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Astra Scheduler

Astra Scheduler. Meeting the MUSC room scheduling software needs. Synchronize. Current tool in use Designed as a personal appointment scheduler Not supported No reporting capabilities Limited search capabilities Date and time. Astra Scheduler. True comprehensive room scheduling tool

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Astra Scheduler

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  1. Astra Scheduler Meeting the MUSC room scheduling software needs

  2. Synchronize • Current tool in use • Designed as a personal appointment scheduler • Not supported • No reporting capabilities • Limited search capabilities • Date and time

  3. Astra Scheduler • True comprehensive room scheduling tool • Interfaces with Colleague • Expanded search capabilities • Accommodate multiple schedulers • Report writing capabilities • Expandable to meet broader enterprise needs for room and event scheduling

  4. Astra – a comprehensive room scheduling tool • Detailed room descriptions including configuration, network capabilities, equipment, image of room, capacity • Can establish areas or zones • Hospital, CHP complex, BSB, HSC • Supported on Oracle platform • Web interface

  5. Astra and Colleague • Interfaces with room descriptions and usage data

  6. Search capabilities • Searchable using multiple descriptors • Proximity • Equipment and network services • Room layout, type • Date • Time

  7. Costs • Initial investment of $25,000 was made three years ago • Annual fee of $4,000 • No training or support activities funded

  8. Report writing • Packaged reports documenting usage • Crystal Reports for custom reporting

  9. Expandable • Initial plan is to support classroom scheduling and event scheduling in currently scheduled spaces including new/renovated by June 2005 • Phase in Web interface • Potential to be available to support scheduling of all meeting spaces throughout enterprise

  10. Current status • FY04 Enrollment Services funding training, travel, temp staffing, maintenance fee to achieve basic services by June 2005 • Test server set up, running and being supported • Research in Colleague indicates incomplete data to populate some fields

  11. Phase 1 - FY04 • Complete training at vendor location • Upgrade to v6.0 • Define data fields and files • Conduct testing and modify • Implement production server • Review administrative policies

  12. Phase 1 • Develop procedure manuals • Set up current users • Train current schedulers • Bring current schedulers on line

  13. Phase 2 - FY05 • Document problems identified by current schedulers and rewrite manuals and guides to reflect improvements • Set up and test Astra Web Client • Set up e-mail notification • Create links to site

  14. Phase 2 • Identify Synchronize RoomView users and prepare them for transition • Develop Astra Web Client user’s guide • Bring Astra Web Client on line • Remove RoomView from IS download site

  15. Phase 3 - FY05 • Document problems and rewrite manuals and guides to reflect improvements • Provide training sessions within academic areas • Determine reporting needs • Incorporate reporting tool

  16. Immediate Phase 1 needs • Develop business plan to support campus-wide needs and long-term goals • Commit $20,600 of FY04 Enrollment Services budget to project

  17. Phase 1 estimated immediate costs • Administrative assistant half-time for 6 months = $8,000 • Installation training = $7,600 • Travel expenses for training = $1,000 • Annual maintenance fee = $4,000 • Total immediate costs = $20,600

  18. Phase 2 needs • Fund release time for Classroom Scheduler to support a half-time administrative assistant for 6 months • Travel and conference expenses

  19. Phase 2 estimated costs • Administrative assistant half-time for 6 months = $8,000 • Travel and conference expenses = $5,000 • Total Phase 2 costs = $13,000

  20. Phase 3 needs • Fund release time for Classroom Scheduler to support a half-time administrative assistant for 3 months • Annual maintenance fee

  21. Phase 3 estimated costs • Administrative assistant half-time for 3 months = $4,000 • Annual maintenance fee = $4,000 • Total Phase 3 costs = $8,000

  22. Cost summary • Phase 1 = $20,600 from OES FY04 • Phase 2 = $13,000 - FY05 • Phase 3 = $8,000 - FY05 • Total unfunded cost = $21,000

  23. Estimated annual costs after implementation of Phase 3 • Annual maintenance fee = $4,000 • Astra Scheduler User Conference = $2,500 • Datatel User Conference = $2,500 • Total annual costs = $9,000

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