{"id":111756,"date":"2020-08-12T19:25:53","date_gmt":"2020-08-12T23:25:53","guid":{"rendered":"https:\/\/www.ucf.edu\/news\/?p=111756"},"modified":"2022-04-14T13:59:12","modified_gmt":"2022-04-14T17:59:12","slug":"how-advice-from-chick-fil-a-and-simulation-analysis-shaped-ucfs-drive-thru-move-in","status":"publish","type":"post","link":"https:\/\/www.ucf.edu\/news\/how-advice-from-chick-fil-a-and-simulation-analysis-shaped-ucfs-drive-thru-move-in\/","title":{"rendered":"How Advice from Chick-fil-A and Simulation Analysis Shaped UCF\u2019s Drive-Thru Move-In"},"content":{"rendered":"<p>Housing move-in is often the first sign of the promise and excitement of a new school year on campus.<\/p>\n<p>In a pre-COVID world, UCF\u2019s main campus is typically flooded during the course of a weekend with thousands of students lugging bedding, appliances, shower caddies and wall d\u00e9cor to their rooms at each of the eight housing communities.<\/p>\n<p>But just like everything else in 2020, <a href=\"https:\/\/www.ucf.edu\/coronavirus\/\">the pandemic<\/a> changed the rules, and move-in for 6,000 students required a complex drive-thru process centralized in parking garages designed to maximize physical distancing.<\/p>\n<h2>Chick-fil-A Connection<\/h2>\n<p>When April Konvalinka, executive director of housing and residence life at UCF, realized this year\u2019s move-in would need to be especially creative, she looked to a friend \u2014 Chick-fil-A franchise owner and operator Jason Barnes \u2014 for some guidance. He is a member of the fast food chain\u2019s innovation team, which focuses on operating high-volume drive-thrus efficiently.<\/p>\n<p>His advice helped shape some of the initiatives UCF implemented. Key among those was identifying the number of stations to help keep traffic moving, ensuring each worker had no more than two responsibilities at each station and a complete dry-run to test the process.<\/p>\n<p>It was a starting point, but Konvalinka knew she was going to need more help in creating the detailed new protocols. So she turned to UCF\u2019s IT project management office, a team that provides management and business analysis services across the university.<\/p>\n<p>Konvalinka\u2019s request for help turned into an ultra-collaborative effort spanning 10 departments and more than 80 people over the course of three weeks to revolutionize move-in at UCF.<\/p>\n<figure id=\"attachment_111759\" style=\"max-width: 1200px;\" class=\"figure\"><noscript><img decoding=\"async\" width=\"1200\" height=\"800\" class=\"figure-img  img-fluid w-100 size-full wp-image-111759\" src=\"https:\/\/www.ucf.edu\/news\/wp-content\/blogs.dir\/20\/files\/2020\/08\/ucf-drive-thru-move-in.jpg\" alt=\"Man wearing yellow safety vest stands outside car to take information from passenger window\" srcset=\"https:\/\/www.ucf.edu\/wp-content\/blogs.dir\/20\/files\/2020\/08\/ucf-drive-thru-move-in.jpg 1200w, https:\/\/www.ucf.edu\/wp-content\/blogs.dir\/20\/files\/2020\/08\/ucf-drive-thru-move-in-300x200.jpg 300w, https:\/\/www.ucf.edu\/wp-content\/blogs.dir\/20\/files\/2020\/08\/ucf-drive-thru-move-in-768x512.jpg 768w, https:\/\/www.ucf.edu\/wp-content\/blogs.dir\/20\/files\/2020\/08\/ucf-drive-thru-move-in-600x400.jpg 600w, https:\/\/www.ucf.edu\/wp-content\/blogs.dir\/20\/files\/2020\/08\/ucf-drive-thru-move-in-360x240.jpg 360w\" sizes=\"(max-width: 1200px) 100vw, 1200px\"><\/noscript><img decoding=\"async\" width=\"1200\" height=\"800\" class=\"figure-img  img-fluid w-100 size-full wp-image-111759 lazyload\" src=\"data:image\/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%201200%20800%22%3E%3C%2Fsvg%3E\" alt=\"Man wearing yellow safety vest stands outside car to take information from passenger window\" srcset=\"data:image\/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%201200%20800%22%3E%3C%2Fsvg%3E 1200w\" sizes=\"(max-width: 1200px) 100vw, 1200px\" data-srcset=\"https:\/\/www.ucf.edu\/wp-content\/blogs.dir\/20\/files\/2020\/08\/ucf-drive-thru-move-in.jpg 1200w, https:\/\/www.ucf.edu\/wp-content\/blogs.dir\/20\/files\/2020\/08\/ucf-drive-thru-move-in-300x200.jpg 300w, https:\/\/www.ucf.edu\/wp-content\/blogs.dir\/20\/files\/2020\/08\/ucf-drive-thru-move-in-768x512.jpg 768w, https:\/\/www.ucf.edu\/wp-content\/blogs.dir\/20\/files\/2020\/08\/ucf-drive-thru-move-in-600x400.jpg 600w, https:\/\/www.ucf.edu\/wp-content\/blogs.dir\/20\/files\/2020\/08\/ucf-drive-thru-move-in-360x240.jpg 360w\" data-src=\"https:\/\/www.ucf.edu\/news\/wp-content\/blogs.dir\/20\/files\/2020\/08\/ucf-drive-thru-move-in.jpg\"><figcaption class=\"figure-caption\">During the first move-in weekend, the time to check in, which included a COVID testing in one garage and Housing check-in another garage, averaged under 30 minutes total, with some families going through the entire process \u2014 including travel between the garages \u2014 in an impressive 18 minutes. (Photo by Thomas Bell &#8217;08)<\/figcaption><\/figure>\n<h2>Team Effort<\/h2>\n<p>Lucrecia Krause, a business analysis manager for UCF IT who served as the project manager for the move-in, started compiling data to get a better understanding of what checking in 6,000 students on the main campus over the span of 16 days would look like.<\/p>\n<p>Her initial projections estimated wait times up to six hours for a single student to complete check in.<\/p>\n<p>\u201cWe always strive to provide the best experience for our students, and this wasn\u2019t it,\u201d Krause says.<\/p>\n<p>Additionally, she knew she needed to resolve numerous unanswered questions: How many lanes should receive cars? How many staff were needed? How many PCs and iPads should be on hand to check in residents? What happens if someone arrives in a moving van, which doesn\u2019t fit in a parking garage? What way should traffic flow to prevent backups?<\/p>\n<p>In order to address the issues and find ways to reduce wait times, Krause needed to get her hands on <a href=\"https:\/\/www.ucf.edu\/modeling-simulation\/\">simulation software<\/a>. After asking around the university, she connected with Assistant Professor Adan Vela, who teaches industrial engineering.<\/p>\n<p>\u201cThis is sort of the bread and butter for our major,\u201d Vela says. \u201cAs engineers, when we perform a simulation analysis, it\u2019s usually to provide guidance, confirm feasibility and caution for potential pitfalls. Simulation analysis is a tool within the decision-making process, and we knew this was going to be a big endeavor, so we were more than happy to jump on board.\u201d<\/p>\n<h2>Engineering Students Pitch In<\/h2>\n<p>Vela offered five of his students \u2013 doctoral students <strong>Valeria Laynes Fiascunari \u201916 \u201919MS<\/strong> and <strong>Jorge Flavio Sarmiento Falla \u201916 \u201918MS<\/strong> and undergraduate students Miguel Angel Victoria, Sebastian Berdecia-Aparicio and Elsayed Gabara \u2014 to help with the project by running simulation scenarios.<\/p>\n<p>Laynes says at first she thought it seemed like a fairly straight forward process to iron out, but once she and the team started learning of the many constraints from the numerous departments involved, it became complicated quickly.<\/p>\n<p>The team used a software called Simio, which <a href=\"https:\/\/www.ucf.edu\/degree\/industrial-engineering-bsie\/\">industrial engineering<\/a> students are exposed to in their classes at UCF. Laynes says everything she learned in her simulation courses prepared her for this job.<\/p>\n<p>Using Simio, they were able to account for numerous details that affected the speed of the experience.<\/p>\n<p>For example, each resident initially was going to be slotted a two-hour check-in window. But <a href=\"https:\/\/www.ucf.edu\/research\/\">research<\/a> shows when you allow a two-hour time block, people generally arrive within the first 30 minutes, creating surges of traffic. By narrowing the window to 15 minutes for each resident, the team demonstrated how spreading out the appointments would help prevent the surges and backups.<\/p>\n<h2>Solving Real World Problems<\/h2>\n<p>The team presented regularly to key stakeholders, including members of UCF\u2019s police, parking, student health services and housing departments.<\/p>\n<p>The group left each meeting with feedback to compute in order to present updated projections again the next day. The students, who were also juggling classes or teaching assistant responsibilities, met sometimes until 1 or 2 a.m. to complete the work but everyone felt it was worth the sleep deprivation.<\/p>\n<p>\u201cHaving a real client, especially one as big as UCF with a lot of stakeholders in a lot of different departments, is a really rich experience that any industrial engineering needs on their resume,\u201d says Laynes, who worked for IBM for three years in between her bachelor\u2019s and master\u2019s degrees. \u201cThis project is as close as it gets to reality because this is a real-world job. We\u2019re really grateful for this experience.\u201d<\/p>\n<p>For Krause, who spent hours collaborating with the team to review, adjust and then re-adjust models, she was confident everything would go according to plan on the first weekend of move-in appointments.<\/p>\n<blockquote><p>\u201cThis whole experience has shown that when we all come to together to achieve a task of this magnitude, amazing things can happen.\u201d<\/p><\/blockquote>\n<p>She and members of the planning team observed nearly 900 students arrive over a two-day period in anticipation of the new semester. The time to check in, which included a COVID testing in one garage and Housing check-in another garage, averaged under 30 minutes total, with some families going through the entire process \u2014 including travel between the garages \u2014 in an impressive 18 minutes.<\/p>\n<p>A post check-in survey after the first weekend conducted by Housing and Residence Life confirmed student and family satisfaction with the new process. Of the 75 Knights who responded to the survey, nearly all (97.3 percent) were satisfied with their move-in experience and, of those who experienced move-in at another campus, 84.6 percent indicated their UCF experience was better.<\/p>\n<p>\u201cWe have incredibly talented and dedicated staff at UCF, who are all willing to do their part to support the health and well-being of our staff, students and their families,\u201d Konvalinka says. \u201cThis whole experience has shown that when we all come to together to achieve a task of this magnitude, amazing things can happen.\u201d<\/p>\n","protected":false},"excerpt":{"rendered":"<p>With 6,000 students moving into main campus housing during a pandemic, UCF turned to its IT team, engineers and a fast food drive-thru expert to make the process as safe and efficient as possible.<\/p>\n","protected":false},"author":98,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"lazy_load_responsive_images_disabled":false,"footnotes":"","_links_to":"","_links_to_target":"","_wp_rev_ctl_limit":""},"categories":[15992,5,27],"tags":[27419,973,18250,2218,2294,2297,202],"tu_author":[],"class_list":["post-111756","post","type-post","status-publish","format-standard","hentry","category-alumni","category-colleges","category-student-life","tag-adan-vela","tag-college-of-engineering-and-computer-science","tag-coronavirus","tag-housing-and-residence-life","tag-information-technology","tag-innovation","tag-alumni"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v22.3 (Yoast SEO v27.3) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Advice from Chick-fil-A and Simulation Analysis Shaped UCF\u2019s Move-In<\/title>\n<meta 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