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2013 Texas Ad Astra SummitMonday, July 22nd
Moving from Centralized to Decentralized Room Approvals
University of Texas at Dallas (UT Dallas)
PresenterSandy Runowski
Associate Director of RecordsScheduling and Catalog
University of Texas at Dallas (UT Dallas)[email protected]
972-883-2196
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.
Classroom & Event SchedulingAdAstra 7.4.13.163
Upgraded to AdAstra 7.5.6.130 while deploying room approvals to departments.
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
Forces Driving the Need for Change
Various systems being used throughout campus:
• AdAstra• Outlook
• EMS• Other 3rd party systems
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
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
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
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
Separation of Roles
Academic Approver• Rooms:
– Request (All)– Schedule (All)
• Academic Sections– Edit/Manage (All)
• Events– View (All) only
Event Approver• Rooms:
– Request (Limited)– Schedule (Limited)
• Academic Sections– View (All) only
• Events– Edit & Request (All) Events– Event Schedulers (All)
Set up for departments to approve their own rooms
1. Remove the room from the Event Approver Role
Set up for departments to approve their own rooms
2. Create an event type for that department’s rooms (ex: A&P Rooms)
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)
Set up for departments to approve their own rooms
4. Set up the Approver Group for the same rooms
Some areas wanted their instructors to be able to request only their rooms.
1. Create an Event Request Template for that school.- Set the Room Approver Group- Add a saved filter to show them only their rooms
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
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.
Portal PageWe also updated our portal page
Training
• Group #1: Room Approvers
• Group #2: Departmental Contacts
Changes for our Team
• Two roles – two logins
• Event Approvals in Notification List
• Check for Incomplete Events
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.
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
Q&A
Sandy Runowski Associate Director of Records
Scheduling and Catalog University of Texas at Dallas (UT Dallas)
[email protected] 972-883-2196
