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Astra Scheduler

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					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
   Interfaces with Colleague
   Expanded search capabilities
   Accommodate multiple schedulers
   Report writing capabilities
   Expandable to meet broader enterprise
    needs for room and event scheduling
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
Astra and Colleague
   Interfaces with room descriptions and
    usage data
Search capabilities
   Searchable using multiple descriptors
       Proximity
       Equipment and network services
       Room layout, type
       Date
       Time
Costs
   Initial investment of $25,000 was made
    three years ago
   Annual fee of $4,000
   No training or support activities funded
Report writing
   Packaged reports documenting usage
   Crystal Reports for custom reporting
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
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
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
Phase 1
   Develop procedure manuals
   Set up current users
   Train current schedulers
   Bring current schedulers on line
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
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
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
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
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
Phase 2 needs
   Fund release time for Classroom
    Scheduler to support a half-time
    administrative assistant for 6 months
   Travel and conference expenses
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
Phase 3 needs
   Fund release time for Classroom
    Scheduler to support a half-time
    administrative assistant for 3 months
   Annual maintenance fee
Phase 3 estimated costs
   Administrative assistant half-time for 3
    months = $4,000
   Annual maintenance fee = $4,000

   Total Phase 3 costs = $8,000
Cost summary
   Phase 1 = $20,600 from OES FY04
   Phase 2 = $13,000 - FY05
   Phase 3 = $8,000 - FY05

   Total unfunded cost = $21,000
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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posted:7/28/2012
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