Page 15 - 2022 OIT Progress Report

Strengthening STABLE
WE INTRODUCED CAMPUS TO THE NEW STABLE PLATFORM IN JUNE 2021 SUPPORTING SPACE MANAGEMENT, FACILITIES ASSETS, WORK ORDERS, MATERIAL PURCHASES, FINANCIAL RECONCILIATION, AND MORE. IMMEDIATELY AFTER LAUNCH, OUR FOCUS SHIFTED TO IMPLEMENTING THE ROOM RESERVATION AND EVENT MANAGEMENT MODULES. THESE MODULES GALVANIZED EMPLOYEES FROM ACROSS CAMPUS INVOLVED IN MANAGING SPACES, COORDINATING EVENTS, AND SUPPORTING THE THOUSANDS OF EVENTS HELD ON CAMPUS EACH YEAR. DURING THE PROCESS DESIGN, WE WERE CHALLENGED TO RETHINK AND SIMPLIFY THE PROCESS.
This implementation offered several benefits for SMU including visibility to usage patterns, room availability, and room attributes. We uploaded pictures for the various spaces and validated the technology in each area. We also implemented a more streamlined approval and review process for events from the key campus partners. This effort simplified the request process into a single form rather than multiple forms to support
each event. It also provided greater visibility
to customers regarding the approval stage of each request and clarity for event guidelines and policies. These guidelines were highlighted in a newly revamped website — smu.edu/ events. It also increased visibility for safety, risk management, and compliance personnel for campus events. We continued to enhance these modules and introduced additional changes during the summer to support a new alcohol and catering policy and special events process.
Our original design was to integrate existing Outlook room calendars with STABLE. We encountered a technical issue with the software
and were not able to complete this deliverable. Over 500 rooms and spaces for reservation into STABLE were successfully transitioned, and
we will address the remaining Outlook room calendars this fall. Individuals who manage spaces exclusively in Outlook will be involved as we complete this phase.
In Spring 2022, we conducted a campus wide survey for faculty and staff to verify computer assets, keys, and office space. We received strong participation in the survey and have updated the data in STABLE and my.SMU. Data accuracy is critical. While the technology can house this data and feed other systems, the upkeep of the data relies entirely on the campus community. Therefore, additional business processes and instructions are being addressed to ensure the data is reliable and accurate as employees move in, around, and out of the University.
nEw PROcESS ImPROvEmEnTS EnhAncE cAmPuS SERvIcES
13