University of Florida EMS Campus Kickoff Martha Elder EMS SOFTWARE | IMPLEMENTATION CONSULTANT 11/29/2016 & 11/30/2016

Agenda Introductions Review of Products Purchased Consulting Overview EMS Campus Overview Project Overview Project Scope Roles & Responsibilities

EMS Consulting Contacts Martha Elder – Implementation Consultant Single point of contact for implementation All training and consulting activities Peggy Samora – Coordinator, Professional Services Billing and Invoicing contact

EMS Sales Contacts Yanni Chryssomitis – Account Executive Point of contact through buy decision

EMS Software Support First available support agent assigned by queue and ASA priority. Support Ticket: https://emergingsoft.zendesk.com Ph: 800-288-4565 (USA & Canada) Ph: 303-771-0110 x859 (All Other Countries) Hours: M-F 8:00 am – 8:00 pm EST

EMS Self Help http://www.emssoftware.com Technical Downloads User Forum http://success.emssoftware.com Documentation Knowledge Base Copyright © 2011 Dean Evans & Associates, Inc..

EMS Campus Interface with PeopleSoft Products Purchased EMS Campus Interface with PeopleSoft 126 (Concurrent) EMS Campus Desktop User Licenses 50,000 Web User Limit

Professional Services 194 Consulting Hours: Covers project management, communications, technical consulting, needs assessment, data gathering, system configuration, administrator training, testing and go live prep/support, etc. Activities may include phone consultations, email correspondence, webinars, documentation, on-site training.

Campus Planning Interface EMS Academic Management EMS Event Management EMS Campus Web App Campus Planning Interface Who? Faculty/Staff Student Leaders Outside groups Academic Departments Faculty Registrar What? Room and resource requests Browse for rooms Gathering course changes Setting course room preferences Viewing instructor course list Event Coordinators Administrators Complete room & resource mgmt. Invoice, billing Reporting Optimize courses into rooms Academic reports EMS Academic Management

EMS Project Life-cycle Analysis Needs Configuration Training Expert User Training User Testing Everyday User Training Go Live Close

Everyday User Training Needs Analysis Project Kickoff Establish Timelines Review and define scope Data Gathering Activities Activities Analysis Needs Configuration Training Expert User Training User Testing Everyday User Training Go Live Close Project Plan Scope Summary Report Deliverables

Configuration Training Provide Remote Training Sessions Participate in Remote Training Sessions Define Business Rules Configuration Data Entry Activities Analysis Needs Configuration Training Expert User Training User Testing Everyday User Training Go Live Close Configuration Quick References Deliverables

Expert User Training Training Administrator/Expert User Training Participate in Training Updates to Configuration Activities Analysis Needs Configuration Training Expert User Training User Testing Everyday User Training Go Live Close Quick References Deliverables

Everyday User Training User Testing Conduct testing activities Support testing efforts Activities Analysis Needs Configuration Training Expert User Training User Testing Everyday User Training Go Live Close Testing spreadsheets Deliverables

Everyday User Training Train-the-trainer model Conduct internal training Activities Analysis Needs Configuration Training Expert User Training User Testing Everyday User Training Go Live Close End User Training Agenda Quick Reference Guide Deliverables

Everyday User Training Go Live Participate in weekly go live stabilization consulting sessions Answer go live questions from your community of users Start of the stabilization period Lead weekly go live consulting sessions Activities Analysis Needs Configuration Training Expert User Training User Testing Everyday User Training Go Live Close Go Live Support Periodic Status Report Deliverables

Everyday User Training Close Project Close Activities Debrief Meeting Activities Analysis Needs Configuration Training Expert User Training User Testing Everyday User Training Go Live Close Project Close Report Deliverables

Project Scope – Technical EMS and UF IT migrate existing EMS production Law, Business, Health, O’Connell Center databases to new technical environment created by UF IT. Creation of new EMS database for the Registrar’s Office. All five databases share a Master and are eventually upgraded to V44.1.

Project Scope – Events Management Making, editing, browsing, reporting reservations scheduled in spaces managed by the Registrar’s Office (about 200 rooms) Basic services needed to support events in Registrar managed spaces (e.g., custodial, security, academic technology, equipment) Requesting spaces managed by the Registrar’s Office on the Web App Basic pricing of rooms and services for large events scheduled in registrar spaces Managing web users, groups, contacts with HR Toolkit Business as usual for existing users at UF Law, Business, Health, O’Connell Center other than basic training on new V44 features.

Project Scope – Academic Course Management Connecting EMS Campus to PeopleSoft via views and campus web service to allow synchronization of facility and course related data Using the Campus Planning Interface (CPI) to allow academic users to view courses, run academic reports, gather course edits, and room preferences. Managing and scheduling about 200 classrooms Using EMS optimizer to assign rooms to courses

Out of Scope Consolidation of existing EMS databases into one database Academic spaces managed by UF Health Integrations with systems other than PeopleSoft Customizations Everyday end user training on the Web App and CPI (train-the-trainer model)

Roles and Responsibilities EMS Software Team Functionality Discussions Project Summary Report Project Plan Software Configuration Training Documentation Status Calls and/or Reports Expert User Training Go-live support UF Team Identifying EMS Expert Users EMS Academic Related Configuration Data Entry EMS Event Related Configuration Data Entry Training participation Synchronizing, optimizing, publishing academics Go Live Tasks