1. Room Booking Implementation Faculty Building
Information session and demo
Danielle Nichols – Project Manager
Lee Jenner – Change Manager

2. Name of presentation
27 November, 2018
Project Objectives
Implement a new College-wide system for booking meetings, providing a single source of room availability and a single method for booking meetings across College.
Departments that share their rooms benefit from being able to book rooms across College. Everyone will be using the same booking system, saving time and increasing the visibility of available rooms.
Phased roll-out with long term goal of including:
all campuses
all rooms suitable for meetings (i.e feasibility of integration with Celcat/Kx)
The aim of the Room Booking project is to implement Planon as the College-wide system for booking meeting rooms. We hope that this will cover all meeting rooms across all campuses. This will provide a single-source of room availability and a single method for booking meetings.
Although the system implementation is integral to the project’s success, we anticipate that this will be simpler than the College-wide change to move towards wider space sharing.

3. Project Phases Meeting rooms Book rooms used exclusively for meetings
Name of presentation
27 November, 2018
Project Phases
Phase 1
Meeting rooms
Book rooms used exclusively for meetings
Phase 2
Replace ICLIS
Investigate feasibility of booking teaching and events rooms
Decision
Decision and approval required to proceed to phases 3 and 4
Phase 3
Search for available teaching and events rooms
Phase 4
Book teaching and events rooms for meetings
The aim of the Room Booking project is to implement Planon as the College-wide system for booking meeting rooms. We hope that this will cover all meeting rooms across all campuses. This will provide a single-source of room availability and a single method for booking meetings.
Although the system implementation is integral to the project’s success, we anticipate that this will be simpler than the College-wide change to move towards wider space sharing.

4. Phase 1 Rollout June July August August - September
Name of presentation
27 November, 2018
Phase 1 Rollout
June
July
August
August - September
2 weeks
4 weeks
1-2 weeks
Monitoring & teething issues
Launch of College-wide comms
Targeted comms to departments
ICT, Mechanical Engineering
Faculty Building
Academic depts., rolling in logical groupings
Sherfield Building, Library, Operational Excellence

5. Name of presentation
27 November, 2018
Phase 1 Rollout
As each department is brought into the new room booking system:
Rooms owned by the department are setup for booking through Outlook and Planon
Room names change
Permission to book and view calendar is opened up for self-service booking according to room type (restricted, shared, open, moderated)
All staff in the department are given permission to book via Outlook and Planon
Restricted rooms owned by the department
All shared rooms if the department is sharing
All open rooms
The aim of the Room Booking project is to implement Planon as the College-wide system for booking meeting rooms. We hope that this will cover all meeting rooms across all campuses. This will provide a single-source of room availability and a single method for booking meetings.
Although the system implementation is integral to the project’s success, we anticipate that this will be simpler than the College-wide change to move towards wider space sharing.

6. Types of Rooms Open to all staff Shared Moderated Restricted
Name of presentation
27 November, 2018
Types of Rooms
All staff with a College ID and login will be able to book these rooms directly.
Open to all staff
Staff, whose department has put a shared room in the system, will be able to book other department’s rooms that have also shared.
Shared
Staff will be able to request these rooms, which are approved or rejected by a departmental moderator.
Moderated
Only staff in the restricted department(s) will be able to book these rooms.
Restricted
One of the goals of introducing a new room booking system is to facilitate better sharing of space across the College. However, recognising the complexities of the estate and its varied uses, rooms can have the following properties:

7. What will change? Booking through Outlook:
Name of presentation
27 November, 2018
What will change?
Booking through Outlook:
Self service. No longer a handful of people who book for others.
You must invite the room from your own calendar or a shared calendar. Booking directly into the room’s calendar won’t be allowed. (Shared calendars need permissions granted.)
Two confirmations (first from Outlook, second from Planon). If moderated, a third confirms or rejects.
Planon:
Search for and book rooms across College
Booking from Planon results in a room booking only. Create another Outlook meeting to invite people.
View list of all your bookings and their status.

8. Phase 1 Rollout Demo of booking in Outlook
Name of presentation
27 November, 2018
Phase 1 Rollout
Demo of booking in Outlook
Demo of Planon (planon.imperial.ac.uk)
Download the room booking user guide for details and screen shots
The aim of the Room Booking project is to implement Planon as the College-wide system for booking meeting rooms. We hope that this will cover all meeting rooms across all campuses. This will provide a single-source of room availability and a single method for booking meetings.
Although the system implementation is integral to the project’s success, we anticipate that this will be simpler than the College-wide change to move towards wider space sharing.

9. When to use Outlook or Planon
Using Outlook or Planon has different advantages:
Quickly book or request familiar rooms, from your department’s group.
Manage the whole meeting from one appointment e.g. invitees, attachments.
Easily create and manage a series of recurring bookings.
Use search functionality, including location, capacity and room facilities, to find and book suitable meeting rooms.
View a list of your upcoming room bookings (including those made in Outlook).
Use the ‘ICLIS’ gadget to search for teaching rooms, view their availability and find contact details.

10. Faculty Building Rooms
Name of presentation
27 November, 2018
Faculty Building Rooms
Room
New room calendar name
Room type
Notes
3.10
ICFB (8), shared
shared
3.11
ICFB (8), shared
3.19
ICFB (10), shared
3.16A
ICFB a (6), moderated
moderated
Priority use by HR
4.20 (Boardroom)
ICFB (20), restricted, moderated
restricted moderated
Priority use by President
Room names will change, new calendars will be created in Outlook
Rooms will be added to the growing pool of shared rooms
Room Bookings website shows shared rooms
A page will be added for Faculty Building
Boardroom will retain current restrictions on booking
The aim of the Room Booking project is to implement Planon as the College-wide system for booking meeting rooms. We hope that this will cover all meeting rooms across all campuses. This will provide a single-source of room availability and a single method for booking meetings.
Although the system implementation is integral to the project’s success, we anticipate that this will be simpler than the College-wide change to move towards wider space sharing.

11. Faculty Building People
Name of presentation
27 November, 2018
Faculty Building People
People
All staff members in all the departments in the building will get access (whether they sit in the building or not)
Will be able to book all shared, moderated (if not also restricted) and open rooms
Distribution lists are used to maintain permissions
Departments
Central Secretariat,
Strategic Planning
Comms & Public Affairs
Enterprise
Finance Division
FoE Faculty Office
FoM Faculty Office
FoNS Faculty Office
HR & Organisational Change
President's Office
Provost's Office
The aim of the Room Booking project is to implement Planon as the College-wide system for booking meeting rooms. We hope that this will cover all meeting rooms across all campuses. This will provide a single-source of room availability and a single method for booking meetings.
Although the system implementation is integral to the project’s success, we anticipate that this will be simpler than the College-wide change to move towards wider space sharing.

12. Faculty Building People
Name of presentation
27 November, 2018
Faculty Building People
Role or shared accounts
Must be setup specifically (can only use Outlook, not Planon)
Department
Role account
Security Services, Reception HR
FoE
To add a shared account please
The aim of the Room Booking project is to implement Planon as the College-wide system for booking meeting rooms. We hope that this will cover all meeting rooms across all campuses. This will provide a single-source of room availability and a single method for booking meetings.
Although the system implementation is integral to the project’s success, we anticipate that this will be simpler than the College-wide change to move towards wider space sharing.

13. Name of presentation
27 November, 2018
Existing Bookings
Existing bookings will be copied to the new room calendars
Maximum booking period is one year for 3.10, 3.11, 3.19, 3.16a and five years for 4.20
All recurring bookings will be entered as individual bookings, to ensure that any changes to individual occurrences are captured
Rooms will be invited to meetings created by either
Faculty Rec (3.10, 3.11, 3.19, 4.20 )
HR Moderation Requests (3.16a)
In future, if one of these bookings needs to be cancelled or modified:
the role account to ask them to cancel the existing booking
Enter a new booking from your own account if required
The aim of the Room Booking project is to implement Planon as the College-wide system for booking meeting rooms. We hope that this will cover all meeting rooms across all campuses. This will provide a single-source of room availability and a single method for booking meetings.
Although the system implementation is integral to the project’s success, we anticipate that this will be simpler than the College-wide change to move towards wider space sharing.

14. Access Process Name of presentation 27 November, 2018
When staff arrive to attend a meeting, they will show their ID at reception and provide the name of the meeting or the organiser.  If these are correct, reception staff will allow them into the building.  Reception staff will view the room calendar in Outlook to see what meetings are booked and who organised them.
For external attendees, the meeting organiser must faculty.rec with a list of external attendees and instructions for their arrival which will be one of:
Ask them to wait in reception
Call <name> on <extension>
Send them up to <room/area>
When external attendees arrive at reception, if they are on the list provided, the instructions will be followed.  If there is no list or the person is not on the list, reception will contact the organiser and ask the person to wait in reception.  If the organiser cannot be reached by phone, reception will them to let them know a person is waiting in reception.
The meeting organiser must keep a list of external attendees and monitor their attendance for health and safety reasons.   Building reception will no longer be responsible for this activity. 

15. Find out more Room bookings website www.imperial.ac.uk/room-bookings
Name of presentation
27 November, 2018
Find out more
Room bookings website
Project website
Project