Artifax Event UK Conference

1. Artifax EventUK Conference Rose Theatre, Kingston Tuesday 8th March 2011

2. Implementing & Extending Use Adam Pepper Business Development Manager Tim Leighton Customer Services Manager James Powell Technical Manager

3. Maximise! Remember the original aims of Saving time Improving accuracy Do more with the tools you already have Improve performance Increase scope Extend use Scale of small tweaks to reimplementation

4. Step 1: Free �n� Easy Check Tech Spec: Is Event installed on the most appropriate server? Upgrade: Are you on the latest release of Artifax Event? Licence review: What�s the best package for you? Train colleagues: A little goes a long way Artifax Event is often installed on the same server (which is sometimes a PC!) from the initial installation to the present day. Ensure your system is performing at the optimum speed by ensuring your server meets or exceeds the requirements set out in the Technical Specification for the current release of Artifax Event. Relocating Artifax Event to a more powerful server is a straightforward process and our Support team are happy to advise. The most recent releases of Artifax Event have contained performance improvements, particularly for large Arrangements. Ensure you�re on the latest version to receive the benefit of these. As and existing customer, your software upgrade is free. Make the most of the licences you have. Check that every member of staff who needs one has and knows their Artifax Event username and password. We are always happy to consider licence exchanges and trade-ins, which can be helpful if you have ReadWrite or ReadOnly licences that would serve you better as EventOnline licences. Your Account Manager will be able to discuss the possibilities available to you. Ensure your colleagues are confident in using Artifax Event. A little training goes a long way and this can be reinforced with brief notes on how to carry out key actions.Artifax Event is often installed on the same server (which is sometimes a PC!) from the initial installation to the present day. Ensure your system is performing at the optimum speed by ensuring your server meets or exceeds the requirements set out in the Technical Specification for the current release of Artifax Event. Relocating Artifax Event to a more powerful server is a straightforward process and our Support team are happy to advise. The most recent releases of Artifax Event have contained performance improvements, particularly for large Arrangements. Ensure you�re on the latest version to receive the benefit of these. As and existing customer, your software upgrade is free. Make the most of the licences you have. Check that every member of staff who needs one has and knows their Artifax Event username and password. We are always happy to consider licence exchanges and trade-ins, which can be helpful if you have ReadWrite or ReadOnly licences that would serve you better as EventOnline licences. Your Account Manager will be able to discuss the possibilities available to you. Ensure your colleagues are confident in using Artifax Event. A little training goes a long way and this can be reinforced with brief notes on how to carry out key actions.

5. Maddy Your Account Manager Contact her for Licences Services Demos Encouragement Sympathy

6. Step 2:Review Where am I duplicating data and effort? Why am I ?! To enable Artifax Event to work better for you, it may need to work better for others Review current process and identify improvements Return to your wish list. What have you planned but not had time to implement?

8. Step 3:Research Make the most of today Research Ideas in pack Make friends and swap tips Make the most of Support Phone or email Explanation and advice Look out for webinars and videos on the website

9. Step 4:Workflow Identify stages in the life of a booking Where does the information start, where does it go, and where is it updated? Is there one definitive source of information? Remember, aim for only ever typing something once. Recycle! Are you starting at the very beginning?

15. Step 5:Reports Motivation for entering and maintaining accurate information 100 standard reports: Customer, Operational, Statistical; launched from Event and EOL Options for new and amended reports: Artifax write or amend Artifax train you to amend Artifax train you to write You write using other reporting software (e.g. SSRS or Crystal) Word or Excel

16. MERL Statistical report suite MLA reports DCMS reports Visitor statistics for school groups Reading room usage and research tracking Combination of Visitors and Custom Forms

17. Step 6: Configuration Match workflow and report requirements to features and configuration May need to liaise with Artifax to realise all the possibilities May need Artifax to transfer data to new fields Don�t forget: Arrangement Type custom forms Custom Forms as Documents Statuses Tasks Templates Visio Link

18. Step 7: Customization EOL Booking Request Wizard (Roundhouse) EOL Pages for editing (Bath) New EOL Pages and room booking request logic (RSC)

20. Step 8:Integration /Import / Export Ticketing Website Accounts IRIS Turnkey SAGE etc Outlook Contacts import ICS exports

21. SpecifyingCustom Work Is it possible? Functional Spec: a description of what it needs to do and why. Try to think of all the rules and exceptions. Technical Spec: more detailed, with information on the specific fields in the database that will be affected. We�ll help you with this part!

22. Step 9:Processes Break the project down into manageable chunks, with objectives, deadlines and costs. Artifax can assist you with this and help identify the critical path. Build solution slowly to spread the impact on time and resources. Form a working group of key users to report on snagging and share responsibility for making configuration changes and finding solutions. Ensure an introduction to Artifax Event is included in the induction for new staff.

23. Recap Prepare the foundations (it�s free!) Review current usage Research possibilities Analyze workflow Define reports Explore configuration Specify customizations / integrations Implement processes � and make use of the Artifax team!