Structured Process Analysis

1) A structured business process is a standardized, predefined sequence of activities that follows a consistent path to achieving a specific business objective. These processes are routine and repeatable, ensuring efficiency and reliability. For the Miron Student Center, we are focusing on the event scheduling and booking process which involves structured steps like approvals and resource allocation. This scope includes Handling requests from student organizations or external parties Coordinating venue availability Processing approvals Managing logistics like catering, security, and setup.

1. Event Request Submission Student organizations or external parties submit a request via an online form or in person.  Include event details: date, time, expected attendance, purpose, and required resources. 

2. Initial Review & Venue Availability Check the scheduling team checks the requested venue for availability.  Alternative dates/venues are suggested if conflicts arise. 

3. Approval Process Internal approvals from student affairs, university administration, or facility management (if applicable).  External parties may require additional vetting or contracts.

 4. Resource Allocation & Logistics Planning Coordination of setup needs (tables, chairs, AV equipment, etc.).  Catering, security, and special accommodation (if needed). 

5. Final Confirmation & Notification Approved events receive confirmation with finalized details.  The requested party is notified, and any pending payments or forms are completed. 

6. Event Setup & Execution o Facility staff ensure setting up is complete according to the requirements. On-site support for AV, security, and other services. 

7. Post-Event Wrap-Up & Feedback Breakdown and cleanup of the venue.  Feedback collection from event organizers to improve future processes. Effectiveness: The process generally ensures events are scheduled without conflicts.  Centralized approval ensures compliance with university policies. Issues & Problems:  Potential delays in approval due to a high volume of requests.  Lack of automation for certain steps, causing inefficiencies. Limited availability of spaces, leading to scheduling conflicts.  Manual coordination of resources may lead to miscommunications.Information System Supporting the Event Scheduling Process the Event Management System (EMS) or Cougar Link supports the event scheduling and booking process at the Miron Student Center. This system allows student organizations and external parties to request venues, manage approvals, allocate resources, and track logistics. 

Five Components of the Information System 1. Hardware Servers hosting the EMS Computers and tablets used by staff to process requests Projectors, AV equipment, and security systems integrated with event planning 2. Software Event Management Software (e.g. CougarLink)  Online request submission portals Calendar and scheduling applications 3. Data Event details (date, time, location, expected attendance) Approval records and status tracking Resource allocation data (catering, AV, security) 4. People Event requesters (students, faculty, external parties) Scheduling team (administrative staff) Facilities and security personnel 5. Processes Request submission and verification Approval workflows and automated notifications Resource assignment and coordination Possible silos to event scheduling procedure: - Silos occur due to different departments or people dealing with information related to events separately and hence causing inefficiency and lack of communication. 

In Miron Student Center's event booking process, areas of possible silos include: - Student proposals with organization - The department is verifying availability. - Administrative bodies sanctioning operations - Facilities management planning logistics - Operational requirements satisfied by catering and security services. Can it help reduce silo structure issues? The current Event Management System (EMS), or Cougar Link, to some degree mitigates information silos through automated submission of approval and allocations. Inefficiencies still exist due to: - Manual approval workflows can delay timely communication. - Live updating of venue availability is limited due to poor automation. - Cooperation more likely to be between departments will be by way of email and not systems integration. '

CRM, ERP, and EAI 1. Customer Relationship Management (CRM): CRM software helps universities with managing customer or client interaction with students and with outside event organizers. CRM software keeps customer information and tracks communications to build engagement. An organization can harness a CRM to deal with inquiries by students, attendance at events, and alumni affairs. 2. Enterprise Resource Planning (ERP): ERP integrates a number of business functions into a single system for the sake of streamlining operations and improving efficiency. These functions include finance, human resources, procurement, and resource management. For instance, a university's ERP system will coordinate facilities scheduling with payroll, budget, and registration of students. 3. Enterprise Application Integration (EAI): EAI integrates various software applications to provide smooth exchange of information. EAI saves companies from data isolation because it allows various departments to share information and access it effortlessly. The integration of Kean University's event planning software (Cougar Link) with their ERP system would offer real time venue availability and financial transaction. Major ERP Vendors Some of the leading ERP vendors in the industry include: 

SAP – One of the largest ERP providers, widely used across industries, including education. Oracle (PeopleSoft & NetSuite) – Offers ERP solutions commonly used by universities and large enterprises.  Microsoft Dynamics 365 – A flexible ERP and CRM solution that integrates with other Microsoft products. Workday – A cloud-based ERP solution primarily focused on finance and human resources.  Infor – Known for industry-specific ERP solutions, including education and healthcare. Kean University uses Navigate360 as a CRM system, selected by the President's Advising Taskforce. Navigate360 supports the Kean Community and our commitment to closing equity gaps while continuously supporting the success of all students. Through the platform, faculty and staff are able to view student data, manage student communications, coordinate care with alerts and case management, track check-ins and student traffic in each department, schedule and record appointments and analyze reports and analytics. 

 What is an Inter-Enterprise Information System? An inter-enterprise information system enables information and co-working among a group of companies. In contrast to systems that exist within a single organization, it spans businesses, government departments, or outside partners to help increase efficiency and reduce information silos. The Miron Student center doesn’t have an interenterprise IS nor does Kean university. Should Kean University embrace an Inter-Enterprise IS? Kean University would benefit from the automation of an inter-enterprise system as operations would automate management of outside events, increase co-ordination with local agencies, and simplify finance-related transactions. It would introduce efficiency to integration with Kean's ERP system while reducing co-ordination with outside partners.