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Momentus Project Updates and Communications

Momentus Project Updates and Communications

Project Timeline Overview

  • Admin Training: Feb 12 - Mar 27

  • Admins and Momentus complete back office and OSB configurations: Feb 9 - Apr 22

  • End User Training: Mar 4 - 15

  • Testing: Mar 11 - Apr 22

  • Go Live: Apr 23

  • Post-launch support (Momentus project team) through 5/7/24

  • EMS overlap through 4/30/24

  • Momentus Project Team - Phase II/project wrap-up: 4/24/24-5/18/24

Adjusted Project Timeline (4/12/24)

  1. March 5 forward

    1. All configurations and updates done in prod

    2. All new users added in prod

    3. Ongoing testing in test (prod will be copied to test periodically)

  2. March 7

    1. Software transition message posted to EMS Web App homepage

  3. March 11-April 23

    1. CSU-specific workshops with Momentus project team

  4. Friday, April 12-Monday, April 15

    1. Test SSO login + booking restrictions work correctly.

    2. If we are hosting your OSB links, please send us the name(s) of the OSB.

      1. If you will allow external users (users outside of UT Austin) to request space, please indicate which OSB(s) will need external and SSO links.

    3. Continue to build out and test your OSB configurations (including updating Dictionary text, confirmation emails, email templates, room features, and setups, and UDF questions)

  5. Monday, April 15

    1. Momentus admin will cancel all test events made in Momentus prod environment.

      1. Only create test events in the Momentus TEST environment beginning Monday, 4/15.

    2. Send the OSB names for the landing page by the end of the day on Monday, 4/15.

  6. Tuesday, April 16 (end of day, 6pm)

    1. Turn off EMS Web App access

    2. DELAYED: Reservations.utexas.edu will redirect to this page (the About and Home pages will be live on April 23). Please let us know if you would like to add additional FAQs.

    3. Updated message on the EMS Web App homepage (beginning 4/17) during the transition, informing users about the transition to a new reservation portal.

    4. Final feedback and edits on the landing page submitted by the end of the day.

  7. Wednesday, April 17 - Event import

    1. Momentus prod down during import (downtime TBD)

    2. No new reservations in Momentus prod during the import

    3. No new EMS desktop client reservations created after April 16

  8. Thursday, April 18-Monday, April 22 – Post-event import + soft launch of OSBs

    1. Full review of event bookings after event import and add booking details to future events (including service orders, functions, and attachments)

    2. All new reservations should be entered into Momentus prod post-event import

    3. Optional: share OSB link(s) with select end users at your CSU as an extra layer of testing

      1. Users will be able to reserve/request space in Momentus prod

  9. Tuesday, April 23 - Go live

    1. Redirect reservations.utexas.edu to new landing page

    2. Public-facing users can reserve/request space through Momentus OSB link(s)

  10. April 23-May 7

    1. Additional support from Momentus project team through May 7

  11. Through April 30

    1. EMS Desktop Client overlap – departments to cross-reference reservations, service orders, etc., and transfer the data to Momentus.April 16 (end of day, 6pm)

Project Milestone Overview

Deliverable

Date Delivered

Status

Enterprise Onboarding

04/30/24

100%

Report Builder / Dashboard

04/30/24

100%

OSB Onboarding

04/30/24

100%

Financials Invoicing / Payments w/ GL standard

09/12/24

100%

Digital Signage - Pepperdash

05/15/24

100%

SSO

05/03/24

100%

Mobile Work Order

05/10/24

100%

Online Payment Portal onboarding

04/30/24

100%

Online event ordering

04/30/24

100%

Electronic Signature onboarding

04/30/24

100%

Data Import

04/30/24

100%

Extended API – Technical Services

04/30/24

100%

Room Diagramming

05/31/24

100%

Event Portal onboarding

05/24/24

100%

Basic Inventory onboarding

05/31/24

100%

Inventory management

05/31/24

100%

Academic Import Module

10/25/24

100%

Important Reminders

  • OSB Settings

    • Set Event Account To: Individual

    • This must be set to Individual for the Account Type and Booking Restrictions to work correctly.

    • Set Conflict Check Status, Resulting Event Status, and Resulting Booking Status to the same status (if Confirmed, all must be Confirmed, or if Request, all must be Request).

    • This is the only way to ensure the conflict checking works correctly and to avoid double-booking a space.

  • OSB Links

    • SSO sign-in links

      • This link is for UT Austin public-facing users

      • Users will login with their EID and EID password

      • Once generated, the SSO links will work even after changes are made to the OSB and system updates are made. If you create a new OSB and need an SSO link, you will copy the shortcut and paste it into the SSO link generation utility.

    • Momentus sign-in links

      • This link is for non-UT Austin public-facing users

      • Momentus sign-on = username and password

  • New Event reservations and requests submitted through OSB

    • New events will list the individual requestor as the account and the contact. This is temporary and will be addressed in subsequent iterations.

    • To change the Account to the individual’s organization, follow this how-to.

  • Additional Access needed or manually managed account types

    • If a public-facing user needs access different from the account type assigned through SSO authentication, follow the steps to assign an Account Type manually.

    • Please check the Do not override checkbox to make sure your changes aren't overridden when the user next logs in through SSO.

  • Additional account types

    • If you need additional account type/booking restrictions, please get in touch with the Momentus administrator (Amanda or Jessica 😃) to set them up.

    • Once we go live, we can only add account types connected to SSO authentication once we implement Booking Roles towards the end of 2024.

Meeting Links (with Commons Event Services team)

Training + Momentus Learning Center

Communications

Access Management

View the Access Management Page for more details.

Summary: Access to the OSBs will be controlled through SSO login and group management based on attributes, much like EMS. After the authentication is confirmed and attributes are checked when users log in, they are assigned to an account type (the same as the group type in EMS). The account types are created on the back end and assigned to booking restrictions; the booking restrictions are then assigned to spaces, thereby restricting specific account types (groups of users) from accessing the space. However, like with HRTK, some account types and access to spaces must be manually managed.

In addition to the group access management, each user will be checked on login, and their information, such as department association, will be updated within Momentus. If they are no longer with UT, they cannot log in.

We built the access/restrictions based on the group types and process templates in EMS. Each CSU has received a workbook containing attributes for each account type, the access chart for the spaces, and the booking restrictions applied to spaces.

To prepare for testing:

  • Please identify 5-10 users, at least one user from each account type (or group), at CSU that can log into CSU's OSB using SSO.

  • We will then confirm that the correct account type was assigned and the correct account association was made.

Merging Accounts

  1. Navigate to Accounts - All

  2. Select the Account Cleanup view and locate a duplicate account

  3. Review each account.

    1. If a user has signed into an OSB through SSO and has an account type assigned, make sure you use that account as the Merge Into account.

    3. If the user has not signed in through SSO, use the account that has an EID attached.

  4. Select the account you will merge from. Click Tools > Merge Accounts

  5. Search for the account you will merge into. Click OK to merge the two accounts.

    1. Note: If there are multiple accounts, this action will need to be repeated for each account; an account merge cannot be done in bulk. 

  6. Once the user logs in through SSO, any new department relationships will be set, and their name and email address will be checked and updated.

  7. Any associated event bookings will be carried over.

Event Import + Accounts and Contacts

Date of TEST import: Thursday, March 27

Date of PROD import: Wednesday, April 16

Event, Contact, and Account Import

  • Momentus will import all future events (reservations and bookings), events within the past five years, and accounts (clients) and contacts associated with a future or past event.

  • All UT Austin departments will be imported as an account.

  •  

    • When a public-facing user logs into an OSB, their current UT status and affiliation will be checked. If they are affiliated with a department, the user will be added as a contact to the department account in Momentus.

    • If a public-facing user is not associated with a department (e.g., a student), they will be added as a contact to the UT Student account in Momentus.

  • The following EMS reservation and booking fields will be imported*:

  •  

    • Reservation Event Name

    • First Booking Date

    • Last Booking Date

    • Reservation Status

    • Reservation Event Type

    • Event Coordinator

    • Client Type

    • Client

    • 1st Contact

    • 1st Contact Email Address

    • 2nd Contact

    • 2nd Contact Email Address

    • Booking Event Name

    • Booking Event Type

    • Event Start

    • Event End

    • Booking Status

    • Room Code

    • Room Description

    • Booking Date

    • Setup Count

    • Setup Type

  • *Service orders will not be imported. During the soft launch and month overlap with EMS service order details should be added to events in Momentus.

Digital Signage

  • Momentus select PepperDash as their digital signage solution.

  • Momentus will be a reseller of PepperDash's services.

  • PepperDash is currently testing the API link to Momentus' dev environment and standing up the dev infrastructure for UT.

  • Total number of devices: 125

    • ENGR (ASE): 6

    • UHD: 9

    • McCombs: 110

  • Each CSU will have their own PepperDash admin center to manage their devices.

    • The admin center is cloud-based and does not require any apps be downloaded

    • Device provisioning is managed from the admin center.

Support model for PepperDash

Admin tenants

  • Each CSU will have its admin and users within your tenant to manage your displays and configurations

    • The UT Momentus admin team will have an admin user in each tenant for visibility

Future planning

  • To add additional devices, please contact UTMomentusAdmin@austin.utexas.edu and we will work with Momentus to generate a quote as well as loop in PepperDash to schedule a scoping call.

    • Portal Dashboard roll-out – Sumanth will provide more information about the portal once this is ready to go live but said he did mention it to the MSB team

    • Updates should not cause extended downtime or issues with devices. Please contact PepperDash and copy the UT Momentus team if any issues arise.

    • Changes to branding, logos – please contact PepperDash and copy the UT Momentus team to discuss pricing.

Project Updates

5/24/24

Thank you again for all everything you did to get Momentus up and running! The Momentus project team is wrapping up their support to us with a few final sessions to address CSU-specific questions, final training, and issues.

As our project phase ends, we wanted to share the support model move forward. You will notice the model is very similar to how EMS support was structured, with the key difference being Department Admins have expanded privileges. Also, as a friendly reminder, please copy UTMomentusAdmin@austin.utexas.edu when sending trouble tickets/questions. This is especially important as we will be out of the office at different times over the next month, and we both monitor this inbox. Read on for the final project update!

Project Wrap-up

  • Momentus project team is working with us and CSUs to address issues as needed and finalize outstanding items. If there are any ongoing issues or questions you have, please send over your list.

  • Momentus’ financial resource will offer a final round of training for CSUs utilizing the billing/invoicing feature.

Support Model

  • Please see attached our support model flowchart.

  •  

    • The diagram indicates the support structure CES, and the Vendor will provide to the Org Administrators. Public-Facing and Back-Office users affiliated with each CSU will continue to funnel their issues through the Organization Administrator(s) and escalate tickets to our team as needed.  Feel free to create your own internal support structure between your users and the admin(s) that better supports your internal processes.

    • User key:

    •  

      • Public-facing user: Anyone signing into an OSB to request/reserve space

      • Back-office user: Anyone signing into Momentus back-office with SSO (must be current student, staff, faculty at UT)

      • Org Admin: renamed Department Admin to match Momentus vocabulary – CSU-level administrator or manages their Momentus org’s overall configuration including users, spaces, onboarding new departments

      • System Admin: CES (current members are Amanda Congdon, Jessica Van Amburgh, Seth Curlee) – manages system-wide configuration and maintenance of Momentus.

  • CES to begin meeting regularly with our Momentus Customer Success Manager and will share updates, features, and insights with you regularly.



Resources

  • In Box: recordings of training and workshops, how-to guides, Admin Guide (coming soon!)

  •  

    • As with EMS, Org Admins are responsible for onboarding new departments within their college, school, or unit, but we are here to answer questions you may have as you bring on your first department online.

  • Please be sure to visit the Momentus Learning Center, Knowledge Base,  and training paths (videos). Accounts were created a few months ago, so if you are having trouble accessing the support sites, please let us know so we can put a support ticket in.

Finally, EMS will sunset on Friday, May 31. If you continue to access EMS through the desktop client, please pull final sets of data/reports before the end of next week.

5/9/24

We wanted to give you an update on the status of some pending items as we wrap of the project with the Momentus Implementation Team.

  • The Momentus Technical Service Team has implemented an SSO/Account Type fix and appears to have resolved the issue. Please be sure to reach out to our team if you encounter anything.

  • We are working with Momentus on the scheduling final calls with their team.

  •  

    • If you would like to have a call with Jeremy regarding any of your processes, configurations, reporting, etc., please email our team with availability so we can get you slotted.

  • If you have the desktop client on your computer, you will still have access to the server until May 31st. If you need anymore data or reports from the system, please be sure to snag them while you can. Unfortunately, the web client is not accessible.

Action Item – CSUs with Online Space Booking Configurations

  • The patch for Conflict Checking has been applied to the test environment. We strongly recommend you take the time to adjust your OSB settings in the testing environment and let us know if there are any issues. We will also be making the rounds and testing to make sure the conflict checking is working.

    • Issue: OSB status settings all had to match (Conflict Check Status, Resulting Event Status, and Resulting Booking Status) or the conflict check would not occur.

    • Patch Fix: The conflict check should occur no matter what the three statuses have set.

      • Steps to test the conflict checking in the OSB Settings:

        • Go to Online Space Booking Configurations

        • Select the OSB you want to alter and select Edit.

        • Change the Conflict Check Status and Resulting Event/Booking Status then click OK.

        • Navigate to the public facing OSB and verify is spaces with different status are populating in the system.

    • Plan to schedule the patch to be applied to the production environment after hours on Monday, May 13th.

  • CSU-specific Recordings and Event Import Data are being parsed and will be placed in your respective folders over the next week.

  • Account Clean Up is still underway.

  • If you ever need to reference any of the information from this project, please feel free to check out the Momentus Project Updates and Communications Wiki. Jessica did a wonderful job compiling all communications into that resource.

CES Upcoming Items

Our team has plans to roll out some additional information and processes over the next few months now that the Implementation has been completed. Below is a rough outline of items we plan to provide to your CSUs, however this is not an exact timeline in place for these, so we will keep you posted.

  • Support Hierarchy and Administrator Checklist to assist you with bringing other departments, users, spaces, etc. online for your CSUs.

  • Dashboard via Smartsheet’s to help you keep track of your projected User and Room Counts for the Fiscal Year Billing Cycle, Momentus Patch Release Notes, upcoming webinars, or additional resources for Momentus.

  • Process to streamline ticketing for Momentus-related issues and support.

As always, thank you for the time and effort you put into this project.

5/3/24

A short note to say we look forward to meeting with some of you next week and just a few updates today!

Pending items

  • SSO + Account Type Assignment

  •  

    • Momentus’ Technical Services has fixed an issue around one account type and continues to look into an issue with students who are classified as both a current student and current staff.

    •  

      • Please let us know if any more users have had issues accessing your OSB(s) or the incorrect account type has been assigned.

      • If you have questions about manually managing an account type or need to make additions or changes to manually managed account types, let us know.

  • Merging accounts and contacts

  •  

    • Amanda and I will continue to merge accounts and contacts.

  • CSU-specific questions and follow-up calls with Momentus project team

Communications

  • We are beginning to wind down mass project communications (though there will be just a few more in the coming weeks) and work directly with each unit to troubleshoot issues as they arise.

  • Please remember you can use the Teams channel to message us and all department admins if you run into any issues. Always good to share the issue and fixes where everyone can see and benefit from the information!

4/30/24

Please take a look at the updates below on the pending items and the reminder about the expiration of the EMS license.

Pending items

  • Aw, Snap (error code 11) in Chrome when clicking into a drop-down field in their OSB.

  •  

    • Momentus has fixed this issue. Please ask your users who experienced this issue to test submitting a reservation/request through your OSB in Chrome.

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