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Planning for a Campus Scheduling Software Rollout

Planning for a Campus Scheduling Software Rollout. Tania M. Schmidt Associate Registrar for Technology Winona State University. About WSU…. . 9,000 students on 2 campuses Approx 1,000 faculty/staff De-Centralized Events Scheduling Centralized Academic Scheduling 63 Academic Departments.

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Planning for a Campus Scheduling Software Rollout

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  1. Planning for a Campus Scheduling Software Rollout Tania M. SchmidtAssociate Registrar for TechnologyWinona State University

  2. About WSU…. • 9,000 students on 2 campuses • Approx 1,000 faculty/staff • De-Centralized Events Scheduling • Centralized Academic Scheduling • 63 Academic Departments

  3. Choosing a Champion • Skills: • Understands both the academic and event side of the house • Can act as a liaison between campus and the vendor • Has some authority to make decisions • Becomes the campus expert – because the campus expert should not be IT…. • Project Manager – Remains accountable for progress • Understands basic IT related functions such as • Fundamentals of a database • The role of a power user/administrator

  4. Because Registrars are people too….

  5. Room Inventory “Phenomenal Cosmic Power! Itty Bitty Living Space!”

  6. Room Inventory:How Will You Use This Software? Consider: • Event Management System? • Space Management System? • Events, Space and Facilities (HVAC, etc) • Master Calendar? • Feature/IT Inventory? • Where is your space data currently housed?

  7. Room InventoryWhat you’ll need: • A SharePoint Form, Excel document, etc. • Why is this important? • Camera • Messages to Campus • Expect questions and some territorial attitudes. • Time

  8. Choosing a Vendor:…have I got a deal for you…..

  9. Choosing a Vendor:You Need a Team! • Put together a team, be sure to include: • IT: 1 systems person, 1 database person, and the data security officer. • Academic Scheduler and Events Scheduler • 1 Administrator • Athletics • Your Champion (could be the same person as one of the above) • An Academic Representative • A student

  10. Choosing Your Vendor:IT Requirements • Questions You May Want Answered Up-Front: • How do customers authenticate? • How does your database separate EVENTS from COURSES? • Are your reports TRULY CANNED or do they require lots of filters? Is there a required reporting package we need to have? (Like Crystal Reports?) • How many licenses can I buy? Unlimited? • Is there a separate web component and desktop administrative component? How are they administered? What are the setup requirements? • Hardware requirements? • How much training time should we place in our RFP? Or How much training comes with your bid? What are your training rates? (AMERICAN DOLLARS!?) • Can I manage permissions using Group Roles? Directory Services Groups? • Customizable workflows? • How does it handle multiple campuses? --perhaps in situations where the campus data in the SIS has a separate RC_ID!

  11. You Chose a Vendor. • Your broke, but with hope in your eyes….

  12. Configuration Needed

  13. Core Configuration • Academic Configuration • Event Configuration

  14. Software is onboard…now what? • Core Configuration & Group Role Management • Training for your Champion • Sync Room Data • Clean-up room/building data (bring in people by building or role) • Determine Pricing, features, pictures, and web display • Set-up combo rooms or rename spaces to be more user friendly • Set-up resources (such as rentals, AV equipment) • Building Hours and Holidays

  15. Software is onboard…now what? • Academic Configuration • Stream to and from SIS • Note: This is not auto-magic. Hinting to IT that it is will only cost you more Mountain Dew and Twizzlers. • Combine tied courses • Decide on finals week • How far out can you post your courses and be reliable for public viewing? • Resolving conflicts • Which system is your main record? • Reliable Reporting

  16. Software is onboard…now what? • Event Configuration • Headers, Footers, Messages, Alerts, User Defined Fields • Workflow Design – Bringing in your space representatives • Online design and implementation • Department schedulers • Test scenarios • End User Interface – Campus Information • REPORTS—REPORTS—REPORTS

  17. If you made it is far……

  18. Go-Live Date • Backlog Entries • Be sure the core groups are trained and the permissions work • Subtly and not-so-subtly continue to mention the progress around campus—adding excitement. • Soft Roll-out • Market to User Community • Flyers, email, black-out date for paper forms, etc

  19. Thoughts? • Concerns? • Inquiries? • Anxieties? • Hopes? • Fears? • Trepidations? • Elations?

  20. Tania SchmidtAssociate Registrar for Technologytmschmidt@winona.edu507-457-5033

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