Charge A “Centralized Reservations System & Website”

1. Charge A “Centralized Reservations System & Website”

2. Committee Members: Ruth Hamilton (Exec. Dir., Graham Center) Co-Chair GittaMontoto (Chief of Staff, Office of the Provost) Co-Chair Elias Bardwil (Dir. BBC Recreation) Marco Benitez, (Dir. Facilities Administration) Penny Butler, (Asst. Dir. BBC Operations, Office of the CIO) Julissa Castellanos (Dir. of Operations, Office of the Vice Provost BBC) Alexander Fals (Assoc. Dir. Risk Management, Facilities Administration) Alexis Fulks (Asst. Dir. Student Affairs, Campus Life) Heath Glick (Chief of Staff, Athletics) Maxine Hylton (Dir. Student Affairs, Graham Center) Sandra Jimenez (Dir. Uni. Relations, Community Relations and Special Events) Scott Jones (Dir. Student Affairs, Wolfe Center) Jeff Krablin (Assoc. Vice President, Office of Business Services) Sanyo Mathew (Assoc. Dir. Uni. Comp. Syst., Graham Center) Marta Perez (Dir. Institutional Planning, Office of Classroom Management) Fleta Stamen (Sr. Uni. Counsel, General Counsel) Adriana Ares Trespalacios (Asst. Dir. Bldg. Oper., Graham Center) Vanessa Vazquez (Coord. EventPlanning, Graham Center) Ayana Wilson, (Asst. Dir. Campus Life)

3. Centralized Reservation and Website Task Force Phase I - Exploratory Phase I – Exploratory - Recommendations Ruth Hamilton Co-Chair GittaMontoto Co-Chair Douglas Wartzok, Provost & Executive Vice President Kenneth Jessell, Sr. Vice President & CFO • Charge: • Create an inventory of outdoor, indoor spaces w/potential for reservations • Identify a standard scheduling software • Develop an umbrella policy and procedure • Develop website design and content • Implement a centralized reservations website • Subcommittee •  Standard scheduling software •  Website design and content •  Maintenance and updating • Chair: Jeff Krablin • Subcommittee •  Umbrella Policy/procedure • Operations model: Initial revision and approval process • Chair: GittaMontoto • Subcommittee •  Inventory of outdoor and • indoor spaces •  Standardized rental rates • Chair:Marco Benitez • Benchmarking • Collection of Data • Assessment • Analysis Research For Solutions and Alternatives Forum Facility managers/stakeholders Task force gathers feedback from stakeholders Recommendations to Provost & CFO Approval by Operations Committee and Deans Advisory Council May 30th 2013

4. Centralized Reservations and Website Task Force Phase II - Implementation • Analyze and prioritize charge/directives from Provost and CFO offices • Identify funding sources • Define strategies • Establish timeline • Collaboration and partnerships • Roll up our sleeves and, as Dr. Rosenberg states,  “Hit the Ground Running”  and we will be “Worlds Ahead” on central space reservations May 30th 2013

5. Centralized Reservations and Website Task Force Timeline Spring 2013 Summer 2013 Fall 2013 Spring 2014 Summer 2014 May 30th 2013

6. Centralized Reservation and Website Task Force Benefits • A centralized and streamlined process (web based system) for handling all reservations, managing events, resource allocation and billing. • Showcases all available venues for reservations • Offers online request and self service reservations • Markets and promotes University facilities • Optimizes the use of facilities and improves utilization • Adds value to event sponsors • Generates increased revenues • A complete inventory of indoor and outdoor facilities and space available for events. • Real-time space utilization and calendar system. • Possible integration with current software and tools currently in use at FIU. • Standardized forms, documents, rates and terms and conditions for use of space on campus. • Clear policies and procedures regarding use of space on campus. May 30th 2013

7. Centralized Reservations and Website Task Force • Benchmarked universities • Researched major software systems • Leaders include EMS, 25 Live and Ungerboeck • Salient features include: • General room and academic scheduling • Event management including billing, accounts receivable, CRM and reporting • Online reservations, facility information and registration management • Master calendar • Integration with multiple systems • Finalizing comprehensive list of critical needs • Testing environments currently active Standard Scheduling Software and Website Design, Content and Marketing May 30th 2013

8. Centralized Reservations and Website Task Force • Inventory of outdoor and indoor spaces & Standardized Rental Rates • Inventory: 319 spaces have been identified and added to the dataset. • Collected information: campus, building, room number, floor, SQF, capacity, department, facility manager, restrictions, reservation process, other. • “Claim your space” process • Market benchmark: event and hotel comparable space • 20 locations within 5 miles from FIU • 15 locations within 10 miles from FIU • Parking facilities per campus • MMC campus: 5,335 parking spaces • BBC & ENG: TBD May 30th 2013

9. Centralized Reservations and Website Task Force • Policy/Procedure and • Operations Model • Policy/Procedure: • Creating a university-wide umbrella policy and procedure to ensure efficient use of non-academic space and accountability • Guaranteeing highest priority is given to the University’s educational mission • Recognizing existing University policies (i.e. Environmental Mgmt., Access Controls for University Buildings and Facilities, Firearms and Dangerous Weapons, IT Security) and regulations (i.e. Demonstrations, Smoke and Tobacco-Free Campus, Commercial Solicitation and Advertising) under one Use of Space umbrella policy • Operations Model: • Developing a process that • takes advantage of central reservations as a “booking engine” • maintains the facility manager’s autonomy • is customer friendly and facility manager oriented May 30th 2013