4_VII_73_Training_Equipment

Last Update:

September 2009 Release 7.3

Resources: Equipment and Services This lesson is specifically designed for users responsible for scheduling, requesting, or administrating equipment and services in the Astra Schedule system.

Astra Schedule VII 足 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

Concept Introduction

3

Area Overview

4

Resource Master Lists

5

Resource Inventory

7

Booking Equipment

11

Equipment Summary

14

Exercise Solutions

15

Page 3 ·

Walk administrators through equipment inventory creation

·

Provide an overview on service creation and use

·

Demonstrate equipment booking as it relates to event requests

·

Provide groundwork for equipment and service management through

Lesson Objectives

the enterprise scheduling system

Concept Introduction

Equipment and Services that can be associated with sections and/or events can be easily managed in the enterprise scheduling system. Astra Schedule provides the means to book and track these items. Additionally, Astra Schedule allows administrators the ability to define human services to be performed by certain members of your staff (such as equipment setup or room setup) that can be automatically associated with a resource or room. Services can also be “checked out” with events (such as parking attendants or post­event janitorial service).

Page 4

Notes:

This training module focuses on equipment and service use managed in Astra Schedule. By allowing equipment managers and staff access to the system, institutions can effectively request, confirm or decline, schedule, and track equipment and service use electronically.

Vocabulary Terms: Equipment: Any item or supply that may be re足 quested for use by multiple entities and is not fixed in its location.

Collection: A collection is a grouping of equip足 ment and/or services that is typically reserved as a single unit.

Service: A repeatedly utilized human resource that must be managed.

Resource Category: A grouping of available equipment or services for ease use and manage足 ment.

Resource Groups: A tagging system to manage equipment and services with like properties.

Setup and Teardown Service Window: A period of time scheduled before and/or after an event meeting during which services that need the room must be performed.

Area Overview

Page 5

Resource Master Lists

Astra Schedule provides the means to book and track equipment and supplies that can be associ­ ated with sections and/or events. Additionally, the enterprise scheduling system allows request man­ agement and notification, reporting and usage tracking. Upcoming versions of the product will have expanded features covering human service resources and reporting.

Prior to booking equipment in Astra Schedule, ad­ ministrators must configure the equipment inventory and support information.

Resource Categories For easier use and tracking, equipment and service resources should be sepa­ rated into easily recognized categories. To manage Resource Categories users must select the Master List link on the Setup tab and choose Resource Catego­ ries in the Master List Type drop down menu.

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

3. Click the Add button.

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

2. Edit the text box.

3. Click the Save button.

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

2. Click OK to remove the item.

Resource Groups For additional sorting and reporting purposes, resource groups are available to label “like” resources. Resources may have multiple group tags and each institu­

Notes:

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Notes:

tion may have a different use for this feature.

Example: Some ideas for resource group tags are own­ Certain pieces of equipment ership, storage area, setup needs or cost, in various categories might and allowed user groups. require a signed contract, and can To add a new resource group: 1. Scroll to the bottom of the list 2. Enter the desired name in the text box.

3. Click the Add button.

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

2. Edit the text box.

3. Click the Save button.

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

2. Click OK to remove the item.

be labeled as such.

Group tags might include: · Signature Req. · Security Deposit Req. · Security Req. If departments have claimed own­ ership or control of specific items.

Group tags might include: · Business Dept. · Science Dept. · Language Dept.

Page 7

Resource Inventory

There are four types of resources that may be con­ figured and maintained in the equipment and services inventory of Astra Schedule. These in­ clude dependent services, independent services, equipment, and collections. Dependent services are those that will be attached to rooms and other inventory items, such as setup and teardown or pickup and delivery, and should be created first in the system.

Dependent Services Services may be created to handle human resource requirements, such as setup and teardown time required on certain equipment. When creating dependent services, it is important to think about the number of available human resources at any given time, and the area of responsibility for notification and security pur­ poses.

To configure dependent services, click on the Equipment and Services link of the Resources tab.

1. Click the Add button.

2. Select Service from the resource type drop down menu and click the Add Resource button.

3. Fill­in the Name and Category information.

4. Optionally attach one or more Group Tags.

5. Include Description and Quantity. The quantity will be used to restrict the amount of this service that can be booked at the same time.

6. When creating dependent services, skip down to the Resource Service Du­ ration Settings area and select the Is Setup Service or Is Teardown Service option.

7. Also select the service duration option applicable. · Default to Meeting Duration will automatically set the start and end time of the service to the start and end time of the meeting. · Duration Reserves Room allows the administrator to set default and minimum duration periods and will book the room for this period when in use. · Duration is in­ room Exclusive allows the ad­ ministrator to set default and mini­ mum duration periods and will book the room for this period when in use, blocking any other activity or service.

Most dependent services should be set to Duration Reserves Room in order to block the room from use during this service.

Notes:

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Notes:

8. Adjust the Default Duration and Minimum Duration settings as desired. This will define the amount of time added to the beginning or end of a meeting as appropriate.

9. Click Save.

Independent Services Other types of services include independent services like security, catering, and maintenance. These services are configured in the same manner as dependent services, however the service duration is more likely to be equal to the meeting duration and these services may have dependent services attached.

To create a new service: 1. Click the Add button.

2. Select Service from the resource type drop down menu and click the Add Resource button.

3. Fill足in the Name and Category information.

4. Optionally attach one or more Group Tags.

5. Include Description and Quantity. The quantity will be used to restrict the amount of this service that can be booked at the same time.

6. Select scheduling options and location restrictions as necessary.

7. Select the appropriate duration settings.

8. Attach dependent services.

9. Click Save.

Equipment The detailed information of each available item must be entered into the system for booking and tracking purposes. The equipment inventory is created and managed in the Resources tab, Equipment and Services link.

To build a new equipment record: 1. Click the Add button.

2. Fill足in the Name and Category information.

3. Optionally attach one or more Group Tags.

4. Include Description, Quantity, and scheduling options.

5. For an individual item, enter the Equipment Details. To track multiple serial numbered items, check the Track Individual Items check box.

Page 9 Add images to any service or equipment

Select scheduling options

Notes:

6. Detail information for multiple items of the same type is entered under the Individual Equipment Items area.

7. This equipment may be restricted to certain areas on campus and storage location information may be entered in the Location Details area.

Restrict use of the service or equipment

8. If setup or teardown is required for equipment use, services should be at足 tached using the Add Setup/Teardown Service button.

Collections Equipment, once entered as individual resources may be grouped into Collec足 tions for easier requesting and management. Like equipment and services, col足 lections are created and managed in the Resources tab, Equipment and Ser足 vices link.

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Notes:

To build a new collection: 1. Click the Add button.

2. Fill足in the Name and Category information.

3. Optionally attach one or more Group Tags.

4. Include Description, Quantity, and scheduling options.

5. Storage location information may be entered in the Location Details area.

6. Add equipment items to the collection by clicking the Add Items button in the Items area.

Item is ONLY AVAILABLE as part of the collection.

This collection is not available if required items are not available.

# of this item in the collection

Item is part of the collection.

7. If setup or teardown is required for equipment use, services should be at足 tached using the Add Setup/Teardown Service button.

8. Click Save.

Exercise #1 Create a record for a quantity of specific equipment requiring setup and teardown services.

Page 11

Booking Equipment

In the current release, equipment must be booked with an active event record. This lesson will cover attaching equipment during event creation and to meetings of an existing event.

For “Adhoc” equipment use, create an event record that does not require a room assignment.

Resources on New Events When entering event records through the Calendar tools or the Event Wizard, resources may be booked for each meeting created.

To add equipment to an event created from the calendars: 1. Click on the appropriate day and time.

2. Fill in the requested information.

3. Click the Advanced Event Form button.

4. Complete the event information including the estimated attendance.

5. In the Meetings area of the Event Info. Form, click on the meeting name link to move to the Event Meeting Form.

6. In the Resource Assignment area, click the Add Resource button.

7. After selecting the desired resource(s) click the Assign button.

8. Be sure to click Save on both the Event Meeting Form and the Event Info.

Form to book the desired resources.

To add equipment to an event created from the Event Wizard: 1. From the Events tab and click the Event Wizard link.

2. Enter the name of the event.

3. Select the event type.

4. Click the Start button.

5. Fill in the Event Information and click Next to continue.

6. In step two (Create Meetings) users will create the various meetings that make up the entire event.

7. Once all required meetings are included in the meeting list click Next to continue.

8. Once rooms have been selected, click Next to continue.

9. Select equipment and service resources if applicable. · To select the same equipment for every listed meeting, click the item in the resource list. · To select an item for an individual meeting click the grid space under the meeting. To remove a selected item, click the space a second time. · Mouse over spaces marked “UnAvailable” to see the current booking information.

Notes:

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Notes:

路 路

Mouse over the comment icons to see equipment details.

Use the filter buttons at the top of the form to filter the list.

8. If the resource request requires a quantity, an edit box will appear for this information.

9. Click Next to continue.

10. Review the event information.

11. Click Finish to complete the event.

Resources on Existing Events When adding services or equipment to existing events, or those created by the approval method, it must be done at the meeting edit level. The steps below are the same steps required when adding resources to new events created from the Calendar.

1.

2.

3.

4.

5.

6.

7.

To add or edit resources on an existing event: Open the event in edit mode by clicking the edit icon.

Click on the appropriate day and time.

Fill in the requested information.

Click the Advanced Event Form button.

Complete the event information including the estimated attendance.

In the Meetings area of the Event Info. Form, click on the meeting name link to move to the Event Meeting Form.

8. In the Resource Assignment area, click the Add Resource button.

Page 13 9. After selecting the desired resource(s) click the Assign button.

10. Be sure to click Save on both the Event Meeting Form and the Event Info.

Form to book the desired resources.

Exercise #2 Use the Event Wizard to create an event requiring several pieces of equipment.

Exercise #3 Edit the event created in Exercise #2. Remove one resource from an event meeting and add setup and teardown services to the meeting.

Notes:

Page 14

Notes:

Users that have completed this module should feel comfortable with creating and managing an equipment and service inventory in the Astra Schedule system.

Users should be able to locate and configure nec­ essary support list information for reporting and tracking purposes.

Equipment Summary

Context sensitive help links are available through­ out the product for further instruction and step­by­step wizards walk the user through the more complex tasks as necessary.

For more information on any specific area of the application, please see the Sys­ tem User Help documentation.

Page 15 Exercise #1 Create a record for a quantity of specific equipment requiring setup and teardown services.

Exercise Solutions

· · · ·

· · · · · · ·

Click the Resources tab.

Select the Equipment and Services link.

Click the Add button.

Fill­in the Name and Category information.

Optionally attach one or more Group Tags.

Include Description, Quantity, and scheduling options.

Storage location information may be entered in the Location Details area.

Click the Add Setup/Teardown Service button and select a setup service.

Click Add to save the service.

Repeat for the teardown service.

Click Save.

Exercise #2 Use the Event Wizard to create an event requiring several pieces of equipment.

· · · · · · · · · · · · ·

Click the Events tab.

Select the Event Wizard link.

Enter the event name and type.

Click the Start button to continue.

Select the customer and contact information.

Click the Next button.

Create six recurring meeting (one per week).

Create one graduation meeting.

Click the Next button.

Select an available room for each meeting.

Click the Next button.

Select a few resources and click Next.

Review the event meetings and click on the Finish button.

Exercise #3 Edit the event created in Exercise #2. Remove one resource from an event meeting and add setup and teardown services to the meeting.

· · · · · · · ·

Click the Events tab.

Select the My Events link.

Locate the newly created event and click the edit icon.

In the Meetings area, click the Meeting Name link.

Use the delete icon to remove one of the resource listings from the Resource Assignment area.

In the Setup/Teardown Service Windows add a Setup and Teardown time to the meeting.

Click Save to keep the meeting changes.

Click Save again on the Event Info. Form.

This documentation is intended only for the use of licensed customers of Astra Schedule software and is PRIVILEGED and CONFIDENTIAL. Intended recipients shall not sell, transfer, publish, disclose, display or otherwise make any of this information available to others. Dissemination is strictly prohibited.