Optimizing use of Shared Resourcesdcmug.org/TRI Session 2- TRIRIGA Reserve-Smithsonian.pdf · Workplace Reservations complements/leverages IBM TRIRIGA Integrated Workplace Management

© 2013 IBM Corporation

Enabling Smarter InfrastructureOptimizing use of Shared Resources

TRIRIGA Workplace Reservation Manager


Smarter Buildings on a Smarter Planet

2

Agenda

How does Workplace Reservations complement IWMS?

How are Resources Reserved?

How is the Smithsonian gaining value?

Q & A



3

Reserve Meeting Rooms

Hot-Desking/Hoteling

Reserve Equipment

Reserve Vehicle

Catering

Visitor Management

Room Setups

Shared Resources

Workplace Reservations complements/leverages IBM TRIRIGA Integrated Workplace Management System (IWMS)

Portfolio Planning

Site Selection

Transaction Management

Lease Administration

Lease Accounting

AR Tenant Tracking

Payment Processing

Client Requests

Real EstateManagement

Program Management

Fund Management

Scope Management

Cost Management

Schedule Management

Resource Management

Permit Management

Vendor Engagement

Procurement

ProjectManagement

Space Management

Space Chargeback

Space Requests

Strategic Planning

Space Forecasting

Move Management

Personnel Provisioning

CAD Management

Space Management

Contact Center

Service Management

Warranty Management

Preventive Maintenance

Facility Assessment

Security/Key Management

Inventory Management

Capital Planning

Resource Planning

Operations & Service

CO2 Emission Tracking

Utility Tracking

Waste Disposal

Water Consumption

Green Opportunities Tracking

Environmental Certification

Energy Star Integration

Environmental & Energy Mgt

Customer Request Central (self service, way-finding)Business Analytics (KPIs, advanced reporting)

Shared/Common Data and Process Integration

Common Workplace Platform, Database & DocumentsInternal/External Integrations



4

How IBM TRIRIGA helps …

… improve strategic facility planning

… identify what you have and how it is being used

Identifies inefficient and underutilized facilities

Models alternative planning scenarios

Generates move orders from approved plans

Catalogs current space and manages space utilization

Manages moves, adds, and changes

Delivers interactive floor plan views to all users

Historic and Current Utilization Scenario-based forward-looking Utilization and Supply/Demand

analysis

Performance Management Metric (KPI) View

TRIRIGA FacilitiesTRIRIGA Facilities WPMTRIRIGA CAD Integrator

… streamline workplace reservations

Simplifies reservation bookings from MS Outlook

Automates reservation processes

Optimizes reservable workplace resources

Near-Term Utilization

TRIRIGA Workplace Reservation Manager

TRIRIGA Strategic Facility Planning



5

Agenda

How does Workplace Reservations complement IWMS?How are Resources Reserved?

Booking Options • Searching • Meeting Space

• Food & Equipment Orders• Recurring Meetings

Primary Roles

Self-Service User• Anyone in the company• Department Admin (delegate)

Betty Business

Cathy Caller

Anita Meeting

Contact Center Concierge•Contact Center Agent

Reservation CoordinatorReservation AdminPrivate Room Concierge



6

Simplifies reservation bookings to increase user adoption

Screenshot: Room Reservation in MS Outlook (Search)

Increase user adoption with Microsoft Outlook and web interface

Simplified search and selection

Side-by-side room comparisons



7

Automates ‘back-office’ reservation processes

Screenshot: Room Reservation Record in Microsoft Outlook (Food Services)

Food services selections create Food Orders for internal/external providers

Alternate room layout options create Tasks for setup and breakdown

Equipment and vehicle reservations create Tasks for delivery and pickup



8

Optimizes reservable meeting, workspace, and equipment resources and improve customer satisfaction

Screenshot: Reservation Coordinator Portal

Reservation Coordinator portal delivers 1-click access to reservation functions

Customer satisfaction survey and metric drives service improvements

Metrics optimize work space and equipment utilization



9

Features• MS Outlook User Experience• Common TRIRIGA platform• Resource Utilization and Satisfaction

Metrics

Benefits• Improves employee satisfaction • Streamlines reservation process• Optimizes workplace resources

TRIRIGA Workplace Reservation Manager deliversend-user scheduling via MS Outlook and improved space utilization



10

Agenda

How does Workplace Reservations complement IWMS?

How are Resources Reserved?

How is the Smithsonian gaining value?

Project Overview

1205/23/14

• 19 Museums• 9 Research Centers• 660 buildings• 1400 floors• 24,000 rooms• 12 million SF• Open 364 days per year

1405/23/14

15

A Closer Look at the Research Community

Initially focused on the Smithsonian Tropical ResearchInstitute, based in Panama

Targeting other research centers for Smithsonian Conservation Biology Institute and Smithsonian Astrophysical Observatory

16

Research Facilities

A small staff of 350 and 35 staff researchers

1200 visiting researchers from 40 countries on 1500+ trips per year

Limited amount of lab space with diverse needs and proximity to study area

17

Living Space at Remote Sites

Housing for staff Mixed length trips Coordinate multi-site visits Complex scheduling in

conjunction with science needs

18

Coordinate Transportation

Diverse fleet of vehicles – boats, trucks, cars, carts Reservations Licenses and permits Track fuel

• Administrative use case– Self service or concierge model– Leverages the Exchange

Integration– Light streamlining of the base

product anticipated– Enhancing room data

• Research community use case– Concierge model– Alteration of the app to support

living spaces– Load vehicle data– Development of “trip” concept

to support long-term events with multiple reservations

– Cost recovery

1905/23/14

• Reserve is installed and operational in our “Sandbox”• Integration with MS Exchange is underway

– System generated email notifications– iCal integration– Approval actions via email– Initial group of resource accounts created– Hardening server security

• A subset of rooms have detailed room attributes– Herndon Data Center– Capital Gallery– STRI (labs, dorms)

• Pilot configuration in progress for vehicle reservations (STRI Tupper Complex)

2005/23/14

Project Highlights: Facilities Data Inside Outlook

2105/23/14

2205/23/14

2305/23/14

2405/23/14

2505/23/14

• Rich formatting for collaboration outside of TRIRIGA

• iCal integration for multiple browsers

• Embedded forms inside messages

05/23/14 26

05/23/14

Organizationally managed spaces required approvals outside of the owner’s organization

05/23/14

2905/23/14

Achieving a Positive Business Impact

3005/23/14

• Multiple modes: self service, concierge, and Outlook• Integrated with all other facilities functions for service

coordination, renovations, maintenance, etc.• Rich location data (photos, drawings, equipment, additional

attributes)• Waitlist management• KPIs for utilization• Email integration• Business rules engine• Robust BPM platform, with deep

in-house development resources

3105/23/14

• For reservation management…– Provide additional visibility to Drive up utilization of rooms / maximize facility

investment– Accommodate more requestors– Monitor usage and guide future addition/removal of meeting spaces

• For the Reserve product…– Builds on existing location, people, assets, and drawings– System consolidation

• Eliminate significant redundancy• One application to pay for, operate and maintain

– No additional software costs– Leverages technology framework already in place

(5000+ users, Single Sign On, supporting hardware)– Integration with Special Events application– A business process engine that allows for on-going

changes in business rules and processes– Service and asset coordination

3205/23/14

• A trip concept that unifies multiple reservations into a single customer relationship event

• Integrate with Special Events system• Manage “organizational entitlements” that balance sharing of assets across

organizations while prioritizing owners’ requests• GIS visualization• Expanded asset scheduling

– “Motor Pool Dashboard”

05/23/14 33

• What questions does the group have?• Closing comments

3405/23/14


THANK YOU!

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