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Contact the teamIntroduction to the Project slides [PDF]

The College Space Sharing Programme

The Room Booking Implemenation Project is part of the College Space Sharing Programme, which aims to ensure the College maximises its use of space to help support the best possible teaching and learning experience.

Key to this has been the development of a Space Policy Framework and set of subsidiary policies, including a Room Booking Policy, designed to bring transparency to the use and management of College space. 

Project Objectives

  • Implement a new system for booking meetings.
  • Phased implementation with long term goal of including all campuses and all rooms suitable for meetings.
  • Providing a single source of room availability and a single method for booking meetings across College.

Why do we need the Room Booking Implementation Project now?

  • There are at least 13 different room booking ‘systems’ being used across the College, meaning:
    • There are multiple room booking processes in place
    • There is very limited visibility of bookable rooms across the College
    • Access is restricted by system.
  • The ‘Web Room Booking’ (WRB) system, which is open to staff to book a selection of rooms in SALC and Sherfield, is end of life and no longer supported by the supplier.
  • Currently, the average member of the PA network spends around 17 hours/week on making indirect room bookings.
  • Implementation of the agreed Space Sharing and Room Booking Policies to bring transparency to the use and management of College space.

Project Vision and Benefits

Benefit/ Desired End State

Current State

Target

1) A single source of truth for shared-space, which enables cross-College management and planning. 

  • 13 known systems/ room request tools  to locate and request c.350 shared spaces.

  • PA & Admin Network Survey: Currently 71% of respondents disagree with the statement “I can access all the rooms shared in College and know how to book them”.

  • Single source of truth:
    • 1 mechanism to locate and request c.389 shared spaces.
    • 3 systems which hold bookings.
  • At least 80% of survey respondents will agree that they can access all the rooms shared in College and know how to book them.

2)Time savings, particularly for staff whose job regularly involves booking rooms.

  • PA & Admin Network Survey: Currently, the average member of the network spends around 17 hours/week on making indirect room bookings.
  • ‘Voice of’ pain points (200 comments categorised into 12 key categories.)
  • Sherfield Room Booking Study survey comments
  • Reduce by at least 50% the effort associated with room booking:
    • Reduce time spent on room bookings to 8.5 hours/week.
    • Reduce anecdotal feedback regarding ‘pain points’ in system.
 

Indirect benefits:

  • A single source of truth will indirectly unlock the potential to:
  • Re-purpose College space for the benefit of the academic mission
  • Avoid costs associated with hiring external spaces

Phased Implementation

The project will go forward in a phased approach, that will ensure that the risks involved with the required interaction between the new system and the two existing key College systems (Kinetics [KX], the College’s conference management system, and Celcat, the College’s timetabling system) are minimised whilst still revealing key benefits.

The project will focus on integrating all meeting rooms into the booking system, before subsequently listing all teaching and event rooms. A feasibility and business case for making first the availability of the teaching and event rooms visible within the system, before ultimately making them all bookable within it, will then be established and prepared in anticipation of realising those aims. 

If you would like further information on the project phases and the anticipated benefits that each will deliver, please download the introductory slides above.

Project activities & deliverables

1

2016/17 Activity

  • ‘Voice of’ sessions were held in spring 2016 to catalogue information on room booking systems and processes across the College. These were also used to gather system requirements from stakeholders for a new, College-wide room booking solution, which were signed off by stakeholders in November 2016.
  • The Sherfield Building Room Booking Study concluded in August 2016, which investigated whether a shared approach to space can bring anticipated positive results, such as reduced administration, greater choice and access to suitable meeting space.
  • A list of bookable space across the College, including room inventory, has been developed which will be entered into the Imperial College Location Inventory System (ICLIS).
  • The Space Sharing and Room Booking policies have been published, which are designed to bring transparency to the use and management of College space. 
  • Supplier selection activity has taken place and Planon, an existing College supplier, has been identified as a system which meets all of the 'must have' requirements.
  • A Room Booking Implementation Project Board has been set up, to guide the implementation phase of the project.
2

Deliverables for Phases 1 & 2 (summer 2018)

Phases 1 & 2 will deliver configuration of standard Planon functionality to manage the selection and booking of spaces including Planon portal, workflows and notification emails. The initial release will support:

  • Searching rooms bookable in the system by criteria e.g. size/location
  • Booking some meeting rooms through an integrated Outlook tool
  • Booking some meeting rooms through a web interface
  • Moderation of meeting rooms
  • Back-office maintenance of rooms and users included in the system
  • Configuration of the system to hold/maintain data held in ICLIS
  • Search rooms bookable in ALL systems by criteria e.g. size/location/AV etc
  • Maintain data held in ICLIS against inc. adding/removing rooms.
  • Phased onboarding of additional meeting rooms
  • Investigation into further integration between data in Celcat and KX (Phases 3 & 4).