1. Room Booking Implementation Project
Name of presentation
5 December, 2018
5 December 2017
Room Booking Implementation Project
Project Update
Danielle Nichols – Project Manager
Lee Jenner – Change Manager
Caroline Cabraal – Portfolio Manager
Radhika Kamaraj – Business Analyst

2. Agenda The Room Booking Project background - DN Objectives Scope
Name of presentation
5 December, 2018
Agenda
The Room Booking Project background - DN
Objectives
Scope
How will the system and processes work – LJ, CC
Book a room in Planon
Book a room in Outlook
Proposed roll-out plan - DN
Practicalities- LJ
Questions

3. 1) Room Booking Implementation Project
Name of presentation
5 December, 2018
1) Room Booking Implementation Project
Background
Objectives
Scope

4. Name of presentation
5 December, 2018
Project Objectives
Implement a new system for booking meetings - Planon
Phased implementation with long term goal of including:
all campuses
all rooms suitable for meetings
rooms designated as primarily for meetings, teaching and events
rooms in support services and academic departments
Providing a single source of room availability and a single method for booking 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.

5. Limited visibility of rooms & availability
Current landscape
Name of presentation
5 December, 2018
13+ systems
Limited visibility of rooms & availability
WRB end of life
17+ hours / week 1
Project Benefits
Single source of truth
Time savings
Current landscape. There’s at least 13 different ‘systems’ used – use this word loosely. This means there is very limited visibility of rooms and what may be available, leading to the time consuming and frustrating process that we’ve all experienced. A survey to the PA & Admin network showed that members are spending on average 17 hours of their week trying to book rooms. The WRB system that can be used to book SALC and some Sherfield rooms is no longer supported and is end of life.
Reduce by at least 50% the effort associated with room booking:
Reduce time spent on room bookings from 17 to 8.5 hours/week.
Reduce anecdotal feedback regarding ‘pain points’ in system. (200 comments received, categorised into 12 key categories.)
1 mechanism to locate and request c.389 shared spaces
3 systems which hold bookings (Planon, Celcat, Kx)
Indirect benefits
A single source of truth will indirectly unlock the potential to:
Re-purpose College space for the benefit of the academic mission
Avoid costs associated with hiring external spaces

6. Project Scope Phase 1 Meetings Teaching Events Name of presentation
5 December, 2018
Project Scope Phase 1
There are 626 shared spaces in College…
Meetings
Planon
Teaching
Celcat
Events Kx
Existing data feed
Booking system
Activity type
Meetings A - General purpose meeting rooms
Meetings B – Specialist meeting rooms with restricted access
Teaching Rooms
Events Rooms
Room type
127 rooms
18 rooms
434 rooms
47 rooms
The definitive list of Shared Spaces in College is held in Imperial College Location Inventory System (ICLIS).
To give you a sense of the scope of the project, there are 626 shared spaces in College. Along the top you can see the three activity types which take place in these spaces, categorised as meeting, teaching and events. All Teaching activity will continue to be booked using Celcat and all Events activity will continue to be booked using Kx. This project introduces a new system, Planon, for booking meetings.
In the current phase of the project we will only be implementing a system for booking meetings in meeting rooms. Integration with Celcat and Kx will be much later and will open up teaching and events spaces for meetings.

7. Meetings Teaching Events
Name of presentation
5 December, 2018
Project Scope Phases 1-4
…389 of these could potentially be included in the project
Meetings
Planon
Booking system
Activity type
The feasibility and cost of bi-directional data feeds between Planon/Kx/Celcat will be explored at the end of Phases 1 & 2
Meetings
Teaching
Events
Room type
This slide just shows meeting activity and the types of rooms they could be booked in. We think of the 626 shared spaces, 389 of those are in the scope of this project in the long term.
Including teaching or events spaces will require building feeds between Celcat / KX and Planon, and we don’t yet know whether this is feasible. Therefore the first phases of the project that we’re committed to are just looking at Meeting rooms spaces.

8. Design & Process workshops
Name of presentation
5 December, 2018
Activity since December 17
Design & Process workshops
Design Meetings with Planon
Individual meetings with departments
Design workshops
Working group of volunteers from across College
With limited knowledge of Planon’s capabilities, how would we like it to work
Design Meetings with Planon
Starting with outputs from our design workshops, how will it actually work
Took back a few questions to the working group
Functional specification written
Individual meetings with departments
Gather details of rooms and people to be setup in Planon
Developing rollout plan

9. 2) How will it work? Name of presentation 5 December, 2018
The Planon demonstration is of the prototype prior to our custom configuration.
The presentation slide deck includes screen shots so people who cannot attend the live demonstration can see what the screens look like. We are not going to demonstrate the integration between Outlook and Planon today but will explain how it works as we proceed.

10. Open Restricted Moderated Room types To all staff
Name of presentation
5 December, 2018
Room types
Open
To all staff
Once their department has been onboarded
Restricted
To a department or list of departments
Uses department in global address list
Moderated
Every request needs to be approved
There are three options for setting up rooms.
Open is the default. All staff will be able to book the room, once their department has started using Planon.
Restricted is for rooms which are not suitable for sharing more widely. Often this is due to their physical location, such as being embedded with labs. Only staff in the named departments will be able to book the room.
Moderated rooms can be requested and a moderator must approve or reject each request. This is used for rooms that have a specific purpose where a moderator who knows the local situation and can view the entire booking calendar before making a decision.

11. Two ways to book – using Planon or Outlook
Name of presentation
5 December, 2018
Two ways to book – using Planon or Outlook
Search for rooms that meet your criteria, view room details
Check room availability for known rooms
Book room
Book room
Request room (if moderated)
Request room (if moderated)
Approve or decline request (moderate)
Amend or cancel bookings made in Outlook
Amend or cancel bookings made in Planon
Planon is the new booking system.
It is fully integrated with Outlook (or Office365).
You can create bookings in either Planon or Outlook and they appear in both.
They do work differently.
In Planon, you make a room booking only. You need to create a separate Outlook meeting to invite attendees and add a full description. The benefit of Planon is the search facility and the room details. When you are looking for a room that you are not familiar with, use Planon to find it. You can then either book in Planon or Outlook.
In Outlook you can create one meeting and invite the room and all the attendees.
If a room is moderated, it will be approved using Planon.
Amendments and cancellations should always be done in the system where the booking was originally created.

12. Demo room booking in Planon
Name of presentation
5 December, 2018
Demo room booking in Planon
Searching for an available room
Enter your meeting details and search criteria
Planon returns a list of available rooms that you are able to book
Meeting details
Search criteria
Shot of meeting details (mock up)
Shot of selection criteria in Planon (mock up)
These mock ups of the screens show the fields that will be available with our configuration of Planon

13. Demo room booking in Planon
Name of presentation
5 December, 2018
Demo room booking in Planon
Selecting a room
Before you select a room, look at the room details for information about suitable use of the room, how to get access, facilities, photo and more
Select a room by clicking on the row
Press Continue and the room is now reserved
Important – check the room details before you book a room you are not familiar with

14. Demo room booking in Planon
Name of presentation
5 December, 2018
Demo room booking in Planon
Creating a recurring meeting
You can replicate the booking to create a series of recurring meetings
Maximum of one year from the initial meeting date

15. Demo room booking in Planon
Name of presentation
5 December, 2018
Demo room booking in Planon
Integration with Outlook
Planon will create a booking in the Outlook calendar for the room and invite the Requestor.
Multiple bookings will be created for recurring meetings.
Requestor now creates another meeting in Outlook to invite attendees and provide meeting description
Moderation
If the room is moderated – the status is Pending and you must wait for a confirmation before the booking is confirmed.

16. Demo room booking in Outlook
Name of presentation
5 December, 2018
Demo room booking in Outlook
Create a new meeting

17. Demo room booking in Outlook
Name of presentation
5 December, 2018
Demo room booking in Outlook
Invite the room

18. Demo room booking in Outlook
Name of presentation
5 December, 2018
Demo room booking in Outlook
Invite the room using “Add Rooms”
You are able to see and select rooms that you are not able to book
Rooms appear in alphabetical order. You can start typing or scroll down the list.

19. Demo room booking in Outlook
Name of presentation
5 December, 2018
Demo room booking in Outlook
Invite the room using Room List
Select a room list
Tick the room you want
Go back to Appointment

20. Demo room booking in Outlook
Name of presentation
5 December, 2018
Demo room booking in Outlook
Invite other attendees and add notes
Save and send
Outlook Room accepted
Outlook Room declined
Planon – Booking Confirmed or Pending moderation
Planon – Moderator accepted or rejected
When you save and send the meeting, an invitation is sent to the room in Outook and a request is sent to Planon.
If you are able to book the room
Outlook will respond with a confirmation. This is not a confirmed booking. Only the from Planon confirms the booking.
Planon will send a confirmation if the room is available and not moderated. Then your booking is confirmed.
If the room is moderated, Planon sends an to say your booking is Pending. Once the moderator approves or rejects you will receive an to let you know the final status.
If you are not able to book the room
Outlook will decline the invitation.

21. Moderated Rooms Name of presentation 5 December, 2018
If the moderator does not respond:
If the moderator does not respond for 3 days, the system can will send a reminder to the moderator.
After 7 days the request will be automatically approved. A warning will be sent to the moderator the day before.
Central team will run reports tracking moderation response times and reasons for rejection.
If the date/time is changed by the Requestor:
If a change of date/time is made to a reservation in a moderated room, the status of the booking changes to pending and the moderator will have to approve the change.

22. Restricted Access Name of presentation 5 December, 2018
From the user’s perspective
Access to a room can be restricted by department or collection of departments only.
When someone searches for rooms in Planon they will only see rooms in the groups they belong to.
When someone searches for rooms in Outlook they will be able to see all the rooms but if they are not in a group able to request the room, the room will decline their invitation automatically.
System rollout
Departments will get access as their rooms are on-boarded.

23. Amend or cancel a booking
Name of presentation
5 December, 2018
Amend or cancel a booking
Amendments and cancellations should always be made in the same system as the original booking.
In Outlook, initially created in Outlook
If you uninvite the room in Outlook, the reservation in Planon is cancelled.
Inviting a new room with create a new reservation in Planon.
If you change description, date/time or extend time, the reservation in Planon is also updated.
If a change of date/time is made to a reservation in a moderated room, the moderator will need to approve the change. You no longer have a confirmed booking.
If you change from a non-moderated room to a moderated room, the approval process will be triggered.
If you change from a moderated room to a non-moderated room, no approvals or notification to the moderator are triggered.
Editing a series made in Outlook will update all of the reservations in Planon.
In Outlook, initially created in Planon
If a reservation is initially made in Planon, you will not be able to modify it in Outlook. You must make changes in Planon.
In Planon, initially created in Outlook
If a booking is initially made in Outlook, you could extend the booking or change the room using Planon. You will not be able to move the reservation to a new timeslot.
If room is changed in Planon, the Requestor will receive an . The Outlook meeting will still include the old room and the Requestor will have to rectify this.
Planon only notifies the organiser of changes, not any other attendees.
In Planon, initially created in Planon
Changes are updated in the room calendar and the Requestors calendar. The Requestor should then update the Outlook meeting they created to inform attendees.
If a recurring meeting was initially created in Planon, changes must be made to each occurrence.

24. Demo amend a booking in Planon
Name of presentation
5 December, 2018
Demo amend a booking in Planon
My Bookings
View the list of all your bookings
Select the one you want to modify

25. Demo amend a booking in Planon
Name of presentation
5 December, 2018
Demo amend a booking in Planon
Edit booking
Make changes

26. Asking someone else to move
Name of presentation
5 December, 2018
Asking someone else to move
Once a booking is confirmed it cannot be cancelled without agreement from the Requestor
You will be able to see who has booked the room in Outlook and Planon.
If you require the room, you must contact the Requestor and make arrangements by phone or for them to move to an alternate room.

27. Types of users Name of presentation 5 December, 2018 All Staff can:
Book rooms
Department Superusers can:
Maintain room details (inventory/facilities, access info, catering info, etc.)
Use back office part of Planon to edit and cancel reservations for their own department’s rooms
They cannot maintain lists of superusers or moderators for their department.
Students
Students will not be able to book meeting rooms themselves, in the initial implementation. We may extend this in later phases. This is due to the complications involved in tagging student records with the correct department and type in order to give them the appropriate access.
Moderators can:
Accept or reject room booking requests
Central System Administrators can:
Create moderator groups and add/remove people
Give people superuser access
They have full access to the system
Room Booking central owner
We have confirmation that a central room booking owner will sit in Estates & Facilities

28. 3) Proposed Rollout Plan
Name of presentation
5 December, 2018
3) Proposed Rollout Plan

29. Phases 1 & 2 Room Booking System Implementation Approach (draft)
Name of presentation
5 December, 2018
Phases 1 & 2 Room Booking System Implementation Approach (draft)
Mid-May
Early-June
Early-July
July & August
2 weeks
4 weeks
1-2 weeks
Monitoring & teething issues
Launch of College-wide comms
Targeted comms to departments
Sherfield, one ‘early adopter’ dept.
Sherfield Building
Faculty Building
Academic depts., rolling in logical groupings
One academic dept. ‘early adopter’ if possible
ICLIS room data
All departments’ phase 1 & 2 rooms (i.e excludes any teaching/events rooms)
All departments’ phase 1 & 2 rooms
View-only access to ICLIS data
“Open” rooms
View only access to ICLIS data for all staff

30. What if something is broken Support
Name of presentation
5 December, 2018
4) Practicalities
Room access
Etiquette
What if something is broken
Support
Room access
There is a separate stream of work in the College Space Sharing Programme which is looking at opening up access to all staff where there are no hazards, confidentiality or data protection issues. There will be some areas where it is not possible to have access for all staff during working hours. In some cases we are hoping to make arrangements so that single day access can be granted in an efficient way. In other cases, bookers will need to make arrangements with a named contact in the room details. This is one of the reasons it will be important to check the room details before you book a room you are unfamiliar with.
There are also a number of rooms that have key or code access on the room doors. We will be asking the access workstream to modify those rooms before they can be made available to share.
Etiquette
As we have been meeting with departments, a number of concerns have been raised about the behaviour of people booking and using space in other departments. Many people, it seems, book space and then do not show up. People who do show up are often disruptive to the staff and students working near the meeting rooms, expecting them to provide support with AV, lighting, pens, etc. They can also be very noisy outside the room prior to and after the meeting.
We will be organising a workshop to agree a rules of etiquette and expectations. Anyone is welcome to join this discussion so please the project team to express an interest. Once agreed, we will embark on a campaign to communicate these expectations and change behaviours.
What if something is broken
Another concern raised by many departments is about the issue of broken equipment in the meeting rooms. If the room becomes a shared facility, who reports issues and who pays to fix them.
Two strands of work are looking to address this. One will introduce the ability to quickly and easily report a problem anonymously. Once we have this in place, it will be the responsibility of anyone who notices a problem to report it, in any room across College. A second strand of work is looking into an integrated room support model. This would put the cost of room maintenance and refurbishment in a central, non-departmental budget.
For the time being, the risk is a shared one as everyone who is sharing is in the same boat as far as maintenance of their rooms goes.
Support
The integrated room support project will also introduce a standard set of equipment and a central support function for the use of equipment in rooms.
For now, we will set the expectations that if you are using a new room you need to prepare yourself in advance and not rely on the staff who happen to be sitting nearby.

31. Find out more Name of presentation 5 December, 2018 Visit the website:
the project team:
Newsletter:
First issue w/c 4th December
Initial circulation to known room booking contacts, DOMs, FOOs, and PA Network

32. Name of presentation
5 December, 2018
4) Questions