Content Comparison

Contact UT Momentus Admin: UTMomentusAdmin@austin.utexas.edu

Contact Jessica Van Amburgh: jvanamburgh@austin.utexas.edu

...

...

• The Booking Roles framework enables greater customization of OSB and space access.

• By moving away from Account Types and Booking Restrictions as the primary access management tools, CSUs can use Account Types, Booking Restrictions, and Booking Roles together to grant and restrict access to spaces and OSB, addressing different use cases more effectively.

  • Ex. Adjusting specific time frames available for certain spaces or days of the week based on the conditions.

• When using Online Space Booking, you can choose to enact restrictions that can limit which spaces certain public end-users are allowed to view and book, using Booking Roles. This can help to reduce the number of OSB configurations being managed, as you will no longer need to create different OSB sites to accommodate various types of users. 

...

Image Removed ScopeScope

...

Image Removed TimelineTimeline

• Org Admins complete their review and updates to the Access Chart and provide feedback on the proposed project scope for their organization (due January 30).

• The Momentus Project Team will update the scope based on Org Admin feedback and provide an estimated project cost.

  • This estimate will be based on all information submitted by January 30.

  • Any subsequent scope changes that result in additional costs will be billed to the requesting CSU.

• The Momentus Project Team (consultant and technical team) will be formally assigned to the project—typically six weeks after the scope and estimated cost are approved.

• Target completion date for the Booking Roles Project:
  All configuration and testing are targeted to be completed by August 13, 2026.

...

\uD83D\uDEA9 Milestones Milestones and deadlines

The below will be updated once we receive the official scope/project plan from the Momentus project team.

...

🗃️ Important Important Links and Resources

Vendor Resources

...

University Housing & Dining

School of Social Work

...

📧 Project Emails

4/7/26

Subject: Booking Roles Project Update #6 - Project Cost

We received the scope and quote for the Booking Roles and SSO enhancement project. Momentus Technical Services has estimated 109 hours for the project. Below is the estimated project cost for each CSU. This is the maximum amount each CSU would be billed for this project. Momentus Technical Services let us know they padded the project hours to account for unknowns or changes; however, they do not expect to need this many hours. This is a time-and-materials budget, and we will only be billed for the actual hours used. As long as all CSUs provide the information on time (reviewing the Booking Roles configuration in Momentus, testing, and providing feedback), we expect the final project cost to be lower.

Estimated Project Cost for each CSU:

• Momentus Technical Services (SSO logic and mapping to new Booking Roles framework and vendor-led training): $2,951.00*

• Booking Roles Framework Configuration (by Commons Event Software Services): Covered by CES

• *If additional requests are made outside of the initial scope, additional hours and fees will apply to the CSU needing the changes.

You have a couple of options to choose from on how each CSU would like to be billed (via IDT):

1. Billed monthly for actual hours used

2. Billed at the end of the project for the total actual hours used

3. Split the total actual hours used between this fiscal year and the next fiscal year

Along with your billing preference, please provide the following information for our order form, which we will send you for review before routing to your authorized signee. The order form will include the maximum project cost and each CSU’s specific scope for this project; however, each CSU will be billed only for the actual hours used.

Authorized Signer Name:

Authorized Signer Email:

Authorized Signer EID:

IDT Account Number for Billing:

Billing Option Selected (1, 2, or 3):

Technical Services cannot guarantee the project completion date until we have signed the order form and provided a PO. However, if we can get everything signed quickly, they are confident they can complete the project by August 1st. We will begin the order form signature process this week and let you know the progress.

2/26/26

Subject: Booking Roles Project Update #5.5 - Booking Roles Meeting

Just a reminder: if you haven’t yet scheduled your meeting with our team, please be sure to book a time. (For those who have already scheduled—thank you!)
If you need a time outside the available booking window, please email us with at least three possible time slots, and we’ll be happy to set it up for you.

2/19/26

Subject: Booking Roles Project Update #5 - Lucid Chart Exercise & Org Admin Next Steps

Booking Roles Implementation Wiki Now Live

A big thank‑you to Jessica for launching the Booking Roles Implementation Wiki. Like our approach during the Momentus transition, this wiki will serve as a centralized resource outlining project status, remaining tasks, key documentation, and all related communications. I recommend checking it out!

 Booking Roles Progress

While we wait for Momentus to review the proposed logic changes and respond to our scoping questions, our team has completed the preliminary groupings based on the Booking Roles Workbook. Below is an overview of what has been completed and what is needed from you next. Another excel file has been added to your folders containing a list of your current OSBs and their spaces pulled Friday, February 13^th. This is to help when referencing the Booking Role to OSB assignments. Additionally, you will see a new tab in your main workbook titled “Lucid Chart – BR.”

This tab includes:

• A guest link to your Booking Roles Exercise in Lucid

• Additional project information

• New key terms

• Helpful reference materials

If you experience any issues accessing the Lucid guest link, please reach out to our team.

Next, please use the scheduling link provided here to book time with our team to review your Lucid items. If your team has multiple Org Administrators, please have only one person schedule the meeting and add the others to the booking. The topics we plan to cover are outlined in the Lucid Chart – BR tab, and we are happy to address any questions you may have during your session.

Lastly, Momentus will continue to guide us to ensure we are approaching this project in the most effective way. As we collaborate with them, there may be instances where adjustments are needed—whether related to space classes, booking role assignments, or process alignment. Should any changes arise, we will communicate updates promptly.

2/10/26

Subject: Booking Roles Project Update #4 - Momentus Scope & CES/Org Admin Next

Thank you all for completing your workbooks! As of today, February 10, 2026, logic changes for Automatic Assignments maintained via API are officially locked. No additional requests will be included in the initial scoping document we will send to Momentus tomorrow. We will continue to work with the departments that are still finalizing information based on our follow‑up questions—those updates will be included in the scope, so no worries there. Once the scope is finalized, we will share it with you.

We’ve also begun organizing your Access Charts in preparation for the Lucidchart Grouping Exercise. At this stage, any changes made to access values (Y/N) will not be reflected in the first iteration. If departments need to update access or add spaces, you may still make those edits in your workbook; just note that they won’t be incorporated until after our initial review meeting, when revisions reopen.

When updating your Access Chart:

• Please update the existing file in your SharePoint folder rather than uploading a new one.

• For changes to spaces or access, use the tab labeled ACRONYM (ORG NO). This is your original file, and we recommend keeping it for your records even after the project is complete.

• When you make updates, please note the date and include a brief description of what changed. If you have questions, feel free to add them in the notes column or email our team.

Upcoming Project Steps (Estimated)

Dates are not yet final, but we will notify you ahead of any firm deadlines or adjustments.

• CSU logic adjustment/addition requests are now locked. Logic and scoping questions will be sent to Momentus on Wednesday, February 11, 2026.

• CES will begin creating preliminary Space Classes, Booking Roles, and OSB Assignments using the Access Charts. Once completed, CES will contact the CSUs to schedule a 45–60 minute review meeting.

  • During this review period, Access Chart revisions will reopen. Revisions may include changes to Y/N values or the addition of manually assigned account types (booking roles).

• After Momentus reviews and approves the scope, there will likely be a six‑week wait before a technical team is assigned to implement the logic changes.

  • During this time, CES will finalize the Space Classes, Booking Roles, and OSB Assignments and begin configuration within the Orgs once approved.

2/2/26

Subject: Booking Roles Project Update #3.5 - Access Chart Reminder

...

Finally, this project will take some time and won’t be like our implementation. These Discovery calls are intended for Jeremy, our consultant, to provide feedback on how we should approach the Booking Roles configuration, which will be a separate project, and how to ensure the result aligns with each department’s needs and is easier to maintain as we grow.

...