1. If You Build It, Will They Come? A Software Implementation Becomes a Catalyst for Organizational Change CUMREC 2003

2. 2 Anne Manning Project Manager Information Services Wellesley College amanning@ wellesley.edu Project overview

3. 3 EMP proposal Examine current scheduling processes Develop business practices to support institutional scheduling model Reduce risk by articulating scope of project

4. 4 Catch-22 Didn’t want to replicate existing processes Limited data to analyze current situation and determine institutional priorities R25 needed to gather necessary data

5. 5 Objectives for today’s session Implementations as catalysts for change Project planning to reduce risk of delays or failure Strategies for analyzing current processes Decision making when systems cross organizational boundaries

6. 6 Wellesley College profile Private, liberal arts, 4 year baccalaureate Enrollment: ~2,300 women Location: 500 acre campus in Wellesley, MA Gross SF: 2.5 million Facilities: 96 and growing

7. 7 Large or small – big issues Politics Communication Space wars

8. 8 Workflow analysis findings Information not communicated Poor space utilization results in demand for additional space Decentralized nature fosters autonomy and “space ownership”; perception that our current system supports an unfair distribution of space Inconsistent processes for requesting services Scant data in numerous databases

9. 9 Space & event systems BannerR25CADPhys Plant GrandPMARMSDisability Services Media Services

10. 10 Special Events Registrar Athletics College Club Davis Museum Information Services External Conferences Knapp Center Jewett Art and Music Science Center Student Life Wellesley Centers Department Space College Police Custodial Environmental Health Food Service Information Services Post Office Physical Plant Printing Services Public Information Student Activities Off-campus Services Event Planner Distributed scheduling model 3,600 potential requestors SchedulerService Provider !

11. 11 Requestor/Event Type Admin/Academic Athletic Curricular External Student Museum Scheduler Special Events PERA Registrar External Conferences Student Life/Residence Davis Museum Service Providers College Calendar Approved institutional scheduling model

12. 12 EMP: Managing without authority Policy, space ownership and staffing issues A new decision making structure required for project success Working Group on Space Management and Scheduling

13. 13 Working Group recommendations Develop space classification standards Compile accurate space inventory Identify and support core databases Formally recognize space as a vital institutional resource

14. 14 Senior Staff response “Space is a valuable asset of the College and must be used in accordance with space management policies that promote cooperative and efficient use of space.” Approve space classification standards and space inventory Approve additional FTE

15. 15 Institutional use of classrooms Classroom pool increased from 40% to 60%

16. 16 Address department concerns [Slide Removed: Edit Space Screen]

17. 17 R25 comprehensive security system [Slide Removed: Edit Security Group Access]

18. 18 Match event needs to space [Slide Removed: SpeedBook]

19. 19 Accessible information Space and contact information From 48 calendars to 1 Web Viewer is included in next academic year goals for IS

20. 20 A catalyst for change Requests for R25 data to inform institutional decision making New “working group” to address Student Life implementation Project Management Design Team

21. 21 A vision for our future “I hope you’ll gradually help us invent in this reconfigured space a new way of working together...a new kind of supportive collegiality that crosses borders and boundaries...that engages the many differences among us...and that creates a vibrant laboratory where everyone can learn and grow.” President Diana Chapman Walsh

22. 22 If you build it, they will come! [Slide Removed: Photograph of Fenway Park filled to capacity]

23. 23 For information about EMP See our web site at: http://www.wellesley.edu/EventsMgmt/index. html

24. 24 Technical environment Citrix MetaFrame 1.8 installation:Compaq ProLiant ML370 G2, Windows NT4 Terminal Server Edition, 2 GB memory R25 3.1 installation: Sun Solaris 8, Oracle 8.1.7 Reporting Tools: Crystal 8.5, Oracle WebDb and Discoverer One-way interface from Banner 5 > R25

25. 25 Copyright: Anne Manning, 2003. This work is the intellectual property of the author. Permission is granted for this material to be shared for non- commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.