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Project overview

Project delivery

Following an assessment of key user requirements and high value features, we will adopt a phased approach to delivery. This allows value to be delivered to the greatest number of individuals at the earliest possible opportunity and, in many cases, will provide most (or all) of their needs.

Further phases will continue to enhance functionality, and will be prioritised in line with their overall value.

Key deliverables

The project will deliver a solution which focusses on the needs of our users and their business processes. It will:

  • Provide a solution that will make all rooms across the University visible to all University of Cambridge users via a central application, rather than restrict visibility of spaces to the departments where they are located. It should be noted that the system will include a capability for rooms to be restricted or indeed excluded, but only where there is a valid reason for doing so.
  • Include an on-line profile for every room to be viewed (aside from those which are excluded for valid reasons). This will include one or more photographs, as well as key information on AV/IT, room configuration, location, maximum capacity, accessibility etc.
  • Allow requests for a booking to be submitted online rather than via email/phone.
  • Ensure that the system is capable of handling repeat / pattern bookings effectively.
  • Allow a room booking request to be approved (or rejected) online.
  • Allow special instructions (e.g. for Computer Officers and Custodians) to be captured within the system and made available to such users in a timely and efficient manner.
  • Provide automated reminders via email to the room booker at pre-defined intervals. This will include a ‘cancel now’ link in the email in order to encourage users to cancel any rooms not required so that they can be made available to others.
  • Improve the search function to allow a user to access a calendar view to see when a room is free or busy. This will also allow a user to enter their requirements and for the system to return a list of suitable matches.
  • Provide a solution that can be extended to incorporate other capabilities such as scheduling and timetabling.
  • Be accessible via different devices, eg. a PC, Mac, iPad or other mobile device.

Contact us

If you have any further queries on the project then please contact either of the Project Managers:

Chris Thornhill
Tel: +44 (0)1223 766383

Rob Smith
Tel: +44 (0)1223 748021