Implementation Overview

Single Sign-On Configuration 

The SSO configuration was a collaborative effort involving QA, ITS Systems team, and Academic Resources. Its purpose was to enhance both security and administrative efficiency for the 25Live event scheduling system. By automating the provisioning process, the SSO allows campus users to access 25Live using their SF State credentials. As of September 2024, the SSO configuration has been completed, and the Academic Resources team has successfully conducted user testing in the 25Live production environment. QA and the ITS System team will continue to monitor the SSO integration and provide ongoing support to users as needed. 

Process Mapping

QA collaborated with several campus venue coordinators to document their event scheduling processes. For each area, a detailed process map was created to capture the flow of tasks and responsibilities. This work helps define the roles and responsibilities involved in the event request process, identify areas of repetition and bottlenecks, and establish a baseline for further improvement. These insights will be valuable as QA assists in designing and optimizing the 25Live Event Request Form, ensuring a more efficient and streamlined workflow for event scheduling across campus.

QA worked alongside the 25Live Services Consultant to address concerns raised by Academic Resources (AR) and potential impacts on their operations. This collaborative effort involved identifying key issues, developing targeted solutions, and creating demonstrations to showcase specific system functionalities such as Object Security, Security Groups, and Assignment Policy. The detailed demonstrations highlighted 25Live system settings, configurations, and workflow customizations to ensure the system meets the department's and campus's needs. This approach also aligned with AR's priorities by adjusting the project timeline to keep the database untouched during course scheduling blackout periods and configuring a tiered workflow for requests involving AR-managed spaces. Ultimately, these enhancements will improve the effectiveness of the 25Live system, contributing to a more efficient and user-friendly experience.

The first of two in-person consultation sessions was scheduled for June 2024. The session was held on-site and attended by the Core Project team.

The primary objective was to gather comprehensive data on the University's event scheduling business processes, essential for the database buildout. Our focus lies in delving into the event scheduling workflow and ensuring alignment between our database and the intricate nuances of our processes. Below are the topics covered in each session.

A Project Kickoff Meeting was held on May 2024.

In this meeting, the team brought together key campus stakeholders, including project managers and team members, to outline project goals, objectives, and timelines. The team also introduced the different teams and clarified roles and responsibilities. The meeting aimed to foster alignment among stakeholders, promote collaboration, and set the project on a path to success.

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. 

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.