If You Build It, Will They Come? A Software Implementation Becomes a Catalyst for Organizational...
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Transcript of If You Build It, Will They Come? A Software Implementation Becomes a Catalyst for Organizational...
If You Build It, Will They Come?
A Software Implementation Becomes a Catalyst for Organizational Change
CUMREC 2003
2
Anne Manning
Project Manager
Information Services
Wellesley College
amanning@
wellesley.edu
Project overview
3
EMP proposal
• Examine current scheduling processes
• Develop business practices to support institutional scheduling model
• Reduce risk by articulating scope of project
4
Catch-22
• Didn’t want to replicate existing processes
• Limited data to analyze current situation and determine institutional priorities
• R25 needed to gather necessary data
5
Objectives for today’s session
• Implementations as catalysts for change
• Project planning to reduce risk of delays or failure
• Strategies for analyzing current processes
• Decision making when systems cross organizational boundaries
6
Wellesley College profile
• Private, liberal arts, 4 year baccalaureate
• Enrollment: ~2,300 women
• Location: 500 acre campus in Wellesley, MA
• Gross SF: 2.5 million• Facilities: 96 and
growing
8
Workflow analysis findings
• Information not communicated• Poor space utilization results in demand for
additional space• Decentralized nature fosters autonomy and “space
ownership”; perception that our current system supports an unfair distribution of space
• Inconsistent processes for requesting services• Scant data in numerous databases
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Special Events
Registrar
Athletics
College Club
Davis Museum
Information Services
External Conferences
Knapp Center
Jewett Art and Music
Science Center
Student Life
Wellesley Centers
Department Space
College Police
Custodial
Environmental Health
Food Service
Information Services
Post Office
Physical Plant
Printing Services
Public Information
Student Activities
Off-campus Services
Event Planner
Distributed scheduling model
3,600 potential
requestors
Scheduler Service Provider
!
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Requestor/Event Type
Admin/Academic
Athletic
Curricular
External
Student
Museum
Scheduler
Special Events
PERA
Registrar
External Conferences
Student Life/Residence
Davis MuseumService
Providers
College Calendar
Approved institutional scheduling model
12
EMP: Managing without authority
• Policy, space ownership and staffing issues
• A new decision making structure required for project success
• Working Group on Space Management and Scheduling
13
Working Group recommendations• Develop space classification standards
• Compile accurate space inventory
• Identify and support core databases
• Formally recognize space as a vital institutional resource
14
Senior Staff response
• “Space is a valuable asset of the College and must be used in accordance with space management policies that promote cooperative and efficient use of space.”
• Approve space classification standards and space inventory
• Approve additional FTE
15
Institutional use of classrooms
37 39
56
20
0
20
40
60
Total # of Classrooms
Pre-Classification
Post-Classification
Primary Use: Classroom
Registrar
Department
•Classroom pool increased from 40% to 60%
19
Accessible information
• Space and contact information
• From 48 calendars to 1
• Web Viewer is included in next academic year goals for IS
20
A catalyst for change
• Requests for R25 data to inform institutional decision making
• New “working group” to address Student Life implementation
• Project Management Design Team
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A vision for our future
“I hope you’ll gradually help us invent in this reconfigured space a new way of working together...a new kind of supportive collegiality that crosses borders and boundaries...that engages the many differences among us...and that creates a vibrant laboratory where everyone can learn and grow.”
President Diana Chapman Walsh
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For information about EMP
See our web site at:
http://www.wellesley.edu/EventsMgmt/index.html
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Technical environment
• Citrix MetaFrame 1.8 installation:Compaq ProLiant ML370 G2, Windows NT4 Terminal Server Edition, 2 GB memory
• R25 3.1 installation: Sun Solaris 8, Oracle 8.1.7
• Reporting Tools: Crystal 8.5, Oracle WebDb and Discoverer
• One-way interface from Banner 5 > R25
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Copyright: Anne Manning, 2003. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.