Functional Groups

To achieve the specific goals and objectives for the campuswide implementation of 25Live, seven critical project functional groups have been established and will be led by subject matter experts. With the support of the Quality Assurance (QA) team, Functional Group Leaders will oversee and report on the progress of each focus group. Every group, whether they are involved in configuring the event scheduling database, enhancing user experience, or resolving technical issues, plays a critical role in implementing a robust and user-friendly tool that will streamline the event scheduling process for the campus.

25Live functional group org chart

Text Version - 25Live Functional Groups

  • Project Director/Manager

    • Database Functional Group
    • Access & Integration Functional Group
    • Event Form Functional Group
    • Policy Functional Group
    • Reporting Functional Group
    • Calendar & Branding Functional Group
    • Event Pricing & Invoicing Functional Group

Definitions

  • The Project Director/ Manager works collaboratively with workgroups that specialize in broad aspects of event scheduling and campus technologies. 
  • Functional Group: a small group of subject matter experts to perform research, develop recommendations, or other activities in support of a larger goal.

Focus Groups

Each functional group consists of one or more focus groups, with team members identified based on their expertise and knowledge in designated areas to ensure comprehensive coverage and strategies. Focus groups will aid in gathering and consolidating information in alignment with their goals and objectives. For more details, please refer to the Functional Group List.

 
Functional Groups Leaders:  Jesús Garcia and the Quality Assurance team 

Focus Group Name Focus Group Leader Goals and Objectives
Event Space and Feature Focus Group Jesús Garcia
  • Expand 25Live database
  • Assess the current scheduling data (in each existing scheduling tool) and export the following:
    • (1) Locations (rooms and other facilities)
    • (2) Resources (equipment, services, personnel)
    • (3) Organizations that schedule or sponsor events (e.g., departments, on-campus groups, off-campus groups)
    • (4) Non-academic events
  • Determine how much data you have and need
  • Evaluate the accuracy of the data
  • Validate the physical inventory
Resources and Features Inventory Focus Group Nicole Lange and Andrew Roderick
  • Outline the features and resources that the campus plans to track
  • Create an inventory of available features (e.g., fixture, equipment, whiteboard, projector) that are permanently assigned to a location and resources (e.g., equipment, table, chair) that could be delivered and/or used to support an event.
  • Identify room occupancy and accessibility needs/ features
  • Audit which features/resources are not part of the existing database (i.e., EMS, Brightly, Schedule25)
  • Record all relevant information of each feature and resource (e.g., size, location)
  • Take pictures of each feature and resource, as needed

 
Functional Groups Leaders: Dania Russell and Aaron Benn

Focus Group Name Focus Group Leader Goals and Objectives
Event Process and Workflow Focus Group Dania Russell and Aaron Benn
  • Configure the (non-express) event request process
  • Document the event request process in each area/building and their required information
  • Identify the area scheduler/reviewer for event requests (by event type/space)
  • Establish the approval workflow based on location and/or event type
  • Document information required by event service providers on campus
  • Specify which spaces/locations are requestable
  • Identify which equipment, resources, and services could be requested (and if there will be an associated cost)

 
Functional Groups Leaders: Dania Russell and Mike Beatty

Focus Group Name Focus Group Leader Goals and Objectives
Event Scheduling Policy and Guideline Focus Group Dania Russell
  • Develop an event scheduling guideline (based on event type) and policy
  • Define the type of events that can be scheduled within 25Live and their criteria
  • Define the type of spaces that could be scheduled in 25Live
  • Outline the roles and responsibilities of those who are involved in the event scheduling process
  • Ensure that the guideline and policy aligns with TPM policy
  • Define prioritization of event scheduling (i.e., academic courses -> meetings & special events and other activities)
  • Protocol for locking and unlocking spaces/rooms
  • Outline the required document (by event type) and billing information, as needed
Escalation Process Focus Group Mike Beatty
  • Create additional guidelines for events that involve external groups, youth, and/or high-profile guest; define procedures for review/approval
  • Criteria
  • Provide input to the notification policies
  • Required documentation (e.g., insurance documents, waiver)

 
Functional Groups Leaders: Michelle Anolin/Sphoorti Biradar and the Quality Assurance team

Focus Group Name Focus Group Leader Goals and Objectives
Access and Security Focus Group

Michelle Anolin

  • Configure system security, functional security, object security, and assignment policy
  • Set up SSO
Integration Focus Group Shawn Hicks
  • Work collaboratively to develop the integration between 25Live and other legacy systems (Outlook, PeopleSoft, MetaBim, Campus Labs, ServiceNow) on campus
  • Determine technical requirements (e.g., if API will be used)
  • Confirm how and what data will be exchanged with 25Live

  
Functional Groups Leaders: Dania Russell and Nicholas Holmes

Focus Group Name Focus Group Leader Goals and Objectives
Space Utilization and Safety Focus Group Nicholas Holmes
  • Develop reports provide information on events related to student programs and/or organizations, space utilization throughout the week, and their generated revenue
  • Assess data analytics that will address:
    • Eliminating artificial scarcity of space
    • Identifying spaces that need improvement
    • Formalizing of the campus "space economy"
    • Improving the annual campus CO Utilization Report
    • Creating multi-function cross-discipline resources
    • Improving enrollment-based inventory updates (using course section reports to characterize spaces)
  • Support emergency operations

 
Functional Groups Leaders: Jesús Garcia and Barbara Stein

Focus Group Name Focus Group Leader Goals and Objectives
Calendar Focus Group Jesús Garcia and Barbara Stein
  • Utilize Series25 API to extract event data that will feed into campus calendar framework designed by OHO Interactive
  • Work with 25Live Implementation Consultant to create searches and feeds of calendars to be placed on SF State's web portal(s) and website
Branding Focus Group Barbara Stein
  • Customize color theme for 25Live platform
  • Ensure the application will match the look of SF State's web presence
  • Meet the accessibility standards

 
Functional Groups Leaders: Dania Russell and Aaron Benn

Focus Group Name Focus Group Leader Goals and Objectives
Rate Focus Group Dania Russell
  • Set up pricing values for each rate group in 25Live
  • Define rate groups (and potentially attach them to organization types)
  • Create tax schedules
  • Create rate schedules for event types, resources, requirements, and spaces/locations
  • Build formulas to calculate event pricing
  • Develop invoicing process with 25Live
Cost Recovery Focus Group Yessica Gonzalez-Gudino
  • Establish a cost recovery plan/process (for special events)
  • Determine which administrative departments will be involved in this process
  • Consult the Financial Services team for technical details
  • Determine the methods for allocation of funds (from service receiving departments) to the service provider department(s)
  • Develop reports and/or procedures to monitor cost recovery process

 
Functional Groups Leaders: Jesús Garcia and the Quality Assurance team 

Focus Group Name Focus Group Leader Goals and Objectives
Training Focus Group Quality Assurance
  • Coordinate with the 25Live Implementation Consultant to schedule training sessions for 25Live functional admin, schedulers, and end users
  • Work with 25Live to develop training materials tailored to SF State
  • Provide ongoing end user training and support
Communication Focus Group Jesús Garcia
  • Work with functional and focus group leaders to gather project updates and related information
  • Develop and send communications to key stakeholders (and impacted groups) about project progress, training sessions, and launch date
  • Provide executive summary to SF State leadership on project progress and important milestones

This page will continue to be updated as we progress with the event scheduling implementation.