Integrated Reservation Integrated Reservation and Scheduling Softwareand Scheduling Software

Discussion of the University of Connecticut’s web based operational software program

Presented by Margaret Malmborg, ManagerUConn Lodewick Visitors Center

OverviewOverview

History/BackgroundProgram structureComponent features Future plansQuestions

In the beginning….In the beginning….Printed paper copies of student

work schedulesTime consuming to notify students

of changes Ineffective process – could not

update in a timely manner

What we needed….Ability to eliminate errors and

constant revisionsOn demand access to most up-

to-date information

Barriers to ChangeBarriers to Change

Lack of vendor optionsExisting scheduling

programs did not meet our needs

Customized programs were cost prohibitive

How we changed. . . . . . How we changed. . . . . .

Created in-house by UConn’s Internet Services with student tech support

Using same language as previous versions of our web based reservation and scheduling programs

Development and enhancement is an ongoing process and student employees provide feedback

HuskyTrax HuskyTrax

Lodewick Visitor Center operational program

Integrates both tour reservation and scheduling software programs into one dynamic program

Automated functionality combined with customization functions

Web based

The “Techno-jargon” The “Techno-jargon”

Written in object oriented PHP 4.3.0. with 15,000+ lines of code

Uses MySQL database backendHTML, CSS, JavascriptUses Redmine as an internal issue trackerUses Subversion as a version control

system

HuskyTrax structure HuskyTrax structure Tour reservations component

manages all functions of tour reservations

Staff Scheduling componentmanages all functions relating to generating staff schedules

Schedule componentmanaging shifts and schedules

Tour ReservationsTour ReservationsCollect relevant information to

email visitor a tour confirmation and a reminder to guests

Automatically sends data to Admissions for import into Peoplesoft system

Autolink to Google maps for customized directions and map

After hours visitors self-registration

Monthly view of Monthly view of reservationsreservations

Visitor ReservationVisitor Reservation

Group ReservationsGroup Reservations

Colleague FunctionsColleague Functions

Colleague AvailabilityColleague Availability

Generating ScheduleGenerating ScheduleApply defined templatesSet schedule date rangeDefine # of staff per shift“Create shifts” function“Fill shifts” function

Template FunctionsTemplate Functions

Colleague ScheduleColleague Schedule

Requesting CoverageRequesting Coverage

Colleagues can request coverage or switch of shift thru HuskyTrax.

Place a request on the Coverage Board and other Colleagues can respond

Approval is done by Manager and automatically updates the work schedule to reflect changes.

ReportsReports

Demonstration of actual Demonstration of actual programprogram

HuskyTrax is programmed by the Internet Services (division of University Communications) and used/designed by Lodewick Visitors Center managers

The program is adaptable and has been modified for use for Residential Life and our Student Activities department.

HuskyTrax – The Next HuskyTrax – The Next GenerationGenerationAdding more fields for employee

information such as majors, in/out of state, experience level that will be included when matching leaders for tour

Using requested number of hours to fill desk/tour shifts

Dashboard of updated info for students and administrators

Information Services/University Directories integrated into the system

Colleague tests