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Process Improvement for Campus-wide Event Planning

Description

Currently, different units and departments use different procedures and policies to book, track, cost, coordinate, regulate and otherwise plan and implement both internal and external campus events. By creating a set of universally applicable policies and procedures, the University will benefit from greater efficiencies, reduced risks, and increased revenues.


Project Request Documents
Requesting Department
Info Tech Services Dir Office

Primary Customers
Anyone booking or managing events on campus

Team
Josh Smith
Risk / Safety
Housing
University Center
Finance
Extended Education

Project status
On Time

Status Update

10/28/14: Following executive cabinet approval to move forward, the team has developed a working group roster, with the first worksession scheduled for 11/4/2014. Recommendations for plans to develop a more centralized event and conference center process are due 2/15/2015.

9/23/14: The executive cabinet discussed this project on 9/23/14 and has requested that the group move forward. Sponsorship will convene in early October to determine next steps and provide general direction to the team. The next stage of work is expected to begin in mid to late October.

8/27/14: The final report from United Conference Solutions arrived and has been reviewed by the group. A high-level outline of areas to address first was proposed and discussed. Sponsorship will bring the proposal and business case to the executive cabinet for input and agreement on resources. Based on that discussion, a more formalized plan and team will be formed; it is anticipated that next steps will be discussed in mid to late September. 

7/29/14: The final requested changes are due to United Conference Solutions on 7/18/14, and the report is now expected to be ready in August. We are meeting on 8/11/14 with sponsorship to discuss takeaways from the report and review potential project plans.

6/23/14: In January 2014. HSU issued an RFP to explore and identify opportunities to expand the University's conference operations. As a result, we engaged with United Conference Solutions, who visited the campus in May, 2014. Following that visit, as well as other work undertaken around this initiative, the team will issue a report in July outlining those opportunities, along with recommendations as to how best to support the expansion. We have also met with key sponsors regarding deliverables and timing, and expect to begin formal working group sessions in August.

5/8/2014: This initiative has been approved and scheduled to begin in June 2014, with an expected completion date in August 2014.


Dates
Jun 1 2014 - Aug 31 2014

Go Live Date


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