event Scheduling Tool & Integrated Workplace Management System Program Implementation ITSG Meeting November 14, 2017

Brief History/Overview AES Update IWMS Update Questions / Discussion Meeting Outline Brief History/Overview AES Update IWMS Update Questions / Discussion ITSG Meeting 11/14/17

Brief Project History 2012-2013 Space Study 2013-2015 2016 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 funding 2013-2015 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 ITSG Meeting 11/14/17

ITSG Meeting 11/14/17

Success Criteria User adoption of the central University systems 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 ITSG Meeting 11/14/17

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. Increase confidence in data reported to Federal and State authorities Substantiation of indirect cost recovery ITSG Meeting 11/14/17

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 ITSG Meeting 11/14/17

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 ITSG Meeting 11/14/17

25Live Upgrade Needs Analysis, System Configuration AES Timeline* Testing Complete 10/1/2018 Project Close 25Live Upgrade Kickoff Go-live 3/29/2019 1/8/2018 10/21/2018 2017 Nov 2018 Mar May Jul Sep Nov 2019 Mar Today 11/5/2017 25Live Upgrade Needs Analysis, System Configuration 7/27/2018 User Acceptance Testing 8/5/2018 10/1/2018 Cutover 10/14/2018 10/19/2018 10/22/2018 Stabilization 3/29/2019 * This timeline is preliminary, and subject to change. ITSG Meeting 11/14/17

IWMS Vendor Selection Approach RFP to 4 vendors Evaluated RFP responses, selected finalists (2) 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 ITSG Meeting 11/14/17

IWMS Demo Results 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) Property management 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 ITSG Meeting 11/14/17

Stakeholder Engagement Updates at standing meetings: COG, UMWG, ITSG, SFG/SBG Advisory Committees Town Hall meetings and demos Project Functional Leads Outreach Project team email lists Project website Testing team Training ITSG Meeting 11/14/17

Resources Space policies: Project website: Email contact: 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 ITSG Meeting 11/14/17

DISCUSSION

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