TechEd 2008 Hotel Resource Allocation

1. TechEd 2008 Hotel Resource Allocation Leadership Strategy Communications Lifecycle Process Organizational Dynamics Technology Depth Technology Breadth

2. Leadership – Buy vs. Build? • Buy vs. Build show leadership in the early decision making • Build if no solution exists to current problem • Buy if solution matches the majority of feature set requirements • Microsoft CRM has Event Management and Resource Scheduling Engine, Reporting features, can be customized using Web Services and SDK and offers free extras like Role based Security and Office Integration. Natural Choice

3. Strategy – CRM OOB* Features • CRM Marketing – Event Management • Use Conference Event Management feature to track milestones and resources in event planning • CRM Resource Scheduling – Hotel Resource Scheduling – CRM has scheduling engine • Handle Hotel Room Resources based on constraints such as “Contact” profile = Architect • Manage and Schedule “ATE” resources based on Actual Profile Concentration • Native Reporting Advanced Find, Excel Export or SRS reporting used to provide dynamic and agile information about conference attendees, room and ATE bookings and other ad hoc information needs OOB – Out Of Box Features

4. Strategy – Review 2007 Data for patterns • Where did profiles stay in 2007? • What external factors might influence choices – Price, Distance from Convention Center, Hotel Reward Programs, Restaurants, Theme Parks? • What registration volume came in when? Use 2007 Data Analysis to Plan most likely Hotel Selections and Registrations System Volume Demands

5. Project Phases • Phase 1 Analysis 2007 Data (40 Hours) • SQL Analysis Services used to analyze current data for patterns using hotel proximity, price external influencing factors to determine best choices for hotel selections • Phase 2 Design (50 hours) • Web Interface using Web services connections to CRM through SDK • Assign/track Room and ATE resources through SDK calls to scheduling engine • Report vie scheduled and dynamics reports to event staff • Role Based Security Requirements for Users • Phase 3 Build (40 Hours) • Assign Programming Resources for required customizations • Phase 4 Test (40 hours) • Use CRM Stress test toolkit, Web Capacity Analysis Tool, Web Application Stress Tool – Determine Capacity and latency requirements Determine SLA requirements. • Phase 5 Deploy (18 Hours) • Software Installation • Security Configuration Project Time Budget – 188 hours • Caveats • Integration with current Web Registration requires Consideration of: • Identity (Use MIIS?) • Collocation of Applications • Communications and Infrastructure • Hotel Reservation Integration (not included in time budget)

6. Room Rate Diagram 9500 TUE WED THU 6000 6000 MON FRI 3000 3000 SUN SAT

7. Conclusions • Each Hotel is defined as a CRM Resource Location containing Room Resources. • Scheduling Engine handles allocation and capacity. Capable of handling changes in schedule and make recommendations dynamically • Scheduling Engine capable of determining alternatives based on Contact Profile if capacity for Locations are reached • A report is generated to determine free or upgraded rooms based on 1 to 40 ratio and can be routed by email to responsible person or reviewed online using security model • Actual Registrations Determine ATE schedules dynamically via predefined scheduling criteria defined in CRM Scheduling Engine • CRM offers a number of AGILE solutions to real world problems not define in the problem statement allowing this solution to continue to grow and react long into the future. This solutions could interact with a web service based Hotel reservation system to dynamically update hotel reservation systems. • In this case a bought solution provides the best value and functionality

8. Thank You