Slide 1

Charge A Centralized Reservations System & Website Slide 2 Committee Members: Ruth Hamilton (Exec. Dir., Graham Center) Co-Chair Gitta Montoto (Chief of Staff, Office of the Provost) Co-Chair Elias Bardwil (Dir. BBC Recreation) Marco Benitez, (Dir. Facilities Administration) Penny Butler, (Asst. Dir. BBC Operations, Office of the CIO) Julissa Castellanos (Dir. of Operations, Office of the Vice Provost BBC) Alexander Fals (Assoc. Dir. Risk Management, Facilities Administration) Alexis Fulks (Asst. Dir. Student Affairs, Campus Life) Heath Glick (Chief of Staff, Athletics) Maxine Hylton (Dir. Student Affairs, Graham Center) Sandra Jimenez (Dir. Uni. Relations, Community Relations and Special Events) Scott Jones (Dir. Student Affairs, Wolfe Center) Jeff Krablin (Assoc. Vice President, Office of Business Services) Sanyo Mathew (Assoc. Dir. Uni. Comp. Syst., Graham Center) Marta Perez (Dir. Institutional Planning, Office of Classroom Management) Fleta Stamen (Sr. Uni. Counsel, General Counsel) Adriana Ares Trespalacios (Asst. Dir. Bldg. Oper., Graham Center) Vanessa Vazquez (Coord. Event Planning, Graham Center) Ayana Wilson, (Asst. Dir. Campus Life) Slide 3 C ENTRALIZED R ESERVATION AND W EBSITE T ASK F ORCE Phase I Exploratory - Recommendations Gitta Montoto Co-Chair Subcommittee Inventory of outdoor and indoor spaces Standardized rental rates Chair: Marco Benitez Subcommittee Inventory of outdoor and indoor spaces Standardized rental rates Chair: Marco Benitez Subcommittee Standard scheduling software Website design and content Maintenance and updating Chair: Jeff Krablin Subcommittee Standard scheduling software Website design and content Maintenance and updating Chair: Jeff Krablin Benchmarking Collection of Data Assessment Analysis Ruth Hamilton Co-Chair Charge : Create an inventory of outdoor, indoor spaces w/potential for reservations Identify a standard scheduling software Develop an umbrella policy and procedure Develop website design and content Implement a centralized reservations website Subcommittee Umbrella Policy/procedure Operations model: Initial revision and approval process Chair: Gitta Montoto Subcommittee Umbrella Policy/procedure Operations model: Initial revision and approval process Chair: Gitta Montoto May 30 th 2013 Forum Facility managers/stakeholders Forum Facility managers/stakeholders Research For Solutions and Alternatives P HASE I - E XPLORATORY Approval by Operations Committee and Deans Advisory Council Recommendations to Provost & CFO Task force gathers feedback from stakeholders Douglas Wartzok, Provost & Executive Vice President Kenneth Jessell, Sr. Vice President & CFO Slide 4 Analyze and prioritize charge/directives from Provost and CFO offices Identify funding sources Define strategies Establish timeline Collaboration and partnerships Roll up our sleeves and, as Dr. Rosenberg states, Hit the Ground Running and we will be Worlds Ahead on central space reservations C ENTRALIZED R ESERVATIONS AND W EBSITE T ASK F ORCE P HASE II - I MPLEMENTATION May 30 th 2013 Slide 5 Formation of task force Formation of subcommittees Subcommittees at work (benchmark, research, gather data, etc.) May Forum with stakeholders and facility managers June Draft report Send recommendations to Provost & CFO July Directive to proceed Partial implementation Posting of umbrella policy and procedure Selection/purchase of system and development of reservations website Completion of website design and content Full implementation Spring 2013 Summer 2013 Fall 2013 Spring 2014 Summer 2014 T IMELINE May 30 th 2013 C ENTRALIZED R ESERVATIONS AND W EBSITE T ASK F ORCE Slide 6 A centralized and streamlined process (web based system) for handling all reservations, managing events, resource allocation and billing. Showcases all available venues for reservations Offers online request and self service reservations Markets and promotes University facilities Optimizes the use of facilities and improves utilization Adds value to event sponsors Generates increased revenues A complete inventory of indoor and outdoor facilities and space available for events. Real-time space utilization and calendar system. Possible integration with current software and tools currently in use at FIU. Standardized forms, documents, rates and terms and conditions for use of space on campus. Clear policies and procedures regarding use of space on campus. C ENTRALIZED R ESERVATION AND W EBSITE T ASK F ORCE B ENEFITS May 30 th 2013 Slide 7 C ENTRALIZED R ESERVATIONS AND W EBSITE T ASK F ORCE Benchmarked universities Researched major software systems Leaders include EMS, 25 Live and Ungerboeck Salient features include: General room and academic scheduling Event management including billing, accounts receivable, CRM and reporting Online reservations, facility information and registration management Master calendar Integration with multiple systems Finalizing comprehensive list of critical needs Testing environments currently active May 30 th 2013 Standard Scheduling Software and Website Design, Content and Marketing Slide 8 C ENTRALIZED R ESERVATIONS AND W EBSITE T ASK F ORCE Inventory of outdoor and indoor spaces & Standardized Rental Rates Inventory: 319 spaces have been identified and added to the dataset. Collected information: campus, building, room number, floor, SQF, capacity, department, facility manager, restrictions, reservation process, other. Claim your space process Market benchmark: event and hotel comparable space 20 locations within 5 miles from FIU 15 locations within 10 miles from FIU Parking facilities per campus MMC campus: 5,335 parking spaces BBC & ENG: TBD May 30 th 2013 Slide 9 Policy/Procedure: Creating a university-wide umbrella policy and procedure to ensure efficient use of non-academic space and accountability Guaranteeing highest priority is given to the Universitys educational mission Recognizing existing University policies (i.e. Environmental Mgmt., Access Controls for University Buildings and Facilities, Firearms and Dangerous Weapons, IT Security) and regulations (i.e. Demonstrations, Smoke and Tobacco-Free Campus, Commercial Solicitation and Advertising) under one Use of Space umbrella policy Operations Model: Developing a process that takes advantage of central reservations as a booking engine maintains the facility managers autonomy is customer friendly and facility manager oriented C ENTRALIZED R ESERVATIONS AND W EBSITE T ASK F ORCE May 30 th 2013 Policy/Procedure and Operations Model Slide 10 Scott Jones My experience in transitioning to a centralized system May 30 th 2013 Slide 11