Transcript Document

Charge
A “Centralized
Reservations
System &
Website”
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)
CENTRALIZED RESERVATION AND WEBSITE TASK FORCE
Phase I – I
Exploratory
- Recommendations
PHASE
- EXPLORATORY
Douglas Wartzok, Provost & Executive Vice President
Kenneth Jessell, Sr. Vice President & CFO
Ruth Hamilton
Co-Chair
Gitta Montoto
Co-Chair
Charge:
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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
Subcommittee
 Umbrella Policy/procedure
 Operations model: Initial
revision and approval process
 Inventory of outdoor and
indoor spaces
 Standardized rental rates
Chair: Marco Benitez
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Chair: Gitta Montoto
Benchmarking
Collection of Data
Assessment
Analysis
Subcommittee
 Standard scheduling software
 Website design and content
 Maintenance and updating
Chair: Jeff Krablin
Research
For
Solutions and
Alternatives
Forum
Facility managers/stakeholders
Task force gathers feedback
from stakeholders
Recommendations to Provost & CFO
Approval by Operations Committee and
Deans Advisory Council
May 30th 2013
CENTRALIZED RESERVATIONS AND WEBSITE TASK FORCE
PHASE II - IMPLEMENTATION
• 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
May 30th 2013
CENTRALIZED RESERVATIONS AND WEBSITE TASK FORCE
TIMELINE
Spring
2013
 Formation of task force
 Formation of subcommittees
 Subcommittees at work (benchmark, research, gather data, etc.)
 Subcommittees at work (benchmark, research, gather data, etc.)
 May – Forum with stakeholders and facility managers
Summer  June – Draft report
 Send recommendations to Provost & CFO
2013
 July – Directive to proceed
Fall
2013
Spring
2014
 Partial implementation
 Posting of umbrella policy and procedure
 Selection/purchase of system and development of reservations website
 Completion of website design and content
Summer
 Full implementation
2014
May 30th 2013
CENTRALIZED RESERVATION AND WEBSITE TASK FORCE
BENEFITS
 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.
May 30th 2013
CENTRALIZED RESERVATIONS AND WEBSITE TASK FORCE
Standard Scheduling Software and Website Design,
Content and Marketing
 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 30th 2013
CENTRALIZED RESERVATIONS AND WEBSITE TASK FORCE
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 30th 2013
CENTRALIZED RESERVATIONS AND WEBSITE TASK FORCE
Policy/Procedure and
Operations Model
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 University’s 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 manager’s autonomy
• is customer friendly and facility manager oriented
May 30th 2013