Minnesota State Colleges and Universities
Classroom, Event Management, and Resource Scheduling
Project Charter
Background
The Minnesota State Colleges and University system manages millions of square feet of space across
many locations throughout the state of Minnesota. Currently 19 institutions utilize Resource 25, while
others utilize a variety of other software products. University and college scheduling needs include
courses, events, student life activities, sporting events, etc. Reporting needs include providing data
support for capital requests. The current setup of products used by all institutions make the overall
management of space a challenge for both individual institutions and across the system.
A grass roots effort by colleges and universities throughout the system has pushed for the need to
upgrade the abilities around space management. Through this effort the system is leveraging its overall
buying power to implement a software solution that will provide better space management.
Business Need
MnSCU provides public higher education within the state of Minnesota and operates 26.8 million square
feet of owned facility space primarily located at 54 campus locations across the state under the
leadership of 31 institutions (i.e. some institutions have 1, 2, 3, 4 or 5 campuses).
These facility assets can be broken down into two broad categories, academic space supporting
programs (21.7 million square feet) and revenue fund sponsored facilities such as residential halls,
student unions, parking, wellness centers (5.1 million square feet).
The proposed software system needs to be able to accommodate approximately 2,500 classrooms,
2,000 lab spaces across the campuses and approximately 500,000 events on a yearly basis. The
proposed software system should make it easy to find and reserve the exact room and resources
needed based on size, layout, and equipment required or other needs.
The overall goal of the project is to allow Minnesota State Colleges and Universities to schedule its space
more effectively and efficiently, by assuring consistent and accurate data and measures across the
system. Through consistent data integrity this project will define a more objective process that will allow
each school and the system to tell the full story of its space utilization and improve the quality of space
management decisions.
Business Objectives
Objectives are concrete statements describing what the project is trying to achieve. The achievement of
objectives typically will occur after the project is complete. Identifying objectives, measures, and owners
will provide the project team guidance as the project goes through its lifecycle.
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Minnesota State Colleges and Universities
Classroom, Event Management, and Resource Scheduling
Project Charter
As part of the charter we not only define the objectives, but also define measures that help us
understand that the objective has been met and who is responsible for achieving the objective. The list
below is the objectives, measures, and owners for the project.
Ability to schedule campus rooms for credit classes, non-credit courses, and events.
All credit classes, non-credit courses, and events are scheduled through the software.
College or University CFO or designee is responsible for this objective.
Ability to profit from room usage – event management
Profitability reporting from the selected vendor system for events.
College or University CFO or designee is responsible for this objective.
Better resource utilization/management/scheduling
All rooms will be scheduled and reported on through the software. Space utilization reporting
will provide complete and accurate time comparisons of space usage.
College or University CFO or designee is responsible for this objective.
Ability for interested parties to check classroom and event locations.
Students and visitors will have the ability to see where classes and events are located through a
web browser.
Project task force is responsible for this objective.
Ability to interface with ISRS room and class information
Users of the system will only enter data in one system and the other system will be updated.
Project ITS team is responsible for this objective.
Ability for institutions to collaborate on room usage
Schools will be able to reserve rooms at other schools and other schools will be aware of this.
Both schools will be given the appropriate credit for space usage.
College or University CFO or designee is responsible for this objective.
Consistent and accurate systemwide space utilization reporting with common data integrity
System reporting reflects usage with no exceptions. All classrooms and event areas are entered
into the software.
College or University CFO or designee is responsible for this objective.
Institute consistent procedures across all schools with regard to setting up and using this system
Procedures will be created that note what each institution needs to do similarly and what areas
each institution will have flexibility to control.
Project task force is responsible for this objective.
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Minnesota State Colleges and Universities
Classroom, Event Management, and Resource Scheduling
Project Charter
Project Description
In scope
Implement software
Training on software
Interface with ISRS
Room scheduling for credit classes, CE/CT courses, and events
Schedule equipment (needed for room)
Out of scope
Interface to Lumens (neutral affect for Lumens users)
New integration with HVAC
System office use of the selected vendor for its own room assignments
Non classroom residence halls room assignments
Functionality potentially available for future use with additional integration
required
Billing functionality
HVAC connection
Security integration
Electronic signage
Food Service integration
Accounting system integration
Kiosks integration
Project Roles and Responsibilities
Project sponsor
Laura King Vice Chancellor Finance
Responsible for the overall direction and financing of the project.
Project steering committee
Laura King
Vice Chancellor Finance
System Office
Darrell Huish
Vice Chancellor ITS
System Office
Brian Yolitz
Associate Vice Chancellor for
Facilities
System Director for
Professional Development
System Office
Lynda Milne
System Office
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Minnesota State Colleges and Universities
Classroom, Event Management, and Resource Scheduling
Project Charter
Sally Grans
System Director Facilities
System Office
Planning and Programming
Karen Kedrowski
Vice President of Finance and
Northeast Higher Education District
Administration
Jane Reinke
Vice President of Academic
North Hennepin Community College
Affairs
Connie Gores
Student Life & Development
Winona State University
Vice President
Steve Hawrysh
Project Manager
System Office
Responsible for the overall direction of the project from their areas perspective and coming to
consensus with the group
Project owner
Laura King Vice Chancellor Finance
Darrell Huish, Vice Chancellor ITS
Provides direction of the project.
Project manager
Steve Hawrysh, Project Manager
Responsible for delivery of the project objectives.
Key stakeholders
Colleges
Karen Kedrowski, Vice President of Finance and Administration Northeast Higher Education District
Jane Reinke, Vice President of Academic Affairs North Hennepin Community College
Represents college concerns on the project
Universities
Connie Gores, Student Life & Development Vice President, Winona State University
Represents university concerns on the project
Facilities
Sally Grans, System Director Facilities Planning and Programming
Represent facilities and systemwide reporting concerns on the project
Academic and Student Affairs
Lynda Milne System Director for Faculty and Instructional Development
Represent Academic and Student Affairs concerns on the project
Finance
Brian Yolitz Associate Vice Chancellor for Facilities
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Classroom, Event Management, and Resource Scheduling
Project Charter
Represent finance and facilities concerns on the project
ITS
Glen Guida Director of Software Development
Interface development
Infrastructure/hardware implementation and support
Business analysis
Project task force
Tim Tougas
Mary Tosch
Alexandria Community and
Technical College
Bemidji State University
Wendy Adamson
Tracy Anderson
Amy Thomas
Chad Haatvedt
Central Lakes College
Century College
Hennepin Technical College
Itasca Community College
Shelly McCauley
Glenn Peterson
Al Finlayson
Glen Guida
Karen Bergmeier
Mesabi Range Community &
Technical College
Minnesota State Community &
Technical College (M State Fergus Falls)
Minnesota West Community
and Technical College
MSU Mankato
MSU Mankato
Normandale Community
College
North Hennepin Community
College
Rochester Community and
Technical College
South Central College
St. Cloud State University
St. Cloud Technical and
Community College
Winona State University
System Office
System Office
System Office
Lynda Milne
System Office
Carrie Brimhall
Crystal Strouth
Karen Fluegge
Shirley Piepho
Gloria Radtke
Kirsten Fabozzi
Mona Permann
Heidi Andersen
Sue Bayerl
Lana Feddema
Facilities
Associate Director, Hobson
Memorial Union
Director of Academic Support
Room Scheduler
Administrative Support
Director Information Technology
and Facility Services
CIO
Interim Provost
Registrar
Associate Registrar
Assistant Director, Student Union
Academic Class Scheduling
Coordinator
Management Analyst
UCR Scheduler
Scheduling Coordinator
Registrar
Registrar
Registrar
BA/Architect
Director of Software Development
Scheduling & Web Conferencing
Application Services
System Director for Professional
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Classroom, Event Management, and Resource Scheduling
Project Charter
Sally Grans
Development
System Director Facilities Planning
and Programming
Project Manager
System Office
Steve Hawrysh
System Office
Provides guidance to the project
Provides system wide input to the project
Determine common processes system wide to support consistent use of the selected vendor
and potential integration with ISRS
Supports projects decisions throughout the system
Contract negotiation team
Nathan Sorensen
Contract and Purchasing Lead
Sally Grans
Daniel Heckaman
Marty Gang
Scott Goings
System Office
System Director Facilities
Planning and Programming
CIO
System Office
Associate Vice Chancellor Infrastructure
Assistant General Counsel
System Office
MSU Moorhead
System Office
Glen Guida
Director of Software
System Office
Development
Brian Yolitz
Associate Vice Chancellor for
System Office
Facilities
Connie Gores
Student Life & Development
Winona State University
Vice President
Lori Kloos
Vice President For
St. Cloud Technical and Community
Administration
College
Steve Hawrysh
Project Manager
System Office
Works to develop a contract with the selected vendor that will be approved and signed by both
parties
Represents the interest of MnSCU in the contract negotiations
Key milestone
Current State Draft Milestone Plan as of January 24, 2012
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Classroom, Event Management, and Resource Scheduling
Project Charter
Constraints and dependencies
Other ITS projects may need to be postponed or cancelled or contractors will need to be used in
order for ITS to work on this project.
Processes may need to be changed for consistent use of the ISRS interface.
Assumptions
All colleges and universities have indicated that they will participate in the purchase of the software.
Basic training will be provided through the project budget. Any additional training will be paid by the
colleges and universities.
No secure data will be part of the interface between ISRS and the selected vendor.
Costs for the project will be split between system office and colleges and universities.
Resource 25 will be available until the transition is complete.
Budget
Overall budget for the project (TBD).
System wide pricing and funding model
Two thirds of the price will be allocated back to the schools over a 3 year period based on a per
FYE cost tied to final contract prices.
Cost center for project (TBD).
Communications
Project launch memo
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Classroom, Event Management, and Resource Scheduling
Project Charter
Identify groups
Determine channels
Determine cycles
Project web site
Risks
Determining common processes system wide.
Tight timeline for Fall 2012 system wide use.
Resource 25 support may deteriorate depending on the length of transition.
Overall support for systemwide implementation.
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Classroom, Event Management, and Resource Scheduling
Project Charter
Authorizations
Specific project roles and responsibilities have been agreed upon:
The Executive Sponsor: Laura King
The Project Owner: Laura King and Darrel Huish
The Project Manager: Steve Hawrysh
The Project Charter will be approved by the Executive Sponsor, Project Owners, and the project steering
committee.
Project changes will be approved by the Project Owner.
Project charter approval form/signatures
The purpose of this document is to provide a vehicle for documenting the completion of the project
initiation stage. It is used to reach a satisfactory level of mutual agreement among the Project Sponsor,
the Project Owner, and the Project Manager on the high level objectives and scope of the project before
significant resources are committed and expenses incurred.
I have reviewed the information contained in this Project Charter and agree this project should continue
to the next funding checkpoint, as defined in this document.
Executive Project Sponsor /Project Owner
Laura King, Vice Chancellor, Finance
Date
Project Owner
Darrel Huish, Vice Chancellor, IT
Date
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Classroom, Event Management, and Resource Scheduling
Project Charter
Revision history
Revision
1.0
1.1
1.2
1.3.1
1.4
1.5
1.6
Description
Initial creation
Updated draft
Updated draft for sponsor review
Updated draft from sponsor review and format
changes
Updated draft, turned on tracking
Updated draft
Updated draft with all people identified
Date
09/15/11
10/25/11
12/16/11
12/21/11
1/5/12
1/13/12
2/7/12
Name
Steve Hawrysh
Steve Hawrysh
Steve Hawrysh
Laura King, Steve
Hawrysh
Steve Hawrysh
Lynda Milne, Laura King
Steve Hawrysh
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