Room Booking Implementation Project
The College Space Sharing Programme
The Room Booking Implementation 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.
- 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.
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.
Phases 1 and 2
Phase 1 - Book meetings in meeting rooms
Deliverables for Phase 1:
- Staff will be able to book rooms that are exclusively used for meetings using either Outlook or Planon.
- Departments can share their rooms and thereby gain access to the pool of shared rooms from other departments, or restrict their rooms to staff in the department.
- Standard etiquette for booking and use of shared meeting rooms will be implemented.
Progress to date:
- The new system has been implemented in a number of departments and new departments are continually being added. See the current list of departments already using the system and the booking permissions for staff from those departments.
- Visit the Room booking website to view the shared and open rooms available to book.
- Etiquette for the booking and use of meeting rooms has been agreed
- Find out more about the implementation of phase 1 of the new system
Phase 2 - Replace Location Inventory System (ICLIS)
Deliverables for Phase 2:
- The list of all College shared spaces, including those used for teaching and events, is held in Planon and can be searched.
- Room inventory information for all shared spaces is maintained in Planon.
Progress to date:
- The list of all shared spaces has been created in Planon.
- Initial room inventory data has been extracted from Celcat and the existing ICLIS system and is being uploaded into Planon.
- Staff in each department who will maintain the room inventory data are in the process of being identified. View the list
- Training of the departmental staff has been put on hold while we improve the quality of the initial data in Planon.
- Visual check of facilities in teaching rooms by the project team to improve initial data quality.
- Training of staff in each department who will maintain the room inventory.
Phases 3 and 4
Phase 3 - Search for available teaching and events rooms
Deliverables for Phase 3:
- Staff will use Planon to search for available teaching or events rooms that are suitable for meetings and view information about the room.
- A standard process to request teaching or events rooms for a meeting will be implemented.
- Standard etiquette for the booking and use of teaching/events rooms for meetings will be implemented.
Progress to date:
- The project team have investigated the feasibility and the options for phase 3. A proposal has been approved by the Room Booking Project and the Space Sharing Programme Board. Implementation is likely to begin summer 2019.
Phase 4 - Book teaching and events rooms for meetings
Deliverables for Phase 4:
- Staff will use Planon to search for and request/book available teaching and events rooms for meetings.
Progress to date:
- As part of the feasibility study for Phase 3, some initial requirements for Phase 4 have been captured. Further investigation will be required and a proposal will be developed if/when Phase 3 is nearing completion.
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
1) A single source of truth for shared-space, which enables cross-College management and planning.
2)Time savings, particularly for staff whose job regularly involves booking rooms.
- 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