TAP_Training

Document Sample
TAP_Training Powered By Docstoc
					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
What do I need to begin TAPPING my event?
  a) Location reservation. (written documentation)
  b) Funding sources. (confirmed)
  c) Technical requirements. (confirmed)
  d) Table, chairs, other event equipment/party supply
     needs.
  e) Food and beverage needs.
  f) Off campus vendor information. (Party City, Trophy
     place)
  g) Entertainment plans. (contract info)

  h) Security and safety concerns. (collaborative
     decision)
  i) Parking needs.
               Student Organization Training 2008
  j) Ticketing/Box Office needs. (Pre-sale, price ranges)
Click on the
“Students”
   button




               Student Organization Training 2008
                                               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.
Error Report: Click here if you
experience a bug or have                       The information will be formatted
feedback related to the design                 differently than seen here.
or functionality of TAP.


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




         Student Organization Training 2008
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
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
University Centers Location

    1. Enter EMS Reservation Number and click “Submit”.
    2. 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
 New Event:
This is where
   the user
  enters the
     vital
 information
related to the
    event,
 including a
PR/Marketing
 Description.




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




                Student Organization Training 2008
Helpful Hints:
  Throughout
TAP there are
  helpful hints
icons to better
                    Questionnaire: The questionnaire is intended
  understand
                    to help Advisors and Principal Members
the purpose of
                    anticipate the tasks each Organization will have
 a question or
                    to complete in order to have a successful event.
   text field.
 Note: the (?)
                    Answers will determine what “modules” are
     will be
                    added for completion. A list of incomplete
 replaced with
                    modules will appear in the status bar on the
a graphic icon
                    right.
 in the future.
                  Student Organization Training 2008
                                     Questionnair
                                     e: 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
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 Organizationthere are no funding
                             Student because Training 2008
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
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
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
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
 Finance
  Page:
   Enter                                            Finance
sources of                                           Page:
 funding.                                             Note:
                                                  “Index #” is
                                                  a field only
                                                    visible to
                                                      Fund
                                                   Managers
             Student Organization Training 2008
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
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
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
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
                                     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
                         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
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

				
DOCUMENT INFO