Space & Scheduling Policies

Town HallJanuary 22, 2018

Technology Program: Brief Summary

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• Academic & Event Scheduling (AES) and Integrated Workplace Management System (IWMS) Program– Budget established beginning FY17– Executive Steering Committee formed May 2017, meeting

monthly– Executives: R. Burgess^, B. Knuth*, D. Lifka, R. Lombardi*,

C. Grumbach (interim for VPUE), P. Streeter– Project Director: Mary-Lynn Cummings (Budget & Planning)– Project Manager: Andy Slusar (CIT)

^VP – IPP: functional owner for Facilities Inventory System (IWMS)*Vice Provost and VP – SCL: functional owners for academic and event scheduling activities

Technology Program: Brief Summary

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• Academic & Event Scheduling Tool– 25Live by CollegeNET selected as product– Vendor and Cornell lead team engaged in project framing, planning– Formal kick-off with Cornell stakeholders in business process decisions

begins 2/6– Leads: Casey Washburn (OUR) and Barbara Romano (SCL – Residential

& Event Services)

• Integrated Workplace Management System– FM:Interact by FM:Systems is preferred product– Preferred strategy for implementation under discussion– Leads: Jane VanDerzee (IPP – Facilities Inventory), Christine Hass (IPP –

Real Estate)

Academic & Event Scheduling Objectives

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• 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

Related Objectives

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• Data alignment and data governance through new Space-Related Data Elements Stewardship Advisory Group

• Policy implementation ✭• Sustainment

− Ongoing business practice evaluation and improvement− Governance− User and functional owner support− Training

Communications

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• Today– Existing policies, proposed revisions, new policy– Opportunities for input

• Listening Tour– C. Washburn, Anne Becker, Joe Cannella, and B. Romano with unit

registrars and schedulers

• Follow-up Town Hall - April– Final versions

Note: 25Live may make some assumptions about “basis of design” based on existing policies and feedback from Space Use Advisory Committee and AES-IWMS Executive Steering Committee while formal policy revision process occurs

Resources

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Space policies:http://dbp.cornell.edu/home/offices/space-planning/resources/

Scheduling policy:Available through Office of the University Registrar

Project website:http://www.it.cornell.edu/spacetools

Email contact:Andy Slusar, Project Manager aslusar@cornell.edu

Policy Implementation – Existing, Unchanged

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• Space Management Principles (2012)− Provides a basis for making consistent decisions about space management

throughout the university− States that ownership of space begins with the President and Provost and is

delegated out to the units, and that accountability for space management begins locally and proceeds upward through organizational hierarchies

• Space Management Principles as applied to Cornell Instructional Space (2014)− Defines the Provost as the steward for all instructional space and the final

decision-maker regarding best use of instructional space− States the need for the Provost and Deans to work together to optimize the

use of these spaces

Policy Implementation – Existing, Unchanged

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• Fees for Internal Users of Cornell Physical Space (2015)− Sets guidelines for internal room rental fees based on cost

justification and a formal approval process− Default position: No fee unless actual incremental costs are incurred− Fee must be reviewed and approved by the Interdepartmental Fee

Committee and the DFA rate review process (if applicable)− Identifies Best Practices

− Procedures that encourage the use of facilities for mission-driven activities

− Managed by the Interdepartmental Fee Committee− Chair: Davina Desnoes, Assistant Vice President, Budget & Planning− http://dbp.cornell.edu/home/offices/university-budget-

office/interdepartmental-fees/

Policy Implementation – Existing, Under Revision

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• Use of Central Scheduling Tools• Advance Scheduling Policy re-proposed as Access to

Space for Events

Use of Central Scheduling Tools (2014)

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• Defines rooms that should be included in R25⁃ Communications to units occurred when first enacted⁃ Compliance reports never implemented⁃ Further investigation of rooms through listening tour & follow-up with

units• Draft revisions

⁃ Reflect 25Live (vs. R25)⁃ Proposed changes to rooms required to be in 25Live

⁃ Explicitly limit the geographic boundary of the policy to the main campus (Ithaca)⁃ Updated room types to reflect simplification of room types in 2016

⁃ Vice Provost with supervisory responsibility for OUR will provide oversight (text added)

⁃ Still under discussion: data residency, security• Project team intends to load rooms into tool in accordance with

this policy, per direction of Executive Steering Committee

Access to Space for Events

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• Replaces Advance Scheduling Procedure (2015) that replaced Summer Scheduling Procedure (2013)

• Confirms ability to schedule event spaces between 4:25-7:30 on weekdays during the academic semesters, on weekends, during breaks, summer, etc.; based on group size

• Proposed revisions– Attempt to simplify the overall procedure

• Emphasize general policy regarding access to space for events• Remove former constraints related to advance scheduling issues alone, particularly

related to the summer

– Many editorial revisions to improve flow and understanding– More pro-actively identifies the expectation that units will share space with

requesters regardless of affiliation

Policy Implementation – New, In Development

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Instructional Space Scheduling Policy• New class scheduling policy designed to improve

– Opportunities for students (access to classes)– Fair access to classrooms for faculty– Stewardship of resources

• Aligns with the policy on scheduling established by the University Faculty and the Faculty Council of Representatives in 1950 and last amended in 1981

• Three objectives1. Reduce conflicts created by “strange” class times and periods2. Assign classrooms that are right-sized3. Distribute classes across the whole day

Proposed Instructional Space Scheduling Policy

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• Proposed new scheduling orderNote: Requires consultation with CollegeNET

– Schedule largest classes first– Schedule Gateway classes next– Schedule the remainder of classes, based on

• Enrollments (largest to smallest)• Meeting frequency (most to least)

– Schedule exceptions• Revision discussion led through Associate Deans with

Deputy Provost John Siliciano stewarding

Outreach

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• Event and Class Scheduling Policies overview document⁃ To inform communications and content, e.g., web

portals, brochures• Town Halls• Listening Tour• Ongoing outreach through COG, UMWG, Facility

Directors, Registrars, Academic Deans, Associate Deans, etc.

Next Steps

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• Instructional Space Scheduling Policy to Associate Deans: February or March

• Overview of policies to associate deans and academic deans (TBD)

• Continue to revise Use of Central Scheduling Tools and Access to Space for Events– Comments must be received by M.L. Cummings no later than

3/15/18 [spaceplanning@cornell.edu]– Target 3/29 SUAC for final approval of revisions

• Follow-up Town Hall: April (TBD)

Q & ADISCUSSION

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Additional Slides

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Overall Program Implementation

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Guiding Principles - Highlights

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Success Criteria• User adoption of the improved systems• Reduce administrative burden on faculty, staff, and students while

adding value to unit and central evaluation and strategic planning efforts

• Provide integrated institutional solutions• Provide ability to: create repeatable metrics, easily create ad hoc

reports and queries, and support cross-functional reporting and college and unit data needs

• Increase confidence in data reported to Federal and State authorities

• Provide accuracy & consistency of data across multiple systems• Substantiate indirect cost recovery

Guiding Principles – Highlights, cont’d

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Priorities and Decision-Making• Scope, Timeline and Budget decisions will be made by ESC.• ESC can delegate decision-making rights to project leadership as appropriate.• Project priorities will be set by ESC and/or Program Director in consultation

with Stakeholders. • Customizations will be kept to a minimum and only implemented if approved

by governance. Sustainment• Solutions will be centrally supported:

– CIT will manage the vendor, the Service Level Agreement and provide technical support for integrations, upgrades, and patches and troubleshooting as required.

– A functional support model will define the first line of support for calls from functional groups concerning system capabilities, usage, best practices, training, and management of all non-technical communication with the vendors.

• The Space-Related Data Elements Stewardship Advisory Group will provide best practice recommendations and ongoing space-related data stewardship.

Stakeholder Engagement

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• Updates at standing meetings: COG, UMWG, ITSG, SFG/SBG

• Advisory Committees• Town Hall meetings and demos• Project Functional Leads listening tours• Project team email lists• Project website• Testing team• Training