The University's Strategic Plan articulates our priorities on student programming, breaking down silos, inspiring cross-campus collaboration, and process improvement. With an effective event scheduling tool, the SF State community can seamlessly collaborate, coordinate, and execute campus events, thereby fostering a vibrant campus experience. Our implementation timeline outlines the development, testing, deployment, and ongoing refinement of the tool, with a focus on enhancing accessibility and user experience. Through these initiatives, our team is committed to enhancing the University experience for all SF State stakeholders.
Project Status
Following SF State Procurement's recommendation, Quality Assurance (QA) utilized the Informal Request for Proposal (IRFP) to select the campus’ event scheduling vendor. The Scope of Work (SOW) for this project was devised with the following items in mind:
- Consultations with Information Technology Services leadership,
- Referencing past research efforts, and
- Engagements university members affected by these operations.
In February 2024, QA solicited proposals from three vendors for event scheduling and management services. Evaluating these proposals involved a 204-point ranking system that QA created based on factors from the 2017 needs assessment, SOW, and insights from successful event scheduling software implementations at sister campuses. CollegeNET ranked as the leading choice with 184 points, offering competitive pricing of $38,000 in ongoing costs and unlimited licenses. Considering its low cost, high scores, and proven track record in higher education, CollegeNET was chosen as the official event scheduling vendor. QA finalized the informal solicitation process in March 2024 and secured 25Live consulting and implementation services from CollegeNET.
A campus representative has been identified for each building or department. This individual serves as the main contact for coordinating events and scheduling processes within their respective areas. Their knowledge on event scheduling procedures, guidelines, layouts, and inquiries is essential for the successful implementation of a unified event scheduling tool.
A Project Kickoff Meeting has been scheduled for May 2024.
In this meeting, the team will bring together key campus stakeholders, including project managers and team members, to outline project goals, objectives, and timelines. The team will also introduce the different teams, establish communication channels, and clarify roles and responsibilities. The meeting aims to foster alignment among stakeholders, promote collaboration, and set the project on a path to success.
This page will continue to be updated as we progress with the event scheduling implementation.