Room Booking Implementation Phase
As each department is brought into the new room booking system:
- Rooms owned by the department are setup for booking through Outlook and Planon.
- All staff in the department are given permission to book rooms via Outlook and Planon.
Rooms owned by the department are setup:
- with a name in the standard format, <building-code>-<floor., e.g. SHER-04-409 (4), shared
- all staff can view the organiser of the bookings in the room calendar
- the appropriate staff and role accounts are given booking permissions according to the room type (shared, restricted, moderated, open)
- Restricted rooms owned by the department
- All shared rooms, if the department is sharing
- All open rooms
Shared or role accounts used to book rooms are setup to book the same rooms as staff, but through Outlook only.
Progress to date:
- ICT and Mechanical Engineering started using new system in June 2018.
- The departments in the Sherfield Building , the Library and the Operational Excellence team moved onto the system in July 2018.
- Design Engineering went live August 2018.
- Faculty Building went live September 2018.
- Physics and Mathematics started using the system for two of their rooms in November 2018.
- White City Invention Rooms in Stadium House started using the new system in December 2018 with room bookings restricted to the local team. They will soon be opening the rooms for moderated booking requests.
- Room Bookings website contains user guides and information about the shared rooms available to book which is updated as departments come into the system.
Rollout is currently paused.
There have been intermittent stability issues with the system and ICT have been working to identify the root causes and put fixes in place. We are now monitoring the system and will restart the implementation once we are assured that the problems have been resolved and are confident in the ongoing stability of the system.
What to expect
The project team will work closely with each department to agree a specific implementation date and a list of activities leading up to it to ensure a smooth transition. This includes developing a local communications plan to prepare the staff in the department for the change, training for superusers and moderators, planning the migration of all the current bookings into the new system, and more.
The project team will be in touch with each department to start the detailed planning.
A few months after the rollout plan is complete, there will be a full review and analysis to determine what is working and what improvements could be made. There will be a call for volunteers to participate in this exercise when the time comes.