© 2013 IBM Corporation Enabling Smarter Infrastructure Optimizing use of Shared Resources TRIRIGA Workplace Reservation Manager
© 2013 IBM Corporation
Enabling Smarter InfrastructureOptimizing use of Shared Resources
TRIRIGA Workplace Reservation Manager
© 2013 IBM Corporation
Smarter Buildings on a Smarter Planet
2
Agenda
How does Workplace Reservations complement IWMS?
How are Resources Reserved?
How is the Smithsonian gaining value?
Q & A
© 2013 IBM Corporation
Smarter Buildings on a Smarter Planet
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Reserve Meeting Rooms
Hot-Desking/Hoteling
Reserve Equipment
Reserve Vehicle
Catering
Visitor Management
Room Setups
Shared Resources
Workplace Reservations complements/leverages IBM TRIRIGA Integrated Workplace Management System (IWMS)
Portfolio Planning
Site Selection
Transaction Management
Lease Administration
Lease Accounting
AR Tenant Tracking
Payment Processing
Client Requests
Real EstateManagement
Program Management
Fund Management
Scope Management
Cost Management
Schedule Management
Resource Management
Permit Management
Vendor Engagement
Procurement
ProjectManagement
Space Management
Space Chargeback
Space Requests
Strategic Planning
Space Forecasting
Move Management
Personnel Provisioning
CAD Management
Space Management
Contact Center
Service Management
Warranty Management
Preventive Maintenance
Facility Assessment
Security/Key Management
Inventory Management
Capital Planning
Resource Planning
Operations & Service
CO2 Emission Tracking
Utility Tracking
Waste Disposal
Water Consumption
Green Opportunities Tracking
Environmental Certification
Energy Star Integration
Environmental & Energy Mgt
Customer Request Central (self service, way-finding)Business Analytics (KPIs, advanced reporting)
Shared/Common Data and Process Integration
Common Workplace Platform, Database & DocumentsInternal/External Integrations
© 2013 IBM Corporation
Smarter Buildings on a Smarter Planet
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How IBM TRIRIGA helps …
… improve strategic facility planning
… identify what you have and how it is being used
Identifies inefficient and underutilized facilities
Models alternative planning scenarios
Generates move orders from approved plans
Catalogs current space and manages space utilization
Manages moves, adds, and changes
Delivers interactive floor plan views to all users
Historic and Current Utilization Scenario-based forward-looking Utilization and Supply/Demand
analysis
Performance Management Metric (KPI) View
TRIRIGA FacilitiesTRIRIGA Facilities WPMTRIRIGA CAD Integrator
… streamline workplace reservations
Simplifies reservation bookings from MS Outlook
Automates reservation processes
Optimizes reservable workplace resources
Near-Term Utilization
TRIRIGA Workplace Reservation Manager
TRIRIGA Strategic Facility Planning
© 2013 IBM Corporation
Smarter Buildings on a Smarter Planet
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Agenda
How does Workplace Reservations complement IWMS?How are Resources Reserved?
Booking Options • Searching • Meeting Space
• Food & Equipment Orders• Recurring Meetings
Primary Roles
Self-Service User• Anyone in the company• Department Admin (delegate)
Betty Business
Cathy Caller
Anita Meeting
Contact Center Concierge•Contact Center Agent
Reservation CoordinatorReservation AdminPrivate Room Concierge
© 2013 IBM Corporation
Smarter Buildings on a Smarter Planet
6
Simplifies reservation bookings to increase user adoption
Screenshot: Room Reservation in MS Outlook (Search)
Increase user adoption with Microsoft Outlook and web interface
Simplified search and selection
Side-by-side room comparisons
© 2013 IBM Corporation
Smarter Buildings on a Smarter Planet
7
Automates ‘back-office’ reservation processes
Screenshot: Room Reservation Record in Microsoft Outlook (Food Services)
Food services selections create Food Orders for internal/external providers
Alternate room layout options create Tasks for setup and breakdown
Equipment and vehicle reservations create Tasks for delivery and pickup
© 2013 IBM Corporation
Smarter Buildings on a Smarter Planet
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Optimizes reservable meeting, workspace, and equipment resources and improve customer satisfaction
Screenshot: Reservation Coordinator Portal
Reservation Coordinator portal delivers 1-click access to reservation functions
Customer satisfaction survey and metric drives service improvements
Metrics optimize work space and equipment utilization
© 2013 IBM Corporation
Smarter Buildings on a Smarter Planet
9
Features• MS Outlook User Experience• Common TRIRIGA platform• Resource Utilization and Satisfaction
Metrics
Benefits• Improves employee satisfaction • Streamlines reservation process• Optimizes workplace resources
TRIRIGA Workplace Reservation Manager deliversend-user scheduling via MS Outlook and improved space utilization
© 2013 IBM Corporation
Smarter Buildings on a Smarter Planet
10
Agenda
How does Workplace Reservations complement IWMS?
How are Resources Reserved?
How is the Smithsonian gaining value?
Project Overview
1205/23/14
• 19 Museums• 9 Research Centers• 660 buildings• 1400 floors• 24,000 rooms• 12 million SF• Open 364 days per year
1405/23/14
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A Closer Look at the Research Community
Initially focused on the Smithsonian Tropical ResearchInstitute, based in Panama
Targeting other research centers for Smithsonian Conservation Biology Institute and Smithsonian Astrophysical Observatory
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Research Facilities
A small staff of 350 and 35 staff researchers
1200 visiting researchers from 40 countries on 1500+ trips per year
Limited amount of lab space with diverse needs and proximity to study area
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Living Space at Remote Sites
Housing for staff Mixed length trips Coordinate multi-site visits Complex scheduling in
conjunction with science needs
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Coordinate Transportation
Diverse fleet of vehicles – boats, trucks, cars, carts Reservations Licenses and permits Track fuel
• Administrative use case– Self service or concierge model– Leverages the Exchange
Integration– Light streamlining of the base
product anticipated– Enhancing room data
• Research community use case– Concierge model– Alteration of the app to support
living spaces– Load vehicle data– Development of “trip” concept
to support long-term events with multiple reservations
– Cost recovery
1905/23/14
• Reserve is installed and operational in our “Sandbox”• Integration with MS Exchange is underway
– System generated email notifications– iCal integration– Approval actions via email– Initial group of resource accounts created– Hardening server security
• A subset of rooms have detailed room attributes– Herndon Data Center– Capital Gallery– STRI (labs, dorms)
• Pilot configuration in progress for vehicle reservations (STRI Tupper Complex)
2005/23/14
Project Highlights: Facilities Data Inside Outlook
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• Rich formatting for collaboration outside of TRIRIGA
• iCal integration for multiple browsers
• Embedded forms inside messages
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Organizationally managed spaces required approvals outside of the owner’s organization
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Achieving a Positive Business Impact
3005/23/14
• Multiple modes: self service, concierge, and Outlook• Integrated with all other facilities functions for service
coordination, renovations, maintenance, etc.• Rich location data (photos, drawings, equipment, additional
attributes)• Waitlist management• KPIs for utilization• Email integration• Business rules engine• Robust BPM platform, with deep
in-house development resources
3105/23/14
• For reservation management…– Provide additional visibility to Drive up utilization of rooms / maximize facility
investment– Accommodate more requestors– Monitor usage and guide future addition/removal of meeting spaces
• For the Reserve product…– Builds on existing location, people, assets, and drawings– System consolidation
• Eliminate significant redundancy• One application to pay for, operate and maintain
– No additional software costs– Leverages technology framework already in place
(5000+ users, Single Sign On, supporting hardware)– Integration with Special Events application– A business process engine that allows for on-going
changes in business rules and processes– Service and asset coordination
3205/23/14
• A trip concept that unifies multiple reservations into a single customer relationship event
• Integrate with Special Events system• Manage “organizational entitlements” that balance sharing of assets across
organizations while prioritizing owners’ requests• GIS visualization• Expanded asset scheduling
– “Motor Pool Dashboard”
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• What questions does the group have?• Closing comments
3405/23/14
© 2013 IBM Corporation
THANK YOU!
35 IBM Confidential