Automation & delegation to reduce lab management workload

ABSTRACT

Ten years ago, the University of Florida employed over 80 students and 4 full-time staff members to run the public computer labs. Those 80+ students managed five lab locations containing 7 classrooms and 400+ computers. Today there are still over 60 student employees but only a single full-time staff member, to run the same number of facilities and classrooms. Software solutions and work procedures have been developed to continue to allow the same quality of service with increased lab hours and reduced staffing. The software solutions that were developed started as simple schedule management through a UNIX-based, student developed system. Today the Signin system manages time sheets, schedules, e-mail and phone lists, login locations and scheduling reports. Custom chat software makes it easier to interact with supervisors and co-workers, and a headcount system that is online and automated instead of on paper. Future improvements include changing the method of problem reporting and putting the employee database online. Procedurally we still need as much supervising today as we needed in the past. To make up for the lack of full-time staff we now have a crew of five to eight student supervisors. The student supervisors are each assigned to various tasks as well as keeping an eye on the students in the labs. They cover training new employees, scheduling the classes into the classrooms, updating the employee schedules and many other tasks.

REFERENCES

• 1: Garry, S. Software Switch for Tuition, Financial Aid Postponed. , Independent Florida Alligator news article, October 24, 2004, http://www.alligator.org/edit/news/issues/stories/041025peoplesoft.html.

INDEX TERMS

Primary Classification:
  K. Computing Milieux
  K.6 MANAGEMENT OF COMPUTING AND INFORMATION SYSTEMS
      K.6.1 Project and People Management
          Subjects: Life cycle

Additional Classification:
  K. Computing Milieux
  K.6 MANAGEMENT OF COMPUTING AND INFORMATION SYSTEMS
      K.6.1 Project and People Management
          Subjects: Management techniques (e.g., PERT/CPM); Training; Systems development; Staffing; Systems analysis and design

General Terms:
Design, Documentation, Economics, Human Factors, Management, Measurement, Performance, Reliability, Standardization

Keywords:
CIRCA labs, University of Florida, instant messenger, software systems, technology consultants, training