Room Booking Implementation Faculty Building

1. Room Booking Implementation Faculty Building Information session and demo Danielle Nichols – Project Manager Lee Jenner – Change Manager

2. Project Objectives • Implement a new College-wide system for booking meetings, providing a single source of room availability and a single method for booking meetings across College. • Departments that share their rooms benefit from being able to book rooms across College. Everyone will be using the same booking system, saving time and increasing the visibility of available rooms. • Phased roll-out with long term goal of including: • all campuses • all rooms suitable for meetings (i.e feasibility of integration with Celcat/Kx)

3. Project Phases

4. Phase 1 Rollout August August - September June July 1-2 weeks 4 weeks 2 weeks Targeted comms to departments Launch of College-wide comms Monitoring & teething issues ICT, Mechanical Engineering • Academic depts., rolling in logical groupings • Faculty Building Sherfield Building, Library, Operational Excellence

5. Phase 1 Rollout As each department is brought into the new room booking system: • Rooms owned by the department are setup for booking through Outlook and Planon • Room names change • Permission to book and view calendar is opened up for self-service booking according to room type (restricted, shared, open, moderated) • All staff in the department are given permission to book via Outlook and Planon • Restricted rooms owned by the department • All shared rooms if the department is sharing • All open rooms

6. Open to all staff All staff with a College ID and login will be able to book these rooms directly. Types of Rooms Staff, whose department has put a shared room in the system, will be able to book other department’s rooms that have also shared. Shared Staff will be able to request these rooms, which are approved or rejected by a departmental moderator. Moderated Only staff in the restricted department(s) will be able to book these rooms. Restricted

7. Booking through Outlook: • Self service. No longer a handful of people who book for others. • You must invite the room from your own calendar or a shared calendar. Booking directly into the room’s calendar won’t be allowed. (Shared calendars need permissions granted.) • Two email confirmations (first from Outlook, second from Planon). If moderated, a third email confirms or rejects. • Planon: • Search for and book rooms across College • Booking from Planon results in a room booking only. Create another Outlook meeting to invite people. • View list of all your bookings and their status. What will change?

8. Phase 1 Rollout • Demo of booking in Outlook • Demo of Planon (planon.imperial.ac.uk) Download the room booking user guide for details and screen shots

9. Using Outlook or Planon has different advantages: When to use Outlook or Planon • Use search functionality, including location, capacity and room facilities, to find and book suitable meeting rooms. • View a list of your upcoming room bookings (including those made in Outlook). • Use the ‘ICLIS’ gadget to search for teaching rooms, view their availability and find contact details. • Quickly book or request familiar rooms, from your department’s group. • Manage the whole meeting from one appointment e.g. invitees, attachments. • Easily create and manage a series of recurring bookings.

10. Faculty Building Rooms • Room names will change, new calendars will be created in Outlook • Rooms will be added to the growing pool of shared rooms • Room Bookings website www.imperial.ac.uk/room-bookings shows shared rooms • A page will be added for Faculty Building • Boardroom will retain current restrictions on booking

11. People • All staff members in all the departments in the building will get access (whether they sit in the building or not) • Will be able to book all shared, moderated (if not also restricted) and open rooms • Distribution lists are used to maintain permissions Faculty Building People

12. Faculty Building People • Role or shared accounts • Must be setup specifically (can only use Outlook, not Planon) To add a shared account please email rbiproject@imperial.ac.uk

13. Existing bookings will be copied to the new room calendars • Maximum booking period is one year for 3.10, 3.11, 3.19, 3.16a and five years for 4.20 • All recurring bookings will be entered as individual bookings, to ensure that any changes to individual occurrences are captured • Rooms will be invited to meetings created by either • Faculty Rec (3.10, 3.11, 3.19, 4.20 ) • HR Moderation Requests (3.16a) • In future, if one of these bookings needs to be cancelled or modified: • Email the role account to ask them to cancel the existing booking • Enter a new booking from your own account if required Existing Bookings

14. Access Process • When staff arrive to attend a meeting, they will show their ID at reception and provide the name of the meeting or the organiser.  If these are correct, reception staff will allow them into the building.  Reception staff will view the room calendar in Outlook to see what meetings are booked and who organised them. • For external attendees, the meeting organiser must email faculty.rec with a list of external attendees and instructions for their arrival which will be one of: • Ask them to wait in reception • Call <name> on <extension> • Send them up to <room/area> • When external attendees arrive at reception, if they are on the list provided, the instructions will be followed.  If there is no list or the person is not on the list, reception will contact the organiser and ask the person to wait in reception.  If the organiser cannot be reached by phone, reception will email them to let them know a person is waiting in reception. • The meeting organiser must keep a list of external attendees and monitor their attendance for health and safety reasons.   Building reception will no longer be responsible for this activity. 

15. Find out more • Room bookings website www.imperial.ac.uk/room-bookings • Project website www.imperial.ac.uk/room-booking-project • Project email rbiproject@imperial.ac.uk