As part of the development of the project business case, two key benefits were identified, along with additional indirect benefits for the College.
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Benefit/ Desired End State
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Current State
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Target
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1) A single source of truth for shared-space, which enables cross-College management and planning.
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13 known systems/ room request tools to locate and request c.350 shared spaces.
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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”.
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- 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.
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2)Time savings, particularly for staff whose job regularly involves booking rooms.
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- 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
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- 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.
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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
Progress to date
Benefits measures were taken at the conclusion of phases 1 and 2 of the project, which are detailed in the Room Booking P1&2 Benefits Report.
