If You Build It, Will They Come?

A Software Implementation Becomes a Catalyst for Organizational Change

CUMREC 2003

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Anne Manning

Project Manager

Information Services

Wellesley College

amanning@

wellesley.edu

Project overview

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EMP proposal

• Examine current scheduling processes

• Develop business practices to support institutional scheduling model

• Reduce risk by articulating scope of project

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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

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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

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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

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Large or small – big issues

•Politics

•Communication

•Space wars

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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

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Space & event systems

Banner R25 CAD Phys Plant

GrandPM ARMS Disability Services

Media Services

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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

Scheduler Service Provider

!

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Requestor/Event Type

Admin/Academic

Athletic

Curricular

External

Student

Museum

Scheduler

Special Events

PERA

Registrar

External Conferences

Student Life/Residence

Davis MuseumService

Providers

College Calendar

Approved institutional scheduling model

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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

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Working Group recommendations• Develop space classification standards

• Compile accurate space inventory

• Identify and support core databases

• Formally recognize space as a vital institutional resource

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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

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Institutional use of classrooms

37 39

56

20

0

20

40

60

Total # of Classrooms

Pre-Classification

Post-Classification

Primary Use: Classroom

Registrar

Department

•Classroom pool increased from 40% to 60%

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Address department concerns

[Slide Removed: Edit Space Screen]

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R25 comprehensive security system

[Slide Removed: Edit Security Group Access]

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Match event needs to space

[Slide Removed: SpeedBook]

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Accessible information

• Space and contact information

• From 48 calendars to 1

• Web Viewer is included in next academic year goals for IS

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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

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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

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If you build it, they will come!

[Slide Removed: Photograph of Fenway Park filled to capacity]

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For information about EMP

See our web site at:

http://www.wellesley.edu/EventsMgmt/index.html

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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

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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.