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All NAU employees and students should read and be familiar with the Appropriate Use of IT Resources policy. University IT policy manual
25Live Space Management System of Record Transition
Space reservation management at NAU is currently split across several areas within the organization today. Reservations are also made in a variety of systems, however, there is no communication between these systems and space requesters have to know who to contact (sometimes down to the individual building manager), or which system(s) to look in for space availability (25Live, Outlook, EMS, spreadsheets, personal calendars, etc.). Standardizing this process and maintaining a single system of record would help identify space reservation needs more effectively.
25Live (the system used to schedule and manage classroom space) is the system that the University has chosen to be the system of record for space and event management. This system will be used to track the space on campus and events that have been scheduled through this space. 25Live will also allow the University to report on the way that space is utilized around campus.
What? Accordion Open
What is the scope of the change?
This transition will include the following components:
- Centralize space reservation
- Review and update fee schedule for space reservations
- Centralize event management
- Require requests for services (custodial, police, parking, etc.) to be linked to event
- Identify standard procedures and support channels for events
- Define how each event type should be funneled through event registration systems
- Integrate 25Live changes for classroom space management into existing space/event management system
What type of ongoing support comes with the upgrade?
25Live is supported by CollegeNET, Inc., and Information Technology Services will support the tool as it is being implemented on campus.
Requests and issues regarding the tool should be routed through the ServiceNow ticketing system
Why? Accordion Closed
Why is this change being made?
The centralization of space management will allow for better efficiency and ease of operations in event organization and building management for the University.
What would happen if we didn’t use 25Live?
If no change is made, NAU will be challenged with the reporting of comprehensive space utilization across campus. Events will continue to be managed following varying procedures across campus, leaving some event planners without a complete picture of how best to request approval/support/charge for events. Preparation of facility, restrooms, cleanliness, etc. may not be accomplished because of lack of communication.
There will be potential lost revenue as there are apparent inaccuracies/inconsistencies in space fee rates. There may also be liability to the University including lack of organization method for larger events to acquire additional considerations that could include safety considerations or police presence. If there is no change, there may also be lack of proper contracts in place to protect the University and its assets.
How? Accordion Closed
How is this change being implemented?
The Committee is updating and managing the 25Live system to fit the needs of event coordinators so that all compliance needs (such as accessibility and security) can be requested and accessed in the same database right along with the space booking.
The current timeline is as follows:
FY20Q1 (July – September 2019):
- Defined Terms
- Defined Resources
- Define Event Service Offering
- Pilot Rooms in use: ITS Think Tank and ITS Computer Lab
FY20Q2 (October – December 2019):
- Single Sign-On
- Outlook Integration
- Establish Best Practices
- Training for administrator
- Accessibility review
FY20Q3 (January – March 2020)
- Expand to all ITS Rooms, Building 77, USB 308, UAO 203
- Determine path of campus wide implementation
- Determine process for building managers to approve space
- Provide Express Scheduling spaces
How will our day-to-day processes change?
NAU will use one of two Event Management software packages – 25Live or EMS – for scheduling event space. EMS will share data on space utilization with 25Live so that all event data exists in 25Live.
When? Accordion Closed
When will the Committee finish implementing the change?
During October through December of 2019 the committee will establish best practices for using the tool, provide Outlook integration, and manage a method for singular sign-on with the tool.
The 25Live site will be integrated for all NAU buildings by Fall 2020, organization and education on usage will occur throughout optimization process and ongoing support will occur after implementation.
When will we know if the change was successful?
This project will be successful when 25Live can report out on all events occurring on the Flagstaff campus from one system. Multi-areas.
Who? Accordion Closed
Who is most impacted by the upgrade and how will they experience the new system of record?
All schedulers, facilities managers, IT staff, and anyone who may provide resources, staff, or administration or maintenance for events, spaces, or data.