Executive Summary

Resource 25/SOURCE Final Report

May 2006

I. Introduction/Background

In July 2004, the Resource 25 (R25) Team was established to implement the Resource 25 space management software, which had been recommended as a long-term system to enable the University to maximize the use of on-Grounds facilities and classroom spaces. R25 is a campus-wide, web-based, class and space management software, unifying all users (faculty, staff and students) through a single database. R25 replaces the Calendar of Meeting Places and Student Spaces (COMPASS), which was designed as an interim solution to provide an on-line reservation-request system while R25 was implemented. The R25 customized system at U.Va. is known as the System of University Reservations and Calendar of Events (SOURCE).

The team was charged with: 1) providing a single point of contact for space reservation requests; 2) maximizing space usage; 3) creating a strategic concentration of events into a core group of buildings, maximizing efforts of the University’s security and housekeeping staff; 4) allowing more access to space for reservations of faculty, staff and students; 5) creating a single interface with ISIS to schedule academic classes; and 6) updating space reservation policies.

Team members represented three of the University’s major space schedulers, UREG (Office of the University Registrar), Newcomb Hall, and Intramural Recreational Sports. A representative from Information, Technology and Communication contributed vital technical expertise.

Implementation Team Members:
Jeff Wolford, Co-leader, UREG
Lindsay Kidd, Co-Leader, Information, Technology and Communication
Debbie Hoffman, UREG
Pam Lawson, UREG
David Heflin, Intramural Recreational Sports
Mark Leonida, Intramural Recreational Sports
Stacy Smith, Intramural Recreational Sports
Chris Husser, Newcomb Hall
Stephanie Nixon, Newcomb Hall

Project Owners
Carol Stanley, University Registrar
Bill Ashby, Director of Newcomb Hall
Mark Fletcher, Associate Director of Athletics
Ce Kimata, Applications System Manager and Project Leader, ITC

II. Resource 25/SOURCE Implementation

Initial software training for team members was provided by the vendor, CollegeNet. Team members participated in a four-day training session in Portland, Oregon to learn about system configuration and set up options. CollegeNet provides a choice of three levels of implementation; the team opted to pursue the most advanced level of deployment, which involved all possible features and capabilities (including a web feature and academic class assignment system). Although the vendor recommended a three-year timetable for this level of implementation, the R25 Team completed the project in a little over a year.

From August through October 2004, the team reviewed common policies, work flows, technical specifications, and system requirements required for system deployment. Additionally, a gap analysis was conducted to determine necessary customizations for the Resource 25 software. Several subgroups were established to more effectively manage the specifications for the system. These subgroups focused on security; ISIS interfaces; testing; web interface; reporting; pricing; training for schedulers; documentation; technical; and marketing/promotions.

Special efforts were made to provide additional system features to assist several service providers with their work. These efforts included: 1) an internal website for Intramural Recreational Sports staff to schedule internal programming and maintenance of spaces; 2) customized real-time reports for the University Police Department’s Ground Security to facilitate the locking/unlocking of spaces and to inform the service division about events on grounds; 3) a review of the space availability features with Facilities Management so that they can utilize the system to determine appropriate times for service, repair, and housekeeping.

In the spring of 2005, the production environment was configured, workflows were loaded, historical data were migrated to the new system, and testing began. Concurrently, training was conducted for the 20 academic schedulers who would approve reservation requests through the SOURCE. In the final stages before the system went live, the team attended a CollegeNet users conference to finalize technical details, make contacts for advanced technical support and maintenance (after going live), and obtain ideas on how to conduct post-live testing.

The system officially went live on July 27, 2005. Students, faculty, and staff can go to one website and enter a reservation request for any 753 spaces, including 453 general reservable spaces (i.e. Newcomb Hall, Intramural Recreational Sports’ facilities, and centrally scheduled academic spaces), 300 locally controlled spaces (i.e. some specific Intramural Recreational Sports’ spaces and academic department scheduled spaces). Additionally, requestors can see availability of specific spaces before placing a request and have the flexibility to request a specific space or search for a space that fulfills their event needs.

The team remained intact for an additional three months to troubleshoot issues and further stabilize the system.

III. Assessment of Project

Several strategies have been employed to collect feedback on system performance and its impact on the scheduling process. All of the academic schedulers and service providers were contacted in September 2005 to obtain feedback on their experience with system functionality. In January 2006, a survey was administered to a sample of faculty and student space reservation requestors to collect data about requestors' satisfaction with the system (See Executive Summary SOURCE User Survey Results for details). In summary, 95% of respondents indicated the SOURCE was either sometimes effective or effective most of the time when requesting a specific space; 74% of respondents indicated their event needs (space capacity, resources, etc.) are met by utilizing the SOURCE most of the time.

Additionally, one-on-one interviews were conducted with each team member to collect feedback on the project process. This information will assist Process Simplification in evaluating its effectiveness at process improvement work, and subsequently develop improved practices to benefit future Process Simplification projects.

IV. Next Steps

At this time, a Stabilization Team has been established, comprised of a subset of original R25 Team members. This team continues to address additional improvements to system functionality and will develop a business case for systematic expansion of the system and inclusion of additional University spaces.

Process Simplification –Resource 25/SOURCE Executive Summary

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