Moving K12 School District Community Facility Use Requests to the Cloud
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K12 School Districts can save tens of thousands of dollars in operating costs annually by automating their Community Facility Use Request process.
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Moving K12 School District Community Facility Use Requests to the Cloud
- 1. K12 SCHOOL DISTRICTS Why the cloud is the best place to manage Community Facility Use Requests
- 2. 2Why the cloud is the best place to manage Community Facility Use Requests The Players Business Officials There are typically at least 4 groups of people involved in processing Community Facility Use Requests. Building & Grounds staff Administrators Community Users K12 District Community Facility Use Requests
- 3. 3Why the cloud is the best place to manage Community Facility Use Requests Types of Media Printed Forms Signatures Phone Calls LogbooksSpreadsheets Ledgers Emails Snail mail A wide variety of media are usually used within a District to process Community Facility Use Requests. K12 District Community Facility Use Requests
- 4. 4Why the cloud is the best place to manage Community Facility Use Requests Current Process used by many K12 Districts K12 District Community Facility Use Requests Let’s look at each step of the current process to see who and what media are involved. Coordinate Invoice Book Confirmed Approve Send Request Confirm
- 5. 5Why the cloud is the best place to manage Community Facility Use Requests The Current Process 1 The process starts with the User submitting a hand-written Facility Use Request Form. K12 District Community Facility Use Requests Community User Administrator email snail mail FACILITY USE REQUEST FORM
- 6. 6Why the cloud is the best place to manage Community Facility Use Requests 2 The Admin checks District records and confirms availability of the requested space. K12 District Community Facility Use Requests SPREADSHEET LOGBOOK Administrator Tentative Reservation The Current Process
- 7. 7Why the cloud is the best place to manage Community Facility Use Requests 3 The Admin records the Request and forwards it to School Buildings & Grounds staff for approval. K12 District Community Facility Use Requests Administrator Tentative Reservation The Current Process Buildings & Grounds email
- 8. 8Why the cloud is the best place to manage Community Facility Use Requests 4 Buildings & Grounds officials approve the Request, then send it back to Administrator to complete. K12 District Community Facility Use Requests AdministratorAPPROVED FACILITY USE REQUEST FORM email The Current Process Buildings & Grounds
- 9. 9Why the cloud is the best place to manage Community Facility Use Requests 5 6 7 8 The Administrator records the Request approval and coordinates final paperwork. K12 District Community Facility Use RequestsThe Current Process Administrator SPREADSHEET LOGBOOK APPROVED FACILITY USE REQUEST FORM
- 10. 10Why the cloud is the best place to manage Community Facility Use Requests 6 The Admin sends approved Facility Use Request to the Community User. K12 District Community Facility Use Requests Community User Administrator email snail mail The Current Process APPROVED FACILITY USE REQUEST FORM
- 11. 11Why the cloud is the best place to manage Community Facility Use Requests 7 The Admin books the space with the District’s Building and Grounds staff. K12 District Community Facility Use Requests Administrator SPREADSHEET LOGBOOK Buildings & Grounds The Current Process APPROVED FACILITY USE REQUEST FORM
- 12. 12Why the cloud is the best place to manage Community Facility Use Requests 8 The Admin sends the Approved Request to Business Officials to invoice the Community User. K12 District Community Facility Use Requests Administrator The Current Process Business Official Community User email snail mail INVOICE
- 13. 13Why the cloud is the best place to manage Community Facility Use Requests Repetitive manual-entry tasks for Admins. Supporting media mix results in duplicative tasks. Asynchronous processing causes delays. Inefficient system can lead to overbooking. Lack of centralized records access wastes time. Poor communications wastes time and money. Fragmented system frustrates staff and community. Current Process: The Downside
- 14. 14Why the cloud is the best place to manage Community Facility Use Requests K12 District Community Facility Use Requests Now let’s look at how moving Community Facility Use Requests to the Cloud improves the process. Check. Reserve. Approve. Invoice. Monitor. Report. Moving the Process to the Cloud
- 15. 15Why the cloud is the best place to manage Community Facility Use Requests Community Users Admins Buildings & Grounds Business Officials The Cloud Process Moving it all to a cloud-based application reduces costs, increases efficiency and makes everyone’s life easier. K12 District Community Facility Use Requests Check availability & reserve space Invoice reporting Approve & monitor Monitor & report
- 16. 16Why the cloud is the best place to manage Community Facility Use Requests Community Users Admins Buildings & Grounds Business Officials Community User searches and reserves the desired space(s). An invoice is generated by the system. K12 District Community Facility Use RequestsThe Cloud Process 1 Search space by Type. 2 Reserve space and confirm. 3 Receive invoice.
- 17. 17Why the cloud is the best place to manage Community Facility Use Requests Community Users Admins Buildings & Grounds Business Officials District Admins save tons of time by eliminating the need to manually manage the Facility Use Request process. K12 District Community Facility Use RequestsThe Cloud Process Virtually eliminate labor required to manage process, plus real-time reporting.
- 18. 18Why the cloud is the best place to manage Community Facility Use Requests Community Users Admins Buildings & Grounds Business Officials Buildings & Grounds staff are assigned Approval authorization. Real-time monitoring improves efficiency. K12 District Community Facility Use RequestsThe Cloud Process Automated approvals for site-specific spaces. Real-time reporting improves operations.
- 19. 19Why the cloud is the best place to manage Community Facility Use Requests Community Users Admins Buildings & Grounds Business Officials Business Officials receive automated email Approval requests based on District-defined authority levels. K12 District Community Facility Use RequestsThe Cloud Process Community Users Business Official Community Users Business Official Automated approvals via email with authority levels defined by the District.
- 20. 20Why the cloud is the best place to manage Community Facility Use Requests Allows community Users to search and reserve spaces without District staff intervention. 24/7 system access encourages use. Virtually eliminates staff labor needed for process. Improves communication and collaboration among staff and community. Increases staff and community satisfaction. Reduces District carbon footprint. Cloud Process: The Upside
- 21. K12 SCHOOL DISTRICTS For more information about cloud-based Community Facility Use Request software including 5 Features to look for when researching products, please visit MasterLibrary.com MasterLibrary.com 585.270.6676 Rochester, NY ©2015, MasterLibrary LLC. All rights reserved. Please handle this document electronically if possible: only print if needed and recycle when done. Thanks.