Conference Department

Access Plan Standardization Initiative

🚨 Current State: Chaos

We have an access plan management crisis! Our Conference department is operating with 217 different access plans, with over 50% being one-off custom requests. This creates massive administrative overhead and security risks.

217
Total Access Plans
110
Single-Use Plans (51%)
1,937
Conference Customers
1,250
Unique Doors

📊 Usage Analysis Breakdown

We categorized all 217 access plans by how many customers use each one. This reveals which plans are truly needed vs. one-off requests:

📋 What These Categories Mean:

🔥 High Usage (50+ customers): Core standards that should be kept
📊 Medium Usage (10-49 customers): Review for consolidation opportunities
📉 Low Usage (2-9 customers): Candidates for standardization
⚠️ Single Use (1 customer): One-off requests that create administrative burden
High Usage (50+ customers)
1
✅ Keep as standard: "Conference and Events Conferee" (70 customers) - This is working well!
Medium Usage (10-49 customers)
5
🔍 Review these: "Smith All Access", "Colony All Access", etc. - Could these be consolidated?
Low Usage (2-9 customers)
101
📋 Standardization opportunity: Most of these follow similar patterns and could use templates
Single Use (1 customer)
110
🚨 Major problem: Over half our plans serve only 1 customer - these are the "one-off requests" causing chaos

🎯 The Real Problem:

211 out of 217 plans (97%) serve fewer than 50 customers each. This means we're creating custom solutions for almost every request instead of using standardized approaches.

Ideal Distribution Should Be:
  • 5-7 High Usage Plans: Covering 80-90% of all customers
  • 2-3 Medium Usage Plans: For special cases
  • Few Low/Single Use: Only for truly unique requirements

🔍 Inefficient Plan Management

While individual dorm room access is necessary for privacy and security, we have significant opportunities for standardization in our approach to access plan management.

Key Issues Identified:

  • Repetitive Plan Creation: Each room plan is created individually instead of using templates
  • Identical Door Patterns: Multiple plans with the same door sets but different names
  • No Standardization: 110 single-use plans that could follow standard templates
  • Administrative Overhead: Managing 217 unique plans instead of standardized categories

Simmons Building (69 individual room plans)

  • Simmons 121B (2 customers, 15 doors)
  • Simmons 123B (2 customers, 16 doors)
  • Simmons 124B (3 customers, 15 doors)
  • Simmons 125B (3 customers, 15 doors)
  • + 65 more with similar door patterns...
Opportunity: Standardize the common doors (building entrance, restrooms, common areas) while maintaining individual room access

Smith Building (57 individual room plans)

  • Smith 221B (2 customers, 14 doors)
  • Smith 222B (2 customers, 14 doors)
  • Smith 223B (2 customers, 14 doors)
  • Smith 224B (2 customers, 14 doors)
  • + 53 more with identical door patterns...
Opportunity: Create template "Smith Residence + Room" plans instead of managing 57 separate plans

Cottage Areas (38 individual plans)

  • Cottage 09-A (1 customer, 4 doors)
  • Cottage 09-B (1 customer, 4 doors)
  • Cottage 10-A (1 customer, 4 doors)
  • Cottage 10-B (1 customer, 4 doors)
  • + 34 more cottage plans...
Opportunity: Standardize cottage common area access + individual room assignments

🚻 Gender-Specific Space Considerations

Since you mentioned isolating based on male/female spaces, we need to account for this in our standardization:

👨 Male Spaces

  • Male residence hall floors/wings
  • Male locker rooms/changing areas
  • Male-specific conference housing
  • Gender-restricted athletic facilities

👩 Female Spaces

  • Female residence hall floors/wings
  • Female locker rooms/changing areas
  • Female-specific conference housing
  • Gender-restricted athletic facilities

Recommendation: Create gender-specific variations of our standard plans (e.g., Conference_Residence_Male, Conference_Residence_Female) to maintain appropriate access controls while still achieving standardization.

✅ Proposed Standard Plans

Solution: Replace 217 plans with 7-10 standardized templates that cover 95% of Conference needs.

Conference_Basic
Essential conference facilities: main halls, restrooms, common areas
Replaces: Non-residential access plans
Conference_Residence_Male_Template
Male residence template: building common areas + individual room assignment
Standardizes: Male dorm room plan patterns
Conference_Residence_Female_Template
Female residence template: building common areas + individual room assignment
Standardizes: Female dorm room plan patterns
Conference_Campus_Wide
Comprehensive campus access for VIP/staff guests
Replaces: All "All Access" plans
Conference_Temporary
Time-limited access for short-term events (with room assignments)
Replaces: 15+ dated/seasonal plans
Conference_Vendor
Service areas, loading docks, maintenance access
Replaces: 10+ service plans

📋 Implementation Action Plan

1

Week 1: Create Standards

Design and test the 7 new standard access plans with appropriate door assignments and gender-specific variations.

2

Week 2: Map & Migrate

Map all 1,937 customers from their current 217 plans to the new standards. Communicate changes to stakeholders.

3

Week 3: Deploy

Execute the migration during a maintenance window. Test access for sample customers from each category.

4

Week 4: Process Control

Implement new request process requiring justification for any deviations from standards. Train staff on new procedures.

🎯 Expected Benefits

95% Reduction

From 217 plans down to 7-10 standards

Eliminate One-offs

No more custom plans for individual rooms

Faster Provisioning

Minutes instead of hours for new requests

Better Security

Standardized access reduces security gaps

Easier Auditing

Clear, predictable access patterns

Staff Efficiency

Less time on access management

⏰ Why This Can't Wait

  • Administrative Burden: Staff spend hours managing 217 different plans
  • Security Risk: Inconsistent access patterns create vulnerabilities
  • User Experience: Requests take too long due to complexity
  • Audit Compliance: Current system is difficult to audit effectively
  • Scalability: System will collapse as Conference program grows

🚀 Ready to Transform Our Access Management?

Let's move from chaos to organized, efficient, and secure access control.

Next Step: Approve this standardization initiative and begin Week 1 implementation