Why put it on TAP? More convenient than the old Blue Form system

1. Why put it on TAP? • More convenient than the old Blue Form system • 24 Access from any browser location • Who may use TAP? • Principal Members of CSI Registered Student Organizations • CSI Advisors • Fund Managers • Facilities Managers • Other department representatives Student Organization Training 2008

2. What do I need to begin TAPPING my event? • Location reservation. (written documentation) • Funding sources. (confirmed) • Technical requirements. (confirmed) • Table, chairs, other event equipment/party supply needs. • Food and beverage needs. • Off campus vendor information. (Party City, Trophy place) • Entertainment plans. (contract info) • Security and safety concerns. (collaborative decision) • Parking needs. • Ticketing/Box Office needs. (Pre-sale, price ranges) • Co-sponsorship and Charity benefit information. Student Organization Training 2008

3. Click on the “Students” button Student Organization Training 2008

4. Home Page: This page will have information organized in a fashion similar to Facebook: • Last log in. • Latest messages. • Most recent events. • Advisor contact information. • Fund Manager contact info. • Etc. • The information will be formatted differently than seen here. Error Report: Click here if you experience a bug or have feedback related to the design or functionality of TAP. Student Organization Training 2008

5. Email Settings: Allow user to change contact email from UCSD address (default) to something more useful. Student Organization Training 2008

6. View Events: Allows user to filter events started by Principal Member or Organization (note: “All Orgs” option is for Advisor use only). Event Listing also sorts events by date and indicates event status: • Incomplete – Student still has work to do. • Awaiting Approvals – Student’s work is done for now. • Complete – Event is ready to go. Everything is approved and ordered. • Cancelled – Event has been cancelled by either Advisor or Organization. Student Organization Training 2008

7. Create New Event: Allows user to select the type of location: • University Centers Facility • Non–University Center Location • Note: The “click here” hyperlinks will be replaced with graphical buttons in the future. Student Organization Training 2008

8. University Centers Location • Enter EMS Reservation Number and click “Submit”. • Click on “Select this booking” if the location is correct (note: this will be replaced with a more intuitive “Next” button as part of a status bar to help users navigate the site linearly. Student Organization Training 2008

9. New Event: This is where the user enters the vital information related to the event, including a PR/Marketing Description. Student Organization Training 2008

10. New Event: This is where the user enters a Detailed Timeline/ Agenda for the purpose of Advisor Approval. Student Organization Training 2008

11. Helpful Hints: Throughout TAP there are helpful hints icons to better understand the purpose of a question or text field. Note: the (?) will be replaced with a graphic icon in the future. Questionnaire: The questionnaire is intended to help Advisors and Principal Members anticipate the tasks each Organization will have to complete in order to have a successful event. Answers will determine what “modules” are added for completion. A list of incomplete modules will appear in the status bar on the right. Student Organization Training 2008

12. Questionnaire: Answer the questions and click “Submit” or “Save and Continue Later” if you want to save some answers but want to return to answer others you’re unsure of. The TAP does not create an event until the user clicks “Submit” Student Organization Training 2008

13. Module List: Answers to the questionnaire generate a list of most likely necessary tasks. Each task is managed in a module that has an approval hierarchy and ordered status. • Incomplete modules require information from the Principal Member. • Ready for Approval means that an Advisor must sign off on the task. • Things may remain unordered because there are no funding sources. Student Organization Training 2008

14. Status Bar: The Status Bar will be updated to: • Reflect minimal summary information. • Provide a more intuitive list of incomplete tasks with easy to identify graphical indicators. • Provide a “Next” button so that the user can easily browse through TAP one task at a time with a clear understanding of when everything has been completely entered. Student Organization Training 2008

15. Quote/Reservation # Module: There are two types of modules. This module type is a quote/reservation style of module that requires a Principal Member to secure and enter a confirmation number from a service provider as well as a quoted cost for the service. Upon submittal, the Student Organization Fund Manager will order and arrange for payment to the service provider. Student Organization Training 2008

16. Worksheet Module: The second type is a worksheet style module that requires a Principal Member to enter item descriptions, quantity, item price, and sometimes vendor information if the provider is off campus. Upon submittal, the Student Organization Fund Manager will order and arrange for payment to the service provider. For on campus providers there will likely be a link to a pricing list (note the hyperlink will be replaced with a graphical button in the future). Student Organization Training 2008

17. Finance Page: The Finance Page is where a Principal Member lists a Student Organization’s funding sources. Additionally, the Fund Managers will use this page to order the necessary services. Note: currently the only way to navigate to the Finance Page is by using the “Event Pages > View Finance Page” drop down menu but this page will become part of the status bar browsing function mentioned earlier. Student Organization Training 2008

18. Finance Page: Enter sources of funding. Finance Page: Note: “Index #” is a field only visible to Fund Managers Student Organization Training 2008

19. Status: The status for this event has changed from “Incomplete” to “Awaiting Approvals”, which is identified by the amber outline of the “Event Status” list. At this point the user is waiting for Advisor Approval and/or Fund Managers to place orders. Again, the status bar will be updated with more intuitive graphical indicators in the near future. Student Organization Training 2008

20. Returning to TAP for Status Report: If you return to TAP for a status report, you can: • View your events by clicking on “View Events”; and • Clicking on the event you want to review. Student Organization Training 2008

21. Contacting your Advisor or Fund Manager: If you’re concerned that your event hasn’t been completed and you want to contact your Advisor or Fund Manager, you can post a message by clicking on “Event Actions > Post a Message”. Likewise, Advisors and Fund Managers will post messages to Principal Members for various reasons. Student Organization Training 2008

22. Contacting your Advisor or Fund Manager: If you’re concerned that your event hasn’t been completed and you want to contact your Advisor or Fund Manager, you can post a message by clicking on “Event Actions > Post a Message”. Likewise, Advisors and Fund Managers will posting messages to Principal Members for various reasons. Student Organization Training 2008

23. View Message Board: All correspondence between Principal Members, Advisors, and Fund Managers will be recorded on the Message Board which is located under “Event Actions > View Message Board”. Student Organization Training 2008

24. Message Threads: All messages are threaded and should provide valuable information regarding event status, requirements, changes, updates, etc. Warnings: Warnings will be automatically emailed to Principal Members when an event remains incomplete inside 14 days of an event. Escalating warning up to possible cancellation will be sent at 10, 7, and 4 days prior to an event if modules go uncompleted. Student Organization Training 2008

25. Questions or Comments? Josh Cheung – TAP Programmer jtcheung@ucsd.edu 858.822.0769 John Hughes – Business Officer johnhughes@ucsd.edu 858.534.4256 Emily Marx – Director, CSI emarx@ucsd.edu 858.822.0004 Student Organization Training 2008