Monthly Status Report
Project Name:
Project Sponsor:
Project Owner:
Project Manager:
Classroom, Event Management, and Resource Scheduling
Laura King
Laura King
Steve Hawrysh
Reporting Period: August, 2013
Est. Proj. End Date: October, 2013
Project Description: 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 32 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, the 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.
Executive Summary
Status
Description
Reason for Deviation
Schedule
Pilot implementation (June group) December 2012,
November group implementation February 2013,
February group implementation May 2013 and May group
September 2013.
Scope
Systemwide implementation of EMS Campus software
including training, and support.
Budget
Covers software license, hardware costs, and
management consulting for implementation. It also covers
maintenance, through FY17including a 5 year
college/university loan payback period.
Budget
Budget Status as of 08/31/2013
Cost Center #: 038510
Initial Funding (received)
$1,550,000.00
College University Loan Payback (through FY17)
$1,050,000.00
Total Funding through FY17
$3,600,000.00
Dollars Spent as of 08/31/2013
$1,504,162.46
Unspent Budget through FY17
$2,095,837.54
Dollars encumbered effective 08/31/2013
$1,735,994.70
DRAFT: 09/05/2013
Monthly Status Report
Page 1 of 3
Classroom, Event Management, and Resource Scheduling
Minnesota State Colleges and Universities
Accomplishments Complete for Last Month
•
•
•
•
•
•
Continue work on systemwide reporting.
Continue May group configuration, training sessions, and production cutover.
Prepare for move of MSU Moorhead into production including their Master Calendars. Date set: October 10.
Started transition for end of project to operational system.
Planning all day project celebration: October 29 at Quarry Center in Waite Park.
Support production and testing systems.
Upcoming Accomplishments for Next Month
•
•
•
•
•
•
•
Continue work on systemwide reporting.
Complete May group configuration, training sessions, and production cutover.
Prepare for move of MSU Moorhead into production including their Master Calendars.
Continue transition for end of project to operational system.
Continue planning all day project celebration: October 29 at Quarry Center in Waite Park.
MnSCU contingent to attend EMS conference.
Support production and testing systems.
High-Level Schedule
Milestones/Deliverable
Project approved
Product evaluation
Project task force kickoff
Contract finalized and approved
Pilot schools system configuration, acceptance, and
testing
June group implementation
November group implementation
February group implementation
May group implementation
Post implementation
Estimated
Completion
Date
Actual
Completion
Date
Status (On
Schedule,
Complete, At Risk)
12/13/2011
2/3/2012
2/10/2012
3/30/2012
12/13/2011
2/3/2012
2/10/2012
3/30/2012
Complete
Complete
Complete
Complete
12/10/2012
12/10/2012
Complete
1/15/2013
3/31/2013
10/10/2013
9/30/2013
1/15/2013
3/31/2013
Complete
Complete
On schedule
On schedule
10/30/2013
On schedule
Open Change Requests
Change Request
Accelerated implementation – DEA provides training
Change request approved
Date Submitted
Effects
(Schedule,
Scope, Budget)
10-19-2012
Schedule
Open Issues
Issue
DRAFT: 09/05/2013
Monthly Status Report
Assigned To
Page 2 of 3
Date Resolution
Classroom, Event Management, and Resource Scheduling
Minnesota State Colleges and Universities
Required
Personnel change – key system office training position open.
Issue resolved: Tom Warren hired in the position.
Current scheduling software license expires.
Issue resolved: Accelerated implementation schedule having DEA do all of the
training.
Steve Hawrysh,
Tiffni Deeb
October, 2012
Steve Hawrysh,
Nathan Sorensen
October, 2012
Risks
Risk
Project budget may not support DEA consulting needs.
Risk mitigated through accelerated implementation.
Chance (High,
Medium, Low)
Impact (High,
Medium, Low)
Priority (High,
Medium, Low)
Medium
Medium
High
Legend
Scope
Baseline Scope
unchanged
Schedule
On-Schedule
Cost
On-Budget
DRAFT: 09/05/2013
Monthly Status Report
Major change requests are pending, but
approved scope is relatively stable and
achievable.
Activity or sub-milestone missed or likely to
be missed but won’t affect project end date.
Unable to accommodate approved
scope without adjusting schedule or
budget. Scope is unstable.
Major milestone and/or installation
date likely to be missed.
Over budget 5% or less
Over budget >5%
Page 3 of 3
Classroom, Event Management, and Resource Scheduling
Minnesota State Colleges and Universities