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

2. 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

3. 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
Space Study
Quest for funding
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

4. ITSG Meeting
11/14/17

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

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

13. Resources Space policies: Project website: Email contact:
Project website:
contact:
Andy Slusar, Project Manager
ITSG Meeting
11/14/17

14. DISCUSSION

15. Thank You