Minnesota State Colleges and Universities Classroom, Event Management, and Resource Scheduling Project Charter

Transcription

1 Background The Minnesota State Colleges and University system manages millions of square feet of space across many locations throughout the state of Minnesota. Currently 19 institutions utilize Resource 25, while others utilize a variety of other software products. University and college scheduling needs include courses, events, student life activities, sporting events, etc. Reporting needs include providing data support for capital requests. The current setup of products used by all institutions make the overall management of space a challenge for both individual institutions and across the system. A grass roots effort by colleges and universities throughout the system has pushed for the need to upgrade the abilities around space management. Through this effort the system is leveraging its overall buying power to implement a software solution that will provide better space management. Business Need MnSCU provides public higher education within the state of Minnesota and operates 26.8 million square feet of owned facility space primarily located at 54 campus locations across the state under the leadership of 31 institutions (i.e. some institutions have 1, 2, 3, 4 or 5 campuses). These facility assets can be broken down into two broad categories, academic space supporting programs (21.7 million square feet) and revenue fund sponsored facilities such as residential halls, student unions, parking, wellness centers (5.1 million square feet). The proposed software system needs to be able to accommodate approximately 2,500 classrooms, 2,000 lab spaces across the campuses and approximately 500,000 events on a yearly basis. The proposed software system should make it easy to find and reserve the exact room and resources needed based on size, layout, and equipment required or other needs. The overall goal of the project is to allow Minnesota State Colleges and Universities to schedule its space more effectively and efficiently, by assuring consistent and accurate data and measures across the system. Through consistent data integrity this project will define a more objective process that will allow each school and the system to tell the full story of its space utilization and improve the quality of space management decisions. Business Objectives Objectives are concrete statements describing what the project is trying to achieve. The achievement of objectives typically will occur after the project is complete. Identifying objectives, measures, and owners will provide the project team guidance as the project goes through its lifecycle. Page 1 of 10

2 As part of the charter we not only define the objectives, but also define measures that help us understand that the objective has been met and who is responsible for achieving the objective. The list below is the objectives, measures, and owners for the project. Ability to schedule campus rooms for credit classes, non-credit courses, and events. All credit classes, non-credit courses, and events are scheduled through the software. College or University CFO or designee is responsible for this objective. Ability to profit from room usage event management Profitability reporting from the selected vendor system for events. College or University CFO or designee is responsible for this objective. Better resource utilization/management/scheduling All rooms will be scheduled and reported on through the software. Space utilization reporting will provide complete and accurate time comparisons of space usage. College or University CFO or designee is responsible for this objective. Ability for interested parties to check classroom and event locations. Students and visitors will have the ability to see where classes and events are located through a web browser. Project task force is responsible for this objective. Ability to interface with ISRS room and class information Users of the system will only enter data in one system and the other system will be updated. Project ITS team is responsible for this objective. Ability for institutions to collaborate on room usage Schools will be able to reserve rooms at other schools and other schools will be aware of this. Both schools will be given the appropriate credit for space usage. College or University CFO or designee is responsible for this objective. Consistent and accurate systemwide space utilization reporting with common data integrity System reporting reflects usage with no exceptions. All classrooms and event areas are entered into the software. College or University CFO or designee is responsible for this objective. Institute consistent procedures across all schools with regard to setting up and using this system Procedures will be created that note what each institution needs to do similarly and what areas each institution will have flexibility to control. Project task force is responsible for this objective. Page 2 of 10

3 Project Description In scope Implement software Training on software Interface with ISRS Room scheduling for credit classes, CE/CT courses, and events Schedule equipment (needed for room) Out of scope Interface to Lumens (neutral affect for Lumens users) New integration with HVAC System office use of the selected vendor for its own room assignments Non classroom residence halls room assignments Functionality potentially available for future use with additional integration required Billing functionality HVAC connection Security integration Electronic signage Food Service integration Accounting system integration Kiosks integration Project Roles and Responsibilities Project sponsor Laura King Vice Chancellor Finance Responsible for the overall direction and financing of the project. Project steering committee Laura King Vice Chancellor Finance System Office Darrell Huish Vice Chancellor ITS System Office Brian Yolitz Lynda Milne Associate Vice Chancellor for Facilities System Director for Professional Development Page 3 of 10 System Office System Office

4 Sally Grans System Director Facilities System Office Planning and Programming Karen Kedrowski Vice President of Finance and Northeast Higher Education District Administration Jane Reinke Vice President of Academic North Hennepin Community College Affairs Connie Gores Student Life & Development Winona State University Vice President Steve Hawrysh Project Manager System Office Responsible for the overall direction of the project from their areas perspective and coming to consensus with the group Project owner Laura King Vice Chancellor Finance Darrell Huish, Vice Chancellor ITS Provides direction of the project. Project manager Steve Hawrysh, Project Manager Responsible for delivery of the project objectives. Key stakeholders Colleges Karen Kedrowski, Vice President of Finance and Administration Northeast Higher Education District Jane Reinke, Vice President of Academic Affairs North Hennepin Community College Represents college concerns on the project Universities Connie Gores, Student Life & Development Vice President, Winona State University Represents university concerns on the project Facilities Sally Grans, System Director Facilities Planning and Programming Represent facilities and systemwide reporting concerns on the project Academic and Student Affairs Lynda Milne System Director for Faculty and Instructional Development Represent Academic and Student Affairs concerns on the project Finance Brian Yolitz Associate Vice Chancellor for Facilities Page 4 of 10

5 Represent finance and facilities concerns on the project ITS Glen Guida Director of Software Development Interface development Infrastructure/hardware implementation and support Business analysis Project task force Tim Tougas Alexandria Community and Facilities Technical College Mary Tosch Bemidji State University Associate Director, Hobson Memorial Union Wendy Adamson Central Lakes College Director of Academic Support Tracy Anderson Century College Room Scheduler Amy Thomas Hennepin Technical College Administrative Support Chad Haatvedt Itasca Community College Director Information Technology and Facility Services Shelly McCauley Mesabi Range Community & CIO Technical College Carrie Brimhall Minnesota State Community & Interim Provost Technical College (M State - Fergus Falls) Crystal Strouth Minnesota West Community Registrar and Technical College Karen Fluegge MSU Mankato Associate Registrar Shirley Piepho MSU Mankato Assistant Director, Student Union Gloria Radtke Normandale Community Academic Class Scheduling College Coordinator Kirsten Fabozzi North Hennepin Community Management Analyst College Mona Permann Rochester Community and UCR Scheduler Technical College Heidi Andersen South Central College Scheduling Coordinator Sue Bayerl St. Cloud State University Registrar Lana Feddema St. Cloud Technical and Registrar Community College Glenn Peterson Winona State University Registrar Al Finlayson System Office BA/Architect Glen Guida System Office Director of Software Development Karen Bergmeier System Office Scheduling & Web Conferencing Application Services Lynda Milne System Office System Director for Professional Page 5 of 10

6 Development Sally Grans System Office System Director Facilities Planning and Programming Steve Hawrysh System Office Project Manager Provides guidance to the project Provides system wide input to the project Determine common processes system wide to support consistent use of the selected vendor and potential integration with ISRS Supports projects decisions throughout the system Contract negotiation team Nathan Sorensen Contract and Purchasing Lead System Office Sally Grans System Director Facilities System Office Planning and Programming Daniel Heckaman CIO MSU Moorhead Marty Gang Associate Vice Chancellor - System Office Infrastructure Scott Goings Assistant General Counsel System Office Glen Guida Director of Software System Office Development Brian Yolitz Associate Vice Chancellor for System Office Facilities Connie Gores Student Life & Development Winona State University Vice President Lori Kloos Vice President For Administration St. Cloud Technical and Community College Steve Hawrysh Project Manager System Office Works to develop a contract with the selected vendor that will be approved and signed by both parties Represents the interest of MnSCU in the contract negotiations Key milestone Current State Draft Milestone Plan as of January 24, 2012 Page 6 of 10

7 Constraints and dependencies Other ITS projects may need to be postponed or cancelled or contractors will need to be used in order for ITS to work on this project. Processes may need to be changed for consistent use of the ISRS interface. Assumptions All colleges and universities have indicated that they will participate in the purchase of the software. Basic training will be provided through the project budget. Any additional training will be paid by the colleges and universities. No secure data will be part of the interface between ISRS and the selected vendor. Costs for the project will be split between system office and colleges and universities. Resource 25 will be available until the transition is complete. Budget Overall budget for the project (TBD). System wide pricing and funding model Two thirds of the price will be allocated back to the schools over a 3 year period based on a per FYE cost tied to final contract prices. Cost center for project (TBD). Communications Project launch memo Page 7 of 10

8 Identify groups Determine channels Determine cycles Project web site Risks Determining common processes system wide. Tight timeline for Fall 2012 system wide use. Resource 25 support may deteriorate depending on the length of transition. Overall support for systemwide implementation. Page 8 of 10

9 Authorizations Specific project roles and responsibilities have been agreed upon: The Executive Sponsor: Laura King The Project Owner: Laura King and Darrel Huish The Project Manager: Steve Hawrysh The will be approved by the Executive Sponsor, Project Owners, and the project steering committee. Project changes will be approved by the Project Owner. Project charter approval form/signatures The purpose of this document is to provide a vehicle for documenting the completion of the project initiation stage. It is used to reach a satisfactory level of mutual agreement among the Project Sponsor, the Project Owner, and the Project Manager on the high level objectives and scope of the project before significant resources are committed and expenses incurred. I have reviewed the information contained in this and agree this project should continue to the next funding checkpoint, as defined in this document. Executive Project Sponsor /Project Owner Laura King, Vice Chancellor, Finance Date Project Owner Darrel Huish, Vice Chancellor, IT Date Page 9 of 10

10 Revision history Revision Description Date Name 1.0 Initial creation 09/15/11 Steve Hawrysh 1.1 Updated draft 10/25/11 Steve Hawrysh 1.2 Updated draft for sponsor review 12/16/11 Steve Hawrysh Updated draft from sponsor review and format changes 12/21/11 Laura King, Steve Hawrysh 1.4 Updated draft, turned on tracking 1/5/12 Steve Hawrysh 1.5 Updated draft 1/13/12 Lynda Milne, Laura King 1.6 Updated draft with all people identified 2/7/12 Steve Hawrysh Page 10 of 10