2_VII_73_Training_Rooms

Last Update:

August 2009 Release 7.3

Resources: The Room Inventory This lesson is specifically designed to help Astra Schedule ad­ ministrators create and manage the system’s room inventory as well as provide valuable information to both event and academic schedulers responsible for assigning those re­ sources.

Astra Schedule VII ­ Training Manual Document by: Terry L. Saye Training Developer

Ad Astra Information Systems, LLC. 6900 W. 80th Street, Suite 300 Overland Park, KS 66204 www.aais.com

Table of Contents

Lesson Objectives

3

Common Practices

3

Best Practices

3

Concept Introduction

3

Area Overview

4

Managing Campuses

5

Managing Buildings

6

Managing Room Types

7

Managing Facility Layouts

8

Managing Features

9

Managing Regions

10

Managing Custom Fields

12

Adding a Room

13

Partitioned Rooms

17

Room Effective Dating

18

Room File Summary

19

Exercise Answers

20

Page 3 · · ·

Explain the procedures behind the initial creation of the room file for Astra Schedule.

Teach administrators to customize the room information in the system, to manage initial set up and future changes.

Define key terms and room configuration settings for room schedulers.

Common Practices

Lesson Objectives

When one of our Implementation Consultants visit the campus of a new customer, we often find that the scheduling office has been scheduling the same rooms year after year without realizing that changes have been made to the rooms and/or the ownership of the rooms. Therefore one of the first tasks is to do a comprehensive room and feature inventory.

Often schools think they are out of space resources, only to find out that over time classrooms have been turned into storage rooms or offices. Another issue is that rooms have been updated or remodeled and can now host courses with special needs but the scheduling office was unaware. Finally the most common issue is that departments have “claimed” certain rooms for their sessions, but they are under utilizing the space and have not changed this due to repetitious scheduling practices and departmental preferences.

Campus wide scheduling of resources in a single system allows for instant conflict checking, space management, and maximized utilization of room resources.

When implementing an enterprise scheduling software solution, the first step is a walk through of the campus in order to get an accurate and detailed description of each room available to the scheduling staff. This would also be the time to re­evaluate policies and procedures that might inhibit optimized scheduling.

Best Practices

Once the room inventory has been completed, users will have access to all of the available space and be able to more easily maintain their inventory.

Location information will be imported into or created within Astra Schedule during the implementation process to develop the following hierarchy: Organization > Institution > Campus > Building > Room

Concept Introduction

Each space, regardless of ownership, must have its own unique room record. Success with Astra Schedule depends on the accuracy of the room file and its configuration.

Once in the system, this inventory is located under the Resources tab , Rooms link.

From within this area, rooms may be added, edited, deleted, or simply viewed, based on user security settings. For quick access to specific room records, filter and sorting tools are available from the main list view.

Page 4

Notes:

This training module focuses on Astra Schedule “Location Resources” and room functionality – including manually creating rooms and room configuration.

We will start out by looking at the support lists needed to create and edit room records. These include: · · · · ·

Area Overview

Campus Building Room type Region Feature Vocabulary Terms: Organization: This is the highest level on the location hierarchy and will be config­ ured by the system administrator at implementation.

Institution: Second level in the location hierarchy, this setting will be configured by the system administrator at implementation and will be invisible to the end­user.

Campus: The campuses in Astra Schedule should mirror the campus information found in the student information system. These will be geographical divisions used in room assignment and security settings.

Room type: A room description that defines room function (e.g., biology lab, art studio, auditorium, classroom) Region: A user­defined group of buildings and/or rooms used to set scheduling preferences and user security restrictions.

Feature: A permanent attribute of a room (e.g. sink, LCD projector, maps, etc.).

Configuration: The name and definition of a room’s physical arrangement used for scheduling purposes. A room may have one or more possible configurations.

Facility Layout: A standardized physical layout that may be associated with room configurations on one or more rooms.

Usage Policy: A set of rules applied to a specific room or resource that define when and if the item may be used and for what type of activities.

Page 5

Managing Campuses

The list of campuses is located on the Resources tab under the Resource Admin area in Astra Schedule. From this list, campuses may be added, edited, deleted, or viewed.

Notes:

After entering this area, the frame on the left will contain filter and search options. The frame on the right will contain the results list for editing and viewing.

Sort by column

Filters and search tools

Adding a Campus To add a new campus to the system: 1. Click the Add Campus button.

2. Fill in the Name.

3. Optionally complete the SIS Import Key, Description, and Campus Type information text boxes.

4. Set the Is Active flag.

5. Click Save.

Adding Campus Types Campus types maybe added and associated with campuses for reporting purposes. To add a new campus type: 1. Select the Campus Types link located under Resources |Resource Admin.

2. Fill in the Name text box at the bottom of the current list.

3. Optionally add a Description.

4. Click Add to save this to the list.

Add new campus

User access options

Page 6

Notes:

The building list is located under the Resources tab.

This list will be initially imported into the scheduling system with the room inventory file. However, buildings may be added or edited within the system.

Managing Buildings

Again the frame on the left contains filter and search options. The frame on the right contains the results list for editing and viewing.

Adding a Building To add a new building to the system: 1. Click the Add Building button.

2. Fill in the Name and Building Code.

3. Select the Campus.

4. Select a Contact name and Status.

5. Optionally fill­in the Location information and Description field.

6. If an attribute applies to all rooms of a building, it may be added at this level.

This includes: · May Not Schedule · Arranged Section · Do Not Optimize · Regions · Departments 7. Click Save to add the new building to the inventory.

Additional attributes available at the building level include: · HVAC zoning · Custom field creation · Custom notes

Page 7

Managing Room Types

The room type list is also created upon room inventory import, however additional room types may be added to the system as necessary. The room type list is located under the Resource tab, Resource Admin area.

Data pick lists are grouped in a single area for configuration purposes.

The Master List area may be accessed from the administra足 tion area of the corresponding data type or from the Setup Tab, MasterList link.

To add a new room type: 1. Scroll to the bottom of the Room Type list.

2. Enter the desired Name and Description in the text boxes.

3. Click the Add button to save.

To edit an existing room type: 1. Click the edit icon at the end of the item row.

2. Edit the text box(es).

3. Click the Save button.

To delete an existing room type: 1. Click the delete icon at the end of the item row.

2. Click OK to remove the item.

Exercise #1 The business school has renovated 4 rooms, adding ceiling mounted LCD projectors and wall mounted screens. As the facility manager, it is your responsibility to update the room inventory in Astra Schedule to reflect these changes. Create a new room type to describe the functionality of these rooms.

Notes:

Page 8

Notes:

Each room in the system will be assigned a default room type for scheduling purposes. However, it is possible to assign multiple layouts to a room as necessary. Prior to creating additional layout configurations from within a room record, a user with administrative rights in this area will need to create a pick list of standard facility layouts.

Choose Facility Layouts from the Resource Admin area of the Resources tab.

To add a new facility layout: 1. Scroll to the bottom of the list 2. Enter the desired name text box.

3. Click the Add button to save.

To edit an existing facility layout: 1. Click the edit icon at the end of the item row.

2. Edit the text box(es).

3. Click the Save button.

To delete an existing facility layout: 1. Click the delete icon at the end of the item row.

2. Click OK to remove the item.

What is the difference between a room type and a facility layout?

A room type describes the function of the room and is static. For example, a ballroom is always a ballroom.

A facility layout describes the desired layout of the room for a specific event. For exam足 ple, the ballroom may be commonly used in a lecture series layout (100 folding chairs and a podium) versus a reception layout (15 round tables and dance area).

Managing Facility Layouts

Page 9

Managing Features

Features are room attributes that are used in determining room assignments. Once created, items in this list are attached to room records and requested by sections during academic scheduling.

Features in this list may be grouped for easier selection. Therefore, a user with administrative rights should also create a list of feature categories.

Feature categories are not required, however they are recommended for institutions with large feature inventories.

Choose Feature Category from the Resource Admin area on the Resources tab.

To add a new feature category: 1. Scroll to the bottom of the list 2. Enter the desired name and description in the text boxes.

3. Click the Add button to save.

To edit an existing feature category: 1. Click the edit icon at the end of the item row.

2. Edit the text box(es).

3. Click the Save button.

To delete an existing feature category: 1. Click the delete icon at the end of the item row.

2. Click OK to remove the item.

Adding Features To create a features inventory, select Resources | Resource Admin | Features 1. Click the Add a Feature button.

2. Fill­in the box(es).

3. Click the Save button.

If academic schedulers will need to request a specific number of a feature be sure to select “Allow Qty”.

Exercise #2 Verify that LCD projectors and screens are in the features list. Add them if they do not exist.

Notes:

Page 10

Notes:

Another supporting component for the room inventory is the region list. A Region is a user defined grouping of rooms. Regions are often used to restrict user access and place geographic limits on section scheduling.

Managing Regions

Two commonly used models for region creation are: 路 Departmental Ownership or Preference 颅 rooms owned by a given department or subject are slotted into an aptly named region. (i.e. Art Region, Math Region, Business Region) 路 Functional Categories 颅 rooms with particular features and uses are grouped for scheduling purposes. (i.e. Acoustic Rooms, Science Labs, Event Space) To add a new scheduling region select Regions from the Resources tab.

1. Click the Add Region button.

2. Fill in the Name.

3. Select the proper Campus.

4. Optionally add a region description.

5. Assign rooms to the region (see below).

6. Click Save.

To edit an existing region: 1. Click the edit icon at the end of the item row.

2. Edit the appropriate information.

3. Click Save.

To delete an existing region: 1. Click the delete icon at the end of the item row.

2. Click OK to remove the item.

Assigning Regions To assign rooms to a region: 1. Expand each building as necessary to select room records in the Find Additional Rooms box.

2. Check all applicable rooms.

3. Use the button to move the selected rooms into the Rooms in Region list box.

4. Click Save.

Page 11 To remove rooms from a region: 1. Expand each building as necessary to select room records in the Rooms in Region box.

2. Check all rooms to remove.

3. Use the button to move the selected rooms back to the Find Additional Rooms list box.

4. Click Save.

Rooms may also be added to a region by editing the individual room record.

Exercise #3 One of the science instructors returned from summer vacation with a broken leg and must be restricted to the bottom floor of his office build­ ing for the fall semester. Set up a scheduling region for the registrar’s office to use when scheduling this instructor’s classes.

Notes:

Page 12

Notes:

Custom fields may be added to many areas of the application to track custom information that is not currently accounted for by the system. This lesson will cover adding custom fields to the building or room forms.

Custom fields are created in the system through the Resources| Custom Fields link, or by selecting the SetUp tab, Custom Fields link.

Managing Custom Fields

Follow these steps to create a custom field: 1. Select the field type from the drop足down list.

2. Click the Add button.

3. Select a Control Type 4. Enter Label information 5. For list fields add the appropriate List Values 6. Select the field attributes 7. Click Add to complete.

Example: Custom room fields might include maintenance information such as the date of the most recent carpet cleaning or equipment check.

Building fields might include contact information for parking, maintenance or secu足 rity concerns. Other examples might be Alumni contribution information.

Exercise #4 Create a custom room field using your name as the field name and label.

Page 13

Adding a Room

Typically, the room inventory is created as a text file or Excel spreadsheet and imported into As­ tra Schedule during implementation; however, room records may also be created and edited directly in the scheduling system.

Notes:

Follow these steps to create a new room re­ cord: 1. Select the Resources tab, Rooms link 2. Click the Add Room button.

3. The following fields are required to save a new room record: · Max Occupancy · Room # (this may be alpha/numeric) · Room Type · Campus · Building User security settings should be used to limit the number of users 4. Optionally enter: with Add/Edit/Delete access to · Room Name the room inventory. · Key code · Square Feet · Phone number · HVAC zone · Description 5. Select applicable scheduling options 6. Add at least one Room Configuration (see below).

7. Click Save.

If charges have been configured in the Object Accounting system for the room resource, users may run a price list report by clicking on the Item Price List link.

Page 14

Notes:

Room Configurations Rooms may have any number of configurations, but must have at least one default configuration. To add a room configuration: 1. Scroll down the Room edit form, to the Configurations area 2. Click the Add New button 3. Enter a Configuration Name

4. Select the Facility Layout 5. Enter the layout’s scheduling Capacity 6. Optionally enter: · Setup/Teardown · Layout Description · Room image (upload using the “Change” button in the image frame) 7. If this is the default configuration, check the checkbox option.

Room Features To add features to a room record: 1. Click the Edit button in the room record.

2. Under the Features area, click the Add New link. This will open the features selection list box.

3. In the features tree, select features for the room and click the Save Features button.

4. If the features have a set quantity for the room, enter this in the Quantity box now available for editing.

5. Click Save to save the room edits.

Exercise #5 Select a room for editing and add the LCD projector and wall mounted screen features.

Page 15 To remove features from a room: 1. Click the Edit button in the room record.

2. Under the Features area, click the Delete link next to the desired feature.

3. Click Save to save the room edits.

Room Regions To add or remove region assignments: 1. Click the Edit button in the room record.

2. Under the Regions area, check the appropriate Available Regions for the room and move them into the Selected Regions list.

3. Click Save to post the room changes.

Usage Controls Usage Controls may be created on rooms in order to more accurately manage scheduling policy. These controls would include room blocks and/or scheduling policies which override user permissions. Usage controls may be effective dated and can only be overridden by administrators with the security access to do so.

To edit the default room control: 1. Click on the Edit button.

2. Select the times, day(s), and usage controls to be applied.

3. Add usage controls as necessary, clicking Apply New Rule between each one to move them into the list.

Notes:

Page 16

Notes:

4. Once all rules have been applied, click Finish Policy Edits.

5. To view the applied policies, expand the usage control by clicking on the arrow icon.

To create an exception to the default room control: 1. Click on the Create Exception button.

2. Enter the dates that this policy will be in effect.

3. Select the times, day(s), and usage controls to be applied.

4. Add usage controls as necessary, clicking Apply New Rule between each one to move them into the list.

Usage Controls may 5. Once all rules have been applied, click Finish be applied to multiple Policy Edits. rooms once created 6. To view the applied policies, expand the usage using the Apply to Other Rooms button. control by clicking on the arrow icon.

Once a usage control is complete, users may check for affected sections and events by clicking on the View Affected Activities button.

Notes Optionally, notes may be added and stored on a room record. To add a note: 1. Click the Edit button in the room record.

2. Under the Notes area, click and type in the Add a new note: text box.

3. Click Save to post this note back to the room record.

Exercise #6 During summer semester, low enrollment allows the campus to shut down two of the smaller buildings to save on HVAC and maintenance.

Select two buildings in the current room inventory and take them offline for the next summer session (June 1st 足 August 31st).

Page 17

Partitioned Rooms

Many of our customers have space on campus that may be utilized as a whole or divided into smaller areas for room assignment. This can be managed using the Partitioned Rooms feature.

When setup correctly, the partitioned room fea­ ture can maximize space utilization and avoid costly conflicts.

To configure partitioned rooms: 1. Create or select the “Parent” room. (This will be the room record that considers the entire

space.)

2. While in edit mode, click the Add Partition button from the Partitions area.

3. If each partitioned space has previously been added to the system as a room record, select the “Select from Existing Rooms” option, otherwise select the “Create New Room as Partition” option.

4. Complete the required information and click the Create button if creating a new room for the partitioned space.

5. Each room record that is part of the partitioned space will display conflict and parent information.

Notes:

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Notes:

Effective dating allows facility managers to proac­ tively manage the room inventory. This is espe­ cially helpful to scheduling users, as activities must often be scheduled a year or more ahead.

Knowing that room functionality or equipment will be different for the upcoming semester is a key element in successful scheduling.

Room Effective Dating

To add an effective dated record: 1. Click the Edit button in the room record.

2. Click the Manage Effective Dates button.

3. Enter the date that the new record (change) will take effect and click Add. 4. Once the new re­ cord has been created, make the necessary ed­ its to the room record.

5. Click Save.

To edit an effective dated record: 1. Select the correct record from the Effective Date drop­down menu.

2. Click the Edit button in the room record.

3. Make the necessary edits to the room record.

4. Click Save.

To edit or remove an effective date: 1. Click the Edit button in the room record.

2. Click the Manage Effective Dates button.

3. Click the edit or delete icon and change the date as necessary.

4. Click Save.

Effective dating may only be done at the parent level of a partitioned room.

Remember to check the current effective date of any room record when editing!

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Room File Summary

It is important to remember when configuring the room file that it’s accuracy will determine the scheduling ability and room utilization data result­ ing from use of the Astra Schedule system.

When creating room types, regions, and features and applying them to the room records, the facil­ ity manager is providing the toolset used by the schedulers to request appropriate space for their activities.

Maintaining an accurate and up­to­date room inventory is a key component of enterprise scheduling and room optimization.

Notes:

Page 20 Exercise #1 The business school has renovated 4 rooms, adding ceiling mounted LCD projectors and wall mounted screens. As the facility manager, it is your responsibility to update the room inventory in Astra Schedule to reflect these changes. Create a new room type to describe the functionality of these rooms.

1.

2.

3.

4.

Exercise Solutions

Select the Resources tab.

Click the Room Types link.

Enter the desired name and description in the text boxes at the bottom of the list.

Click the Add button.

Exercise #2 Verify that LCD projectors and screens are in the features list. Add them if they do not exist.

1.

2.

3.

4.

5.

Select the Resources tab.

Click the Features link.

Click the Add a Feature button.

Fill­in the feature information.

Click the Save button.

Exercise #3 One of the science instructors returned from summer vacation with a broken leg and must be restricted to the bot­ tom floor of his office building for the fall semester. Set up a scheduling region for the registrar’s office to use when scheduling this instructor’s classes.

1.

2.

3.

4.

5.

6.

7.

Click the Resources tab.

Select the Regions link.

Click the Add Region button.

Fill in the Name.

Select the proper Campus.

Assign rooms to the region.

Click Save.

Exercise #4 Create a custom room field using your name as the field name and label.

1.

2.

3.

4.

5.

6.

7.

8.

9.

Select the SetUp tab, Custom Fields link Select the “Room Form” option.

Click the Add button.

Select the Field Type from the drop­down list.

Select a Control Type Enter Label information For list fields add the appropriate List Values Select the field attributes Click Save to complete.

Exercise #5 Select a room for editing and add the LCD projector and wall mounted screen features.

1.

2.

3.

4.

5.

6.

Select a room and click to open the record.

Click the Edit button.

Click the Add New link under the Features area.

Select the features to add by checking the appropriate boxes.

Click the Save Features button.

Click the Save button to save the room edit.

Page 21

Exercise #6 During summer semester, low enrollment allows the campus to shut down two of the smaller buildings to save on HVAC and maintenance. Select two buildings in the current room inventory and take them offline for the next sum足 mer session (June 1st 足 August 31st).

1.

2.

3.

4.

5.

6.

7.

Select a room and click to open the record.

Click the Edit button.

Click the Add New Policy button under the Usage Policy area.

Fill out the blocking record information.

Click the Add Usage Control button.

Click the Save button to save the room policy edit.

Click the Save button to save the room edit.

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