Non-Class Events in Classroom Project 1

Classroom Scheduling & Utilization Project:Capturing Non-Class Events

in Held in ClassroomsMarch 25, 2009

Non-Class Events in Classroom Project 2

Agenda

• Space Utilization Initiative

• Project communications

• Project goal, charge and requirements

• Proposed project timeline

• How M-Pathways is used today

• M-Pathways Event Management (Phase 1)

• Expected impact, concerns

• Phase I implementation plan

• Next steps for ULs

Non-Class Events in Classroom Project 3

Space Utilization InitiativeExplores how General Fund space is used on the Ann Arbor campus

Sponsored by the Provost, Chief Financial Officer, and VP for Research

Includes classroom scheduling and utilization, and recently, capturing non-class events held in classrooms and class labs

Non-class events classroom scheduling partners include the Office of the Provost, the Office of the Registrar, and MAIS

Non-Class Events in Classroom Project 4

Classroom Utilization Today

■ Highest in Fall term

■ Lowest in Spring/Summer

■ Overall utilization well below campus target of 70%

Non-Class Events in Classroom Project 5

Project Communications

February thru May 2009 - Share project plans and get implementation feedback from:

• Space Utilization Initiative Steering Committee

• Academic Program Group (APG) (Deans)

• Budget Administrators Group (BAG)

• Unit Facilities Managers

• MAIS SA Unit Liaisons

• Other MAIS advisory groups: SAAG and SRCAA

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Project Goal

Enable schools/colleges and departments to have complete classroom utilization information to

• Manage classroom space more effectively

• Increase classroom sharing

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Project Charge

■ Provide tools that enable schools/colleges/departments to :

• Centrally capture and maintain non-class events for room types: classrooms (110), class labs (210), and open labs (220) (other types optional)

• Display scheduled activities in classrooms

• Report space utilization of these classrooms

■ Recommend business processes, policies or guidelines, as needed

Non-Class Events in Classroom Project 8

Additional Provost’s Office & RO Requirements

■ Designate non-class events as curricular/non-curricular

■ Improve current M-Pathways event pages to minimize entry and viewing effort

■ Coordinate rollout around peak unit business cycles

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Proposed Project Timeline

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How M-Pathways is Used Today

■ Curriculum

• Used by all schools and colleges to schedule classes and final exams

■ Event Management

• Used by the RO and College of Engineering to schedule non-class events held in “centrally scheduled” classrooms

• Is not used to schedule non-class events held in “departmentally scheduled” classrooms

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M-Pathways Event Management – Phase 1

■ Meeting Data Entry

• Enter an event with a single meeting on a single page (simplifies data entry process)

■ Facility Schedule

• Display classroom activities in a calendar format (easier to view)

■ File Upload

• Upload a file with non-class event scheduling data into M-Pathways (reduces redundant data entry)

Non-Class Events in Classroom Project 12

Meeting Data Entry

■ Add, update, and delete single meetings

■ Enter historical, current, and future meetings

■ Find and select (request) a facility

■ Authorized person can then approve facility reservation

■ Indicate meeting type

■ Designate curricular/non-curricular

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Facility Schedule

■ Search and view by facility (room)

■ View schedule in a weekly calendar format

■ Printer friendly option

■ Display classes, final exams, and non-class events in approved facilities

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File Upload Process

■ Designed for units with 3rd party scheduling systems

■ Extract and map/cleanse data to conform to upload file standards

■ Standard file upload process

■ Add, update, and delete a facility’s non-class events

■ Enter historical, current, and future non-class events

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Overall Campus Impact, Expected Concerns

■ Needed for non-class events (~10% of activities)

■ Changes to internal business practices

■ Access limited to M-Pathways users (additional access, training)

■ Impacts administrative assistants (data entry) and IT staff (file uploads)

■ Requires at least weekly entry/uploads to support classroom sharing

■ Units may continue using Outlook or other systems, leading to dual data-entry for non-class events

■ M-Pathways Event Management cannot fully replace unit scheduling systems that integrate other scheduling aspects such as people or event charges

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Phase 1 Implementation Plans

■ Pilot is underway

■ “Go/delay” assessment and decision after the pilot (June 09)

■ Implementation timeline and details for campus-wide, phased implementation will be shared after the “go/delay” decision is made

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Next Steps for ULs

■ Stay tuned for next steps information in June

■ Keep updated on the Space Utilization Initiative by checking the web site at: http://www.provost.umich.edu/space/

Non-Class Events in Classroom Project 18

Discussion & questions…