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

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

3. 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

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

5. EMS Software Support
First available support agent assigned by queue and ASA priority. Support Ticket: Ph: (USA & Canada) Ph: x859 (All Other Countries) Hours: M-F 8:00 am – 8:00 pm EST

6. EMS Self Help
Technical Downloads User Forum Documentation Knowledge Base
Copyright © 2011 Dean Evans & Associates, Inc..

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

8. 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, correspondence, webinars, documentation, on-site training.

9. 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

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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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.

19. 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.

20. 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

21. 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)

22. 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