Moving from Centralized to Decentralized Room Approvals

1. 2013 Texas Ad Astra Summit Monday, July 22nd Moving from Centralized to Decentralized Room Approvals University of Texas at Dallas (UT Dallas)

2. Presenter Sandy Runowski Associate Director of Records Scheduling and Catalog University of Texas at Dallas (UT Dallas) sandy.runowski@utdallas.edu 972-883-2196

3. About UT Dallas • Public, research institution • Serves 19,000 students • Over 4000 sections per semester with meeting patterns • Utilizing 189 classroom or lab spaces Founded by the founders of Texas Instruments, Inc.

4. Classroom & Event Scheduling AdAstra 7.4.13.163 Upgraded to AdAstra 7.5.6.130 while deploying room approvals to departments.

5. The Old Event/Room Approval Process One Special Event Request Form Events submitted by departmental contacts Scheduling Team approved all events and rooms in Astra

6. Forces Driving the Need for Change Various systems being used throughout campus: AdAstra Outlook EMS Other 3rd party systems

7. Challenges Faced Getting departmental buy in to add rooms to Astra Make it advantageous to the departments to approve the use of their rooms Setup of Astra to have the approval process function the way we wanted it to

8. Getting departmental buy in to add rooms to Astra Met with departmental contacts to determined their needs and pain points Also met with Physical Plant, Campus Police Department and Media Services

9. Make it advantageous to the departments to approve the use of their rooms The change in the approval process allowed the departmental contact to use the quick event option and to add events directly on the calendar view No more 48 hour lead time to add events in their own rooms Event approval for their rooms did not need to go through the Registrar’s Office

10. Setup of Astra to have the approval process function the way we wanted it to Weekly meetings with our Astra Technical Account Manager Set up of two separate logins for the Scheduling Team based on the role they are performing: Academic Specialist Event Approver

11. Separation of Roles Academic Approver Event Approver Rooms: Request (Limited) Schedule (Limited) Academic Sections View (All) only Events Edit & Request (All) Events Event Schedulers (All) • Rooms: • Request (All) • Schedule (All) • Academic Sections • Edit/Manage (All) • Events • View (All) only

12. Set up for departments to approve their own rooms Remove the room from the Event Approver Role

13. Set up for departments to approve their own rooms 2. Create an event type for that department’s rooms (ex: A&P Rooms)

14. Set up for departments to approve their own rooms 3. Create an Approval Roll for that Department’s Rooms. View Rooms (UTDM) Request Rooms (UTDM) Schedule Rooms (Add the rooms you removed in Step 1) View Sections (All) View Events (All) Edit Events (All & Select that dept’s meeting type) Request Events (Special Event Form) View Scheduling Calendars (All) View Reports (All)

15. Set up for departments to approve their own rooms 4. Set up the Approver Group for the same rooms

16. Some areas wanted their instructors to be able to request only their rooms. Create an Event Request Template for that school. Set the Room Approver Group Add a saved filter to show them only their rooms

17. 2. Create and Instructor-School role Check only the rooms that are assigned to the schools room approver group Request Events: Select the new Event Request Form for that School

18. 3. The Instructors will need to be setup as users with the Instructor-School role and their Customer Contact has to set to the correct school as well. 4. Add the New Event Request Form to the Departmental Room Approver Role.

19. Portal Page We also updated our portal page

20. Training Group #1: Room Approvers Group #2: Departmental Contacts

21. Changes for our Team Two roles – two logins Event Approvals in Notification List Check for Incomplete Events

22. New Challenges Holiday Blocker for preventing events begin scheduled prior to the release of the class schedule – now blocks adding events to conference rooms and conference center. Now working to apply Usage Policies to our classrooms and class labs.

23. Looking to the Future Expanding the use of Astra to more of the campus Investigating the potential use of Astra for Media Services Customizing Astra Reports to provide more directed reports to Physical Plant and the Campus Police Department

24. Q&A Sandy Runowski Associate Director of Records Scheduling and Catalog University of Texas at Dallas (UT Dallas) sandy.runowski@utdallas.edu 972-883-2196