Room Booking Implementation Phase
The room booking system will be rolled out over a period from early June to September.
As each department is brought into the new room booking system:
- Rooms owned by the department are setup for booking through Outlook and Planon.
- All staff in the department are given permission to book rooms via Outlook and Planon.
Rooms owned by the department are setup:
- with a name in the standard format, <building-code>-<floor., e.g. SHER-04-409 (4), shared
- all staff can view the organiser of the bookings in the room calendar
- the appropriate staff and role accounts are given booking permissions according to the room type (shared, restricted, moderated, open)
- Restricted rooms owned by the department
- All shared rooms, if the department is sharing
- All open rooms
Shared or role accounts used to book rooms are setup to book the same rooms as staff, but through Outlook only.
Progress to date:
- ICT and Mechanical Engineering started using new system in June.
- The departments in the Sherfield Building , the Library and the Operational Excellence team moved onto the system in July.
- Design Engineering is going live mid August.
- Faculty Building preparations are underway for a late August implementation.
- Over August and September the rest of the departments will implement and finally we will add rooms that are currently open College-owned spaces which all staff will have access to book.
- Room Bookings website contains user guides and information about the shared rooms available to book which is updated as departments come into the system.
What to expect
The project team will work closely with each department to agree a specific implementation date and a list of activities leading up to it to ensure a smooth transition. This includes developing a local communications plan to prepare the staff in the department for the change, training for superusers and moderators, planning the migration of all the current bookings into the new system, and more.
The project team will be in touch with each department to start the detailed planning.
A few months after the rollout plan is complete, there will be a full review and analysis to determine what is working and what improvements could be made. There will be a call for volunteers to participate in this exercise when the time comes.