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1. 2 In the Hoteling Wizard Templates window click New The Hoteling Wizard Template window opens Enter settings as described below Hoteling Wizard Template Hoteling Wizard Template Defauts Audit Setting Default Value Start Time 8 00 AM End Time 6 00 PM Search Method Standard Status Confirmed Room Type Workspace Open Event Name Workspace Event Type Workspace Reservation Source not specified Setup Type default Setup Count 1 3 Hoteling Wizard Template tab Description Enter the template description Prompt For Date If checked the EMS user will be prompted with a start date for the reservation This setting in combination with the Number Of Days To Select described below is used to automatically pre select dates in the Reservation Wizard Number Of Days to Select Number of days that should be selected in the Reservation Wizard after the EMS user has been prompted for the start date 4 Defaults tab Specify defaults for the Start Time End Time Search Method Status Room Type Event Name Event Type Reservation Source Setup Type and Setup Count Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 152 5 Click OK Using a Hoteling Wizard Template STEPS 1 In the EMS client using either the main menu window or the main menu bar go to Reservations gt Hoteling gt Employee Reservation Note Employee may have been re labeled at
2. 2 Date Specify a date future dates not allowed Then the bookings for that date will be listed in the lower part of the window Building Specify a building to narrow the list of bookings if appropriate 4 Status Specify a booking status to narrow the list of bookings if appropriate In the booking list enter attendance figures in the Actual Attendance column on the far right of the table Scroll or expand the window as needed 6 Click Close Viewing Individual Visitors You can search for visitors event attendees who have been entered in an Attendees category as part of a booking 7 Go to Reservations gt Other gt Visitors The Visitors window opens 8 Date Select a date when the visitors will be attending an event 9 Visitor To search for a specific visitor enter the visitor s name This field is not case sensitive You can enter part of the name with asterisks representing unknown portions of the name For example jef would find Jeff Jeffrey etc smith would find all persons with that last name including Robert Smith and Jane Goldsmith jack would find both Jack Cooper and Mary Jackson 10 Group To search for visitors from a particular group type some or all of the group s name You can search for parts of names the same as with the Visitor field 11 If applicable check the Include Checked In checkbox 12 Building To limit your search to a specific building select it from this list Afte
3. First Transaction Date B E i E Last Transaction Date E Invoice 0 Amount Note Invoice 0 Void Reason Show Paid Invoices Preview OK Cancel 2 Select the Department that created the invoice 3 If you know the Invoice No that you want to void enter it and click Add Enter a void reason The invoice is added to the lower right panel If this is the only invoice you want to void you can skip the next steps and click OK to void the invoice Otherwise continue the steps below to add more invoices to void 4 To search for voided invoices enter a date range using the First Transaction Date and Last Transaction Date fields When you tab out of the Transaction Date fields EMS displays the invoices that meet your criteria in the lower left panel To review an invoice before voiding it select it and click Preview 6 Move the invoices you want to void into the right panel using the arrow buttons or by double clicking them As you move an invoice you must provide a reason If multiple invoices are moved as a group the same void reason is applied to all of them 7 Click OK to void the invoices In the message box that opens confirm that you want to void the invoices Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 99 Payments Deposits and Adjustments Deposits Deposits are amounts paid in advance of a meeting or event before invoicing They can
4. Options in the Navigator You may customize the way information is displayed in the Navigator window or in a confirmation Customize these settings using the Navigator Options window From the Navigator window go to Settings gt Options The Settings button is in the top right corner of the Navigator window The Navigator Options window contains three tabs General At A Glance and Highlight Categories Navigator Options General At A Glance Highlight Categories Show Old Bookings C Show Deleted Items Show Canceled Bookings C Hide Empty Tabs C Show Wizards In Tools Menu Double Clicking Listed Folder Opens The Item Expands Folder Wizard Results Always Show Show Unchanged Only Confirmation Always Prompt O Email O Print Preview O Print Booking Display Time Reserved Time O Event Time Invoiced Items Highlight Color J C Service Orders C Show Pricing Highlight Changes Made Within days C Show Item Notes Footer Message none v C Show Item Special Instructions Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 28 General Tab e Show Old Bookings If you select this option bookings taking place prior to today are included e Show Deleted Items If this option is selected then deleted bookings deleted resource items etc are displayed Note Even if deleted items are displayed these items may not be recovered onc
5. 1 21 2008 Mon 7 00AM 7 50AM MT EVNS E102 CHEM 101 01 Introduction to Chemistry Class Details 1 23 2008 Wed 7 00AM 7 50AM MT EVNS E102 CHEM 101 01 Introduction to Chemistry Class SS a 1 24 2008 Thu 7 00AM 11 00AM MT EVNS ELab1 2 CHEM 101 01 Introduction to Chemistry Class cenimin lig a la ARS ASA Da ii as AAC e a gt Navigator Important Once a term has been published room changes should be made in the EMS Campus desktop client and NOT in the SIS Updating a Course Room Location One Booking 1 2 3 4 5 Open the Navigator for the course Locate the booking in the left pane of the Navigator right click and select the Edit option Click the magnifying glass icon next to the Room textbox Use the Room Selector to select a room and click the OK button Click the OK button Updating a Course Room Location All Multiple Bookings 1 2 Open the Navigator for the course In the left pane of the Navigator right click on any record and select the Tools gt Change Room Wizard option Note Based on your user settings you may have to select Wizards first On the first screen of the Change Room Wizard select the Search For Rooms option Click the Next gt button The second screen of the Change Room Wizard summarizes your course date records Highlight the course date record that you want to change and click the Next gt button Note You may need to uncheck the Hide Old Bookings checkbox The
6. EMS User Manual EMS Workplace 5 2 1 EMS Campus 2 2 1 EMS Enterprise 5 2 1 EMS Legal 5 2 1 Dean Evans amp Associates Inc Event Management Systems Schedule Clarity EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Copyright Copyright O 2010 Dean Evans amp Associates Inc All rights reserved No part of this document may be reproduced transmitted or stored in a retrieval system in any form electronic or mechanical for purposes other than the personal use of the original purchaser except by written permission of Dean Evans amp Associates Inc Dean Evans amp Associates Inc 5613 DTC Parkway Suite 1250 Greenwood Village CO 80111 800 440 3994 voice 303 796 7429 fax This document may be copied for use by individuals employed by the purchaser Information in this document is subject to change without notice EMS and the EMS logo are registered trademarks of Dean Evans amp Associates Inc Event Management Systems EMS Workplace EMS Enterprise EMS Professional EMS Lite EMS Campus EMS Legal EMS Master Calendar EMS Hoteling EMS Kiosk and Virtual EMS are trademarks of Dean Evans amp Associates Inc Microsoft Windows and Outlook are registered trademarks and SQL Server is a trademark of Microsoft Corporation Lotus Notes and Domino are registered trademarks of IBM Corporation Other products brands and trademarks are property of their respective owners compani
7. Reminders lt 2 Comments ub Reservations l Contacts 0 Phone 1 Phone 2 Email Address Default Contact Displayed Active Customers Active Contacts Future Reservations 3 The Reservation Wizard displays and you can create your reservation here OR 4 Select Customers from the main toolbar From the Customers window highlight the desired Customer The Customers window displays with your selected Customer highlighted and the lower panes displaying Contacts Properties Reminders Comments and Reservations tabs 6 Click the Reservations tab and select New to display the Reservation Wizard Create your new reservation using the Reservation Wizard Override Rooms Rooms Outside the System EMS allows you to schedule events in special areas of your building that are not typically reserved or in areas outside your facility that you do not control To do so while making a reservation select the Specific Room option Then at the Room Selector window select the Building that contains the override room you want to book When you do that the system provides you with a Location field in which you type the location for the event Override room events are reported on like any other booking in that building Note EMS cannot track the availability of override rooms and consequently will not warn you if there is already an event scheduled in the area you specify Confidential 17 EMS Workplace 5 2 I1 EMS Campu
8. 1 EMS Legal 5 2 1 User Manual 154 Defaults tab Any defaults Building Status Event Type Event Name Event Time Reservation Source Time Zone Drawing Application set in this tab will be automatically filled in when you enter data in EMS client windows 3 Click OK to save your changes and close the Preferences window or Cancel to close the window without saving any of the changes Changing Your Password 1 From the main menu bar in EMS choose Settings gt Change Password The Change Password window opens Change Password Old Password New Password Re enter New Password 2 Enter your old password and new password and then type the new password again to confirm it 3 Click OK Resetting Window Coordinates You can reset the screen positions of EMS windows back to their defaults This is useful when users have too many open windows on their desktop If all the open windows can t fit they begin to be pushed off the desktop If users leave windows open and exit from the application those same open windows display the next time users open the application The next time users open an area in the application that was open last off screen it will remain open off screen in the same position In order for users to see the window again they need to reset the window coordinates 1 Go to Settings gt Reset Window Coordinates Window Coordinates e 1 Window coordinates successfully reset 2 I
9. Additional settings for the booking are in the tabs in the top right of the Navigator window Select the booking in the left pane then modify the settings in the tabs To edit multiple bookings in the same operation use the Wizards found under Tools on the Navigator window Changing Times for Multiple Bookings Use the Change Booking Date Time wizard to change times or dates for multiple bookings at once 1 Open the reservation in the Navigator window 2 Click Tools gt Wizards select Change Booking Date Time and click Next 3 Choose a Date setting if desired e Reschedule Booking Earlier Reschedules the bookings you select to an earlier date based on the number of days you specify e Reschedule Booking Later Reschedules the bookings you select to a later date based on the number of days you specify e Reschedule Booking To Specific Date Reschedules the bookings you select to the date you specify 4 Or choose a Times setting if desired e End Booking Earlier Sets the event end time and the reserved end time earlier by the amount of time you specify Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 4 e End Booking Later Sets the event end time and the reserved end time later by the amount of time you specify e Reschedule Booking Earlier Sets both the event start and end time and the reserved start and end time earlier by the amount of time y
10. CE 08 CE 2008 02 SIs SPR 08 SPRING 2008 02 SIs 10 10 2008 12 58 PM FALL 2008 10 12 2008 11 35 4M Copy Room Preferences from a Previous Term Setting the Shared Space Option for Multiple Courses 1 Open the Academic Browser 2 Select your Campus and Term from the dropdowns Set other filter criteria e g Department Subject to provide assistance in locating the course 3 Click the Get Data button 4 Highlight the courses that will be sharing space and click Tools on the Academic Browser menu 5 Select the Shares Space option Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 6 Click the Yes button to confirm Identifying Room Preferences Various tools are available to help the registrar identify view and or quantify what room preferences have been requested by departments Using the Academic Browser to Identify Room Preferences 1 Open the Academic Browser 2 Select your Campus and Term from the dropdowns Select Yes from the Preferences Exist dropdown 3 Click the Get Data button 4 Double click a Course to open the Course Navigator 5 Highlight a course date record Preferences can be seen in the lower section of the screen on the Preferences tab Within Academic Planning Reports the Course Preferences and Preferences Summary reports can also be used to view quantify requested course room preferences About Course Room Assignment a
11. Click the More button Choose Email from the menu An email form opens Enter the email subject message body etc Click Send E e Specifying a Group for a Reservation When making a reservation you specify a group The method used to choose the group depends on how EMS parameters are set If the Groups amp Contacts Offer Dropdown Selection of Groups parameter System Administration gt Settings gt Parameters is set to Yes you can select a group by choosing it from the dropdown list or by tabbing to the Group field and entering the group s name to find it in the list If the Offer Dropdown Selection of Groups parameter is set to No you must click the magnifying glass icon next to the Group field to search for the group At the Groups window you can enter part of the group name prefaced with an asterisk if your search string is in the middle of the name for example Evans would find Dean Evans and Associates Inc as well as Stevansen Technology and then press Enter to search for the group select it and then click Select Searches can be performed based on Group Name Contact Name External Reference if the Allow Search By External Reference parameter is set to Yes or Group Type To limit the number of groups returned by your search click Options in the upper right corner of the Groups window and make a selection Group Options Show Active Groups Show Active Contacts C Show Inactive Groups C Show Inactive
12. Do one of the following to open the Payment Entry window e Open the appropriate reservation in the Navigator click the Transactions tab click the New button choose Payment or go to Billing gt Payments gt Payment Entry and click New 2 Enter the settings in the Payment Entry window e Transaction Date Enter the date the transaction took place e Department Enter the department that received the payment e Transaction Type Select Payment e Payment Type Select a payment type e Check No Enter the number of the check used for payment if appropriate e Amount Enter the amount of the payment in dollars Deposits are entered as positive numbers even though they ultimately result in a decrease in the amount due e Reservation No This field will be grayed out since payments are made against invoices not reservations e Invoice No Enter or browse for the invoice number After you have entered an invoice number and moved to another field EMS shows you the Current Balance as well as the New Balance after the payment To help you find an invoice you can view the invoices for a department by running the Ageing Report Billing gt Reports gt Ageing Report e Notes Enter a note if appropriate 3 Click OK To see the new payment you can run the Transaction Report Billing gt Reports gt Transaction Report Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 102 Ent
13. If you ever need to show it again click the Notifications tab in the lower left of the Dashboard window If needed select the appropriate Notification Rule in the left pane 4 Select a notification in the top right pane Click Go To in order to open the item to which the notification refers Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 70 6 Back at the Notifications window with the notification still selected in the Show section click Reviewed to mark it Old Reviewed Unreviewed 7 You can use the Show check boxes to control which Notifications are displayed e Old Notifications whose booking date is older than today e Reviewed Notifications marked as reviewed e Unreviewed Notifications not yet marked as reviewed 8 Click Close Reminders Reminders are date stamped entries about tasks that must be completed and can be associated with reservations bookings service orders or groups After you log in if you have unreviewed reminders the Dashboard button in the main toolbar will flash for a few moments with a red icon You can view Reminders anytime by clicking the Dashboard button in the main toolbar and going to the Reminders tab This allows you to keep track of when reminders are coming due You can use the Print button to produce a printed list You can configure a set of frequently used reminders that are then available in a list when you need to appl
14. Room EH 2A I Update Reservation Status Event Setup Time 3 00 AM E to 15 00 PM B Type Conference Count 14 Meetin Name 9 Attendance 0 Type Client Meeting If you change the date time room or status for a booking the system checks to see if the space is available and lets you know if there is a conflict When changing status within a booking you can check the Update Reservation Status check box to have the reservation level status changed at the same time If you need to change the same items on multiple bookings within a reservation you can use one of the many functions found under Tools on the Navigator window to make the changes in one operation Also in the Booking window is the Audit tab This shows when the booking was created and the person who created it as well as when it was last edited and the user who made the modification CAUTION Resource availability is not verified if after initially reserving a resource you manually change the date time or status of the booking In these situations it is best to verify through the Resource Inventory Conflicts utility and or reports that the resource is available Resource availability can be checked when using the booking tools if the system Parameters are configured for that Booking Information in the Navigator When a booking is selected in the left pane of the Navigator several tabs are displayed in the upper righ
15. The Reservation Book shows bookings in a calendar style layout The view can be set to show a day week or month The current time is shown by a vertical line in the grid called the Current Time Indicator Cancelled bookings are not displayed Events appear as colored bars on the grid Either Event Status or Event Type color schemes may be used both sets of colors are defined in the configuration settings Events in a standard room are shown as a colored bar on the grid If an event is scheduled in a combination room one made up of multiple rooms or a combination room component it will also be displayed with gray text in the colored bar in any other part of the combination room that is affected Buildings are open 24 hours by default However 1f building hours are restricted by building closures or holidays the restricted hours are indicated by colored shading in those hours For example weekends may be shaded in yellow and closed building hours in gray The colors may be changed in the system Parameters Weekend days are also shaded with a particular color If a date that you are viewing is defined as a holiday the holiday name is shown next to the date Clicking the holiday name brings up a window with additional information on the date If more than one holiday has been defined for this date Multiple Holidays is displayed Right clicking on a booking opens a menu that allows several actions Once the booking is invoiced a
16. click the Print button Printing and Exporting Group Information 1 Click the Groups button on the main toolbar or you can choose Reservations gt Reservations gt Groups The Groups window opens By default all groups are displayed 2 Optional Restrict the group information displayed by specifying the appropriate settings in the fields at the top of the window Starts With Search By or Type You can further specify what is displayed by clicking the Options button in the top right corner of the window Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 64 3 4 To print or export the information currently shown in the lower panel click the Print button Choose the appropriate command from the menu List Export List To Excel Contact Summary Status Exceptions voided Transaction Report Ageing Report General Ledger Distribution If you highlight a Group in the Groups window this is the Print menu that s available pa List Export List To Excel Contact Summary Status Exceptions Transaction Report Statements Voided Transaction Report Ageing Report General Ledger Distribution Click Close when finished printing the Transaction Report Statements the Voided Transaction Report the Ageing Report or the General Ledger Distribution Adding Reminders and Comments to a Group 1 Sl Gr oe De ON Click the Groups button on the main toolbar or you c
17. etc Event Coordinator An individual on your event planning staff When defining your EMS users you can indicate that a user s name should be displayed in the list of possible event coordinators This field can be relabeled in System Parameters Event Name A descriptive word or phrase entered when creating a new reservation or booking to describe the event You may have one event name for the reservation and different event names for each booking as in reservation Second Annual AACR Conference and events Board of Regents Meeting and Keynote Speaker This description prints on the Event Schedule and other reports and is intended to help visitors find the correct location for their event Event name is sometimes referred to as the title of the event or the post as name Event Time The actual time during which an event is held This may be different than reserved time which must be equal to or greater than event time Event Type User defined labels that describe the type of event being held EMS uses these labels to categorize reservations and bookings for search and reporting purposes Features Attributes of a room that can be used as search criteria e g sound system projection screen etc Items that can be moved from room to room are generally not considered features of a room and should instead be defined as resources Filter A set of criteria reservation booking or booking detail information that deter mine wh
18. event name group and contact name e Properties This tab shows information about the reservation such as event type second contact name date added and date changed e Reminders Reminders are date stamped entries about tasks that must be completed They can be added to modified or deleted from the booking here For more information see the Reminders section e Comments Comments are text entries about the reservation Comments can be selected from a predefined list or entered free form For more information see the Comments section Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 27 e Attachments Attachments are documents graphics or other files that you save with the reservation To attach a file click New browse to find it select it and click Open e User Defined Fields User Defined Fields can store custom data within a reservation and also on group records e Transactions This tab lists financial transactions invoices and payments that have been made for this reservation To see brief information about a transaction select it in the list To Edit Reprint or Void a transaction or to create a New one click the appropriate button e History The History tab provides detailed information on changes to the fields on the Reservation window A Print button allows you to print the history items listed e Emails This tab shows the email history for this reservation
19. 00 PM a 12 E to EH 24 16 00 PM E 3 00 PM Ia to Meeting Internal Meeting v Existing Reservation 50 3056 Status Confirmed O Update Reservation Status Setup Type Conference Count 5 Attendance 0 Category Service Start End Copy Booking Details Copy Reminders Copy Comments 4 Modify these booking settings now before you copy the booking if desired Select one of the following at the top of the window depending on where you want to put the new copy of the booking a New Reservation Creates a new reservation and adds the booking into it b Existing Reservation Enter the reservation number If you copy onto an existing booking the new settings will overwrite the current settings 6 Click OK If there are no conflicts the target reservation will open in the Navigator window Copying Multiple Bookings The Copy Bookings Wizard allows you to copy one or more bookings to a new date or to a set of dates within the same reservation or within a new reservation Note that the bookings are copied and pasted not moved 1 Open the reservation in the Navigator window 2 Click Tools gt Wizards select Copy Bookings and click Next Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 51 Reservation No 115 Copy Bookings Copy To Reservation No 115 O Copy To New Rese
20. 1250 J sai Greenwood Village CO 80111 J Bookings Details Quantity Price Amount a Below you will find a list of charges for the rooms and services to be rendered Payment in full is required before you 3 may take possession of the room If you have any questions about the charges please contact the Corporate Scheduling Office immediately Thursday May 15 2008 9 00 AM 10 30 AM CT meeting Confirmed Barton VC Room 4 Reserved 8 30 AM 11 00 AM CT 7 Room Charge 1 5 hours 100 00 hr 1 150 00 150 00 Less 100 Discount 150 00 Office Corp Services 9 00 AM 10 30 AM Delivery 5 AN Technician 1 5 hours 40 00 hr 1 60 00 60 00 Laptop Computer 1 50 00 50 00 J Subtotal 110 00 Grand Total 110 00 Acceptable forms of payment include Visa Master Card American Express and business checks or money orders Personal checks are not accepted Please remit payment to the address above at least two weeks before the first occurrence of your reservation Thank youl To start over and return to the previous window the filter click the Filter button on the Invoicing window 12 To post the invoice s select them and click Final Click Yes at the warning message to complete the process Posting an invoice saves it permanently and it cannot be edited Changes to the balance due for a reservation can be made only by creating an adjustment or by voiding the invoice and re creating it after editing the booking information You must
21. 15 e Complete reminders Select a reminder and click Completed To select multiple reminders click and drag or use Ctrl click e Delete a reminder To delete a reminder select it and click Delete e Print the list of reminders To print out the Reminders Report click Print Adding Multiple Reminders to a Reservation To add multiple reminders to a reservation or booking right click the reservation or booking in the left panel of the Navigator and choose Add Reminders and Comments Viewing Reminders Attached to an Event 1 Open the appropriate reservation in the Navigator 2 Select the specific item you want reservation or booking in the left folder list and move it to the Selected column 3 Click Finish Web Reservations Web reservations are created by registered users of the optional Virtual EMS product Web reservations are often configured to come in with an Information Only type status requiring that they then be reviewed and changed to a Confirmed type status Working with Web Reservations Note For web reservations created using the Plan a Meeting PAM module be sure to check the status of the bookings for conflicts Due to limitations in the third party email systems PAM allows users to create new bookings that conflict with existing bookings or with building closures 1 Go to the Dashboard window If it is not already open click the Dashboard button in the main toolbar 2 Click the Web Reservations tab i
22. 4 00 p m Teardown Hours 1 5 hours Reserved End Time 5 30 p m Using the Online Help EMS contains an online help file The following list of tips will assist you in getting the most out of online help Click items with colored text to jump to a related topic To get context sensitive help press the F1 key while the window you have a question about is displayed Click Help on the EMS menu bar and select Search to search for topics Use keywords to find the appropriate topic For example the keywords or keyword phrases Reservation Wizard Making a Reservation and Reservation would all show you the topic called Reservation Wizard as an option Help topics can be printed To print a topic open it click the Print icon on the menu bar and then click OK Starting EMS from the Desktop Icon After EMS has been installed you can start 1t using the icon on your Windows desktop 1 2 Double click the EMS icon on your Windows desktop Enter your User ID in the User ID field and press the Tab key to move to the Password field Enter your Password Press the Enter key or click the OK button Starting EMS from the Windows Start Menu After EMS has been installed you can open it from the Start menu in Windows 1 2 3 Click the Windows Start button Click All Programs then EMS Select the EMS shortcut Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 4 Enter
23. 9 Reminders 0 Comments 0 a 6 5 19 2008 Mon 2 00 PM EH 1B Date 5 19 2008 Mon Event Name Meeting Reserved 2 00 PM 5 00 PM Location Denver Administration Building EH 1B Event 2 00 PM 5 00 PM Status Cancelled Setup Type Special See Notes Setup Count 5 Booking No 7891 Booking Details 0 Category Service Start 2 Setup Notes none 7 In the left pane right click the booking you just canceled and click Delete 8 Click Yes to confirm the deletion The Navigator window displays with the cancelled booking removed Note that you can also hide old and cancelled bookings from within the Settings section Locked Bookings Under certain circumstances bookings or booking details can become locked Locked items are displayed for the user but they cannot be changed or deleted This locking may affect the basic booking information date time room etc or the details for the booking catering equipment etc Locks can be independent of one another just because one item is locked does not mean other items in the reservation are locked NOTE If the system Parameter named Lock Booking Details If Booking Is Locked is set to Yes then locking a booking prevents booking details from being added or edited Bookings can be locked in the following situations e Insufficient security e Old bookings e Invoiced bookings Insufficient Security Bookings are considered to be locked because of insufficie
24. Attachments at the top of the window 4 Click Send Viewing Email History If your system is set up to use SMTP the Email History function finds and reviews emails sent via EMS 1 Go to Reservations gt Other gt Email History The Emails window opens Specify the search criteria you want Date Sent is required other criteria are optional Click Display The results of the search if any are listed in the lower part of the window Select an email in the results Click View to read the email NASA BI D To print the results list click Print and choose List To print the contents of one or more emails in the results select the emails in the results list click Print and choose Emails Visitor Management EMS contains functionality that allows you to browse for attendees internal attendees or visitors that have been added as an attendee type category to a booking Functionality also exists to check in out attendees The advanced Visitor Management module optional component provides badge printing capability allows an EMS user to quickly check in an unregistered attendee visitor and provides functionality to import a list of attendees using the Add Booking Details Wizard within the Navigator Managing Visitors 1 Go to Reservations gt Other gt Visitors The Visitors window opens Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 107 x Tools Date 12 3
25. Breakfasts Lunches and Dinners under a category called Food and Beverage that help you find specific items when adding a detail to a booking Help Descriptive online information accessed by pressing Fl or by clicking Help on a menu bar Holiday A day noted as having special operational significance in EMS Hoteling Optional functionality for EMS Enterprise that allows for the management of shared office space HR Toolkit An optional module that can be used by administrators to keep group and web user information within EMS in sync with a data source outside of EMS typically a personnel database The HR Toolkit enables the one way transfer of data from the outside source into EMS in order to update EMS data tables Kiosk The optional EMS Hoteling Kiosk module allows reservation holders to access information about their reservations from touch screen units throughout a facility The kiosks can also be used by others to determine the location of an event or a person s workspace Check in out entries made through the kiosk can be viewed using the Check In Status utility within the EMS client Main Menu Bar A primary method for accessing EMS features and settings The main menu bar runs along the top of the main EMS client window It allows access to EMS client features For example to open the Reservation Book you can choose the following from the main menu bar Reservations gt Reservations gt Reservations Book Main Menu Window A prim
26. Campus Enable a Term for Define amp Edit Mode 1 In Academic Planning Courses Manage Terms select your Campus from the dropdown highlight the term and click the Sync Courses button Indicate whether courses without start and end times should be excluded This step ensures that the SIS course listing is synchronized with EMS 2 Highlight the term and click the Edit button 3 If desired enter information into the Phase and or Notes fields These fields allow the registrar to indicate what part of the academic process is underway Course Review or Planning for example along with notes or instructions This information can be viewed by departments using the EMS Campus Web Client Check the Available to Departments checkbox In the Mode section select the Define amp Edit Courses radio button Click the OK button Notify your department users to review their schedules and submit requests for new changed or cancelled courses Clicking the Email button on the Terms screen provides an easy way to communicate with your departments The To field will include all department level users defined in EMS Campus System Administration gt Users Please see the EMS Setup Guide for more information EMS Campus users PUNA E Confidential SPR 08 SPRING 2008 Term Excluded Dates Audit EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 119 Term Code SPR 08 Description S
27. Contacts C Show Old Reservations Number Of Records To Return 100 250 500 1000 2500 Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 67 The Dashboard and Related Tasks The Dashboard window shows tasks awaiting your attention If there are items that need your attention the Dashboard window will open when you first login to EMS and the Dashboard button in the main toolbar will flash for a moment You change these default behaviors using the Options in the top right of the Dashboard window You can also open the Dashboard at any time by clicking the Dashboard button on the main toolbar Note An asterisk in the tab name such as Notifications means there are items in that tab that you have not reviewed or processed nl Options Notification Date 0 Type Booking Date Start End Time Zone Buil Go To A Notifications Q Reminders Web Reservations Web Requests Wait List F Reconfirm Dates Building Hour The Dashboard contains the following tabs e Notifications Notification rules can be set up to alert you of additions or changes to EMS such as new bookings changes to services orders new Web Users etc If you are not included in any current notification rules in the system the Notifications tab will not be included in the Dashboard e Reminders Reminders are date stamped en
28. Course Date The room assigned to this course in the SIS is listed in the SIS Room textbox This field cannot be changed in EMS Campus The Room Not Required checkbox should be checked if this course does not require a room e g independent study research etc The Seat Fill Percentage in conjunction with the estimated enrollment is used to determine the size of the room needed for the class For example a Seat Fill Percentage of 50 and an estimated enrollment of 100 would mean that the course should be held in a room that can accommodate 200 people In other words the enrollees should take up only half of the seats in the room in which the class is held The Preferences section on the Course Dates screen becomes enabled during the Set Preferences mode The Assigned Room textbox will display a room once a space has been assigned to this course The Final Exam Settings tab is used during the Final Exam scheduling phase All of these topics will be discussed later in this document If you are editing a course date for a course that is cross listed with another course you will be provided with the option to apply your changes to the related cross listing s course dates To apply changes to the cross listed course s check the appropriate course date listings located in the bottom of the screen before clicking the OK button Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual I Apply Ch
29. Date 5 9 2008 B End Time 2 50 PM B su Ma A TA E Sa panana A Room Not Required O New Course An optional Notes field is provided for departments to communicate miscellaneous information to the registrar The Room Not Required check box should be checked if this course does not require a room e g independent study research etc One or more User Defined Fields UDFs may be required UDFs allow a registrar to solicit additional user defined information about a new course You can find more information about how to add a UDF in the EMS Setup Guide To answer a UDF select the UDF click the Set Value button enter your answer and click the OK button Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual New Course Course User Defined Fields 121 Sequence Description Value Required Instruction Method Yes 3 Instruction Method v Traditional Lecture New Course User Defined Fields Tab Cancel a Course in EMS Campus 1 2 3 4 5 Open the Academic Browser Select your Campus and Term from the dropdowns Set other filter criteria e g Department Subject to provide assistance in locating the course Click the Get Data button In the Academic Browser Results tab locate highlight and double click the course On the Course Navigator screen click the Cancel button located in the
30. Est Enroll Act Enroll Location BIOL 101 01 10001 introduction to Biology Lecture Nowak Ed MWF 9 00 AM 9 50 AM 30 0 unassigned BIOL 101 02 10002 introduction to Biology Lecture D Raasch Kevin TR 10 00 AM 11 20 AM 30 0 unassigned BIOL 102 01 10003 introduction to Biology Lab Lab Warrier Ninja m T 1 00 PM 4 00 PM 30 0 unassigned BIOL 102 02 10004 Introduction to Biology Lab Lab Vallamkonda Sreedevi R 1 00 PM 4 00 PM 15 0 unassigned BIOL 102 03 10005 Introduction to Biology Lab Lab TBD R 1 00 PM 4 00 PM 15 0 unassigned BIOL 401 01 10007 Independent Biology Research Independent St TBD 3 00 PM 5 00 PM 30 0 unassigned BUS 301 01 10008 Business Statistics Lecture Evans Se or MWF 2 00 PM 2 50 PM 30 0 unassigned CHEM 10101 10016 introduction to Chemistry Lab W imett Mike R 7 00 AM 11 00 AM 30 0 unassigned CHEM 10101 10016 introduction to Chemistry Lecture W imett Mike MWF 7 00 AM 7 50 AM 30 0 unassigned cs 101 01 10029 introduction to Programming Lecture Nelson Sean MWF 10 00 AM 10 50 AM 30 0 unassigned CS 101 02 10030 introduction to Programming Lecture Wimett Mike MWF 10 00 AM 10 50 AM 30 0 unassigned cs 101 03 10031 introduction to Programming Lecture Meyers Chris MWF 10 00 AM 10 50 AM 30 0 unassigned ENGL 201 01 10011 American Literature Satellite Lecture Nelson Sean TR 9 00 4M 10 20 4M 30 0 unassigned ae 2m m 1013 British iterah re Satelital Lacture whala Staren ME ZNN PM 2RN PM an n fi mies Room Assignmenis Pre As
31. Exam Day Of Week M O First Second Final Exam Start Time 3 00AM B Final Exam End Time 11 00AM B E Cancel New Final Exam Schedule Pattern e Import Term Click the Import button and select Term Select your Campus and Term in the Term Picker screen This option allows EMS Campus to scan your term and automatically create your unique course schedule patterns e Import Excel Spreadsheet Click the Import button and select Excel Spreadsheet This option will import your course schedule patterns from a Microsoft Excel Spreadsheet that you have crated ahead of time The Excel Spreadsheet must be formatted in exactly the same column order listed in the Final Exam Schedule Template screen To edit or delete a schedule pattern simply highlight the record on the Final Exam Schedule Template screen and click the Edit or Delete button Final Exam Schedule Template Bix Final Exam Schedule Template Schedule Audit Days Start Time End Time Final Exam Day Of Week Final Exam Start Final ExamEnd MWF ZODAM 7 50AM M 7 00 AM 7 50 AM MWF 10 00AM 10 50AM M 10 00 AM 10 50 AM MWF 2 00 PM 2 50 PM M 2 00 PM 2 50 PM MWF 4 00 PM 4 50 PM M 4 00 PM 4 50 PM R 7 00 AM 11 004M R 7 00AM 11 00AM R 1 00 PM 4 00 PM R 1 00 PM 4 00 PM E 8 00 AM 10 004M S 8 00 AM 10 00 AM T 1 00 PM 4 00 PM T 1 00 PM 4 00 PM TR 9 00 AM 9 50 AM T 9 00 AM 9 50 AM TR 9 00 AM 10 204M T 9 00 AM 10 20 AM TR 10 00 AM 1
32. Export Tools New Course Refresh Options Filter Results Course Act Enroll Course Added By Course Changed By Course Course Course Course Title Credit Hours Filter Credit Hours Course CRN Course Date Added Course Date Changed he Add To Favorites O Save Value Academic Brower Advanced Mode Campus Main Campus v Term SPRING 2008 Scenario SIs Active Scenario All Fields Favorite Fields 0 Saved Values 0 Field Search Filter Summary Level A Field A Term Domain equals Main Campus Term Term equals SPRING 2008 On the Advance mode Filter tab the Favorite Fields tab allows you to define a list of favorite search fields When selecting a search field the Save Value checkbox allows you to save your search criteria for future use Saved items can be seen on the Saved Values tab Academic Browser Viewing Results Once you specify your search criteria and hit the Get Data button your results will be displayed on the Results tab Academic Browser OS New Course Refresh Options Est Enroll 30 30 30 15 15 30 30 30 30 30 30 30 30 30 75 75 30 10 15 30 Act Enroll ee Credit Hours List State Yes SAMHHwWwWHWWHWHWHWYAWANNNY Ww gt Browse For Courses Prit Export Tools Course 20 CRN Course Title Course Type Instructor D
33. PM EVNS E101 Preferences History 0 Preference Value Required Course Navigator The Course Navigator can be accessed from various areas within EMS Campus including the Academic Browser Academic Book and the Navigator via CRN Access a Course by CRN 1 Click Navigator on the main EMS toolbar 2 Choose Course in the Open dropdown 3 Input the CRN and click OK z Open Navigator Open Course Campus Main Campus Tem SPRING 2008 CRN CAND Course Tite Open Navigator Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 117 Academic Reports EMS Campus provides numerous reports located within the Academic Planning Reports area Reports are also available in various academic functional areas Manage Terms Optimization etc within the application For a complete list of reports please see the Reports and Queries section in this document Important All Subjects must belong to a department to display on academic reports Please see the department configuration section Academic Planning Configuration Departments in the EMS Setup Guide for more information Before viewing any report EMS Campus requires you to specify filter criteria Running an Academic Report 1 Select your report within Academic Planning Reports 2 The report filter screen will appear On the Date Range ta
34. Preferences mode to identify courses with department room preferences o Final Exam Not Required Used to identify courses that do not require a final exam outside of the normal class meeting time Using the Academic Book The Academic Book provides a graphical display of courses assigned to a specific room or instructor Unlike the Reservation Book which only shows course information for published terms the Academic Book shows course information for both published and unpublished terms The Academic Book can be accessed on the main EMS Campus toolbar or by going to Academic Planning Courses Academic Book View Courses by Room or Instructor 1 Open the Academic Book 2 Select your Campus and Term in the dropdowns located in the top left hand corner of the screen 3 Select your scenario from the Scenario dropdown SIS by default or optimization scenario 1f optimization has occurred 4 Select the Room radio button to group the Academic Book results by room A list of rooms will appear along the left side of the screen This list can be filtered by the Building dropdown located under the Scenario dropdown 5 By default rooms without any courses assigned are displayed in a bold green font controlled in the Options area Select a room that is not bolded A list of courses assigned to that room will appear Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Academic Book
35. Reservations visito ia aan asin earn 63 Viewing One TP OMS a 63 Printing and Exporting Group Information cies ceeeeeeeeeneeceseceeeeseeeeseecnaecnseesseeesaeeesaeens 63 Adding Reminders and Comments to a Group esccceesseceeseceseeceeaeeceeneeceeaeeceeeeecseeeecsteeeesaes 64 Changos Group WAZAEG ii a dicas ia 64 Chansine CIS ssa cate cational a tae E E SE 65 Sending Email to AUS Cd 66 Specifying a Group for a Rescatan 66 The Dashboard and Related Tasks siii ic ici iia 67 Opti nsin the Dashboards easain aa 68 Notifications A A A A A 69 Reminders nsei eed ae 70 WED RESTOS dido 71 Web REGUES SoTa E T EE EE E E E E E T E N E 12 Wait HSin a AA E R S a S E a E S R a SISS 72 A o ee sol urea ne nd aie eee Rae aa eE aasi 13 Building Hours Exceptions irc as 13 Dr E 73 PEA A A el i ot gee a Sa E 74 Confirmation natalidad ias diia 74 Setting Up Printing for ConfirMatiONS y 6 5 s cs922 ove secaguesdacsndessscavsessecesaxedacbde decay dnccaanensegaadeavennse 75 Emailing a Conta Sii TI A oases vases bes ded ac adniecas estncernsceua a a tana agus O E a a 77 Printing a Batch Of C Omri atl OMS iio ias odia 78 Comments ii dad 78 Viewing Comments Attached to an Hem it taa 79 Adding a Comment to a Reservation iii A A a Ae 79 Reports and QUES ii id ere 81 A sgl otgwa E EE EEE AS AEE O EEE E E 81 QUEE S 20 E A AS EE E AE REE DA 87 BUE a da NESA 90 Other Important Billing Process Information ccoooconnncccnnnoccnononononanononcncnnnnnnnncnonnnnnn
36. Scheduling At some point after a term has been published in EMS Campus the registrar will schedule final exams for the term EMS Campus provides functionality to automate the final exam scheduling process The registrar will create a final exam schedule template based on all unique course schedule patterns e g MWF 9am 9 50am TR 1pm 2 20pm etc In addition to creating a template the registrar has the flexibility to define common exams or exclude certain courses from the final exam scheduling process EMS Campus attempts to schedule a course s final exam in the same room that the course has been using for the term The final exam session publishing process adds the final exam as a separate booking in the course s reservation Creating a Final Exam Schedule Template 1 In Academic Planning Courses Final Exam Schedule Templates click the New button 2 Type a name for this template in the Description Field e g Spring 09 Final Exam Template 3 Goto the Schedule tab Several options are available to create a list of unique course schedule patterns e Manual Click the New button Enter your Day Pattern Course Start End Times Final Exam Day of Week Final Exam Start End Times Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 146 Final Exam Schedule Days DER Day Pattern UMTWRFS MWF Course Start Time 3 004M o E Course End Time 9 50 AM E B Final
37. Sets the actual invoicing criteria as specified on Date Range Buildings Categories Statuses Group Types and Options tabs Payments Reports Description Payment Entry Displays payments made as specified by the transaction date and department that you enter You can also add new payment entries edit existing payment entries and or print the resulting payment entries Confidential 91 EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Reports Description Ageing Report A list of outstanding invoices Current invoices are listed first followed by past due invoices broken down by age Ageing Reports are run by department To run the report you simply select the department for which you want information and click Print Billing Reports Description Statements Lists the outstanding balances on invoices for each group Balances are shown based on the department to which they are due Transaction Report Shows all the billing transactions during a specified period when run in By Transaction Type by Date format Just enter the date or date range and click Print The report lists the group event name reservation ID transaction date transaction type invoice number check number and amount Note When run in Standard format deposits are not shown as transactions if they have been absorbed by the creation of an invoice The Transaction Rep
38. User Manual 100 Check No Enter the check number if you choose a payment type of check Amount Enter a dollar figure Deposits are entered as positive numbers even though they ultimately result in a decrease in the amount due Reservation No Enter or browse for the reservation number Invoice No This does not apply since deposits are made before an invoice is generated Notes Enter a note if appropriate Void button Check this if you want to void the payment entry and use the Void Comment field to enter any notes regarding the voided payment 3 Click OK Entering Deposits for Bookings 1 Open the reservation in the Navigator that contains the bookings click the Transactions tab click the New button and choose Payment The Payment Entry window opens Alternatively you can go to Billing gt Payments gt Payment Entry and then click New Enter the Transaction Date Department Transaction Type Payment Type Check number and Amount Reservation Number Invoice number and any Notes Click Void 1f you want to void the payment and enter any applicable notes in Void Comment 2 Click OK Entering Damage Deposits for Reservations 1 Do one of the following to open the Payment Entry window To enter deposits for a single reservation open the reservation in the Navigator click the Transactions tab click the New button and choose Payment To enter a batch of deposits more than one reservation go to B
39. alert message whenever this reservation is opened 8 Click OK Confidential 80 EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Reports and Queries Reports EMS reports are found under the Reports menu in the main menu bar The first time you run a report EMS prompts you to enter report setup information This is information about the buildings statuses categories etc to be reported on From then on the default information you have entered is used unless you change the setup If you run a report and see less information than you had expected check to see 1f you have limited the scope of the report through report setup To have the system remember a setup click the Memorize button The ability to create public memorized reports is a security process that is assigned to users in Configuration List of Reports in EMS Daily Reports Description Event Schedule A summary of the events scheduled at your facility sorted by date and event start time The report shows event start and end time group name event name and location The Event Schedule is typically printed and posted in a lobby or entry way to help visitors find their events The report can be set to find only VIP events as indicated at the reservation level only Event Calendar A chronological list of scheduled events in a wall calendar format Room Cards A list of events designed to be posted outside a room or
40. be applied to reservations or to specific bookings within a reservation When a deposit is applied to a reservation it decreases the amount due on the first booking that is invoiced for that reservation When a deposit is applied to a specific booking it only lowers the amount on an invoice that includes that booking no matter when it is invoiced Entering Deposits for Reservations 1 Do one of the following to open the Payment Entry window To enter deposits for a single reservation open the reservation in the Navigator click the Transactions tab click the New button and choose Payment Payment Entry Corporate Scheduling Office 5 15 2008 Description Audit Transaction Date Department Transaction Type Payment Type Check No Amount Reservation No Invoice No Notes 515204 2 Corporate Scheduling Office Internal Transfer 0 00 3993 Ann Anderson Airlines Suite Meeting To enter a batch of deposits more than one reservation go to Billing gt Payments gt Payment Entry Click New 2 Fill in the fields as described below Transaction Date Today s date is entered by default Department Enter the department for which the deposit applies Transaction Type Select Deposit Reservation Payment Type Select a payment type cash check etc if appropriate Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1
41. ee oa A TARA ae ede 35 BOOK INES andinas ada ie sade a a E S EOS a AE EKRE 36 Th Bookins Wind Wi id ias 36 Booking Information in the Naveda 37 Adding a Booking to a Reservation aa 39 Changing Bookings eect e e i o a aaee ae eoa ES 40 Copying BOOKINGS 5 saccicndcacsaeseaeacessieds nenian n A RE E EAEE aE E ERIAS 49 Deleting a Bokn tsrs nad RO 52 Lotked Bon So io 53 A o ESEA AE Ob tad ete ne eee ESEESE e ESS 54 BOOKING Detalladas lit 56 Service Orders s GF sua ath ah A eho Ones hs eo i 56 Addinga BOOKING Detalle ia 57 Adding Booking Details to Multiple Bookings ooonoconinococonocononaccnoncccnnnnnconnnncnnncncnnncnconnncnnnnos 58 Adding Items to Multiple Booking DetallS ooonnnnonicicinocaconocanonocononancnnnnnnonnnccconccononoccnnncnnnnnos 58 ang ind a Booking Da O ORO RO aa 59 Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Copying Booking Details among Bookings eeccceesseceessecesaceceeseecesneeceeeeececeeceeeeeesteeeesaes 59 Deleting Booking Details from Multiple BOOKINES ooonnncnnncnnnnnnonononcconnnonanononcnonocnnn crac ccnn conos 60 Deleting Booking Detalle A A AS 60 Deleting an Item from Multiple Services s ccsscccsesiecsasscccaistedernceavataessstdverraaessteviedestes suabarvesedenes 60 The Resource Calendari ee assed nii s a EE Ids EE oi Na iah 61 Resouros Inyentorsal ont 1 AS 62 A a A 62 Adding or Changing a Group ds a A IAS A di IA 63 Viewing Group
42. email rather than just providing the event information in the body of the email Attach ics File An ics file is a calendar type file that the recipient can save to create an entry in his or her personal calendar Select this option to attach one to the email Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 77 e Email To and Email CC Select the people defined with the reservation who should receive the email Once you have made your selections on these tabs EMS continues to print Confirmations this way until you change the setup If you intend to have several confirmation setups you can have the system store the current setup click Memorize provide a description indicate whether the setup is available to all users and click OK You can then find the saved entry in the Setup dropdown list Confirmation DER Setup user specified X Setups Options Date Range Buildings Categories Statuses Options Email Options Header Message E Mail Intemal Header Footer Message E Mail Rental Header Email Format Summary Attach Detailed Confirmation Attach ics File Email To C Contact C 2nd Contact C Group Email CC C Contact C 2nd Contact C Group C Web User Web User 10 Click Print Preview you must do this to save your settings This will also show you the confirmation To print or email the confirmation click Print or Email 11
43. entered an invoice number and moved to another field EMS shows you the Current Balance as well as the New Balance after the adjustment e Notes Enter a note if appropriate 3 Click OK Voiding Adjustments 1 Do one of the following to open the Payment Entry window e If voiding an adjustment for a reservation open the reservation in the Navigator click the Transactions tab and select the adjustment in the list Then click the Edit button or simply click the Void button enter a void reason and skip the remaining steps below e Go to Billing gt Payments gt Payment Entry Select the adjustment in the list and click Edit 2 Select the Void check box on the right side of the window 3 Enter an explanation in the Void Comment box 4 Click OK Entering Refunds 1 Do one of the following to open the Payment Entry window e Open the appropriate reservation in the Navigator click the Transactions tab click the New button and choose Payment Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 104 Go to Billing gt Payments gt Payment Entry and click New 2 Enter the settings in the window Transaction Date Enter the date the transaction took place Department Enter the department that received the payment Transaction Type Select Refund Payment Type Enter a payment type Check No No entry is required Amount Enter the amount of the refund in dollars
44. event space The report notes the date event time and location for events as well as the group sponsoring each event It can list all events in a room for a particular date or can produce a separate page for each event Activity Schedule A list of bookings in all rooms in a building or in a specific room The report which shows event start and end times event name group name and room can be run for a range of dates Setup Worksheet Internal report that setup crews custodial or operations personnel use to ensure that each room is arranged properly for each event The report displays detailed information about each booking including setup type setup notes and required resources Service Order Schedule Lists the service orders scheduled for a date or date range Produced by category Service Orders Separate pages for each service order in a date range providing information on the event and the items or services needed Produced by category Confidential 8l EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Banquet Event Order Produces one page for each booking on a date or in a date range that has the Primary Category specified by the user Prints service order and resource information as well as notes and information for resource without service order type categories Resource Schedule Lists by category and date how many of each resource item is
45. group s permanent record the contact must be entered into the Groups Rolodex as described above 2nd Contact Optional May be relabeled Enter the contact information for an alternate contact for this group For example the primary contact person may have called to schedule the event but a second person may be the on site contact at the event Note Both 1 Contact and 2nd Contact names print on confirmations and on the Setup Worksheet Note Once you have selected a group you can click the Group Info button at the bottom of the window to see more information about it 14 Room Setup tab bottom of window Optional Setup Type Indicate the physical layout of the room Setup Count Indicate the number of people that the room should be set up for The setup count may differ from the estimated attendance under the other tab For instance if you are giving an exam and would like space between attendees you may specify a setup count of 30 although you have an estimated attendance of 15 15 Billing tab Optional Pricing Plan Determines how all the bookings and resources within the reservation will be priced Payment Type The anticipated form of payment PO Number May be relabeled Enter the purchase order number provided by the customer to reference the payment for the event This value may include both numbers and letters Billing Reference May be relabeled The number and or letters associated with a group
46. is used during the Final Exam scheduling phase Both of these topics will be discussed later in this document If this course is cross listed with another course a Requires Different Room checkbox will be available In most situations cross listed courses are taught in the same classroom If a cross listed course should be taught in a unique location select this checkbox Set Room Preferences for Multiple Courses 1 Open the Academic Browser 2 Select your Campus and Term from the dropdowns Set other filter criteria e g Department Subject to provide assistance in locating the course 3 Click the Get Data button 4 Highlight the courses that you will be setting preferences for and click Tools on the Academic Browser menu 5 Select the Set Course Preferences option The Set Course Preferences screen will appear 6 Set your preferences The Selected Course Dates tab lists course dates for the courses selected in the Academic Browser You can highlight and remove course dates if desired Click the OK button to finish the process Preferences Selected Course Dates Preferences Room Not Required E Use SIS Location m Building no preference y Required Room no preference 7 Required limit by course type y TF Required Set Course Preferences for Multiple Courses Clear Room Preferences for Multiple Courses 1 Open the Academic Browser 2 Select your Campus and Term from the dr
47. next window Click Next Choose the new individual This person will replace all instances of the person you chose in the previous window 8 Click Finish Deleting a Reservation Reservations cannot be completely deleted manually You can delete all the bookings in a reservation but the reservation itself can be deleted only with the Delete Old Data utility Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual NOTE Reservation and booking numbers are not reused if the original is deleted 1 In the Navigator window delete all bookings in the reservation See the section Deleting a Booking 2 Run the Delete Old Data utility to delete the empty reservation choose System Administration gt Tools gt Delete Old Data e Delete Old Data DER C Bookings On Or Before C Historical Data On Or Before L x C Unused Groups C Unused Contacts C Email History On Or Before C Holidays On Or Before C Building Hours On Or Before C Notifications On Or Before C Kiosk Transactions On Or Before The Reservation Window The Reservation Window contains the who and what of an event When you choose to edit a reservation in the Navigator window the Reservation window opens This is where you change the reservation information In order to change a reservation item you must have the appropriate security access The Reservation window contains basic infor
48. of that week s row To select every monthly occurrence of a particular day of the week all Tuesdays in September for example click the top of the calendar row for that day If your dates fall into a more complex pattern click the Date Pattern button and enter your criteria To de select a date click on it again To de select multiple dates use the Clear Month or Clear All buttons Dates in red text indicate the building is closed Dates with a green link indicate holidays click the link to view the holidays for that date 3 Choose a time a Set the Start and End times for the reservation You can use a shortcut for example enter 9a for 9 00 a m or 2p for 2 00 p m If the End time is not later than the Start time the system assumes the End time is on the next day b Set the Time Zone for the building where the event will take place The time zones that appear in the menu are those for which you have buildings defined Confidential 11 EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 12 c Selecting the proper time zone is important when making a reservation For example let s say you are in Chicago and you book a conference room in Los Angeles in advance of your trip there If you book a room for 9 a m to 10 a m using the Central time zone the room is actually booked for 7 a m to 8 a m in the Pacific time zone and your hold on the room will have expired when yo
49. of the booking details When printing a confirmation or invoice you indicate whether you also want comments to print on the document Comments can be viewed using Virtual EMS For example you might attach a comment called Registration Information to a booking and indicate Registration form and entry fee of 10 must be received seven days prior to the event If the comment type is defined with the Display on Web box checked the comment will be displayed in Virtual EMS Viewing Comments Attached to an Item 1 Open the reservation in the Navigator 2 Select the specific item you want reservation booking etc in the left pane 3 Click the Comments tab On the Comments tab the system displays all comments for the item In this pane there are New Edit and Delete buttons to perform those actions Navigator Airlines Suite Meeting Reservation No 3993 Open Reservation Print Refresh Settings J Airlines Suite Meeting Reservation No 3993 Reservation Summary Properties Es ad 5 28 2008 Wed 7 30 AM Auditorium Sic User Defined Fields 0 UI Transactions 0 History Emails 0 __ Reminders mm Comments 0 A Attachments 0 Type Edit Delete LG Bookings 1 End Date Start Time Building i MB 230PmM 5 28 2008 Wed 7 30AM MT Denver Administration Delete Tools Details Confirmation Close E When adding a comment to a group you can check a box to have the
50. or for the selected reservation if you have multiple reservations open in one Navigator e Booking ID Enter a particular Booking ID if you want only that booking to appear on the confirmation e Starting Date and Ending Date specify the date range that encompasses all bookings e Use Specific Times Select this to enter specific hours for the start and end 5 Buildings tab Specify the buildings for which booking information will be printed To include a building move it into the Selected column To select multiple but not all items use Ctrl click or click Shift click 6 Categories tab Indicate which resources will be printed Move the desired category or categories from the Available column to the Selected column Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 76 7 Statuses tab Specify which statuses will print on the Confirmation Select the Show Inactive box to see inactive statuses 8 Options tab The Options tab contains a number of format settings Confirmation Title The word or phrase that is bold and centered at the top of the document Header Message and Footer Message Blocks of text that you previously defined in Configuration that can be printed on the Confirmation Paper Size Determines the type of paper on which the Confirmation is printed Print Comments Includes the comment text field in the confirmation Suppress Reserved Time Hides the reserved
51. resources have been reserved From within a reservation confirmations can be printed for a specific booking for an entire reservation or for all bookings in a date range Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 75 Confirmations can be printed as a batch for all reservations entered on a particular date or for all reservations with bookings taking place on a particular date Given the proper network setup confirmations can also be emailed Setting Up Printing for Confirmations 1 Open any reservation in the Navigator window 2 By default a confirmation for the entire the reservation will be printed To print just a booking confirmation select the booking in the left pane of the Navigator window 3 Click the Confirmation button in the Navigator window or right click on a reservation and select Confirmation The Confirmation window opens In the tabs enter your preferences for what should print on the document as described below Confirmation Setup user specified Memorize Setups Options Date Range Buildings Categories Statuses Options Email Options Department Y Reservation ID 3993 Booking ID 0 Starting Date 5 28 2008 E Ending Date 5 28 2008 B Use Specific Times Copies To Print 11 Print Print Preview 4 Date Range tab e Department and Reservation ID The system fills in these for you for the reservation you have open
52. s internal accounting system that is printed on confirmations and invoices Click the magnifying glass icon to see the billing reference numbers available for this group A system Parameter controls whether there must be an entry here and whether it is validated against an existing list Sales Category May be relabeled A way to group sales figures Salesperson May be relabeled The person on your staff who sold the space for the reservation Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 15 16 Other tab Optional Event Coordinator May be relabeled The person on your staff who will tend to the needs of the group that is holding the event Estimated Event Attendance An estimate of the total attendance which is noted at the reservation level as opposed to the booking level Calendar Style The format in which this event will be printed on the Event Calendar report and on the Event Schedule 17 Virtual tab Optional Web User To specify the person who is allowed to view this reservation in Virtual EMS click the magnifying glass icon and select from the list of registered EMS Web Users This Web User can also change the reservation if he she is has permission Web Template The template you choose here determines which EMS functions this Web User is allowed to use Virtual EMS Web Users may be assigned to more than one Web Process Template so you need to choose the te
53. system alert users each time the group or one of their reservations is opened Adding a Comment to a Reservation NOTE To add multiple reminders to a reservation or booking right click the reservation or booking in the left panel in the Navigator and then choose Add Reminders and Comments Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Add Reminders And Comments Airlines Suite Meeting Reservation No 3993 Available 9 Comment Comment Comment Comment Comment Comment Comment Reminder Reminder Cancel Description Alert alert Customer Call Directions Do Not Move Public Event Information Stop complaining Contact so and so Major Event Milestone Selected 2 a Description Reminder Finalize Event Details Reminder Payment Due Date Open a reservation in the Navigator 2 In the left pane of the window click on the item to which you want to add a comment reservation booking service order Click the Comments tab 4 Click New Comment Comment Type Description Notes Alert Users O Comment History Audit user specified comment Select a defined Comment Type 6 Enter your Notes text or select user specified comment as the Comment Type and then type a Description and your Notes 7 Select the Alert Users check box if you want to display this comment as an
54. that is selected in the left pane and summarized in the top pane For example if a reservation is selected its bookings are shown in the bottom pane If a booking is selected its booking details are shown Different buttons are displayed on the right side of this pane depending on what item is selected in the left pane Note The bottom pane will be empty in some situations such as a booking that contains no booking details In the lower pane the color to the left to a booking indicates its status Status type colors are defined in the Statuses configuration A check mark on the folder to the left of a booking means the booking has booking details resource items A green background to a folder means something in that booking has been invoiced Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 26 If a booking detail item is selected in the left pane the top and bottom sections of the window are replaced with a single pane that provides information on that item The Open Reservation button in the top left corner of the window opens a second reservation within this Navigator window The Print button at the top of the window is for printing reports about the reservation These reports include the Setup Worksheet for Reservation the Transaction Report Service Orders the Banquet Event Order and Confirmation The Refresh button in the top right corner of the window loads the most up to da
55. the sales for a particular date or for each date in a date range broken down by booking Status Changes By Reservation A list of reservations that have changed statuses within the date range specified Status Changes By Booking A list of bookings that have changed statuses within the date range specified Statistics Reports Description Confidential 82 EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Room Statistics Lists all rooms by building and indicates the number of bookings for the date range selected as well as reserved hours event hours estimated attendance and actual attendance Room Utilization Lists by room the number of bookings for a date or date range Also shows the hours used hours available and percent utilization Hourly Room Utilization Shows room utilization for a weekday or all weekdays broken down by hours in the day Hourly Resource Inventory Utilization Lists resource items and their use during each hour daily over the date range specified Group Statistics Shows the number of bookings estimated attendance e setup count and actual attendance for each group for a given date or date range Event Type Analysis Provides information by event type on the following number of reservations number of bookings percentage of total reserved hours percentage of total event hours percentage
56. third screen of the Change Room Wizard lists the actual bookings for the course date record selected on the previous screen Hit the Select All button and input any optional search criteria on the Location New Status tab Click the Next gt button The fourth screen of the Change Room Wizard shows a list of available rooms on the left side of the screen and a list of booking dates on the right side of the screen Select one room or multiple rooms if applicable and click the right arrow to fill your available booking dates Click the Finish button Important The course location in the SIS will not update automatically unless ALL bookings within a reservation are changed to an identical alternate location If for some reason you want to manually update the SIS with a new location that was not assigned to ALL bookings highlight the course date record on the Navigator Course Info tab and click the Update button Confidential 142 EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 143 Swapping Course Room Locations Using the Reservation Book 1 Open the Book from the toolbar or within Reservations gt Reservations gt Reservation Book Locate your course bookings Right click one booking and select the Swap Rooms With Another Course option Select your second booking Click the Yes button to confirm your change APS About Post Publishing Processing In some cases courses may be added changed or c
57. time for the bookings only event time is shown Print Reminders Includes the reminders text field in the confirmation Suppress Location Hides the name of the room in which a booking takes place Print Cancel Reasons Determines whether the reason given when a booking was canceled should be printed with the canceled booking Suppress Pricing Hides prices on the document Print User Defined Fields Controls whether those entries should be printed Suppress Logo Determines whether the department s logo if one has been noted on the department record will print Print Room Phone Includes the room phone number Suppress Item Notes Hides those notes Print Building Notes Includes these notes Suppress Item Special Instructions Select this to allow users to include item notes and or special instructions on the confirmation Limit Bookings to Those with Details in Selected Categories This means for example if catering is selected on the Categories tab then only bookings that have a catering service will be printed on the document 9 Email Options tab Header Message and Footer Message will appear on the emailed version of the Confirmation Email Format Select a format The none option opens the email form with the email body empty Detail adds the whole confirmation document into the email body Summary includes only the booking information in the email body Attach Detailed Confirmation attaches a Confirmation to the
58. void the invoice before attempting to change the bookings since invoiced events are locked and cannot be edited When you create an invoice the message Items have been invoiced will display in red text in the Reservation Summary tab in the Navigator Also the item s icon will now have a colored green default background in the Navigator 13 With the invoice s in a print preview window click Print to produce a hard copy Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 97 Reprinting an Invoice You can reprint invoices that have been posted This does not recalculate the invoice it simply reprints the invoice as it appeared when first created 1 Go to Billing gt Other gt Reprint Invoices The Reprint Invoices window opens Reprint Invoices DER Department Corporate Scheduling Office v Invoices Non Voided Invoice No Format By Reservation First Transaction Date B Print Header On Each Page Last Transaction Date E Print Transactions Show Paid Invoices Invoice 0 Amount Note Invoice 0 2 Enter values in the Reprint Invoices window Department The department that created the invoice Invoices Enter the type of invoice Voided or Non Voided Invoice No If you know the number of the invoice you want to reprint enter it and click Add Format Set the sort order in which invoices will print First T
59. your facility 2 Locate and highlight the employee that you are making a reservation for and click the Reservation button 3 Pick your Hoteling Wizard Template from the list The Reservation Wizard will appear Complete your reservation NOTE Hoteling Wizard Templates can also be picked directly from the Reservation Wizard without using the Employee Reservation screen Hoteling Reports A list of hoteling reports can be found in the Reports and Queries section of this document Setting Preferences Preferences like system parameters are settings that affect the basic functioning of your EMS system The difference is that parameters are global settings that affect all users on the system whereas Preferences apply only to you the user currently logged into the EMS client NOTE All preference items are optional 1 On the menu bar at the top of the window choose Settings gt Preferences The Preferences window opens Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Preferences Preferences Defaults Close Report Setup Form After Running Reports O Time Drop Down Interval Thirty Minutes Paper Size Letter Review Notification When Navigator Opens O Email Format HTML Use Global Email Settings O Use Microsoft Outlook O Use Lotus Notes O SMTP Email Mode Server Unauthenticated mail dea com 2 Configure the tabs in t
60. 08 SPRING 2008 Synchronized Select All Unselect All Cancel Process Synchronize Terms The term record created in EMS is initially empty and must be populated through the Sync Courses process before courses can be reviewed and modified by the registrar and academic departments To synchronize courses go to Academic Planning Courses Manage Terms in the EMS Campus desktop client Highlight the term click Sync Courses A global EMS Campus parameter located within System Administration gt Settings gt Parameters controls whether courses without start and end times should be excluded Courses without start and end times will not be assigned a room during the optimization process and will not be published in EMS There may be some value however in seeing them during the course schedule review phase Instructors are automatically synchronized when a term is synchronized Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 111 SPRING 2008 PUBLISHED 1 14 2008 5 20 2009 8 25 AM m Admin Phish Unpublish Manage Terms After you have synchronized courses the registrar may wish to review them using the Academic Browser or Academic Book described below before making the term available to departments Import a Term and Synchronize Courses 1 Synchronize the term In Academic Planning Configuration Synchronize Terms highlight the term a
61. 1 2 3 4 5 Open the Academic Browser Select your Campus and Term from the dropdowns Set other filter criteria e g Department Subject to provide assistance in locating the course Click the Get Data button In the Academic Browser Results tab locate highlight and double click the course On the Course Navigator screen click the New button located in the middle section of the screen Complete the required course date information and click the OK button Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual New Course Dates Course Course Type none v Start Date 4 14 2008 Start Time Ti E End Date 5 9 2008 End Time Su Tu Ww F Sa o oo Room Not Required O M O New Course Date Edit a Course in EMS Campus 1 2 3 4 5 Open the Academic Browser Select your Campus and Term from the dropdowns Set other filter criteria e g Department Subject to provide assistance in locating the course Click the Get Data button In the Academic Browser Results tab locate highlight and double click the course On the Course Navigator screen click the Edit button located in the top section of the screen Make your modifications and click the OK button Course Course Audit Title Course Number Section Subject Instructor Estimated Enrollment Credit Hours Reservation ID Notes Introduct
62. 1 20AM T 10 00 AM 11 20 AM TR 3 00 PM 4 20 PM T 3 00 PM 4 20 PM E W 1 00 PM 4 00 PM W 1 00 PM 4 00 PM v Final Exam Schedule Template 4 Click the OK button to save your Final Exam Schedule Template Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 147 Set Final Exam Settings for a Specific Course 1 Open the Course Navigator for the course via the Academic Brower Academic Book or Navigator 2 On the Course Navigator screen highlight a course date record and click the Edit button located in the middle section of the screen 3 Go to the Final Exam Settings tab Course Dates Scenario 1 DR Course Dates Final Exam Settings Audit Final Exam Not Required O Final Exam Settings Seat Fill Percentage 50 Room Requested EVNS EAud Special Common Exam Special Common Exam Settings Date 5 12 2008 Start Time 17 00 PM B End Time 3 00 PM B Notes an of the Introduction to Programming 101 classes are going to have a common final exam Course Final Exam Settings 4 Check the Final Exam Not Required checkbox if a separate final exam booking is not required for this course Check the Special Common Exam checkbox to define specific final exam settings for this course Enter the Date Start End Times and optional Notes 5 Click the magnifying glass icon next to the Room Required field to select a specific room for the final exam to be scheduled i
63. 115 PES Main Campus SPRING 2008 Scenario SIS Time Zone Mountain Time Refresh Options Room Instructor all Date 1 14 2008Mon Today Day 4 Week 4 gt Month 4 gt Print Room Room E101 R Tne Monday Tuesday Wednesday Thursday Friday gom 1 14 2008 1 15 2008 1 16 2008 1 17 2008 1 18 2008 BANC MT 7 A Room B401 Main West Shared EVNS MT 8 Lab El Lab E1 2 9 Lab E2 10 11 Room E102 J LNG MT Date 1 15 2008 Tue 1 2p Room E101 Room L201 Instructor O Raasch Kevin Course BIOL 101 02 R L202 oo 1 Time 10 00 AM to 11 20AM MT PKE MT Setup Type Classroom 30 SU MT 3 Room SU601 4 TBD MT To Be Determined 5 _MMMMMMMAS 4 lt gt Academic Book e To view a tooltip containing information about a specific course hover your mouse over the block Your tooltip content will change based on whether or not your term has been published or is still in the planning phase controlled in the Options area e To access the Course Navigator described below double click the course Date options are provided to navigate to a specific date or today You can also move back forward one Day Week or Month To print the Academic Book click the Print button The Time Zone can be changed in the Time Zone dropdown Click Refresh to reset your display The Options area on the Academic Book toolbar provides general display choices as well as settings to control what information shows in a cours
64. 2009 gt Building Denver y Show Cancelled ee John O Brien O Brien Inc 2 Date Specify the date The Date field defaults to today 3 Building Specify the building The Building field defaults to the Building specified in your Preferences located within Settings gt Preferences 4 Enter your search criteria e Simply hit the Display button to view a list of all attendees e To search for attendee by group type some or all of the group s name in the Group field and hit the Display button e To search for a specific attendee type some or all of the attendee s name in the Visitor field and hit the Display button 5 Once a list of your attendees is displayed you can now do any of the following e Select a visitor and click Open to open the reservation containing the booking that person is attending e Click Check In to check in a visitor This adds a date and time to the visitor s record The Tools menu option in the upper right hand corner of the screen allows you to e Undo Check In Highlight an attendee from the displayed list in the Visitors window and click this button to reverse the check in If an attendee has been checked out an Undo Check Out option is available e To export the list to Microsoft Excel click Export e Click the Print button to view or print details about the visitors shown in the list Checking In an Unregistered Visitor Note This feature requires the optional Visitor Manag
65. 5 Use the Chart tab to enter the type of chart to use and whether or not you want to include a legend with the chart 6 The Users tab contains available users that you can move into the Selected pane on the right Any Administrators you choose will automatically display in the Administrators pane 7 Click Preview on the Results tab to see the date generated from a query 8 Click OK Creating a New Query 1 Goto Reports gt Queries gt Query Builder 2 Click New The Query Builder Filter window opens Enter settings as needed as described below Query Builder Filter Query Builder Filter Display Fields Filter Sort Chart Users Results Audit Filter Name Filter Type Reservations o x Display In Browser Browser Uses Display Fields Only Not Filter Open In Navigator none v Owner Admin Return First xx Number Df Records 0 3 Query Builder Filter tab a Filter Name Enter a short description for the new query b Filter Type This indicates the type of information you want to capture The Filter Type affects the items that are available in the Display Fields tab and the Filter tab A Filter Type of Group allows you to capture address information that can be exported and subsequently used by other programs to create mailing labels c Display in Browser This check box is active only if a Filter Type of Reservation is selected The box determines whether the query you are creati
66. 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 60 6 Select the bookings to which you want to copy the booking details To select multiple bookings use ctrl Click click Shift click or the Select All button 7 Click Finish Deleting Booking Details from Multiple Bookings The Delete Booking Details Wizard is used to delete an entire category of resources from multiple bookings in the same reservation 1 Open the reservation in the Navigator 2 Click Tools gt Wizards select the Delete Booking Details and click Next 3 Select the categories you want to delete Use ctrl Click click Shift click or the Select All button to choose multiple items 4 Click Next Select the booking detail s that you want to delete Use ctrl Click click Shift click or the Select All button to choose multiple items 6 Click Finish and the Changes made successfully message displays Deleting Booking Details 1 Open the reservation in the Navigator window that contains the booking detail you want to delete 2 To delete all booking details of a certain category In the left pane right click on the booking detail folder for that category Room Charge Drawing etc Click Delete 3 To delete a single booking detail item In the left pane open the booking detail folder that contains the item Right click on the item and select Delete This message displays Verify Delete jJ Isit OK to delete this Booki
67. Click Close when you are done Emailing a Confirmation 1 Open the reservation in the Navigator window 2 By default a confirmation for the entire the reservation will be printed To print a booking confirmation only select the booking in the left pane Click the Confirmation button The Confirmation window opens 4 In the tabs enter your preferences for what should print on the document For details see the section on setting up printing for a confirmation Once you have entered settings in these tabs EMS continues to print Confirmations this way until you change the setup 5 Click Email to send the confirmation Printing a Confirmation 1 Open the reservation in the Navigator window Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 78 2 By default a confirmation for the entire reservation will be printed To print only a booking confirmation select the booking in either the left pane Click the Confirmation button The Confirmation window opens 4 In the tabs enter your preferences for what should print on the document For details see the section on how to set up printing for confirmations Once you have made your selections on these tabs EMS continues to print Confirmations this way until you change the setup 5 Click Print Printing a Batch of Confirmations 1 Goto Reservations gt Other gt Confirmations Confirmation Setup user specified Me
68. Click Get Data to run the query The results will appear in the lower pane To Chart Print or Export the data results click the corresponding button 6 Various Query Builder options can also be accessed by right clicking a column header Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 88 Sort Ascending Z Sort Descending Clear Sorting 2 Group By This Column E Hide Group By Box Remove This Column fol Best Fit Best Fit all columns Filter Editor Copying a Query Instead of creating a new query as described following you can also copy an existing query 1 Choose Reports gt Queries gt Query Builder select a query and then click Copy 2 On the Query Builder Filter tab complete Filter Name and Owner Copy of Sales Report Query Builder Filter Display Fields Filter Sort Chart Users Results Audit Filter Name Copy of Sales Report Filter Type Display In Browser N j Owner Return First xx Number Of Records 7 3 Highlight the desired parameters in the Display Fields and Filter tabs and move them to the respective Selected columns 4 On the Sort tab select how you want the data queried by making your selections and moving them to the right pane Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 89
69. I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 63 Adding or Changing a Group To create a new group or to edit a group s information click on the Groups button on the main toolbar or choose Reservations gt Reservations gt Groups To add a new group click the New button To change a group select the group and click the Edit button For more details see the section on defining groups in the EMS Setup Guide Viewing Group Reservations If you are looking for a reservation and you know its group using the Groups window is often the quickest way to find the reservation Click the Groups button in the main toolbar and then select a group The Reservations tab shows the group s reservations See the Reservations section for details Viewing One Type of Group Only You can view groups of one type only 1 Click the Groups button on the main toolbar or you can choose Reservations gt Reservations gt Groups The Groups window opens 2 Goto the Type dropdown menu at the top of the window Starts With Go Search By Group Type all X Group 61 City State Group Type none s Group City ST none om r g Group2 none Dutside 3 The default is to show all groups To show only one type of group select the group type from the list Group Types are defined in Configuration gt Other gt Group Types See the EMS Setup Guide for more information 4 To print or export the list
70. If the amount of the invoice 1s to be decreased type a minus sign before or after the amount Note When you tab out of the field the system encloses the amount in parentheses to indicate that it is a negative Reservation No The Reservation No field is grayed since refunds can be made only to invoices not to reservations Invoice No Enter the invoice number in the next field or click the magnifying glass icon to search for the invoice After you have entered an invoice number and moved to another field EMS shows you the Current Balance as well as the New Balance after the refund Notes Enter a note if appropriate 3 Click OK Browsing Transactions The Browse Transactions function is used to find transactions that were made on a particular date or in a date range 1 Go to Billing gt Other gt Browse Transactions When you click Advanced this window displays Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 105 Browse Transactions Browse For Transactions Fiter Results Starting Date Ending Date All Fields Favorite Fields 0 Saved Values 0 Field Search Level Reservation Reservation Reservation Reservation Reservation Reservation Reservation Reservation lt Print Export z Refresh Options Filter Summary Field Bill To Contact Bill To Group Charge Code Event Name Event Type Group Group Type Ma
71. M 4 50 PM R 7 00 AM 11 00 AM 5 15 2008 Thu 7 00 4M 11 00 AM 1 00 PM 4 00 PM 5 15 2008 Thu 1 00 PM 4 00 PM S 8 00 AM 10 00 AM 5 17 2008 Sat 8 00 AM 10 00 4M T 1 00 PM 4 00 PM 5 13 2008 Tue 1 00 PM 4 00 PM TR 9 00 4M 9 50 AM 5 13 2008 Tue 9 00 4M 9 50 AM TR 9 00 AM 10 20 4M 5 13 2008 Tue 9 00 AM 10 20 AM TR 10 00 AM 11 20 AM 5 13 2008 Tue 10 00 AM 11 20 AM TR 3 00 PM 4 20 PM 5 13 2008 Tue 3 00 PM 4 20 PM Ww 1 00 PM 4 00 PM 5 14 2008 Wed 1 00 PM 4 00 PM Publishing a Final Exam Session 8 Select a Final Exam Session Template in the Schedule Template dropdown to populate the Final Exam Date and Final Exam Start End columns If necessary use the Set Date button to modify a pattern setting or the Clear button to clear a pattern setting 9 Click the Next gt button The next screen will summarize any special common exams set for specific courses 10 Click the Finish button to publish this Final Exam Session in EMS Campus 11 The View Bookings screen will appear If a final exam could not be scheduled in the same room that a course has been using for the semester the final exam booking will be scheduled in a TBD location specified when publishing the term and the course will be listed on this screen Toggling the Show Unassigned Only checkbox displays all course final exams or only courses with unassigned final exams The Navigator can be opened for a specific course by highlighting the Course and clicking the Open button Optionall
72. MS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 14 Manually Updating Course Locations in your SIS 1 In Academic Planning Courses Manage Terms select your Campus highlight the term and click the Update SIS button 2 The Courses Not Updated in SIS screen will appear displaying a list of courses whose locations were not updated in the SIS 3 Select the course records that you want to update and click the Update button or Update All button if all courses should be updated Courses Not Updated In SIS felx Course a CRN Course Title Instructor Days Start Time EndTime Room EstEmol ActEnroll Emor During Publish History A Date Changed By Field Old Value New Value Close Courses Not Updated in SIS You have the option to un publish a previously published term if necessary Important Doing so will delete all course reservations and bookings associated with that term Un publishing a Term 1 In Academic Planning Courses Manage Terms select your Campus highlight the term and click the Unpublish button 2 Click Yes in the message box asking you to confirm your action About Post Publish Room Changes Once a course has been published it is managed like any EMS reservation booking within the EMS Navigator Courses can continue to be located using the Academic Browser Academic Book and Navigator via CRN as described in previous sections The
73. Navigator Course Info tab displays the course and course date record s for this course as it exists in your SIS If you open a course that is cross listed with another course the Navigator will display both reservations bookings Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Navigator CHEM 101 01 Introduction to Chemistry Reservation No 1747 Open Reservation Print Refresh Settings E a CHEM 101 01 Introduction to Chemistry Rese Attachments 0 z User Defined Fields 0 a Transactions 0 History Emails 0 1414 AM E102 E Reservation Summary YR Course Info Properties dl ay Reminders 0 Comments 0 A Term SPRING 2008 Department All Other Departments CRN 10016 Instructor Wimett Mike Course CHEM 101 01 Est Enrollment 30 Start Date End Date Start Time End Time Location Days C Course 1 14 2008 Mon 5 9 2008 Fri 7 50 AM EVNS E102 MWF 11 14 2008 Mon 5 9 2008 Fri 7 00 AM 11 00 4M EVNS ELab1 2 R Bookings 68 f Date Start End Time Zone Building Room Event Status New 1 14 2008 Mon 7 00AM 7 50AM MT EVNS E102 CHEM 101 01 Introduction to Chemistry Class Ede 1 16 2008 Wed 7 00AM 7 50AM MT EVNS E102 CHEM 101 01 Introduction to Chemistry Class Pee 1 17 2008 Thu 7 00AM 11 00AM MT EVNS ELab1 2 CHEM 101 01 Introduction to Chemistry Class 1 18 2008 Fri 7 00AM 7 50AM MT EVNS E102 CHEM 101 01 Introduction to Chemistry Class Jodi
74. PRIN G 2008 B Start Date 1414 2008 End Date 5 9 2008 Last Synchronization 10 7 2008 8 07 AM Phase PLANNING Notes Available To Departments Please submit your changes by next Friday Thanks Active Scenario SIS v Post Publish Enrollment Estimated v Mode Read Only Define amp Edit Courses Set Preferences O Inactive Spelling Edit Term Modifying Course Information Departments can modify courses using the EMS Campus desktop client or the EMS Campus Web Client This document focuses on making changes using the EMS Campus desktop client For more information on making changes using the EMS Campus Web Client please see the EMS Campus Web Client User Guide Add a New Course in EMS Campus 1 Open the Academic Browser 2 Select your Campus and Term from the dropdowns 3 Click New Course on the Academic Browser menu 4 Complete the required information and click OK Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual New Course Course User Defined Fields 120 DoR Title Organic Chemistry Course Number a E Section 0 Subject Chemistry v Instructor Nelson Sean v Estimated Enrollment 30 Credit Hours 300 Notes We may be adding a lab section with this I ll let you know Thanks Course Type Lecture v Start Date 1 14 2008 E Start Time gt 00PM 8 End
75. Room and whether or not to Show Service Order Items Various Browser options can also be accessed by right clicking a column header Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 32 gt Browser Browse For Reservations Clear Sorting Group By This Column E Hide Group By Box Remove This Column Column Chooser a Best Fit Best Fit all columns T Filter Editor The Calendar Using the Calendar The Calendar is used to query the EMS database display bookings that meet criteria you specify and show reservations and service orders Unlike the Reservation Book the Calendar also displays canceled bookings By clicking on a date in the results you can access a list of the items for that day and from there you can open a specific reservation booking etc 1 Click the Calendar button on the main toolbar or go to Reservations gt Reservations gt Calendar in the Main Menu 2 From the Filter tab select Basic or Advanced filter mode Using filters in the Calendar is similar to using the filters in the Browser For detailed information on using filters see the Browser section in this manual Shown below is the Advanced filter 3 Select an entry from the Browse For field above Reservations Bookings Service Orders 4 If you are using Advanced Mode then begin typing part of the field name in the Field
76. S Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 135 and or a combination of manual pre assignment and automated optimization Room availability is checked within the term as well across all terms that have been published previously Assigning Weights to an Optimization Scenario 1 Create a scenario as described in the Creating a Scenario section An existing partially pre assigned scenario can also be copied to create a new scenario as outlined in the Room Pre Assignment section 2 Highlight the scenario just created copied and click the Edit button 3 Use the Importance slider bar to specify a weight for the various Preferences listed Weights are arbitrary numbers that simply indicate the relative importance of one criterion to another They do not have to add up to a particular whole 100 for example You may specify a weight for any or all criteria as appropriate 4 Click the OK button Scenario 1 BR Scenario Excluded Rooms Audit Description Scenario 1 Locked Oo Preferences Include Preference Importance Importance Ignore Requirements Instructor Importance Enrollment Course Length p m g Building Room Feature Whiteboard EIENECNENENE Feature Window s Scenario Weightings The optimization process assigns rooms to courses in three passes The first optimizat
77. Search field or scroll down the list of fields To include multiple criteria in your search move items into the Filter Summary column by double clicking them or selecting them and clicking the right arrow button When you do so EMS displays a Filter window where you enter an operator equals less than greater than etc and a value Click the Options button top right corner and set options if desired 6 Click Get Data EMS shows the completed Calendar on the Results tab To scroll to other months click the arrow buttons in the upper left or right of the Calendar window 7 A number in red text for a date indicates the number of items for that date You now have several options Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 33 e To see a list of the items for a date select the date Click more dates to add them to the list The lower pane shows the items included in the dates you have selected To open an item in the list double click it Sort the list by clicking on any column heading e To add an item to your personal Microsoft Outlook calendar select the booking and click Outlook email must be configured properly e To export the list of items displayed to Microsoft Excel click Export e To print data from the Calendar click Print Choose either List or Event Calendar The format in which the Event Calendar is printed is dictated by the system Parameter called Ca
78. User Manual 57 In general service orders are made up of service type start and end times end time is optional and a unique system generated service order ID For catering service orders you can also indicate estimated count guaranteed count and actual count When defining your resource categories you indicate whether or not the category allows for service orders If you reserve an item from a category that does not have service orders your only choices are to reserve the item for the event time or for the entire reserved time NOTE For service orders service type will be filled in automatically if a default service was selected when the category was defined in Configuration To override the default select a different service Similarly if the Parameter called Default Service Order Times and Count from Booking is set to Yes the event time and setup count for the booking are automatically filled in for the service order Again you can override these defaults Typically service orders will fall within your reserved time However if the Validate Service Order Times Against Booking item in Parameters is set to No you can create service orders outside of the reserved time However you should use caution when doing so Adding a Booking Detail 1 Open the reservation in the Navigator that contains the booking you want 2 Right click on the booking in the left pane of the Navigator 3 Select New and select a resource category fr
79. X Su M Tu W Th F Sa Room Not Required Seat Fill Percentage 100 Assigned Room Preferences Building Evans w M Required 1 Room Available Features Room no preference v Required Feature Selection Room Type limit by course type he Required Podium DoNatUse Y Notes Use SIS Location Whiteboard Required v A window would be great for this instructor s photosynthesis demo but he can do Window s Prefered v without if this will be tough to accommodate Set Course Preferences Departments can request any building or room that has been defined for the campus they are associated with A department can only require by selecting the Required checkbox for buildings and rooms that they own as defined within Academic Planning Configuration Departments See the EMS Setup Guide for information on configuring departments Registrars can require any building or room that is part of their Campus The Room Type dropdown drives what kind of room e g lab classroom etc this specific course needs to be assigned to The limit by course type selection is appropriate in most situations and should be changed only if the room type typically assigned to this course type is not valid The room type course type association is defined within Academic Planning Configuration Match Course Types Room Types See the EMS Setup Guide for mor
80. add items including notes to the booking details for multiple bookings in the same reservation IMPORTANT This wizard only adds items from categories that are already in use in bookings For example it cannot be used to add catering items to a booking if the booking does not already have at least one catering item 1 Open the reservation in the Navigator 2 Click Tools gt Wizards select Add Items Wizard and click Next The Add Items window opens 3 Select the category from which you want to add items If the category includes service orders fields will be displayed where you enter a service and other required information 4 Click Next The next step varies depending on what type of item you are adding Enter the appropriate information For example for resources with service orders choose the items you want to reserve by entering a Grouping and Quantity and then moving the items from the left column into the right column For a Note type category enter the note text 6 Click Next 7 Select the bookings to which you want to add items 8 Click Finish and the Changes made successfully message displays Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 59 Changing a Booking Detail 1 Open the reservation in the Navigator window that contains the booking detail 2 In the left pane expand the folder for the booking where the booking detail is located 3 Righ
81. al 5 2 1 User Manual 93 Other Important Billing Process Information Financial transactions are batched by department For example if a user who is a member of the Scheduling Department applies a deposit to a reservation that deposit will be shown on a confirmation only if it is printed by that user or other users in the Scheduling Department Users in the Facilities Department will not see the deposit Similarly invoices generated by a department are printed on the Aging Report only if it is run for that department If a reservation or one of its bookings is invoiced a deposit previously made on that reservation is then applied and will no longer print on the confirmation Invoicing an event locks that event for editing You can edit it only after voiding the invoice You cannot void an invoice if payments have been made against it You must first void the payments An adjustment with a negative dollar amount can be used to clean up your financial books in a situation where for example you send out an invoice for 102 and the group returns a check for 100 An adjustment of 2 00 will balance your books if you do not want to ask the group for a 2 00 check Invoices Invoices are created based on booking date or date range reservation number or both For example you can have the system produce invoices for all bookings from May 1 through May 14 for all bookings in reservation number 22 or for all bookings in reservation n
82. an choose Reservations gt Reservations gt Groups The Groups window opens Select the desired group from the list Tabs appear at the bottom of the window Click the Comments or Reminders tab as appropriate Highlight a contact Click the New button to the right of the tab Enter the information for the comment or reminder Click OK to save the new Contact information and return to the Groups window Change Group Wizard The Change Group Wizard allows you to change any of the following types of group data for every group in your database replacing a selected value with a new value Account Event Coordinator Group Type Payment Type Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 65 e Pricing Plan e Sales Category e Salesperson For example suppose the default payment type is set to check for some groups in your database If your organization decides to no longer accept checks you can use the Group Change Wizard to set purchase order instead as the default payment type for those groups Using the Change Group Wizard 1 Goto System Administration gt Tools gt Change Group Wizard Change Group Wizard Select a property to change Account Cancel 2 In the Change Group Wizard window select the property you want to change Click Next 4 In the second window select the value to change EMS displays how many groups will be affected by this chan
83. ancelled in the SIS after the course schedule has been published in EMS In that situation you must re synchronize courses by highlighting the term on the Terms window and clicking the Sync Courses button The system then displays the Course Updates window showing new changed or cancelled courses from the SIS EXT Jal Change Status 2 Course CRN Course Title Instructor Days Start Time End Time SIS Room EMS Room Max Capacity Enrollment Open Changed BIOL 101 01 10313 Biology Nelson Sean MWF 9 00 AM 9 50 AM ED B EDB101 ED B EDB101 0 30 Assign New Course BIOL 10102 10330 Biology Wangner Bob MWF 10 00 AM 10 50 AM ED AEDA102 unassigned 30 30 Date v Changed By Field Old Value New Value 8 18 2009 8 04 AM Admin Room Room 102 Room 101 k Course Updates Post Publish Post Publish New Course 1 Highlight the new course record in the Course Updates screen If a room has already been assigned to the course in the SIS and you wish to keep that room go to Step 4 Otherwise click the Assign button to find an available room in EMS Rooms can be processed without a room assignment In that case the course will be published in the TBD room specified when the term was published 2 The Select A Room screen will appear The Select A Room screen provides filtering criteria Select your criteria and click the Next gt button A list of available rooms will be displayed If no rooms are available hit the lt Previous button and adj
84. anges To Related Course Dates Checked Items Will Be Changed Course CRN Course Title Instructor Start Date End Date Start Time End Time Location Days C Bus 30101 10008 Business Statistics Evans Se or 1 14 2008 Mon 5 9 2008 Fri 2 00 PM 2 50 PM EVNS E101 MWF C MATH 501 01 10009 Business Statistics Grad Evans Se or 1714 2008 Mon 5 9 2008 Fri 8 00 AM 10 00 AM unassigned U C MATH 501 01 10009 Business Statistics Grad Evans Se or 1714 2008 Mon 5 9 2008 Fri 8 00 AM 10 00 4M EVNS E102 S lt gt Edit Course Date Bottom Half of Screen for Cross Listed Courses Identifying New Modified Canceled Courses Once academic departments have made their modifications to the course schedule the registrar must compile a list of modifications and input the approved changes in the Student Information System SIS EMS Campus flags course changes using a field named Course State New modified and cancelled courses are marked as New Edited and Cancelled respectively Requested course changes can be identified and viewed using the Academic Browser and or Course Changes report Using the Academic Browser to Identify Modified Courses 1 Open the Academic Browser 2 Select your Campus and Term from the dropdowns Check the Modified Courses Only checkbox 3 Click the Get Data button 4 Use the State column to identify the change To view more specific detail double click a Course to open the Course Navigator The Histor
85. are in Chicago and are booking a conference room in Los Angeles in advance of your trip there If you mistakenly book a room for 9 a m to 10 a m using the Central time zone the room is actually booked for 7 a m to 8 a m in the Pacific time zone and your hold on the room will have expired when you arrive at 9 a m Creating a Reservation Using the Wizard 1 Open the Reservation Wizard by clicking the Wizard button on the main toolbar or by going to the main menu and choosing Reservations gt Reservations gt Reservation Wizard Required fields in the Wizard are indicated by red dots Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Reservation Wizard p _o Calendar Selected Dates 0 Location Features Options Search Method Standard BestFit Specific Room Building all Room Specifications Type all Floor all Setup Type all Clear Month Clear All Setup Count Time Status Start 18 00 AM z End 9 30 AM B Status Confirmed Time Zone Mountain Time Setup T eardown Use Default Setup Teardown 2 Go to the calendar and click on the dates where you want to reserve rooms To change months click the single arrow buttons at the top of the calendar To change years click the double row arrow buttons at the top of the calendar To select all weekdays in a week click to the left
86. ary method for accessing EMS features and settings The main menu window is a window that opens when you start EMS It contains folders for Reservations Reports Billing Configuration etc and subfolders that help you access information If the main menu window is ever closed you can open it again by choosing File gt Show Main Menu Main Toolbar The main toolbar runs along the top of the EMS client main window It contains buttons for frequently used features such as the Reservation Wizard the Reservation Book and the Groups window Messages Blocks of text used to determine headers and footers that print on your confirmations invoices email group notifications and virtual summaries For example you might create a Thank you for your business message or a signature block to be printed at the bottom of the Confirmation document You define your messages in Configuration and then select the appropriate message from a list Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 160 Navigator Window The Navigator window is displayed when you open a reservation and when you create a new reservation In the Navigator you can view and change reservations bookings or booking details To open a reservation in the Navigator double click a booking in the Reservation Book or click the Navigator button in the main toolbar and enter the reservation number Multiple Navigator windows can be open at t
87. at breaks down into Conference 1 Conference 2 and Conference 3 When defining a combination room you first define the components Conf 1 2 3 and then the combination room itself Main Conference Room indicating that the larger room is made up of the smaller rooms Comment A note that can be attached to or associated with reservations bookings service orders or groups Frequently used comment types can be defined in configuration you can also create one time only user specified comments on the fly Comments should not be confused with setup notes a type of category that you can apply to a booking as part of the booking details Configuration Area within EMS where you define your core data rooms event types rate plans reminders etc Accessed by clicking Configuration on the EMS main menu For information on defining core data in Configuration see the EMS Setup Guide Dashboard The Dashboard window contains items that require your attention such as reminders notifications pending web requests and reconfirm dates When you have such items waiting for you the Dashboard button will flash for a moment when you first log in Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 158 Default An item that is displayed or a condition that occurs automatically without input from the user For example if you select a default building for a user that building is displayed in the Buildin
88. ate User templates contain user security settings Such a template can be used to quickly assign the same settings to multiple users to give them all the same security profile VEMS see Virtual EMS View A user defined group of rooms that can be used in the Reservation Wizard the Reservation Book and reports Virtual EMS Virtual EMS VEMS is an optional component installed on your web server It creates a connection between your website and your EMS database allowing customers meeting attendees and the general public to use a standard Internet browser to view real time calendars and event schedules Virtual EMS users can also when authorized submit online requests or book space themselves Visitors Web Unauthenticated users or guests Web Request Web requests are created by registered Virtual EMS Web Users Web requests generally have less specific information about the event than web reservations do If the Web User is attached to a Web Process template that does not allow making reservations the user must create a web request rather than a web reservation in VEMS Web requests do not become actual reservations until a reservationist processes them which can be done in the Dashboard using the Web Requests tab Web Reservation Web reservations are created by registered Virtual EMS Web Users If the Web User is attached to a Web Process template that allows it the user can make web reservation in VEMS rather than merely web reques
89. ated Bookings Click Finish to complete e Copy Booking Clicking this opens the Copy Booking window Complete the required fields and click OK Copy Booking Copy Booking to New Reservation Existing Reservation 2952 Booking Date 6 5 2008 Thu gt Sian Confirmed Reserved 7304M 2 to 1200PM 2 r f B Update Reservation Status Room Auditorium All Event Setup Time 8 004M E to 1200PM Type Conference v Count 60 Name CAP Review Attendance 0 Type Intemal Meeting v Copy Booking Details Category Service Start End Copy Reminders Copy Comments e Swap Rooms With Another Booking You can move a booking or swap rooms with another booking To swap you right click a booking and select Swap Rooms with Another Booking The booking you clicked on is then displayed in gray until you click on a second booking to complete the swap e Highlight Related Bookings Selecting this highlights related bookings in the Reservation Book e Change the reserved time Drag by holding your left mouse key the edge of the booking s start or end time Event time can be changed as well Note that Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 23 when you change an event time the reserved time is changed with it maintaining the same amount of setup teardown time if any e Add booking to Microsoft Outlo
90. available in EMS e Book Space Prevents other users from reserving the space e Cancel Maintained by the system but doesn t prevent others from reserving space not shown in Reservation Book e Info Only Maintained by the system but doesn t prevent others from reserving space typically used for sales quotes or shared space e Wait Associated with a booking whose status type is Book Space and can take the place of that booking if it is later cancelled System Administrator A person responsible for setting up i e the definition of rooms codes and parameters and maintaining EMS System administrators have access to all areas of the system and are the only users with access to the System Administration folder Teardown Hours Time added to the end of a booking to allow staff to clean the room after an event Default teardown hours can be configured for each room Time Zone Time zones in EMS are tied to the building where the event takes place User Defined Fields Custom fields used to store miscellaneous data such as within a reservation or on a group record They can be defined to accommodate text date numeric or list type data Users People who log into EMS and are given a set of permissions to access features and settings People who are in the system in a view only capacity are also considered users Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 163 User Templ
91. ays Start Time End Time Location BIOL 101 01 10001 Introduction to Biology Lecture Nowak Ed MWF 9 00 AM 9 50 AM unassigned BIOL 101 02 10002 Introduction to Biology Lecture O Raasch Kevin TR 10 00 AM 11 20 AM EVNS E101 BIOL 102 01 10003 Introduction to Biology Lab Lab Warrier Ninja M Th 1 00 PM 4 00 PM EVNS ELab1 2 BIOL 10202 10004 Introduction to Biology Lab Lab Vallamkonda Sreedevi R 1 00 PM 4 00 PM EVNS ELab2 BIOL 10203 10005 Introduction to Biology Lab Lab TBD R 1 00 PM 4 00 PM EVNS ELab1 BIOL 401 01 10007 Independent Biology Research Independent Study TBD 3 00 PM 5 00 PM unassigned BUS 301 01 10008 Business Statistics Lecture Evans Se or MWF 2 00 PM 2 50 PM EVNS E101 CHEM 10101 10016 Introduction to Chemistry Wimett Mike multiple cs 101 01 10029 Introduction to Programming Lecture Nelson Sean MWF 10 00 AM 10 50 AM EVNS E102 Cs 101 02 10030 Introduction to Programming Lecture Wimett Mike MWF 10 00 AM 10 50 AM EVNS E101 Cs 101 03 10031 Introduction to Programming Lecture Meyers Chris MWF 10 00 AM 10 50 AM BRNC B401 ENGL 201 01 10011 American Literature Satellite Lecture Nelson Sean TR 9 00 4M 10 20 AM EVNS E102 ENGL 201 01 10013 British Literature Satellite Lecture Whala Stacey MWF 2 00 PM 2 50 PM EVNS E102 ENGL 20102 10015 British Literature Inter Campus Satellite Lecture Whala Stacey MWF 2 00 PM 2 50 PM EVNS E102 HIST 101 01 10023 Introduction to History Lecture Wall Ryan TR 3 00 PM 4 20 PM EVNS Eud HIST 101 02 10024 Introducti
92. b select your Campus Term Scenario SIS by default or optimization scenario if optimization has occurred Format varies by report and optional Report Comment 3 Select your desired report criteria on the Departments Course Types Buildings and Room Types tabs 4 Goto the Options tab and select your report options This will vary by report 5 Click the Print Preview button Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 118 Course List DES Setup user specified Memorize Options Date Range Departments Course Types Buildings Room Types Options Campus Continuing Education x Term SPRING 2008 v Scenario SIS _ A Format By Course vi Report Comment Report Filter About the Course Review Modification Process Once a term and its courses have been successfully synchronized the next step is to give departments access to the term Once a term has been made available departments can begin reviewing their courses and requesting additions deletions and modifications as appropriate using the EMS Campus Web Client typical or the EMS Campus desktop client if granted access EMS Campus flags course changes using a field named Course State These changes can be identified and viewed by the registrar using the Academic Browser and Course Changes report Approved changes must be manually re inputted into the SIS and re synchronized with EMS
93. bookings for which you intend to create invoices You do this by running the Billing Worksheet report then you correct any discrepancies by editing the bookings or booking items in question You are then ready to create invoices Invoices can be created by reservation number date range or both for example create invoices for all bookings in Reservation 18292 that took place last month Once you have created the invoices EMS tracks the amount due and the age of the invoices When payments are sent in you process them using the Payment Entry function This function can also be used to enter deposits and adjustments If you want to work with invoices or transactions for a single reservation you can do it through the Transactions tab in the Navigator If you want to work with a batch of invoices or transactions you can do it through the EMS menus Billing gt Invoices gt Invoicing and Billing gt Payments gt Payment Entry List of Billing Reports in EMS Invoices Reports Description Billing Worksheet Provides information on how bookings will be invoiced Can include bookings within a date range within a reservation or within a date range inside a reservation Breaks down charges the same way an invoice does Can print heading footer messages and detail for zero dollar items if appropriate Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Invoicing
94. can be one or more bookings in each reservation The Booking Window When you choose to edit a booking in the Navigator window the Booking window opens where you can change the booking The Booking window contains basic information about the booking such as booking date reserved time event time and status The status refers to one booking at a time In order to change booking information you must have the appropriate security access For example you cannot move a booking to a room if you don t have access to that room Likewise you cannot change a booking s status from tentative to confirmed if you don t have access to the confirmed status Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 37 Near the top of the Booking window EMS displays the building hours for the building that this room falls under The default is for a building to be open 24 hours but you can specify special building hours in configuration If applicable a note will appear near the top of the window to indicate that the booking has service orders Note In this context service orders refers to any booking detail including notes and other items that do not have true service orders Booking No 897 Booking Audit This Booking has Service Orders Building Denver Administration Building Open 7 00 4M to 7 00 PM Booking Date 11 3 2006 Mon E Status Confirmed Reserved 300AM E to 50mm E
95. ctions that modify the booking will not appear in this menu Fields at the top of the Reservation Book window allow you to select a new location building areas or view time zone and date Clicking the Filter link above the Rooms list opens a screen that provides you with options to limit your room list to display all rooms or only rooms with or without bookings Buildings and room names or codes are on the left part of the window If buildings from multiple time zones are displayed the time zone abbreviation is shown in parentheses next to the building name You can close the Reservation Book window by pressing the Esc key or the red X in the upper right corner Using the Reservation Book 1 Click the Book button on the main toolbar or go to Reservations gt Reservations gt Reservation Book 2 Inthe Reservation Book window you can change the information shown by entering a different location time zone date etc 3 You can do the following in the Reservation Book e View event information Hold the mouse cursor over an event A Tool Tip window will display details such as date room status etc for the event Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 20 Create a reservation Click and drag to create a new event in the calendar The Reservation Wizard opens where you can complete the reservation You can do this only in Daily mode Change times and loca
96. d they should be entered with a comma between them e g Denver Houston Tampa Booking Notice Statistics Lists total bookings for a date or date range broken down into three amount of notice categories Amount of notice is the time between when the booking was scheduled and the date time for which it was scheduled Transition Report Tracks the occupants of hoteling spaces during a specified date range This report can be used by personnel who are responsible for moving mobile file cabinets and other equipment to prepare hoteling spaces for each occupant Arrivals and Departures Report Lists the arrival and departure times for all bookings Groups with Multiple Bookings Lists groups that have multiple bookings for the date or date range specified The information is broken down by date and lists the start and end times room room type and booking status for each booking Emailing a Report 1 Open the report by choosing it from the Reports menu in the main menu bar For example Reports gt Daily gt Event Schedule Enter whatever criteria are needed to generate the report such as starting date etc Enter criteria in all the window tabs as needed Click Print Preview The report is generated in a preview window Click Email on the toolbar In the Email window fill in the To Subject Message and other fields Note If your email address is not included in your EMS user account yo
97. dered to be open 24 hours a day Calendar A calendar formatted display in EMS that lists the number of events on each day of the month shown or the name of the event if there is only one for the day From the Calendar you can highlight one or more dates to access a list of the bookings Calculations The methods for arriving at the tax and gratuity items charged at your facility Capacity One of several characteristics entered when defining a room Capacities are based on setup types You can use capacity to limit a search to only rooms that can accommodate a given number of people Category Also called a booking detail Common examples of categories are catering equipment set up notes and personnel However you can define an unlimited number of categories with names that you choose For some types of categories after defining the categories you will define the items within them referred to as resources or booking detail items When users want to add a resource booking item to a booking they choose from the resource categories that have been defined Category Type One of the standard category descriptors defined within the system Activities Attendees Catering Notes Resources with Service Orders and Resources without Service Orders For each resource category you define you must select a category type Client see EMS client Combination Room A room that can be subdivided into component rooms such as a Main Conference Room th
98. e information The Use SIS Location button simply copies the information in the SIS Room textbox located in the top section of the screen and applies it to the Building and Room dropdowns If the department does not own the room as described above the Required checkbox will not be selected Features can be set as Do Not Use Preferred or Required as appropriate An optional Notes field is provided for departments to communicate miscellaneous information to the registrar The Rooms Available label above the Features section will recalculate based on the building room type and feature s selected The Seat Fill Percentage in conjunction with the estimated enrollment is used to determine the size of the room needed for the class For example a Seat Fill Percentage of 50 and an estimated enrollment of 100 would mean that the course should be held in a room that can Confidential 128 EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 129 accommodate 200 people In other words the enrollees should take up only half of the seats in the room in which the class is held The room assigned to this course in the SIS is listed in the SIS Room textbox This field cannot be changed in EMS Campus The Room Not Required checkbox is enabled during Define amp Edit mode The Assigned Room textbox will display a room once a space has been assigned to this course The Final Exam Settings tab
99. e tc eevee ness retos Last Booking Bob Anderson 7255 none rone Meeting Meeting 2 3 2010 Wed 2 3 2010 Wed 8 From the Results tab highlight the desired event and double click on it or click Open to display it in the Navigator window From the Results tab you can also print export or email a list of events Clicking the Filter button returns you to the Filter tab on the Browser window Changing the Browse For field Reservations Bookings Service Orders Resources Web Reservations causes EMS to refresh the display and show the new list Back on the Filter tab the Reset button removes your search criteria and the search results for Options Date Time filtering for Number of Records to Return and for Filtering By Specific Room If you searched for reservations you can select one by double clicking it From the Results window you can click Email to send the results list to a recipient If Service Orders is selected in the Browse For field the Service Orders browser menu option will be enabled This feature allows you to multi select service orders to Mark as Reviewed Mark as Unreviewed or Change State In addition if colors have been defined for your states each row will be highlighted with the appropriate color 9 The buttons in the upper right of the Browser allow you to Refresh it re query the database and select Options for Date Time filtering for Number of Records to Return for Filtering By Specific
100. e Edit The Booking window opens Booking No 7891 Booking Audit This Booking has Service Orders Building Denver Administration Building Open All Day Booking Date 5 19 2008 B Reserved zo0PM E to Som G Status Pending Approval Recontirm 1511 6 2008 Fri Update Reservation Status C Room EH 1B Event E Setup Time 2 00 PM E to Type Special See Notes O wN Count 5 Attendance 0 Name Meeting Type Client M eeting Booking No 7891 speling 3 From the Status dropdown list select a cancel type status Cancelled Cancelled no charge or Cancelled w Charges 4 At the Cancel Status window indicate the reason for the cancellation and the person who requested the cancellation Also enter notes if appropriate Click OK Cancel Status Reason none Who Canceled Notes 5 Back at the Booking window click OK Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 53 6 The system then displays a message indicating that you are changing critical booking information Click Yes to confirm the change In the Navigator window the booking displays with a Cancelled status Navigator Meeting Reservation No 115 Booking No 7891 DER Open Reservation Print Refresh Settings a it Meeting Reservation No 115 Attachments 0 Drawings 0 History E e Booking Summary Propetties
101. e Registration window in the event that you need to modify your registration start EMS and go to System Administration gt Settings gt Registration Registration Company Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Products Licensed User Count Web Accounts Building Limit Kiosk Profile Limit Expiration Date Key Code Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 10 Customer Support Customer support is available to EMS users who have a current Annual Service Agreement ASA If you are unable to resolve a problem or answer a question by reading the EMS documentation contact Dean Evans Associates Email support dea com Web www dea com Phone 800 288 4565 Fax 303 796 7429 Making Reservations Use the Reservation Wizard to check for available space and make a reservation With the Reservation Wizard you can search for rooms that are available for a particular period on one day a simple reservation with one booking or on multiple days a series reservation with multiple bookings You can also create a series reservation by selecting one date and time and applying them to multiple rooms using the date pattern utility A note about time zones times zones are tied to the building where the event takes place Selecting the proper time zone is important when making a reservation For example if you
102. e Subject Legend in the window for more information e Click Finish To change the status a Select the Change Status box b Select a new Status for the bookings c Click Finish and the Bookings changed successfully message displays Hoteling Wizard Templates Hoteling Wizard Templates allow you to create reservation templates to streamline the reservation making process for common scenarios e g workspace reservation meeting video conference etc Templates are exposed in the Reservation Wizard and provide the capability to default various settings including Start End Time Search Method Standard or Best Fit Status Room Type Event Name Type Reservation Source and Setup Type In addition a default number of days can be automatically selected based on a specified start date to facilitate the creation of a long term workspace reservation Defining a Hoteling Wizard Template NOTE The steps below describe how to configure a new Hoteling Wizard Template However the steps to edit an existing template would be very similar use the Edit button instead of the New button STEPS 1 In the EMS client using either the main menu window or the main menu bar go to Reservations gt Hoteling gt Hoteling Wizard Templates Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 151 Hoteling Wizard Templates Hoteling Wizard Templates 1 Long Term Reservation
103. e in the Navigator for the initial reservation Overriding Existing Bookings in a Room System administrators can use the Override Existing Bookings utility to change all bookings in a specific room across a specified date range 1 Goto System Administration gt Tools gt Override Existing Bookings Utility The Override Existing Bookings Utility window opens Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Override Existing Bookings Utility Building Status Override Existing Bookings Conflict Status Start Date TE Update Reservation Status visa Bookings End Date Event Name Group Contacts Group 2 Enter the criteria for the bookings you want to override The minimum required criteria to view the bookings are Building Room Start Date and End Date 3 Click View Bookings to see which bookings will be overridden and click Close to exit from the View Bookings window View Bookings Date Res Start Res End Event Start Event End Time Zone Room Event Status Booking ID 5 19 2008 Mon 8 00 AM 3 00 AM 8 00 AM 3 00 AM MT EH 14 Confirmed 7702 5 20 2008 Tue 9 00 4M 12 00 PM 3 00 AM 12 00 PM MT EH 14 Confirmed 5688 5 21 2008 Wed 8 00 AM 3 00 AM 8 00 AM 3 00 AM MT EH 14 Confirmed 7701 4 To override the bookings click Finish from the Override Existing Bookings Utility window Changing Counts The Edit Counts utility
104. e items in a reservation When you update figures on the Edit Charges window they are updated in the booking details as well 1 Open the reservation in the Navigator window 2 Right click on the reservation or on a booking in the left pane and choose Tools gt Edit Charges If you selected a reservation every billable item used in the reservation i e in all bookings is shown on the Edit Charges window If you selected a booking billable items for the booking only are shown Edit Charges Reservation No 115 Category v Date 4 13 2006 Thu Event Name Meeting Reserved 2 00 PM 5 00 PM Location Denver Administration Building EH 1A Event 2 00 PM 5 00 PM Status Confirmed _ Date Category Description Quantity Pricing Method Price Discount Min Charge Max Charge Fla 4 13 2006 Thu Room Charge EH 14 1 00 Hourly Reserved Ti 25 00 100 0 00 0 00 0 01 lt Total Charges Less Discount Net Charges To narrow the list of items displayed select a Category 4 To edit an item click in the appropriate cell and make the modification To access cells on the far right of the table use the scroll bar at the bottom of the window 5 Click Close to save your changes Changing Rooms for Multiple Bookings The Change Room Wizard allows you to change the room for one or more of the bookings in a reservation 1 Open the reservation in the Navigator window 2 Click Tools gt Wizards sel
105. e they are deleted They must be added again if later needed e Show Canceled Bookings If this option is selected canceled bookings are displayed e Hide Empty Tabs If this option is selected tabs on which there is no data are hidden e Show Wizards in Tools Menu Sets whether the Wizards are listed when you click the Tools button The default is that you must access the Wizards by clicking the Tools button selecting Wizards and choosing a wizard e Double Clicking a Listed Folder Determines whether double clicking a folder results in the system opening the item or expanding the folder e Wizard Results Options for whether data change wizards always show results or show only the results for items that could not be changed e Confirmation Determines how the document should be generated or previewed when the Confirmation button is clicked e Booking Display Time Specifies whether to show bookings by Reserved Time or by Event Time e Invoiced Items Select the Highlight Color to be used in the Navigator for invoiced items e Service Orders Choose to display the following on service orders pricing highlights made within a certain number of days item notes a footer message and or special instructions At A Glance Tab Options here determine whether reminders comments etc are automatically displayed in the left pane of the Navigator window when a folder reservation booking etc is opened e Reservations Wh
106. e tooltip e To group the Academic Book results by instructor select the Instructor radio button and choose an instructor similar to choosing a room e A specific instructor can be located by typing a value in the Name field and clicking the Go button A checkbox is also available to include exclude unassigned instructors The Course Navigator The Course Navigator provides detailed information about a course including general course and course date i e meeting times locations information cross listings if applicable history of course changes preferences and final exam settings The Course Navigator is also where departments using the EMS Campus desktop client can request changes to specific course and or Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 116 course dates data Course Navigator features will be discussed in more detail in the sections below Course Navigator SIS Course Title Business Statistics Grad Instructor Evans Se or Term SPR 08 SPRING 2008 Est Enrollment 10 CRN 10009 Act Enrollment 0 Course MATH 501 01 Credit Hours 5 Department All Other Departments Course State Unchanged Dates User Defined Fields 0 History 0 Cross Listings Course Type Start Date EndDate Days Start Time End Time Location State Discussion Section 1 14 2008 Mon 5 9 2008 Fri S 8 00 AM 10 00 AM EVNS E102 Lecture 1 14 2008 Mon 5 9 2008 Fri MwF 2 00 PM 2 50
107. ect Change Rooms and click Next The Change Rooms window opens Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 44 Reservation No 115 Change Rooms Search For Rooms O Specific Room 3 Select either Search for Rooms or Specific Room 4 If you selected Search for Rooms a Click Next b In the next window select the entry 1 e the unique time room combination you want to work with For example an 8 a m event and a 2 p m event in the same room would be displayed as two items multiple 10 a m bookings in the same room but different dates are displayed as one item c Click Next d In the left pane select the bookings that you want to move to a new room To select multiple bookings use Ctrl click click Shift click or the Select All button Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 45 Reservation No 115 Change Rooms Denver Administration Building EH 14 2 00 PM to 5 00 PM Location New Status Features Date 1 4 13 2006 Thu Meeting Confirmed Event Name Status Search Building all Room Specifications Type all Floor all Setup Type all Status Status Confirmed Update Reservation Status Cancel h i lt Previous In the Status dropdown menu select a status for the moved bookings Optional Also enter other locatio
108. egories are selected meaning the new bookings will have the same details as those in the existing booking Use Ctrl click click Shift click or the Select Unselect All buttons to choose the appropriate categories 11 Click Next 12 Select the bookings that you want to be re created Use Ctrl click click Shift click or the Select All button to select multiple bookings Note New bookings are created using the New Start Date you specified and following the pattern of selected bookings Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 52 13 Click Finish Before allowing the copy EMS verifies both room and resource availability When the process is complete a Changes made successfully message displays and the new bookings are shown in the Navigator either under the existing reservation or in the new one Deleting a Booking IMPORTANT Bookings cannot be retrieved after you have deleted them even if you opt to view deleted items in the Options window They are not sent to any kind of recycle bin Note In order to delete an item it must first be cancelled However you are not required to delete bookings just because they are cancelled You may want to keep cancelled bookings for historical or auditing purposes 1 Open the reservation in the Navigator that contains the booking you want to delete 2 In the left pane right click the booking you want to delete and choos
109. ement module 1 Go to Reservations gt Other gt Visitors The Visitors window opens Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 108 Specify the Date Specify the Building Type some or all of the host s name in the Group field and hit the Display button Select the Groups tab Locate and highlight the group s record A A AS Hit the New Visitor button enter the necessary attendee visitor information and click the OK button Printing a Visitor Badge Note This feature requires the optional Visitor Management module 1 Goto Reservations gt Other gt Visitors The Visitors window opens 2 Locate or create the attendee record as described above 3 Click the Print Badge button Academic Scheduling About Academic Scheduling Academic scheduling is a multi step process for enabling online communication between the registrar and academic departments optimizing academic space utilization and creating reservations in EMS Campus for academic courses Process Flow While the process will vary from one site to another in general it proceeds as follows 1 Course schedule data is imported into EMS Campus from the campus Student Information System SIS typically by the registrar 2 Responsible users typically academic departments review the course schedule data in EMS Campus and make changes as appropriate 3 The registrar reviews the changes in EMS Campus m
110. en a reservation folder is expanded specifies if reminders transactions comments history attachments emails and or User Defined Fields display in the left pane of the Navigator window e Bookings When a booking folder is expanded chooses to display reminders drawings comments history and or attachments in the Navigator window s left pane e Booking Details Displays the booking details reminders User Defined Fields comments and or history in the left pane of the Navigator window e Items Select to show the history of a reservation or a booking Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 29 Highlight Categories Tab Options for a specific type of category cause a check mark to be displayed on a booking folder The default is Highlight All categories Opening Events in the Navigator This form of browsing differs from using the Reservation Navigator since you access the Navigator button from the toolbar also known as the Hot Button Menu NOTE If you do not know the reservation number instead of using the Navigator you can open a reservation by opening one of its bookings from the Reservation Book or by searching via the Groups Rolodex Browser or Calendar 1 Click the Navigator button in the main toolbar The Open Navigator window opens The Open dropdown menu is set to Reservation by default You can change it to Booking or Service Order to open those in
111. enarios defined in the Optimization Scenarios area will display The SIS scenario publishes room assignments previously defined in the SIS Click the OK button Main Campus v CE 08 FALL 08 Term Code Description Phase Stat Date a Active Scenario CE 2008 1 14 2008 SIS 1 14 2008 FALL 2008 8 18 2008 SPR 08 SPRING 2008 Tem Excluded Dates Audit Term Code SPR 08 Description SPRING 2008 1 14 2008 End Date 5 9 2008 Start Date Last Synchronization 10 12 2008 9 37 PM Phase PUBLISHED Notes Available To Departments Active Scenario Scenario A Post Publish Enrollment Estimated Mode Read Only Define amp Edit Courses O Set Preferences J Inactive Manage Term 6 Highlight the term and click the Publish button 7 Select your Statuses from the dropdowns during the publishing process i e SIS scenario EMS Campus needs to protect itself from potential room booking conflicts created in your SIS If a double booking is encountered during the publishing process the conflicting course s reservation and booking s will be booked in this status e Cross List Status Status that will be used to book all cross listed course reservations and bookings created during the publishing process Confidential Status Status that will be used to book all cou
112. epresented by status or event type Reservation Number A unique system generated non modifiable number given to each reservation Reservation numbers are generated sequentially starting with 1 and are never reused Reservation Wizard Provides a series of steps to search for available space and make a reservation Reserved Time The period for which a room has been reserved including any set up and tear down time for an event Reserved time may be different from event time the time during which the group s event takes place Event time must fall within reserved time Resource An item or service requested for a booking For example a VCR an AV Technician a six foot table or a spaghetti dinner Text entries such as setup notes are also considered resources although there is no inventory for that type of resource See also Category Room A physical location that can be reserved Any area athletic fields picnic areas etc can be defined as a room Note Building and room are the default terms for reservable spaces in EMS You can however change those terms in Parameters to anything you like Park and Field Facility and Area etc The new terms are then used throughout the system Room Type A designator that can be applied to a room to aid in searching for available space Can be defined based on room use room location or another criteria Room groupings are for searching purposes only the linking of roo
113. ering Prepayments 1 Do one of the following to open the Payment Entry window Open the appropriate reservation in the Navigator click the Transactions tab click the New button choose Payment Go to Billing gt Payments gt Payment Entry Click New 2 Enter the settings in the Payment Entry window Transaction Date Enter the date the transaction took place Department Enter the department that received the payment Transaction Type Select Pre payment Payment Type Select a payment type Check No Enter the number of the check used for payment if appropriate Amount Enter the amount of the payment in dollars Pre payments are entered as positive numbers even though they ultimately result in a decrease in the amount due Reservation No Enter a reservation number if one is not already entered Invoice No Does not apply Notes Enter a note if appropriate 3 Click OK Voiding Payments 1 Do one of the following to open the Payment Entry window If voiding a payment for a reservation open the reservation in the Navigator click the Transactions tab and select the payment in the list Then click the Edit button or simply click the Void button enter a void reason and skip the remaining steps below Go to Billing gt Payments gt Payment Entry Select the payment in the list and click Edit 2 Select the Void check box on the right hand side of the window 3 Enter an explanation in the Void Co
114. ers to override description you can edit the item and change the description field to whatever you like Customer s Data Projector for example Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 58 Adding Booking Details to Multiple Bookings 1 Open the reservation in the Navigator for which you want to add booking details to multiple bookings 2 Click Tools gt Wizards select Add Booking Details and click Next In the next window select the category to which you want to add details and click Next Depending on the category you select you can add additional information such as the Service Reviewed State Start Time and End Time Click Next to proceed 4 Inthe next window choose the items you want to reserve by selecting a Grouping specifying a Quantity and then moving the items from the left column into the right column If you selected a Note type category enter the text and select a Display Type 5 To edit information about an item notes pricing etc select the item in the right pane and click Edit The Details window opens Make the desired changes and click OK to return to the Add Booking Details window Click Next In the next window select the bookings to which you want to paste the details using Ctrl click or click Shift click to select multiple bookings 8 Click Finish Adding Items to Multiple Booking Details The Add Item Wizard allows you to
115. ersion of EMS Reservation Structure Events in EMS have three main components e Reservations e Bookings e Booking Details These exist in a hierarchy reservations contain bookings and bookings contain booking details A reservation is the who and the what of an event A reservation can be thought of as a file folder On the outside of the folder is a label that tells you Group X is reserving some space for Event Y The next level is the booking Bookings are the where and the when of an event Bookings are like the sheets of paper in the reservation folder There can be one or more bookings in each reservation For example a group may schedule a conference that spans three days with two rooms reserved on each day In other words they have one reservation with six bookings If in addition to the conference they also schedule a staff meeting for next month the staff meeting would be a separate reservation containing one booking Within each booking there can be any number of booking details You can think of these as the line items on the papers in the folder Booking details are the resources or services needed for an event Notes room charges activities on the agenda and lists of attendees are also considered booking details Some booking details have associated service orders Service orders are time frames for the use of an item or service For example within an event that runs from 9 30 a
116. es Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Contents OYSE VIC WSOL EMS eene e r o Dd aS 6 Reservation Structures iii a dl da 6 A E 6 Man TODA is 7 Main Meny Bata A a a 7 Event A sd ed a La IO 7 Usina ti One He a 8 Starting EMS from the Desktop ico 8 Starting EMS from the Windows Start Menu cee eeescecsescecesececseneeceeececseceeceeeecseeecseeeeenaeees 8 Running EMS the First Tame ica 9 A deca vette och ceded Ae insta Me ace dd tis dat sae 10 Making ReservatiGns AA O i a ede BA Ua 10 Creating a Reservation Using the Wi1Za0d s cccccssscsiscisseicceissecsascnceicass lidiar 10 Creating a Reservation Using the Book 5 icacsssscsccesssceunvesads iets savevanededevensaadeesetecs da daa 15 OP Vite a Reservation sn n E E E E E EE EE 16 Creating a New R seryatio A E 16 Override Rooms Rooms Outside the System ooooonnocccnoncccnocccononcnonnnnncnnnoconnnnonnncnonnncnnonnncn nnos 17 Viewing Reservation nit di ea 18 Finding Reservations by TOD da ci 18 The R servation Booki aeee ita 19 The Navig ator ireira storen arrie REAA a S EAS 24 Pi AAA e a ae at e a ba edd a Er Toe R naei a aei 29 TS A RUE TV A tan O 32 Changime ResertationS nai 33 Changing a RES CIV AU Ordo ida A A Ad lees 33 Changing Settings in Multiple ReservatiONS ooonocccinoccconocononacononnononoccnnnnncnnnnncnnnnnonnncnconnncnnnnos 34 Deleina a RESINA A ac ae eestor 34 Th Reservation Window dot a A a ied eae
117. es on setting preferences using the EMS Campus desktop client For more information on setting preferences using the EMS Campus Web Client please see the EMS Campus Web Client User Guide Room preferences can be set in a number of ways using the EMS Campus desktop client e Course by course using the Course Navigator e For multiple courses at once using the Academic Browser Set Course Preferences tool e Copied from a previous term using the Mange Terms Copy Preferences tool Room preferences can also be reset if necessary using the Academic Browser Clear Course Preferences tool Set Room Preferences for a Specific Course 1 Open the Academic Browser Select your Campus and Term from the dropdowns Set other filter criteria e g Department Subject to provide assistance in locating the course Click the Get Data button In the Academic Browser Results tab locate highlight and double click the course On the Course Navigator screen highlight the specific course date record you wish to add preferences to and click the Edit button located in the middle section of the screen 6 Set your preferences and click the OK button Sy BG Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Course Dates SIS Blk Course Dates Final Exam Settings Audit tart Date 1414 2008 y M 3 00 AM X ourse 1ype Lecture Enc ite 5 9 2008 X 1 Time 9 50 AM
118. f this department and its address information will print at the top of the invoice Note that the field will be filled in automatically if the user who is logged on has a default department set in their user account Reservation Number Enter a reservation number if appropriate 4 Starting Date and Ending Date Set these dates to indicate the bookings for which you want to create invoices 5 Use Specific Times If only one date is to be invoiced and you want to invoice only bookings starting at a certain time of day click the Use Specific Times box and specify a reserved start time range 6 Invoice Date Enter a date or accept the default Due Date Enter a date or accept the default Set to a default of 30 days in the system billing Parameters 8 Buildings tab Categories tab Statuses tab Group Types tab Click the appropriate tabs in the window and select the data that will appear on the invoice s Indicate which buildings categories of resource booking statuses and group types should be billed Move your selections into the Selected pane on the right 9 Options tab Select a header and or footer messages to be printed on the invoice indicate whether comments reminders user defined fields notes and zero priced items should print and have the system suppress the reserved time from the printed invoice showing only event time You can also indicate whether the invoice header should print on every page of the document and
119. fnecessary restart the EMS client Resetting Column Settings You can set the column widths in EMS client windows back to default Go to Settings gt Reset Column Settings A message box will appear saying the settings have been reset Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 155 Column Settings 1 Column settings successfully reset Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 156 Glossary Academic Import Utility An optional module used to import academic schedules created outside EMS and reproduce that data as EMS reservations and bookings Account An area within EMS used to classify and track your receivables that may match accounts in your accounting system Active Users Window The Active Users window lists the users currently logged into EMS Users can also be logged off using this window This feature is limited to system administrators Activities Agenda items for an event Activities are considered booking details They can be printed on reports like the Confirmation and Setup Worksheet As with other booking details you must define a category with the category type of activities before you can apply it Activities are made up of a brief description and detailed notes Both the description and the notes are printed Adjustment Modification to the amount due on an invoice made through Payment En
120. g Room Start End i Event Status New Delete B 0 E 6 E El Details Left pane In the left pane reservations bookings and booking details are displayed in a series of folders Bookings are folders inside a reservation Booking details show a folder for each category of resource that has been added to the booking the booking detail items resource items are contained in each of these folders Clicking the or symbol beside a folder opens or closes it You can also open or close a folder by double clicking it Right clicking an item in the left pane opens a pop up menu with options that vary depending on what type of item was right clicked The options may include Edit New Tools and Confirmation With a booking selected you can click Add to Personal Calendar to add the booking to your personal calendar in Microsoft Outlook Top pane The top pane displays a summary for the reservation booking or booking detail item that is selected in the left pane If an event has been invoiced or if the reservation was created through the Plan a Meeting module that is noted in the Reservation Summary Different tabs appear above the top pane depending on what type of item is selected Information in the top pane cannot be edited directly it is for display purposes only You must click the Edit button to change the information shown Bottom pane The lower pane displays the items that fall within the reservation or booking
121. g field of the Reservation Wizard as soon as the user opens the Wizard In most cases you can override defaults by simply typing over the displayed item or selecting a different item from a list Delete Old Data A built in function that allows EMS System Administrators to delete bookings and other data older than 90 days Departments Functional groups within your organization that EMS users fall under For example Reservations Office Catering Accounts Receivable Departments should not be confused with Groups the people who hold events in your facility Display Type Used to indicate whether an item should show up on internal reports e g the Setup Worksheet external reports e g confirmations or both EMS Event Management System is a software application from Dean Evans amp Associates that offers a full suite of meeting and event management academic scheduling and master calendaring solutions It handles everything from initial contact with the customer to final settlement of the bill The EMS family of products includes EMS Workplace EMS Enterprise EMS Campus EMS Professional EMS Lite and Master Calendar EMS Client The EMS client is installed on Windows computers It allows schedulers service providers and administrators to directly access your EMS database through your network Event A general term for any kind of reservation or booking For example meetings weddings lunches conferences classes banquets workshops
122. ge Click Next 6 In the final window select the new value Click Finish EMS informs you that the change has been made Changing Group Status EMS lets you assign a billing status to each group Groups can be set to an OK warning or bad status 1 Click the Groups button on the main toolbar or choose Reservations gt Reservations gt Groups The Groups window opens 2 Highlight the desired group and click Edit or simply double click on the group A window opens Click the Billing Information tab 4 Goto the Status dropdown menu and specify a status The default statuses are named OK Warning or Bad However these group status labels can be changed in the system Parameters For example Bad could be changed to Do Not Reserve By default groups are assigned the OK type status and will retain that until you change it 5 Click OK Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 66 Sending Email to Groups 1 Click the Groups button on the main toolbar or choose Reservations gt Reservations gt Groups The Groups window opens 2 Select one or more groups in the list Use Ctrl click to select multiple groups Note Verify that an email address has been set for the group After selecting a single group look at the Contacts tab at the bottom of the window If no address appears in the Email Address column you can click the Edit button and add one
123. hat are automatically assigned to reservations they make The default payment type can be changed on a reservation if appropriate Preferences Like Parameters these settings affect the basic functioning of EMS The difference 1s that while Parameter settings affect all users in the system Preferences affect only the computer on which they are set Pricing Plan A group of rate schedules used to indicate at the reservation level what type of pricing will be used for the different resource categories in all the bookings for a reservation Processes When defining users or user templates you can specify the EMS processes that the user has permission to use or access Query Builder Used to generate custom reports based on user specified criteria The results can be viewed printed or exported to a spreadsheet Rate Schedule A label used in pricing billable items Typically defined to coincide with the types of groups with which you do business Reconfirm Date When defining a status there is an option to make the status require a reconfirm date This requires that users later reconfirm that the reservation is still valid When the user attempts to give a booking a status that requires a reconfirm date the system displays an additional field prompting the user to enter the date Registration The licensing information that governs your use of the EMS software The first time someone logs in to EMS at your facility they must enter the registrat
124. hboard window If it is not already open click the Dashboard button in the main toolbar 2 Click the Analytics tab in the lower left of the Dashboard window Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 74 3 To publish a query click the Select Queries link located in the upper left side of the Dashboard 4 A list of queries that you have access to will display Select your query and click OK a Queries 1 E Queries 37 IV Total Sales Notifications y Analytics 5 Please see the Reports and Queries section in this document for information on how to run a query At A Glance At A Glance shows booking statistics for your facility to provide a high level indication of overall activity Statistics include number of bookings by category group type event type reservation source room type and status Working with At A Glance 1 Go to the Dashboard window If it is not already open click the Dashboard button in the main toolbar 2 Click the At A Glance tab in the lower left of the Dashboard window Specify the Statuses and Buildings you want to filter by in the left panes 4 Select your Date and At A Glance Type Your results will display Confirmations Confirmations are reports that list the booking information and booking details for a reservation Confirmations are sent to groups as verification that event space and
125. he same time and multiple reservations can be open in the Navigator at the same time Notes Free form text that can be entered when defining an item in Configuration Most notes do not print on reports the primary exception is the Notes field on a resource item e g an equipment item such as an overhead projector This type of field does print on reports and can be used to provide your staff or the group holding the event with information about the item The term notes should not be confused with either setup notes or comments Notification Notifications are an internal function for reservationists and service providers Notifications keep EMS users aware of new bookings and service orders as well as changes to existing bookings and service orders If Notification rules that include you are defined in the system a Notifications tab will appear in the Dash board window Notification Rule Notification rules determine who is notified when certain additions or changes are made in the EMS database For example you might define notification rules for the creation Of a new booking the changing of a service order or the creation of a new Web User Parameters Global settings in the System Administration area that determine how the EMS system will run You must be an EMS administrator to edit system Parameters Payment Type A method of payment used at your facility e g cash check credit card etc Groups can have default payment types t
126. he window as follows Preferences tab Close Report Setup Form after Running Reports Determines whether the window from which you launch a report stays open or closes after you run the report Time Drop Down Interval This affects the behavior of time fields Paper Size This indicates the size of paper that EMS reports will print on Review Notification when Navigator Opens If selected when you go to a notification it is automatically marked as reviewed Email Format Choose HTML or Plain Text Use Global Email Settings If this box is checked the global email settings provided in System Administration gt Settings gt Email Settings are applied to you Uncheck this box if you choose to set up a personal email preference versus using what is globally configured For example this can occur if one person uses SMTP while everyone else is supposed to use MS Outlook Use Microsoft Outlook If this box is checked EMS utilizes Microsoft Outlook for email If neither the Microsoft Outlook nor Lotus Notes box is checked SMTP settings specific to you can be entered in the SMTP Email area at the bottom of the window Use Lotus Notes If this box is checked EMS utilizes Lotus Notes for email If neither the Microsoft Outlook nor Lotus Notes box is checked SMTP settings specific to you can be entered in the SMTP Email area at the bottom of the window Confidential 153 EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2
127. ich records will be returned from a query Floors Areas within a building that give general information on the location of rooms e g First Floor East Wing etc When you define a room it is optional to indicate the floor on which the room is found Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 159 Group The default generic name given to people who hold reservations at your facility Through a Parameter you can change this term to anything you like Department Company Customer Employee Ministry etc Group Check In Status Utility Tool that displays a list of all groups that have reservations containing bookings for today 1 e the date on which the utility 1s run The user can then mark the group as checked in after they have arrived and checked out after they have left Only available with the optional Hoteling component Group Notification Rule Group notification rules determine the conditions under which groups that are holding events at your facility are reminded via email about their events Group notification rules can be defined based on rooms statuses event types group types categories or combinations of them Group Type A label for groups i e reservation holders with similar characteristics e g Non Profit Government Internal Staff etc used to filter reports and sort the Groups Rolodex Groupings Subsets within a category e g
128. ick Booking and complete the Reservation Wizard process See the Reservation Wizard section of this document for more information Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 34 Changing Settings in Multiple Reservations The Change Reservation Wizard allows you to replace certain properties in all reservations where they appear The properties you can replace include the following e Calendar Style e Event Coordinator e Event Type e Sales Category e Salesperson e Source of reservation e Web User For example if salesperson Bob Smith leaves an organization and Maria Gomez takes his place then you can replace Bob s name with Maria s in all Bob s reservations 1 Goto System Administration gt Tools gt Change Reservation Wizard Change Reservation Wizard Ea Select a property to change Calendar Style j Change All Reservations Future Reservations With Bookings After Cancel 2 Select a property to change calendar style event coordinator etc In the Change area choose whether the change will apply to All Reservations or to Future Reservations with Bookings After select a date 4 Click Next Complete the next field the field reflects the property type you selected in the opening window If you select none then all reservations where the field for that role is blank will be filled in with the new name you will choose in the
129. ick Shift click or the Select All and Unselect All buttons 4 Click Next Select Bookings Select the bookings that you want to be recreated in the new reservation Note New bookings are created using the New Start Date you specified following the pattern of bookings in the existing reservation Use the Hide Cancelled Bookings and Hide Old Bookings options as needed 6 Click Finish to create the new reservation Before allowing the copy EMS verifies both room and resource availability When the process is complete both the original reservation and the new one are shown in the Navigator A change report will display at the completion of the copy listing whether or not the changes were successful It there are inventory conflicts a Conflict report will display Creating a New Reservation You can also create a new reservation from the Customers window there are two ways to do this 1 Click Customers from the main toolbar 2 Highlight the desired Customer and click New Reservation Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Customers Starts With Go Search By Customer Type all X A New Reservation Customer 7 City State Customer Type Billing Ref External Reference Administration none Chamber of Commerce none Headquarters none Main Campus none Metro Office none g Sales none e Stacey Whala S Contacts yy Propeties
130. illing gt Payments gt Payment 2 2 02 2 Fill in the fields as described below Transaction Date Today s date is entered by default Department Enter the department for which the deposit applies Transaction Type Select Damage Deposit Payment Type Select a payment type cash check etc if appropriate Check No Enter the check number if you choose a payment type of check Amount Enter a dollar figure Deposits are entered as positive numbers even though they ultimately result in a decrease in the amount due Reservation No Enter or browse for the reservation number Invoice No This does not apply since deposits are made before an invoice is generated Notes Enter a note if appropriate 3 Click OK Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 101 Voiding Deposits 1 Do one of the following to open the Payment Entry window e If voiding a deposit for a reservation open the reservation in the Navigator click the Transactions tab and select the deposit in the list Then click the Edit button e Go to Billing gt Payments gt Payment Entry Select the deposit in the list and click Edit 2 Select the Void check box on the right hand side of the window 3 Enter an explanation in the Void Comment box 4 Click OK Payments Payments in EMS denote funds received for events that have already been invoiced Entering Payments 1
131. in Email Export ci Print las B et Ia S E 8 Bia Li Course Changes SPRING 2008 i Course CRN Course Title Instructor Days Start Time EndTime Est Enroll ActEnroll Location XList State 7 ENGL 201 01 10011 American Literature Satellite O Raasch Kevin TR 2 00 PM 3 30 PM 30 0 EVNS E102 Edited x Changes Date Changed By Field Old Value New Value a 10 9 2008 9 47 AM dept Instructor Nelson Sean O Raasch Kevin 10 9 2008 9 47 AM dept End Time 10 20 AM 3 30 PM 2 E 10 9 2008 9 47 AM dept Start Time 9 00 AM 2 00 PM 2 v lt amp Course Changes Report After generating the list of course modifications the registrar must input approved course changes in the SIS and then executes the Sync Courses process see the About the Term Import Process section to ensure that EMS Campus and the SIS are synchronized About the Room Preferences Process Before rooms are assigned for courses departments are typically given an opportunity to express their room preferences and requirements In order for them to do so the registrar must first put the term into Set Preferences mode Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 127 With Set Preferences mode enabled departments can then review the course list and indicate their room preferences requirements using the EMS Campus desktop client if granted access or the EMS Campus Web Client typical Enable a Term for Set Preferences M
132. ion information that is sent with the software You should not modify the registration information unless we send you an updated registration Reminders Date sensitive entries about tasks that must be completed Reminders can be attached to or associated with reservations bookings service orders or groups They can also Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 161 be unattached reminders about your business in general such as a reminder to prepare for the yearly fire code inspection Frequently used reminders can be defined in Configuration and you can also create one time only user specified reminders on the fly In addition to their descriptive names reminders can also include detailed information in a Notes field Reservation The file folder in the Navigator window that contains one or more bookings A reservation includes general information about an event such as event name event type the name of the group holding the event and the contact person and phone number for that group The bookings within a reservation contain more specific details Reservations can be made several ways through the Groups window the Reservation Book and the Reservation Wizard Reservation Book A graphical representation of the bookings scheduled in your facility on a daily weekly or monthly basis depending on View Colored bars represent each booking on a timeline with different colors r
133. ion pass queries the term for all courses with requirements These courses are scored based on the weightings Importance assigned and processed in order of highest to lowest score Any course with a requirement that cannot be accommodated will remain unassigned and will require manual resolution The second optimization pass queries the term for all courses with preferences Courses are processed from highest to lowest score If an available room cannot be identified for a course with preferences the optimization process will start to drop preferences lowest weighted first from consideration in an effort to find and assign an available room Using the Ignore Requirements option demotes a requirement to a preference and sends any class with that requirement to this optimization pass Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 136 The final optimization pass assigns rooms to all remaining courses 1 e courses without preferences Un checking the Include option demotes a class with that requirement preference to this optimization pass Courses that have been set to Share Space will be assigned to the same room See the Setting the Shared Space Option for Multiple Courses section above for more information If the Lock Academic Unit Room Access Parameter within System Administration gt Settings gt Parameters 1s set to Yes the optimization process will not assign a requested ro
134. ion to Programming 101 03 Computer Science v y 0 Professor Meyers will be on sabbatical this semester Edit Course Edit a Course Date in EMS Campus 1 Open the Academic Browser 2 Select your Campus and Term from the dropdowns Set other filter criteria e g Department Subject to provide assistance in locating the course Confidential 123 EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 124 Click the Get Data button In the Academic Browser Results tab locate highlight and double click the course On the Course Navigator screen highlight the specific course date record you wish to edit and click the Edit button located in the middle section of the screen 6 Make your modifications and click the OK button Pe Course Dates SIS DR Course Dates Final Exam Settings Audit Start Date B Start Time 3 00 PM E Course Type Lecture v End Date 5 9 2008 E End Time 4 20 PM B SIS Room EVNS Eud Su M Tu W Th F Sa Room Not Required o d E 2 a a 2 a N a Seat Fill Percentage 100 Assigned Room P rer Buildin no preference Required gt F no preference Required Feature Selection com Type limit by course type Required Podium Do Not Use v Note Use SIS Location Whiteboard Do Not Use v Window s Do Not Use v Edit
135. is used to enter or update the following e Setup counts and attendance numbers for bookings e Estimated guaranteed and actual counts for catering services e Booking detail item counts This section describes the steps to do these tasks 1 Open the reservation in the Navigator window 2 Click Tools gt Edit Counts Confidential 48 EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 49 Edit Counts Reservation No 115 Bookings Date Start End Time Zone Building Room Event Status Setup Count Attendance 4 13 2006 Thu 2 00PM 5 00PM MT Denver Administration Building EH 1B Meeting Confirmed 5 0 Close 3 To edit a count go to the appropriate cell and make the modification 4 Click Close to save the change Copying Bookings Copying a Booking In the Reservation Book you can copy an existing booking and use its settings either to create a new booking in a new or existing reservation 1 Click Book in the main toolbar The Reservation Book opens 2 Locate the booking you want to copy and right click on it 3 Choose Copy Booking from the menu The settings for the booking you chose are shown in the Copy Booking window Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Copy Booking Copy Booking to Booking Date Reserved Room Event Time Name Type New Reservation 3 00 PM 16
136. k In Status The Check In Status window opens 2 If you have not done so already you should set your default building and home city Click the Options link in the upper right corner of the Check In Status screen Pick your building in the Building dropdown and type your home city e g Denver Chicago etc in the Home Cities textbox 3 Specify the criteria for the employees and bookings you want to view including Building Floor Group Type Room Type Event Name Find Name name of group and or Date Additional filter options include e Visitors Only Lists employees based out of a city as defined in your employees list not equal to the home city specified in the Options area outlined above e Not Checked In Only Only lists employees that do not have a check in record e Multiple Bookings Only Only lists employees that have multiple bookings 4 Click Display to see a list of all employees that meet your search criteria On each employee s row you can see details about the employee such as check in out status and the source of that day s check in record In addition that employee s bookings can be viewed on the Bookings tab located in the lower half of the screen 5 To manually check in check out an employee highlight the employee record and click the Check In Check Out button 6 To view this day s information in report format click the Print button To view employees that have checked into you
137. l for this term as used throughout EMS may be changed using a system Parameter to department billing number or another term if it better suits your organization Book See Reservation Book Booking Reservations are made up of one or more bookings A booking specifies the date starting and ending times and location for an event Examples of reservations that might include multiple bookings are a multi day training seminar a one day conference that utilizes multiple rooms or a weekly meeting Each booking has its own status and its own booking details Booking Detail The categories assigned to a booking These can be resources notes attendees or activities Resources or booking detail items are any goods or services you define in the system Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 157 Building A physical location that contains one or more reservable spaces rooms open areas etc A building can also be a logical set of rooms Note Building and room are the default terms for reservable spaces in EMS You can however change those terms in Parameters to anything you like Park and Field Facility and Area etc The new terms are then used throughout the system Building Hours Special opening and closing hours defined by building for a date or date range If no building hours have been defined for a building for a date the building is consi
138. laneous Booking Information C Event Name C Event Type C Setup Type C Setup Count C Attendance 4 Click Next Select the bookings you want to change To select multiple bookings use Ctrl click click Shift click or the Select All button 6 Click Finish Moving a Booking to a Different Reservation The Move Bookings Wizard allows you to move bookings and their associated booking details from an initial reservation into a second reservation or into a new reservation The booking is completely removed from the initial reservation Note This may cause the initial reservation to become empty You can remove it by running the Delete Old Data tool 1 Open the reservation in the Navigator window Confidential 46 EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 2 Click Tools gt Wizards select Move Bookings and click Next 3 It the next window indicate whether the booking s should be moved to an Existing Reservation enter the number or whether to create a New Reservation and move the bookings there Reservation No 115 Move Bookings Move Bookings to Existing Reservation New Reservation 4 Click Next 5 Select the bookings that you want to move To select multiple bookings use Ctrl click click Shift click or the Select All button 6 Click Finish The reservation the destination for the bookings is temporarily added to the left pan
139. lendar Inquiry Print Format A Standard format is available on all systems and additional user defined formats can be created under Configuration gt Administration gt Calendar Formats Changing Reservations Changing a Reservation 1 Open the reservation in the Navigator window through one of the following methods e Using the Reservation Book Click on the Book button and then double click on a booking e Using the Navigator Click the Navigator button Enter the Reservation Number To automatically enter your most recent reservation double click in the Reservation No field Click OK e Using the Browser Click the Browse button Enter search criteria From the results open the reservation you want to edit e Using the Calendar Click the Calendar button Enter search criteria From the results open the reservation you want to edit e Using the Groups Rolodex Click the Groups button Highlight a specific Group Select the Reservations tab and double click on a reservation 2 In the Navigator window right click on the reservation in the left pane and select Edit The Reservation window opens 3 In the Reservation window make changes as appropriate Note Additional settings for the reservation can be changed in the tabs in the top right pane of the Navigator window 4 Click OK You are returned to the Navigator window To add bookings to a reservation right click the reservation in the left pane select New cl
140. lled booking Confidential 83 EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Reservation Summary Lists all bookings on a date or in a date range grouped by reservation Complete reservation information reservation number event name group contact person etc and booking dates are shown Exceptions Reports Description Undefined Setups Lists bookings on the selected date or date range for which no setup count has been entered Gives event name time and location contact name and phone number booking status and ID number Status Reminder Report Lists bookings that have a status with a reconfirm date that falls within the selected date range Typically used to review tentative bookings Wait List Report Shows all bookings with a Wait status for the time period that you have requested Detects situations where a booking has been canceled and there are one or more bookings with Wait status that could now be changed to Confirmed and indicates that the room is now available Booking Conflict Analysis Reviews information on all bookings for a date or date range and lists conflicts if any Note EMS does not allow double bookings but they may exist due to conversion of data from systems that do allow them or as a result of users failing to restart EMS after encountering error messages Building Hours Exceptions Lists events for a date
141. m to 7 30 p m you might have a catering service order that takes place from 11 30 a m to 1 00 p m Main Menu The EMS main menu is a window that is open by default every time you log in to EMS From the main menu you can access the primary areas of the system Reservations Reports Billing Configuration etc Some areas are displayed only if you have the appropriate access level to the system or if you have purchased the necessary additional module Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual EMS functions are arranged within folders in the main menu To access a function click on the folders and subfolders that contain it and double click on the function name For example go to Reservations gt Reservations gt Navigator If a function is in gray text you have not been granted access to it EMS functions are also available through the main menu bar at the top of the window In addition some functions also have buttons on the main toolbar Main Toolbar The main toolbar in the EMS client provides quick access to commonly used features gt I 7 OP Q 20 E Book Calendar Wizard Navigator Browser Web Reservations Groups Email Dashboard Check In Status By default some buttons are not included on the EMS main toolbar To specify the buttons to be displayed right click on the main toolbar and select Customize Move the desired buttons into the Show But
142. many cases will be changed to Department Desktop client The EMS Campus interface typically used by the registrar to import course schedule data review changes made to the schedule etc EMS Campus must be installed on a computer in order for users to access the desktop client from that computer Web client The EMS Campus web based interface typically used by academic departments to review course schedule data and communicate changes to the registrar Any computer with a standard Internet browser can be used to access the web client Course The high level descriptor of a class such as CHEM 101 Introduction to Chemistry I and other associated information such as instructor and estimated enrollment Course date Also known as a section A unique day of the week and time combination such as Tuesday Thursday 8 00 am to 9 20 am Courses may have multiple course dates such as when a class has both a lecture and a lab component which meet on different days of the week and at different times About the Academic Scheduling Configuration Process Before academic scheduling is performed for the first time certain data items must be defined e Academic Domains referred to as Campuses in this document e Academic Units referred to as Departments in this document e Users or security settings for existing users In addition the above items buildings rooms and other data in EMS Campus and the Student Inf
143. mation about the reservation such as event name group name and contact Billing related details are found on the Billing Information tab Most of the reservation and billing information is provided when the reservation is made The Bill at Completion check box and the fields for a Bill To group are added after a reservation has been made If Bill At Completion is checked none of the bookings in the reservation are invoiced until after the date of the last booking The selecting of a Bill To group causes the system to use that group rather than the group that booked the event for invoicing purposes Confidential 35 EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Reservation No 330 Reservation Billing Information Audit Billing Pricing Plan Internal Payment Type Charge Code Matter Number Sales Category Internal Salesperson Bill At Completion O Bill To Group v o Discount Discount Notes Reservation No 330 spelling The Audit tab shows information about the reservation such as when it was created and most recently changed and who made the initial entry and the change These entries are system generated and cannot be modified The reservation number shown at both the top and the bottom of the Reservation window is also system generated and cannot be changed Bookings Bookings indicate the where and the when for an event There
144. med Edit 6 17 2008 Tue 8 00 AM Video 215 5 20 2008 Denver Administration Building Video 215 8 004M 10 00AM Partner Meeting Confirmed 6 23 2008 Mon 7 30 AM Training Room A 5 22 2008 Denver Administration Building Training RoomA 7 30AM 10 00 4M Partner Meeting Confirmed os ea Bees 5 27 2008 Denver Administaton Buling TraringRloomB 7 30AM 10 00 AM Partner Meeting Confimed Tools 5 28 2008 Denver Administration Building Training Room 7 30AM 10 00 AM Partner Meeting Confirmed 6 2 2008 M Denver Administration Building Training RoomA 7 30AM 10 00 AM Partner Meeting Confirmed 6 3 2008 Tue Denver Administration Building Training RoomB 7 30AM 10 00 4M Partner Meeting Confimed Canimin 6 9 2008 M Denver Administration Building Training Room A 7 30AM 10 00 AM Partner Meeting Confirmed 6710 2008 Denver Administration Building Training Room B 7 30AM 10 00AM Partner Meeting Confirmed 6716 2008 Denver Administration Building Training Room 7 304M 10 00 AM Partner Meeting Confirmed 671772008 Denver Administration Building Video 215 8 00AM 10 00 M Partner Meeting Confirmed 6723 2008 Denver Administration Building Training Room 7 30AM 10 00 AM Partner Meeting Confirmed 6 24 2008 Denver Administration Building Training Room B Z 30AM 10 00 AM Partner Meeting Confirmed 6730 2008 Denver Administration Building Training Room 7 30AM 10 00 AM Partner Meeting Confirmed Confirmation D H 6H Date Buildin
145. mization Selecting Departments If incremental optimization by department is being performed simply repeat the steps outlined in this section until all departments have been optimized To return to the Room Assignments screen for an optimization scenario you can highlight the scenario on the Scenarios screen and click the Resolve button Evaluating Optimization Scenarios The registrar can test an unlimited number of potential scenarios and compare results using various tools before choosing their final scenario for publishing Tools include the Academic Browser and Academic Book Both of these include a Scenario dropdown that can be used to display and evaluate different optimization scenarios The Scenarios screen itself provides access to various reports including Scenario Results Scenario Exceptions Unmet Preferences and a Preferences Summary These can be accessed by clicking the Print button Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Scenarios DER Campus Main Campus Term SPRING 2008 Scenarios 3 Active Scenario Pre Assignment Scenario 1 Scenario 2 List Scenario Results Scenario Exceptions Unmet Preferences Preferences Summary Scenario Reports Additional reports within Academic Planning Reports are also available including Classroom Optimization Hourly Classroom Utilization Unmet Preferences and Course P
146. mment box 4 Click OK Adjustments Adjustments are miscellaneous modifications to the amount due on an existing invoice For example if you send out an invoice for 201 00 and the group sends you a check for 200 00 you can make an adjustment to remove the extra 1 00 Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 103 Entering Adjustments 1 Do one of the following to open the Payment Entry window e Open the appropriate reservation in the Navigator click the Transactions tab click the New button and choose Payment e Go to Billing gt Payments gt Payment Entry Click New 2 Enter the settings in the window e Transaction Date Enter the date the transaction took place e Department Enter the department that received the payment e Transaction Type Select Adjustment e Payment Type Enter a payment type e Check No No entry is required e Amount Enter the amount of the adjustment in dollars If the amount of the invoice is to be decreased type a minus sign before or after the amount Note When you tab out of the field the system encloses the amount in parentheses to indicate that it is a negative e Reservation No The Reservation No field is grayed since adjustments can be made only to invoices not to reservations e Invoice No Enter the invoice number in the next field or click the magnifying glass icon to search for the invoice After you have
147. morize Setups Options Date Range Buildings Categories Statuses Options Department Corporate Scheduling Office Starting Date po E Ending Date Use Specific Times 7 Format By Booking Date 2 Go through the report setup process as you would when printing a confirmation from a reservation Enter a department a starting date and optionally an ending date Select a format to indicate whether the confirmations should be printed based on the date the reservation was made or changed or based on the date of the bookings In the window tabs select buildings categories statuses and other settings as desired 3 Click Print to send the confirmations directly to the printer or Print Preview to review the documents before sending them to the printer Comments Comments are text entries for reservations bookings service orders and groups EMS can be configured with a set of frequently used comment types that are then available when you need to use them Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 79 You can also apply user specified comments on the fly When created this way the comment is used now but is not added to your list of standard comments NOTE Comments should not be confused with either reminders which are similar but have a due date associated with them or with setup notes a type of resource that you can apply to a booking as part
148. mplate that will apply for this reservation 18 User Defined Fields To set a User Defined Field value for this reservation select it and click the Set Value button Some User Defined Fields may be marked as required as set by your system administrator 19 Click Finish If any required data is still missing an error box will appear Click OK and enter the data The Navigator window now opens and displays your reservation Here you can add booking details and make other changes to the reservation NOTE Reservations are not complete and rooms are not removed from the available list until you click Finish Consequently 1t is possible for another user to select and reserve a room during the period after you have selected the room but before you have finalized the reservation If this occurs you will get a message saying that your reservation conflicts with an existing reservation Creating a Reservation Using the Book 1 Open the Reservation Book Click the Book button in the main toolbar or go to Reservations gt Reservations gt Reservation Book 2 If needed select a Building or choose all from the dropdown list in the top left corner of the window 3 Inthe calendar grid move the mouse cursor to the room and time you want Holding down your left mouse key click at the start time drag until the end time and release your left mouse key EMS opens the Reservation Wizard where you complete the booking proces
149. ms for availability purposes is done by creating a combination room Sales Category A category used to break down sales based on user defined criteria e g Local Regional National Type 1 Type 2 Type 3 etc The sales category is optional if it is used it is noted in the billing information for a group Note Sales category is the default term but can be relabeled in the System Parameters Salesperson A person on your staff who is considered to have sold the space for an event When defining an EMS user you indicate on their record that they are a sales person thereby making their name appear in a list of salespeople who can be applied to a reservation This field can be relabeled in the System Parameters Select Mouse Action Often when working in EMS you need to select items To select an item click on it using the left mouse button To make a selection of multiple continuous items such as in a list hold down the Shift key and then click with the mouse To select discontinuous items hold down the Ctrl key and then click each item if you ever need to deselect an item hold down the Ctrl key and click on the item Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 162 Sequence Fields Many configuration windows have a Sequence field which determines the order in which items are listed or printed etc Lower numbers are listed first with 1 being the very first If all i
150. n Note Only select a room if you want to schedule a final exam in a room that is different than what the course has been using for the semester 6 Enter your Seat Fill Percentage see the Setting Room Preferences Requirements section for an explanation of this setting 7 Click the OK button Publish a Final Exam Session 1 In Academic Planning Courses Final Exam Sessions select your Campus and Term from the dropdowns and click the New button 2 Type a name for this session in the Description Field e g Spring 09 Final Exam Session 3 Enter a Start Date for the final exam session 4 Goto the Rooms tab Indicate which rooms are available to host final exams by moving your selection s to the listbox on the right side of the screen 5 Click the OK button Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 148 6 Highlight the final exam session you created and click the Publish button 7 The Final Exam Scheduling screen will appear displaying all unique course schedule patterns for the term Final Exam Scheduling Session 1 DER Schedule Template remplate 1 v Days a Start Time E End Time Final Exam Date Final Exam Start Final Exam End MWF 7 00 4M 7 50 AM 5 12 2008 Mon 7 00 4M 7 50 AM Clear MWF 10 00 AM 10 50 AM 5 12 2008 Mon 10 00 4M 10 50 AM MWF 2 00 PM 2 50 PM 5 12 2008 Mon 2 00 PM 2 50 PM MWF 4 00 PM 4 50 PM 5 12 2008 Mon 4 00 P
151. n and setup criteria noting whether the setup type and capacity information should be updated on the moved bookings and whether the reservation status should be updated Click Next Select the desired room or rooms by selecting them and using the arrow keys to move them into the right column or by double clicking them Click Finish A message box gives you the option to change more rooms answer Yes or No 5 If you selected Specific Room a b c d Click the magnifying glass button beside the Room field and select the room Then click OK Click Next Select the bookings you want to move to a new room Click Finish 6 To see only bookings for which changes could not be made check the Show Unchanged Only box To access a particular booking select it and click Go To 7 Click Close Changing Miscellaneous Information for Multiple Bookings The Change Miscellaneous Booking Information Wizard allows you to change the following for multiple bookings Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual e Event Name e Event Type e Setup Type e Setup Count Attendance 1 Open the reservation in the Navigator window 2 Click Tools gt Wizards select Change Miscellaneous Booking Information and click Next 3 It the next window select the boxes next to the items you want to change and enter additional data as applicable Reservation No 115 Change Miscel
152. n the Dashboard In the Dashboard you can set the following options by clicking the Options button in the top right corner of the window Dashboard Options Open Dashboard At Startup If tems Exist IV Show Reminders IV Show Wait List IV Show Web Reservations IV Show Reconfirm Dates IV Show Web Requests IV Show Building Hours Exceptions JV Show Analytics IV Show At A Glance Thru Today includes xx Days Priorto Today 7 m Activate Flashing Indicator For M Notifications Automatically At Startup Only Never m Reminders Automatically At Startup Only Never m Web Reservations C Automatically A Startup Only Never m Web Requests Automatically At Startup Only Never Wait List At Startup Only Never m Reconfirm Date Reminders ft Startup Only Never M Building Hours Exceptions At Startup Ony Never Open Dashboard at Startup if Items Exist Check this to have the Dashboard open automatically upon login Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 69 Show tabs settings Select the tabs you want to show on the Dashboard Show Web Reservations Show Web Requests Show Wait List Show Reconfirm Dates Show Building Hours Exceptions Show Analytics Show At A Glance Thru Today includes xx Days Prior to Today Specify how far into the past reminders should dis
153. n the lower left of the Dashboard window Specify the Statuses and Buildings you want to filter by in the left panes 4 Select a web reservation in the list Click Go To The reservation opens in the Navigator where you can change its status etc Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 72 Navigator Quarterly Earnings Report Reservation No 3981 DER Open Reservation Print Refresh Settings p E 5 il 5 e A Quarterly Eamings Report Reservation No 3981 Attachments 0 y User Defined Fields 0 OD Transactions 0 History Emails 0 S 5 9 2008 Fri 7 30 AM Training Room A Reservation Summary 42 Properties Reminders 0 Comments 0 Event Name Quarterly Earnings Report eat Group Stacey Whala Status Web Request Event Coor Contact none none Phone 303 555 1212 Salesperson none Change Status Reservation No 3981 sm Update Pricing Bookings 1 End Date Start TimeZ Building Room Event New Y 10 30AM 5 9 2008 Fri 7 304M MT Denver Administration Training Ro Quarterly Eamings Edit Delete Tools Details Confirmation Close Web Requests Web requests are created by users of the optional Virtual EMS product Web requests do not become actual reservations until they are approved by the reservationist Web requests include less information about the event than web reservations do so further con
154. nd Optimization If the room assignment process has already occurred outside of EMS within the SIS the registrar could simply publish the course schedule in EMS without any further effort In most situations however courses will need to be assigned a room within the EMS Campus desktop client before the term can be published Various options are available to support multiple course room assignment processes within EMS Campus including e Manual Assignment This option allows a registrar to manually assign rooms to all or some of their courses e Optimization This option allows EMS to assign rooms to courses automatically based on room preferences and various registrar defined weightings A registrar can also use a combination of the above features in creating a final room assignment scenario Courses offered by specific departments can be manually pre assigned to rooms and the optimization process can be used on the remaining course schedule Incremental optimization by department is also supported Manual assignment and optimization both occur in the Optimization Scenarios area of the EMS Campus desktop client The starting point for pre assignment and or optimization is to create a scenario Creating a Scenario 1 In Academic Planning Courses Optimization Scenarios select your Campus and Term from the dropdowns and click the New button 2 Type a name Pre Assignment Scenario 1 etc in the Descripti
155. nd click the Create button 2 Click Process 3 Synchronize courses In Academic Planning Courses Manage Terms highlight the term and click the Sync Courses button Indicate whether courses without start and end times should be excluded 4 Review synchronized courses using the Academic Browser and or Academic Book A previously synchronized term can also be un synchronized using the Unsync function accessed by clicking the Admin button Using the Academic Browser The Academic Browser allows you to browse courses in EMS The Academic Browser can be used in Basic or Advanced mode In Basic mode results can be filtered by common course related data Advanced mode provides more detailed search criteria The Academic Browser can be accessed on the main EMS Campus toolbar or by going to Academic Planning Courses Academic Browser Basic Mode Basic mode provides easy access to the most commonly accessed course related data such as Campus Term Department Subject and Instructor Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 112 Open the Academic Browser Set your filter criteria from the dropdowns available 3 In the top left hand corner of the screen set your Browse For option Results can be viewed as Courses or Course Dates 4 Click the Get Data button R Academic Browser DER Browse For Courses kd New Course Refresh Options Fi
156. needed along with the event time event name location and group Attendee Visitor Report Lists the attendees for a date or date range indicating whether they are visitors and showing their group name phone number event name the room they will be in and the start and end times for their event Production Report Provides a list of production items and their quantities grouped by production area in various formats Sales Reports Description Sales By Group Type Lists the sales for each group type for a date or date range Sales By Group Lists the sales for each group divided by group type for a date or date range Sales By Category Lists the revenue generated by each resource category for a date or date range Sales By Resource Shows the sales for each resource item for a date or date range Sales By Reservation Lists the reservations that have bookings for a date or date range and shows the charges by category for the reservation Also gives a grand total for all reservations Note If the reservation has bookings outside the date or date range specified their figures are not included in the report Sales By Billing Reference Shows the total sales for a date or date range based on the billing reference number on the reservations that have bookings in that range Sales associated with reservations that have no billing reference number are not included Sales By Booking Shows
157. ng can also be used in the Browser window d Open in Navigator For filters that can be used in the Browser you must indicate what the system should open in the Navigator when an item captured by the Query Builder is double clicked such as a booking or reservation Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 90 e Owner Choose an Owner for the query f Return First xx Number of Records Only show the top items that are returned by the query Select the check box and then enter a number for how many records to return 4 In the Display Fields tab specify the items to display when the filter is run by moving them into the right pane 5 In the Filter tab specify your search criteria In the Filter window that is then displayed select an operator Equals Greater Than Like etc and enter or select a value In the Sort tab specify the sort order of the query items Use the Chart tab to enter the type of chart to use and whether or not you want to include a legend with the chart 8 In the Users tab indicate who may run this query Move the users into the Selected column 9 The Results tab displays the records that are gathered when you click Preview for your completed filter 10 Click OK to save the query It is now added to the Reports gt Queries menu Billing In EMS billing is a multi step process You start by reviewing the dollar amounts for the
158. ng Detail 4 Click Yes to return to the Navigator window Deleting an Item from Multiple Services The Delete Items wizard can be used to delete resource items of a particular category type from a reservation The category must be one that includes service orders 1 Open the reservation in the Navigator 2 Click Tools gt Wizards select Delete Items and click Next 3 Select a Category and optionally a Grouping EMS displays a list of the items for that category and grouping that are in use in the reservation 4 Select the types of items you want to delete Use ctrl Click or click Shift click to select multiple items Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 61 5 Select Delete Empty Categories if you want empty categories to be deleted as part of this process Click Next Select the items you want to delete Use ctrl Click or click Shift click to select multiple items 8 Click Finish The Resource Calendar The Resource Calendar shows how many of a particular resource are needed for each day of the month By clicking on a date you can list the items for that day and from there you can open the Navigator window and edit the item Using the Resource Calendar 1 In the Main Menu go to Reservations gt Reservations gt Resource Calendar Note Using the filter in the Resource Calendar is similar to using it in the Browser For detailed information on u
159. ngs through a final course synchronization Post Publish Updating Course Changes in Batch Course changes new changed or cancelled can be processed one by one as described above or in batch To process changes for multiple courses simply click the Select All button to highlight all records or use the Ctrl key to multi select specific records Once you have selected your records click the Process button to update EMS Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 145 Post Publish Updating EMS Courses with Actual Enrollment 1 In Academic Planning Courses Manage Terms select your Campus highlight the term and click the Edit button 2 Change the Post Publish Enrollment dropdown to Actual Click the OK button 3 Highlight the term and click the Sync Courses button If a course s actual enrollment violates its assigned room s maximum capacity the course will appear as Room Capacity Violation on the Course Updates screen 4 You may click the Open button to view the course in the Navigator Otherwise you may click the Process button to acknowledge the violation gt Course Updates Change Status 1 Course CRN Course Title Instructor Days Stat Time End Time SIS Room EMS Room Max Capacity Enrollment Room Capacity Violation BIOL 101 03 10354 Biology Nowak Ed TR 10 00 AM 10 50 AM ED A EDA102 ED AEDA102 30 Room Capacity Violation About Final Exam
160. nt security if any of the following are true Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 54 e The user does not have access to the editing process e The user does not have access to the room in which the booking is scheduled e The user does not have access to the status that has been applied to this booking If a booking is locked due to insufficient security you are prevented from changing booking information but you can still add delete or modify booking details Old Bookings A booked event is considered locked a certain number of days after it has taken place This number of days is set by your system administrator within the system Parameters Old bookings are locked to prevent users from changing the facts surrounding a past event which would cause discrepancies between documents printed for the event confirmation invoice etc and the information in EMS When a booking is locked because it is old all of its details are also locked Existing details cannot be edited or deleted and new details cannot be added Consequently it is important to set the Lock Bookings parameter to a number of days that will allow you to make the additions and modifications that are normal after a booking entering actual attendance counts for example Invoiced Bookings When creating an invoice for a booking you can bill for the entire booking the room fee plus the fees for all of the bo
161. ntries about the booking Note Setup type information is generally indicated using a Notes type resource category Comments can be selected from a pre defined list or entered free form For more information see the section on comments e Attachments Attachments are documents graphics or other files that you save with the booking To attach a file click New browse to find it select it and click Open To view an attached file select it in the list of attachments and click View Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Attachment Attachment Audit Description Attachment Notes Drawings Drawings are room diagrams created with your diagramming software that can be stored in EMS If you have indicated under Settings gt Preferences gt Defaults tab which Default Drawing Application EMS should open clicking the Create button will launch that program Note that drawings must be stored in a shared drive accessible to all EMS users Preferences Preferences Defaults Building Status Event Type fl Confirmed Client Meeting Event Name Event Time soam E 930amM Reservation Source not specified v Time Zone Mountain Time MT GMT 07 00 v Drawing Application History The History tab provides detailed information on changes to the fields on the Booking window For each entry the system shows the date
162. ode 1 In Academic Planning Courses Manage Terms select your Campus from the dropdown highlight the term and click the Sync Courses button Indicate whether courses without start and end times should be excluded This step ensures that the SIS course listing is synchronized with EMS 2 Highlight the term and click the Edit button 3 If desired enter information into the Phase and or Notes fields These fields allow the registrar to indicate what part of the academic process is underway Preferences for example along with notes or instructions This information can be viewed by departments using the EMS Campus Web Client 4 Check the Available to Departments checkbox Note If you do not want departments to set preferences leave this checkbox un selected In the Mode section select the Set Preferences radio button Click the OK button Notify your department users to set their course room preferences and requirements Clicking the Email button on the Terms screen provides an easy way to communicate with your departments The To field will include all department level users defined in EMS Campus System Administration gt Users Please see the EMS Setup Guide for more information EMS Campus users NA Setting Room Preferences Requirements Departments can set preferences using the EMS Campus desktop client or the EMS Campus Web Client The registrar will typically use the EMS Campus desktop client This document focus
163. odifies the data in the SIS and re imports the updated course schedule data into EMS Campus to synchronize the two systems 4 The registrar solicits course room preferences from departments 5 The registrar initiates a function that takes into account those preferences and optimizes the schedule to make the best use of campus academic space 6 The registrar publishes the schedule to create reservations and bookings in EMS Campus for all academic courses and write course location information back to the SIS 7 The registrar creates and publishes a final exam session for the term Terminology While meeting event scheduling and academic scheduling have many features in common there are certain terms that are specific to academic scheduling especially as performed in EMS Campus Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 109 Domain A level of organization within the institution that is typically the equivalent of a campus For example the Main Campus and the Downtown Campus might be domains This term is controlled by a parameter and in many cases will be changed to Campus Academic Unit A level of organization within the institution that is typically the equivalent of a department Academic units fall within domains A domain can have multiple departments but an academic unit can only fall within one domain This term is controlled by a parameter and in
164. of the change the name of the user who made the change the name of the field that was changed the old value and the new value Adding a Booking to a Reservation 1 2 3 4 5 Right click on the reservation in the Navigator window in the left pane Click the New button Choose Booking and the Reservation Wizard displays In the Reservation Wizard specify the date s and time for your new booking s Click Next Confidential 39 EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 40 6 In the next window choose one or more rooms to reserve 7 Click Next 8 In the last window enter event name event type setup type and setup count to have them applied to the new bookings or just accept the defaults 9 Click Finish Changing Bookings Changing a Booking NOTE Besides the steps described below you can make some changes to a booking by right clicking on it in the Reservation Book 1 Open the reservation in the Navigator that contains the booking to be edited 2 Right click on the booking on the left pane and select Edit The Booking window opens 3 Make changes to the settings as appropriate 4 Click OK 5 If critical information date reserved time room or status has been changed the system will require you to confirm the change If other issues exist with the booking it falls outside of building hours for example the system will notify you of that as well
165. of total estimated attendance percentage of total attendance actual attendance and percentage of total Reservation Source Analysis Shows by reservation source the number of reservations bookings reserved hours event hours setup count and actual attendance for a date or date range Resource Statistics Shows the quantity and the hours used by category and by resource item Room Availability Provides count of room availability by room type for a given date range Setup Count Analysis Displays total number of bookings by setup count Seat Occupancy Report Displays average estimated and actual seat fill percentage by room Other Reports Description Cancellation Report Lists the bookings whose status type was changed to Cancelled on the date or dates specified or lists bookings on the date or dates specified that have a status type of Cancelled Shows the date the booking status was changed the date the bookings were to have taken place and the location of the event Also shows the name of the person who cancelled the booking i e the name entered as the booking was being cancelled the reason for cancellation and the booking ID Cancellation Summary Summarizes by reservation all charges for bookings on a date or in a date range Shows group reservation number contact event name event type total charges and reason for cancellation of the most recently cance
166. oing through the search process If the room is not available the system will display a conflict message By default the list is limited to rooms that can accommodate the estimated enrollment Un checking the Limit to Est Enrollment checkbox overrides this behavior and allows the registrar to assign any available room regardless of the estimated enrollment As rooms are assigned to courses they will disappear from your list To view a list containing assigned and unassigned courses uncheck the Exceptions Only checkbox in the lower left hand corner of the screen To view the Course Navigator for a course double click the course in the Preassign Rooms Room Assignments screen You can also highlight the course record and click the Open button To un assign a previously assigned course highlight the course and click the Unassign button Room Optimization The EMS room optimization process allows EMS to assign rooms to courses automatically The registrar weights various factors i e preferences including buildings rooms features instructor importance class size etc that the EMS optimization process uses to determine where courses might be placed The registrar can test a number of potential scenarios and compare placement results using various tools before choosing their final scenario for publishing EMS Campus room optimization can support 100 optimization incremental optimization by department Confidential EMS Workplace 5 2 I1 EM
167. ok calendar Right click the booking and select Add to Personal Calendar e Print You can print daily or weekly views by clicking the Print button next to the View dropdown field Options in the Reservation Book Click the Options button in the top right corner of the Reservation Book to open a menu where you can specify the functions described below Book Options General Tool Tip Display Start Hour 6 00 AM Automatically Refresh Every 2 Minutes Display Rooms Without Bookings EventName Setup Type Group Highlight Rooms Highlight Color Y C Time Display Interval Room Display 15Minutes 10Minutes 5 Minutes Room Code Room Description Maximum No of Rooms Building Display 100 250 500 Building Code Building Description Booking Colors Based On O Status Event Type Check In Status Go To Today On Startup C Always Prompt For Building On Startup C Hide Current Time Indicator Show all in Building List NOTE Custom colors can be used in the Reservation Book for weekends holidays and building closure days These are set in the system Parameters General Tab Formatting e Start Hour Daily starting hour for the time line on the top axis e Automatically Refresh The interval at which the Reservation Book will automatically refresh e Display Sets the information shown on the colored bars for events e Rooms Without Bookings Whether to highlight
168. oking details or for only certain items that you choose for example the room fee and the equipment fees but not the catering fees Either way items that have been invoiced are locked For resources this means that existing resource items that have been invoiced cannot be modified or deleted It does not however prevent you from adding resources For rooms it means that you cannot edit the room charge Attendance Recording Attendance for Bookings The Attendance Entry tool allows you to view and enter attendance for bookings This tool does not deal with reservation level attendance The Attendance Entry window contains a list of bookings that occurred on a particular date and shows you the number of people who attended Attendance numbers you enter do not replace the setup count i e the estimated attendance you entered prior to an event reports that give attendance information generally provide both of these numbers Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 55 1 Go to Reservations gt Other gt Attendance Entry The Attendance Entry window opens Attendance Entry Dae 4 29 2008 2 Building Houston Satellite Offices Status all Date Start End Time Group Event Building Room Status Setup Count Actual Attendance 4 29 2008 Tue 7 30AM 10 30 AM CT Stacey Whala doct Houston Satellite Offices Barton YC Room Web Request 15 0
169. okings Weekday Start End Building Event Status Service Orders Monday 7304M 10 00AM Denver Administration Building Training Room 4 Partner Meeting Confirmed Tuesday 04M 10 00AM Denver Administration Building Training Room B Partner Meeting Confirmed Monday 7 304M 10 00AM Denver Administration Building Training Room Partner Meeting Confirmed e Tuesday 8 004M 10 004M Denver Administration Building Video 215 Partner Meeting Confirmed Monday 7304M 10 00AM Denver Administration Building Training Room A Partner Meeting Confirmed e Tuesday 304M 10 00AM Denver Administration Building Training Room B Partner Meeting Confirmed Monday 7 304M 10 004M Denver Administ uilding Training Room Partner Meeting Confirmed Hide Cancelled Bookings Hide Old Bookings 7 Select the bookings you want to change To select multiple bookings use Ctrl click click Shift click or the Select All button 8 Click Finish Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 43 To see only bookings for which changes could not be made check Show Unchanged Only in the results window To access a particular booking select it and click Go To Changing Booking Charges The Edit Charges utility allows you to change basic billing information for one or more of the bookings in a reservation This utility allows you to change the quantity price pricing method and discount percentage for any of the billabl
170. om the menu The next steps vary somewhat depending on the type of resource chosen 4 Catering Resources with Service Orders If the category requires a service order a window opens where you must select a Service Then enter a Start Time and optional End Time If any settings for Reviewed State and counts estimated guaranteed and actual are shown you may indicate these as well Click OK to proceed 5 Catering Resources with Service Orders Resources without Service Orders A window opens where you may select a Grouping to narrow the list of items if necessary Choose items by indicating a Quantity and double clicking the item s or highlighting the items s listed under Resources Click Select 6 Room Charge Enter the Sequence Notes Quantity and Pricing information that apply to this booking Click OK 7 As you choose items in the selector window they are added to the Navigator window as booking detail items When you have finished adding items click Close in the selector window 8 To further configure the booking detail select it in the lower pane of the Navigator window and click Edit Depending on the type of resource you may be able to add information about pricing time in use how long out of inventory whether the item should print on internal reports only meaning it would be excluded from external reports like a confirmation and any notes or special instructions If an item has been defined as allowing us
171. om to a course unless the department actually owns the space Instructor Importance is assigned within Academic Planning Configuration Instructors Course Length factors in the number of meeting occurrences for a class A Class that meets five times per week may be given room assignment priority over a class that that only meets twice per week Enrollment uses a combination of the assigned weight AND the following EMS Campus System Parameters to determine which courses are assigned rooms first e Small Class Size if less than xx students Determines what constitutes a small class e Small Class Size Weight Adjustment Adds subtracts this number from the Enrollment weighting set in the scenario e Large Class Size if more than xx students Determines what constitutes a large class e Large Class Size Weight Adjustment Adds subtracts this number from the Enrollment weighting set in the scenario As an example let s assume that you have configured the above settings as follows assuming all other weightings are zero Weight assigned to Enrollment in scenario 50 Small Class Size if less than xx students 10 Small Class Size Weight Adjustment 10 Large Class Size if more than xx students 75 Large Class Size Weight Adjustment 10 The following three courses would be scored and ranked for room assignment in the following manner Course Est Enrollment Class Size Initial Sco
172. on share in a resource conflict IMPORTANT If you receive an inventory conflict message you have the option of ignoring it and over committing the resource However while you are now aware that the resource is over committed other EMS users are not necessarily aware you have over committed an item Checking for Resource Inventory Conflicts 1 Open the reservation in the Navigator window 2 Click Tools 3 Select Resource Inventory Conflicts 4 Review the displayed message or report If there are conflicts a report is displayed explaining them You can then edit the booking details for one or more bookings to resolve the conflict Groups Groups are the entities who make reservations at your facilities Group is the generic term used in EMS You can change the Group label used throughout EMS to another label that fits your organization better such as Employees or Customers This change is completed in the system Parameters see the EMS Setup Guide for more information The Groups window in EMS serves as an organizer for your groups From this window you can accomplish tasks such as the following e Add anew group e Quickly access the reservations for a group e List all the groups of a certain type e Print or export a list of groups for sales or marketing purposes e Change a group s status for example from good to warning e Attach reminders or comments to a group Confidential EMS Workplace 5 2
173. on textbox 3 On the Exclude Rooms tab exclude any rooms that should not be assigned to a course in this scenario This is done by searching for rooms and moving them over to the listbox located on the right side of the screen 4 Click the OK button the Preferences section will be covered in the Room Optimization section below Confidential 131 EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 132 Scenarios DER Campus Main Campus v Term SPRING 2008 x Scenarios 3 Active Scenario Scenario 1 Scenario 2 e i _ Scenarios Room Pre Assignment This section describes the process to manually pre assign assign rooms to courses If you are planning on using the EMS optimization process to automatically assign all of your rooms please skip this section and move on to the Room Assignment Tools section Pre Assigning Rooms 1 Create a scenario as described in the Creating a Scenario section 2 On the Scenarios screen select your Campus and Term from the dropdowns highlight the scenario and click the Preassign button After clicking OK to the message box that appears the Preassign Rooms screen will appear All of the courses for this term will be listed 3 Manually assign rooms to your courses using the Assign or Search buttons See the Room Assignment Tools section below for more information on the Preassign Rooms Room Assignments screen 4 Once all of
174. on to History Lecture Wall Ryan MWF 4 00 PM 4 50 PM unassigned HIST 101 03 10025 Introduction to History Independent Study Independent Study TBD unassigned MATH 50101 10009 Business Statistics Grad Evans Sefior multiple NURS 10101 10018 Nursing Clinicals Meyers Chris multiple NURS 10201 10026 Nursing Career Counseling TBD lt Close Academic Brower Results Confidential Filter er 113 EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 114 e To open a course highlight and double click the record The Course Navigator will appear The Course Navigator displays all detailed course related information and is reviewed in greater detail in the next section e To print your search results click Print on the Academic Browser menu e To export your search results to Microsoft Excel click Export on the Academic Browser menu e To refresh your results click Refresh on the Academic Browser menu e The Options link on the Academic Browser toolbar allows you to specify the Number of Records to Return e Columns can be re ordered by clicking on a column and dragging it to a different area Column widths can also be increased decreased e Columns include o XList Cross listed course o State Used during the Define amp Edit mode to identify department changes new cancelled and modified courses to the course schedule o Preferences Exist Used during the Set
175. onnnnconnnnnnnnos 93 IV E nce E EE 93 Payments Deposits MALAS A id at 99 Browsine Transactions ti A A E A Ad IA 104 Emailing from EMS iii 105 Creating a Free Form Emad a iasadanig ude O nausea ea A Ea ES 105 Viewing Email History accent eels a aaah A need 106 Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Visitor Mana remedial tn 106 Mana ne VISOS 106 Checking In an Unregistered Visitor sii ashend decline uelQee nett end eee 107 Printing a Visitor Dr 108 Academie Scheduling sieut sristi en ea ees aa Eaa aE AESA 108 Ab utAcademicSchedtlini A A AE 108 About the Academic Scheduling Configuration Process ococooccccconcccnoncncnonnnononcconononcnonanonnnnnos 109 About the Terni Import Procesado 109 Using the Academic Browser serian cinc 111 simi the AC ade O BS OOK tenis 114 UTS OES IN AVA AU OT a AA Rta sedan a Sie sea 115 Academic Reports vii lnea 117 About the Course Review Modification Process cs ccsssesserseccensceconsecesseccenseeeonteeetsees 118 Modifying Course OA A A eh aaeee 119 Identifying New Modified Canceled Courses 0 ccsscccesssecesccecesneeceeccececeeceeececenececsueeeenaeees 125 About the Room Preferences Process il ad 126 Setting Room Preferences Requirements 4 2 5510 ssceivaesegsaasessaccesescceea odesenstanseadey antdedss desegaeasdede 127 Identifvine Room Preferentes id 131 About Course Room Assignment and Optimization ccooconoccnnnnnnonon
176. onnnonnnono nono nonnnnnnnn nono ncnoncnnnos 131 Room Pre Assig nme nts weiss ciecsiavavaceisiecacsaahavcdsasessaasevanceseascevaded e 132 Room Assignment Tools a das 133 ROOM O PUIDIZAOO A A A A A A en dees 134 Evaluating Optimization SCA aiii ips 137 Abo t Term PD ie eas iii ce 138 About Post Publish Room Changes 3 lt 0isccscisaleseaccassacsevasdevadeaspesaccessdceuentecveatisensaceudnaccave sess 141 About Post Publishing Processing xcich o4c35 fs A ncaa cas ose os assests 143 About Final BUX arise MSU LING dnd e 145 Hotel ao dalt ras idas 149 Viewing Check SAUS ii 149 Running the No Show WI as 149 Hotelins Wizard Templates io 150 Hotelima Repo a a e aes E a 152 Setting Preferente Sras uiri oea E R AE AR E A EE E REE E E RES 152 Changing Your Password sb 154 Rese tting Window Coordinates ti e e E a AA ETR ER 154 Resetting Column SENS idad ricas 154 Clos ario tds 156 Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Overview of EMS EMS is software designed to track reservations and the details associated with them It provides a wide variety of tools and utilities for creating managing and reporting on events EMS can be run on a single computer or on many computers on a network This document describes how to use the EMS desktop client which runs on a Windows PC For information about using Virtual EMS the optional web component see the Virtual EMS User Guide for your v
177. oom EH 24 Update Reservation Status Event Setup Time 300PM x to 600PM Type Conference v Count 5 Name Meeting tilo Attendance 0 Type Internal Meeting 5 v Booking No 6198 4 Spelling 4 Status Select the new status for the booking 5 Reconfirm Date Enter a Reconfirm Date if required by the status Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 42 6 Update Reservation Status Select this if you want the reservation status to be updated as well 7 Click OK Changing the Status of Multiple Bookings The Change Booking Status Wizard allows you to change the status of multiple bookings in a reservation in a single operation 1 Open the reservation in the Navigator window 2 Click Tools gt Wizards select Change Booking Status and click Next The Change Booking Status window opens At the Reservation level you can also click Change Status 3 Status The current reservation status is displayed to the right of this dropdown menu Select the new status you want to apply to the bookings 4 Reconfirm Date Enter a Reconfirm Date if one is required for the status you choose Update Reservation Status Select Update Reservation Status if you want the status of the reservation to be updated as well applying to it the new status you have chosen 6 Click Next Reservation No 3992 Change Booking Status Select Bo
178. opdowns Set other filter criteria e g Department Subject to provide assistance in locating the course Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 3 Click the Get Data button 4 Highlight the courses that you will be clearing preferences for and click Tools on the Academic Browser menu 5 Select the Clear Course Preferences option The Clear Course Preferences screen will appear 6 Verify the list results If desired specific course dates can be removed from the list by highlighting records and clicking the Remove button Click the OK button to finish the process Copy Room Preferences from a Previous Term 1 In Academic Planning Courses Manage Terms click the Copy Preferences button 2 In the Copy Preferences From section select your Campus and highlight the term that you want to copy preferences from 3 Inthe Copy Preferences To section select your Campus and highlight the term that you want to copy preferences to 4 Click the OK button Copy Preferences Ea Copy Preferences From Campus Main Campus v Term Code 3 Description Phase Start Date Active Scenario Last Sync CE 08 CE 2008 1 14 2008 SIS SPRING 2008 1 14 2008 S 10 10 2008 12 58 PM FALL 08 FALL 2008 8 18 2008 SIS 10 12 2008 11 35 4M Copy Preferences To Campus Main Campus v Term Code 3 Description Phase Start Date Active Scenario Last Sync
179. or date range that fall outside of building hours Either event time or reserved time is checked based on the Validate Building Hours on Event Time parameter Shows start and end times group event name location reservation number and booking number Inactive Rooms with Bookings Shows bookings for a date or date range for rooms that are inactive the Active check box is not selected in the room record Inactive Groups with Reservations Shows reservations for a date or date range for groups that are inactive the Active check box is not selected the group record Invalid Service Orders Lists service orders whose start or end times fall outside the reserved time for the room Note Service orders that fall outside the reserved time are considered invalid even if the Validate Service Order Times Against Booking Parameter is set to No Invalid Billing Reference Lists bookings for a particular date that are in reservations that have invalid billing reference numbers Queries Reports Description Query Builder Provides custom output based on the user s filter criteria Data can be arranged in a table or exported to spreadsheet or word processing applications Confidential 84 EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Academic Reports Optional Description Course List List of courses Formats include By Cour
180. ormation System SIS must be synchronized Synchronizing ensures that the information in EMS Campus and the SIS is the same Defining new data items and synchronizing existing ones are considered part of the configuration process Configuration is covered in the EMS Setup Guide Consult that document for more information Note The synchronizing of academic terms takes place on a regular basis and is covered below About the Term Import Process The term import process begins with a system administrator registrar either copying an old academic term in the Student Information System SIS and rolling it forward or manually creating the term The new term record is then brought into EMS Campus through the Synchronize Terms process To synchronize a term log in to the EMS Campus desktop client go to Academic Planning Configuration and open Synchronize Terms New terms detected in the SIS are shown with a status of New If there are terms you don t wish to import highlight them and click Do Not Import For a term that you do wish to import highlight it and click Create The status then changes to Create Next click Process After the processing takes place the term is identified as Synchronized Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 110 EMS Campus Terms Ea Status all v Tem Code 5 Term Status CE 08 CE 2008 Synchronized FALL 08 FALL 2008 New SPR
181. ort can also be run from within a reservation to see only transactions for that event Voided Transaction Report Lists the payments deposits or adjustments that were voided on within a date range Lists the group event name reservation ID transaction date and type invoice number if applicable check number and amount Invoice Detail Report Provides detail for all invoices created within a date range General Ledger Distribution Shows totals for invoices created within a date range Entries are broken down by account invoice rate plan or invoice This report can also be run in summary format Other Reports Description Reprint Invoices Reprints invoices specified by department invoice type non voided or voided number and format and sorted by first last transactions dates You can add invoice numbers choose to print page headers and transactions and display paid invoices Void Invoices You can void invoices as specified by department invoice number and first last transaction dates You can also add invoices that you want to void and display paid invoices Browse Transactions Search for transactions using the starting end dates group department transaction type invoice number reservation ID and amount Select Advanced to search by all fields favorite fields and saved values Confidential 92 EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Leg
182. ou specify e Reschedule Booking Later Sets both the event start and end time and the reserved start and end time later by the amount of time you specify e Reschedule Booking To Specific Time Sets the event start and end time and the reserved start and end time for the bookings you select e Set Setup Teardown Sets the setup and or teardown time for the bookings you select e Start Booking Earlier Sets the event start time and the reserved start time earlier by the amount of time you specify e Start Booking Later Sets the event start time and the reserved start time later by the amount of time you specify Click Next 6 Select bookings Use Ctrl click click Shift click or the Select All button to select the bookings you want to change 7 Click Finish If a conflict exists you are notified of it in the Results column of the Change Booking Date Time Results window and no change is made Changing the Status of a Booking In the Reservation Book you can easily change the status of a booking to cancel it for example 1 Click the Book button The Reservation Book opens 2 In the Reservation Book locate the booking you want to change and right click on it 3 Choose Edit and the Booking window opens Booking No 6198 Booking Audit Building Denver Administration Building Open All Day Booking Date 5 21 2008 Wed Status Pending Approval Reserved 300PM__ 2 to amp 00PM__ C Reconfim B R
183. ould be used for course reservations and bookings created during the publishing process A department specific Event Type can be used if one has been specified within Academic Planning Configuration Departments 10 Select the Reservation Source that should be used for course reservations created during the publishing process 11 Select the Room for Unassigned Courses by clicking the magnifying glass icon Courses that have not been assigned a room in the SIS or in an optimization scenario that you have created will be booked in a special to be determined TBD room Some organizations create a specific TBD building and or room to accommodate this situation This room must be an Override Description type room Please see the EMS Setup Guide for information on how to create a building or room 12 Click the Publish button Confirm your choice by clicking Yes in the message box that appears A progress bar will display while EMS Campus is publishing your course schedule This process may take up to twenty minutes if a large number of courses are involved The publish process will also update your course room assignments automatically in the SIS If any errors are encountered during the publishing process or if you have your EMS Campus System Parameter Manually Update SIS ERP System After Publishing set to Yes you can re access the your course list and initiate a manual update of course locations in your SIS Confidential E
184. play for the Thru Today view Activate Flashing Indicator for The options in this area can be set according to the individual tabs in the Dashboard These options determine when the Dashboard button in the main toolbar will flash for that tab The options are Automatically whenever new items occur At Startup Only on login or Never for e Notifications e Reminders e Web Reservations e Web Requests e Wait List e Reconfirm Date Reminders e Building Hours Exceptions Notifications Notifications keep EMS users aware of new bookings and service orders as well as changes to existing bookings and service orders These rules specify the notification conditions for EMS data additions or changes See the EMS Setup Guide for details about setting up Notification Rules If Notification rules that include you are defined in the system a Notifications tab will appear in the Dashboard window Viewing a Notification When you have a notification the Dashboard button on your main toolbar will flash red for a moment and then remain solid red Then when you open the Dashboard window the notification is displayed in the Notifications tab Click Refresh to have the system check for notifications that have been issued since you opened the window 1 Go to the Dashboard window If it s not already open click the Dashboard button in the main toolbar 2 The Notifications tab is shown by default when you first open the Dashboard
185. r clicking the dropdown menu you can specify a Building Area or View 13 Click Display to see a list of all visitors for that date You can now do any of the following Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 56 e Select a visitor and click Open to open the reservation containing the booking that person is attending e Click Check In to check in a visitor This adds a date and time to the visitor s record e Undo Check In Highlight an attendee from the displayed list in the Visitors window and click this button to reverse the check in e To export the list to Microsoft Excel click Export e Click the Print button to view or print details about the visitors shown in the list 14 Click Close when you are done Booking Details Booking Details are the resources and services that you assign to a booking Booking details also called resource categories might include resources such as equipment catering items personnel or any other types you define Other intangible items like setup notes and miscellaneous charges are also considered booking details When you create a category and items the system creates a subfolder under the booking folder in the left pane of the Navigator Category information is also displayed in the top right of the Navigator window and items are displayed in the bottom right Buildings and categories can be configured so that a particula
186. r building but do not have a booking click the Without Bookings tab 7 Click Close when finished Running the No Show Wizard The No Show Wizard allows you to send an email to employees that have not checked in In addition you have the option of changing the status of their booking s to a status of your choice e g cancelled no show etc to release their workspace and or provide additional reporting tracking capability This process can also be run automatically by creating a No Show Notification Rule See the EMS Setup Guide for more information Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 150 1 In the EMS client Main Menu go to Reservations gt Hoteling gt Check In Status 2 Specify the criteria for the employees and bookings you want to view as outlined in the previous section Click Display to see a list of all employees that meet your search criteria 3 Select your employee s and click the No Show button The No Show Wizard window opens 4 You can now send an email and or change the status To send an email a Select the Send Email box b Click Next An email form opens c Fill in the email form as desired d For the email Subject you can include variables such as reservation ID event name etc For example Notice to employee s name regarding event name on booking date would be entered as Notice to 2 regarding 3 on 4 See th
187. r category can only be used in a certain building or buildings Excluded categories do not then appear as options when adding booking details Resources Room Charges Activities Attendees and Setup Notes are also booking details Activities are agenda type items within a booking Service Orders Some details assigned to bookings are given service orders A service order is a request for resources that specifies a starting and ending time for use of the resource as opposed to resources needed during the whole event For example catering services always have accompanying service orders that indicate when the service is to take place such as from 11 a m to 1 p m within an event that runs from 9 a m to 5 p m Other types of resources might require service orders as well If items from a resource category named A V Equipment can be used for brief periods in the middle of long events you can using service orders assign those items for just the time needed and then have a technician remove them For categories with service orders you can create multiple service orders in the same booking For example you might have a number of catering services breakfast lunch and afternoon refreshments in the course of an event If that is the case you will see multiple folders on the left side of the Navigator window each representing a unique service order Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1
188. r create a new reservation From the Navigator you can view add or change reservations as well as their bookings You can also print confirmations and perform other reservation related tasks For more information see the section titled Reservation information in the Navigator Multiple Navigator windows can be open at the same time and multiple reservations can be open in the Navigator at the same time The Navigator window is initially divided into three panes left top and bottom Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 25 Navigator Partner Meeting Reservation No 3992 Open Reservation Print Refresh Settings S A Partner Meeting Reservation No 3992 User Defined Fields 1 O Transactions 0 History Emails 0 Reservation Summary 42 Properties Reminders 1 Comments 1 Attachments 0 H CO Event Name Partner Meeting A Training Room A Group Ann Anderson Status Confirmed A Training RoomB Host none Event Coor none Training Room A Phone 555 555 5555 Salesperson none Change Status Training A Reservation No 3992 Training Room B Update Pricing a 6 9 2008 Mon 7 30 AM Training Room E a Room Charge Bookings 14 vy 100 6 10 2008 Tue 7 30 M Training Room B 6 16 2008 Mon 7 30 AM Training Room 5 19 2008 Denver Administration Building Training Room 7 30AM 2 30 PM Partner Meeting Confir
189. ransaction Date and Last Transaction Date Enter the transaction date or date range Print Header on Each Page Select this to print the invoice header on every page of the document Print Transactions Includes transactions in the printout Show Paid Invoices Select this to include paid invoices in the lower selection panes 3 Once you have entered enough data the invoices that meet your criteria are shown in the lower left panel The Note column indicates whether payments have been made against an invoice 4 Move the invoices you want to reprint into the right panel using the arrow buttons or by double clicking them Click OK to see a preview of the invoices 6 Click the Print button on the preview window to produce a hard copy Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 98 Voiding an Invoice You can remove a posted invoice from the system Voiding an invoice removes it from the Ageing Report and unlocks any bookings that it had locked Invoices can be voided from one department only using this window To void from a second department repeat these steps To help you find an invoice you can view the list of invoices for a department by running the Ageing Report Billing gt Reports gt Ageing Report 1 Go to Billing gt Other gt Void Invoices The Void Invoices window opens S5 Void Invoices Department Corporate Scheduling Office Invoice No
190. re Class Size Adjustment Final Score 1 100 Large 50 10 60 2 50 Medium 50 0 50 3 5 Small 50 10 40 With the following scenario course 1 would be assigned a room first followed by course 2 and course 3 Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 137 Running an Optimization Scenario 1 On the Scenarios screen select your Campus and Term from the dropdowns highlight the Scenario and click the Optimize button 2 Select the departments that you are optimizing by highlighting the department s and hitting the right arrow button 3 Click the Run button Click Yes to the message box that appears verifying that 1t is OK to continue 4 A progress bar will appear while EMS Campus is optimizing your course schedule This process may take up to twenty minutes if a large number of courses are involved 5 The Optimization Results screen will appear providing high level optimization statistics Click the OK button 6 The Room Assignments screen will appear Unassigned courses along with their Exception Description are displayed These unassigned courses can be resolved by using the tools outlined in the Room Assignment Tools section above Run Scenario Scenario 1 DER Select Departments Available 1 Description Selected 2 Description OTHER All Other Departments cs Computer Science ENGL English Optimized 0 Opti
191. references Reports Unmet Preferences O 5j gt 2 rE aaa i SPRING 2008 ReportComment Course CRN Course Title Instructor Days Start Time End Time Est Enroll ActEnroll Location BIOL 101 01 10001 Introduction to Biology Nowak Ed MAF 9 00 AM 9 50 4M 30 0 EVNS E102 Unmet Preferences Feature Window s Unmet Preferences Report About Term Publication When the assignment of courses to rooms has been decided upon either with the help of the EMS room optimization process or simply using the scheme pulled from the SIS the next step is to publish the course schedule in EMS Campus Publishing the schedule causes the system to actually book the space creating reservations and bookings The publishing process also updates course location information in the SIS itself Confidential 138 EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Publishing a Term 1 2 Campus In Academic Planning Courses Manage Terms select your Campus highlight the term and click the Edit button On the Excluded Dates tab select dates that should be excluded during the publishing process e g spring break holidays etc Bookings for courses will not be created on these dates If desired input information into the Phase e g Published and or Notes fields In the Active Scenario dropdown indicate which scenario you are publishing Any sc
192. rooms in which there are no bookings and the color of that highlight Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 24 e Time Display Interval The number of minutes represented by each cell in the Reservation Book e Room Display Whether to display by room code or room description e Maximum Number of Rooms Choose the maximum number of rooms that will be shown in the Reservation Book Choosing a lower number will likely improve system performance e Building Display Whether to display building code or building description e Booking Colors Based On Choose one of the following Status Event Type Check In Status a Hoteling feature e Go To Today On Startup Check whether the Reservation Book should always open to the current date e Always Prompt For Building On Startup Whether the user is presented with a list of Buildings Views Areas when they first open the Reservation Book Always Prompt e Hide Current Time Indicator Select this to hide the vertical bar that shows the current time e Show all in Building List Whether to show the all option in the Building List Otherwise a specific building must be selected Tool Tip Display Tab Formatting Select which items to include in the pop up window that opens when you place the cursor over an event in the Reservation Book The Navigator The Navigator window is displayed when you open a reservation o
193. rse reservations and bookings created Conflict Status If you are publishing course room placements assigned in your SIS 139 EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 140 e Override Existing Bookings Conflict Status If another department on campus e g Student Union is allowed to book events in academic space before the publishing process has occurred there is a potential risk that the event and course both have been assigned to the same space If this situation is encountered during the publishing process the event will be bumped and its reservation and booking s will be booked in this status Publish Term DER Campus Main Campus Term SPR 08 Scenario l Scenario 1 Status Class v Conflict Status Bumped v Cross List Status xList v Override Existing Bookings Conflict Status Bumped v Campus Settings Group Registrar Main Campus v Event Type Class v Reservation Source SIS v Room for Unassigned Courses To Be Determined TBD Publish Term 8 Select the Group this label may have been renamed that should be used for course reservations created during the publishing process A department specific Group can be used if one has been specified within Academic Planning Configuration Departments Instructors are written on the reservation as temporary contacts for the Group 9 Select the Event Type that sh
194. rvation New Start Date 5 19 2008 Copy Reminders New Status Pending Approval A Copy Comments Reconfirm Date i E Copy User Defined Fields E Copy Attachments Conflict Status Wait List dE Ea a E Copy Drawings Reconfirm Date E Copy Booking Details Description Setup Notes Select All Unselect All 3 Choose whether the bookings should be copied to an existing reservation or to a new reservation a Copy to Reservation No Copies to an existing reservation Click the search icon and locate the reservation b Copy to New Reservation Creates a new reservation and copies the bookings into it 4 New Start Date Enter the date for the copied booking the booking with the earliest date if copying more than one booking 5 New Status Select the status for the bookings that will be created 6 Reconfirm Date Enter this date if required by the New Status 7 Conflict Status This is required if the New Status you selected is one that could cause the new bookings to be in conflict with existing bookings po Reconfirm Date Enter this for the Conflict Status if required Copy Reminders Copy Comments Copy User Defined Fields Copy Attachments Copy Drawings Check these items if you want to copy them into the new booking 10 Copy Booking Details If any of the bookings have booking details the categories of those details are shown in the Copy Booking Details list By default all cat
195. s Setup Type default Setup Count 0 O 12 Enter the event information Event Name Give your event a descriptive name Event Type Select an event type The choices have been configured by your system administrator VIP Event For events you want to flag as important Source Indicate how this reservation request originated Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 14 13 Specify group and contact information Group May be relabeled Select the group that holds the reservation To create a new group click the magnifying glass button and then click New After creating the group select it and click Select to return to the Registration Wizard 1 Contact May be relabeled You must specify a contact person in order to complete a reservation unless the group has been defined as not requiring contacts When you select a group the default contact person is entered automatically You can enter a different name Phone Fax and Email Address for the group s primary contact person To create a new contact click the piece of paper icon and complete the required information Temp Contact If no contacts have been defined for the group but one is required you must enter a temporary contact in the Temp Contact field Note This contact is used for this reservation only 1t is not added to the group s permanent record To add the contact to the
196. s 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Viewing Reservations In EMS use these nine ways to browse and view information e Navigator e Browser e Groups e Calendar e Book e Web Reservations e Resource Calendar e Web Requests e Dashboard Finding Reservations by Group The fastest way to find a reservation in EMS is often through the group that made the reservation 1 Click the Groups button in the main toolbar The Groups window opens 2 In the list of groups select the group who has the reservation you are looking for A series of tabs now appears in the lower part of the window Starts With Go Search By Group Type all New Reservation Group 61 v City State Group Type Charge Code External Reference BS Stacey Whala none lt amp y Contacts 3 Properties Reminders Comments G Attachments Y User Defined Fields m Reservations p Contacts 1 SA Phone 1 Phone 2 Email Address Default Contact J 7 3 Ann Anderson 555 555 5555 555 555 5556 aanders yourorg com Yes 1 Delete Displayed Active Groups Active Contacts Future Reservations Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 19 3 Click the Reservations tab in the bottom pane Reservations by that group are listed in the tab The Reservation Book You access the Reservation Book by clicking the Book button in the main toolbar
197. s to accommodate your meeting This room has a network connection and built in Sound and Video Setup Setup Type Capacity Classroom Theatre 60 Hollow Square 30 U Shape 20 Building URL Features Feature Built in Sound Video Network Connection Stage e Edit a booking Right click the booking and select Open or just double click on It e Move a booking to another room Drag the booking to the new room EMS confirms that the new room is available before allowing the move e Options Right click on a reservation to display this options list Open Add To Personal Calendar Move Forward gt Move Backward Move To Specific Date Change Status Copy Booking Swap Rooms With Another Booking Highlight Related Bookings e Open Clicking this opens the reservation in the Navigator e Add To Personal Calendar Select this to add the reservation to your calendar Confidential 21 EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 22 e Move Forward Move Backward You can move the start date of the reservation by one day or one week e Move To Specific Date Click this and select a date on the displayed calendar to move the reservation to the date you specify e Change Status Select this to change the reservation s Status You can also define the Reconfirm Date and choose whether to Update Reservation Status and or Apply to Rel
198. s to reserve the room For details see the section on creating a reservation using the Wizard Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 16 Copying a Reservation The Copy Reservation Wizard allows you to copy a reservation its bookings and its booking details from one time to another Note that the reservation and its bookings are copied not moved A second copy is made 1 Open the reservation in the Navigator window that you want to copy 2 Click Tools gt Wizards gt Copy Reservation and then click Next In the Copy Reservation window enter the settings as needed as described below New Start Date The date for the first booking in the new reservation New Status The status that will be applied to the new reservation Reconfirm Date If one is required Conflict Status This is required if the New Status you selected is one that could cause the new bookings to be in conflict with existing bookings Enter a Reconfirm Date for the Conflict Status if the status requires this Select the following check boxes to specify which of the items you want to be copied into the new reservation Copy Reminders Copy Comments Copy User Defined Fields Copy Attachments Copy Drawings 3 Copy Booking Details If there are booking details they will be listed in this box The booking details that are selected will be copied Select or unselect these as needed Use Ctrl click cl
199. se Instructor Days Location Estimated Enrollment Start Time Subject and Course Type Options exist to show course dates and courses with unassigned rooms Course Changes List of course changes requested by departments during Define and Edit mode Options exist to show all changes for the term or only changes since the last synchronization Additional options are available to show all courses and courses with unassigned rooms Course Preferences Report List of course room preferences by course requested by departments during Set Preferences mode An option exists to show unassigned rooms Preferences Summary Summary of course room preferences requested by departments during Set Preferences mode Unmet Preferences List of course room preferences by course requested by departments that were not accommodated by the optimization process Instructor Back to Back Report List of instructors teaching back to back courses An option exists that allows you to define an acceptable gap of time between courses Department Statistics Statistical summary of sections class meetings class hours and average enrollment by department Academic Time Block Utilization Statistical summary of bookings periods and percent utilization by room Classroom Utilization Statistical summary of class meetings class hours utilization average enrollment room maximum capacity by room Hourly Cla
200. signment and Post Optimization Clicking the Search button displays the Room Search screen This screen displays various course information including preferences and enrollment The bottom section of the screen provides a list of search criteria with defaults set based on preferences originally requested Estimated enrollment is always taken into account during the search process Hitting the Next button displays a list of available rooms meeting the criteria specified on the first screen Unavailable rooms can also be seen in the Conflicts tab A room is chosen by hitting the Select button If no rooms are available search criteria on the first screen can be adjusted removed until an available room can be identified Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 134 Room Search Oax Driginal Preferences Preferences Preference Value Required A Building EVNS Yes Feature Whiteboard Yes Notes Estimated Enrollment 30 Actual Enrollment lo Search Preferences Building Evans Y Room Type limit by course type v Seat Fill Percentage 100 Features Available 1 Selected 2 Podium Whiteboard Window s Search Rooms Clicking the Assign button displays the Room Selector screen This function lists all rooms regardless of availability It is intended to provide a means for the registrar to quickly assign a room without g
201. sing filters see the Browser section of this manual Functions under the Advanced button follows Resource Calendar Print Export Options Fiter Results Year Include Cancelled Category 2 Select a Month and Year Click Get Data EMS shows the Resource Calendar on the Results tab A number in the lower left of a date indicates the number of resource items scheduled for that day 4 Click a date to see a list of the items for that date Sort the list by clicking a column heading Double click an item in the list to open it Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 62 5 Print or Export the list or the calendar if appropriate To print data from the Calendar click Print To export the list of items displayed to Microsoft Excel click Export Resource Inventory Conflicts Conflicts occur 1f bookings at the same date and time require the same resource When you reserve resources e g equipment personnel etc for an event EMS checks the available quantity and notifies you if there is not enough of a particular item to accommodate your event This assumes you enabled the Maintain Inventory setting when defining the resources In addition to the resource usage reports that you can print to detect this type of situation you can run the Resource Inventory Conflicts utility from within a reservation Doing so determines if any of the bookings in the reservati
202. ssroom Utilization Statistical summary of utilization by hour by room Course Type Analysis Statistical summary of sections class meetings class hours and average enrollment by course type Over Under Utilization List of courses whose actual enrollment violates the minimum or maximum capacity for the room assigned This report takes seat fill percentage into account Prime Time Usage Report Statistical summary of sections class meetings and class hours by department over a configurable time range e g Prime time Final Exam Schedule List of final exams Formats include By Course Instructor Department Building and Room Confidential 85 EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Hoteling Reports Optional Description Room Occupancy Summary Shows by building and room type the number and percentage of rooms occupied No Show Report For use with kiosk functionality only Lists bookings for which the reservation holder did not check in based on information from the kiosk Early Check Out Report For use with kiosk functionality only Lists bookings for which the reservation holder checked out before the end of the reserved time based on information from the kiosk Visitor Report Lists events for groups that have cities other than what is specified in the Exclude Locations field If multiple locations are to be liste
203. stead 2 Enter the reservation number in the Reservation No field Open Navigator Open Reservatior Reservation No 0 Reservation ID Event Name 84 CAP Review 85 Hong Kong WC WC Meeting Employee Orientation New Employee Orientation Financial Mtg Quarterly Earnings Report To enter the last reservation you created double click in the field Note All the reservations you have opened since you last logged into EMS are shown in the list at the bottom of the window You may select one of these Note To search for an event based on a date range group category etc click the Browse button The Browser window opens The Browser section contains details about the Browser link off the Hot Button Menu 3 Click OK The reservation will open in the Navigator window The Browser The Browser allows you to search for items in EMS such as reservations bookings web reservations resources and the results of Query Builder queries Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 30 Finding Events with the Browser 1 Click the Browser button on the main toolbar or go to Reservations gt Reservations gt Browser The Browser window opens where you can choose either Basic or Advanced browsing 2 Click the Advanced button to the right of the Starting Date if the Basic filter is shown Advanced mode gives you more search criteria than Basic so Ad
204. t click on the booking detail and choose Edit from the menu 4 Change the settings as desired 5 Click OK Copying Booking Details among Bookings The Copy Booking Details wizard allows you to copy the details from one booking and paste them into another booking This copy and paste operation can be performed between two bookings in the same reservation or among bookings in different reservations 1 Open the reservation in the Navigator that contains the booking to which you want to copy booking details 2 Click Tools gt Wizards select Copy Booking Details and click Next The Copy Booking Details window opens Reservation No 115 Copy Booking Details Copy From Reservation No 415 Event Name Meeting Group Group Category fall Select Booking Details to copy Date Service Start ServiceEnd Building Room Category Service Booking ID 4 13 2006 Thu Denver Administration Building EH 1B Setup Notes none 368 4 13 2006 Thu Denver Administration Building EH 1B Room Charge none 368 4 13 2006 Thu Denver Administration Building EH 18 Seattle Services none 368 3 In the next window open the reservation booking containing the details you want to copy The default is the current reservation To choose a different reservation click the magnifying glass icon enter the Reservation Number and click OK 4 Select the booking details you want to copy Click Next Confidential EMS Workplace
205. t pane Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 38 Navigator Meeting Reservation No 330 Booking No 897 Open Reservation Print Refresh Settings Meeting Reservation No 330 Attachments 0 Drawings 0 Histor E y Or e e cl 1 3 2006 Mon 3 00 AM EH 24 Booking Summary 2 Properties I Reminders 0 Comments 0 Date 1 9 2006 Mon Event Name Meeting Reserved 9 00 AM 5 00 PM Location Denver Administration Building EH 2A Event 9 00 AM 5 00 PM Status Confirmed Con tmatioo Setup Type Conference Setup Count 4 Outlook Booking No 897 Booking Details 0 Category Service Start Room Charge none Delete Tools Items e Booking Summary This tab displays basic information about the booking including date reserved and event times event name and status The information is for display purposes only and cannot be edited here e Properties The Properties tab also displays basic information about the booking but includes additional items such as event type setup type date added and date changed The information is for display purposes only and cannot be edited here e Reminders Reminders are date stamped entries about tasks that must be completed They can be added to modified or deleted from the booking here For more information see the section on reminders e Comments Comments are text e
206. tact with the customer is often needed to process the request into a reservation Processing Web Requests 1 Goto the Dashboard window If it is not already open click the Dashboard button in the main toolbar 2 Click the Web Requests tab in the lower left of the Dashboard window 3 Specify the Statuses and Buildings you want to filter by in the left panes 4 Select a web request in the list 5 Click Edit The Web Request window opens 6 Complete the information in the Description and Web Questions tabs and click OK Wait List The Wait List tab in the Dashboard displays events with a Wait type status Working with the Wait List 1 Goto the Dashboard window If it is not already open click the Dashboard button in the main toolbar 2 Click the Wait List tab in the lower left of the Dashboard window 3 Specify the Statuses and Buildings you want to filter by in the left panes Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 73 4 For the View setting specify a time range Any wait list items are now listed in the right side of the window 5 If you want to open a wait list item in the Navigator select 1t and click Go To Reconfirm Dates Statuses can be configured to require a reconfirm date When an event has this type of status and the reconfirm date arrives the event will show up in the Reconfirm Dates tab of the Dashboard This acts as reminder that the reser
207. te information on this event Navigator Partner Meeting Reservation No 3992 DER Open Reservation Print Refresh Settings S A Partner Meeting Reservation No 3992 z User Defined Fields 1 T Transactions 0 History Emails 0 i Z has AA Reservation Summary Properties Reminders 1 Comments 1 Attachments 0 Under the Settings button in the top right corner are a number of settings that affect the way information is displayed in the Navigator window or in a confirmation Click Settings gt Options to display the Navigator Options window Numerous Wizards can be accessed by clicking the Tools button on the lower right side of the Navigator window and then choosing Wizards These wizards allow you to do things such as change multiple events delete booking items apply a discount to a reservation etc EMS Wizards are discussed in detail in the Reservation Bookings and Booking Details sections of this User Guide In the Navigator window there is a setting to Show Wizards in Tools Menu which eliminates the need to choose Tools gt Wizards each time Wizards Resource Inventory Conflicts Edit Charges Edit Counts Apply Reservation Discount Reservation Information in the Navigator When a reservation is selected in the left pane of the Navigator several tabs are displayed in the upper right pane e Reservation Summary This tab shows basic information about the reservation including
208. tems are set to a sequence number of zero the items will be listed in alphabetical order Service Order A request for resources that specifies a starting and ending time for use of the resource as opposed to simply saying the resource is needed for the booking Service Type General information on how a resource is presented to a group e g Buffet Breakfast Served Breakfast Buffet Lunch etc for a catering type category You define service types when defining resource categories Setup Hours Time that is added to the beginning of a booking to allow for the room to be set up for an event Default setup hours can be configured for each room Setup Note Setup notes are used with a resource category to describe the physical layout of a room Setup Type A type of room layout used at your facility For example conference style round tables of eight or empty space Status An indication of the likelihood that a booking will take place Status names are user defined but all statuses are one of four EMS pre defined types Cancel Book Space Information Only and Wait Status is also used at the reservation level to indicate the likelihood that the whole event will take place However only the booking level status affects room availability Status Type Status Type should not be confused with Status Status is a user defined name When defining a status you indicate which status type you want it to have Four pre defined types are statuses
209. ter Results Campus Main Campus v Reset Advanced gt Term ES pr Scenario SIS Y Active Scenario Department all v Subject all v Instructor all v Preferences Exist all v Modified Courses Only Fi Academic Brower Basic Mode Other filtering options include e Scenario Used to display results for a specific optimization scenario The SIS Scenario displays room assignment information from your SIS e Preferences Exist Used during the Set Preferences mode to identify courses with department room preferences e Modified Courses Only Used during the Define amp Edit mode to identify department changes new cancelled and modified courses to the course schedule Academic Browser Advanced Mode 1 Open the Academic Browser Click the Advanced gt button the Advanced gt and lt Basic buttons toggle based on your selection 3 On the All Fields tab locate and highlight your search field This can be done by typing a value in the Field Search textbox or by using the scrollbar 4 Double click the field to select it or use the right arrow button Enter your search criteria 5 In the top left hand corner of the screen set your Browse For option Results can be viewed as Courses or Course Dates 6 Click the Get Data button Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Academic Browser Browse For Courses gt Print
210. tions To see other dates locations or views daily weekly or monthly specify those at the top of the window in the View dropdown field To ensure you are viewing the most current information click the Refresh button in the top right of the Reservation Book window Limit the view to specific rooms or to specific room properties Click the Filter button in the top left of the window then specify the options you want Filter Rooms Filter Type Room Properties Specific Rooms Floor Room Type List the bookings for a room Click the room name A Room Info window opens showing bookings for the room during the period specified in the View menu daily weekly monthly Re sort the list by clicking on any column heading There are also tabs in the Room Info window that show Room Properties Pricing and Images Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual Room Info Bookings Room Pricing Images Properties aox Field Value Room Auditorium 4 Room Name Auditorium Side Classification Standard Building Denwer Administration Building Default Setup Type none Room Type Auditorium Floor 1st Floor Size 1260 Setup Hours 0 5 Teardown Hours 0 5 Phone 555 521 4587 Account Room Rentals Notes Room URL This is the front portion of the Alton Auditorium and includes the stage This large open space can be configured in many way
211. tons column organize them using the Move Up and Move Down buttons and click OK You can set the buttons in the toolbar to large or small To do this right click on the main toolbar and select Customize Main Menu Bar The main menu bar is located at the top of the EMS window right above the main toolbar It is used to access the menus in EMS The headings of these menus include File Settings Reservations Reports Billing Configuration System Administration Window and Help NOTE Take note of the difference between the main menu bar and the main menu window EMS Workplace 5 0 File Settings Reservations Reports Billing Configuration System Administration Window Event Timeline The following time designators are used in EMS e Event Time The period during which the booking is actually taking place Help e Setup Teardown Hours The hours or fractions of hours added to event time to allow your staff to prepare a room or clean up after an event e Reserved Time The total time for which the room is reserved event time plus any setup teardown hours e Service Order Time The period in which an item or service is needed Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual For example Reserved Start Time 8 00 a m Setup Hours 1 hour Event Start Time 9 00 a m Lunch Service Order Start Time 11 00 a m Lunch Service Order End Time 1 00 p m Event End Time
212. top section of the screen Click Yes to confirm the course cancellation Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 122 Course Navigator SIS Course Title Business Statistics Grad Instructor Evans Se or Term CRN Course SPR 08 SPRING 2008 Est Enrollment 10 10009 Act Enrollment 0 MATH 501 01 Credit Hours 5 Department All Other Departments Course State Unchanged Dates User Defined Fields 0 History 0 Cross Listings Lecture Course Type Start Date Discussion Section 1 14 2008 Mon 5 9 2008 Fri S 8 00 4M 10 00 4M EVNS E102 Preferences History 0 End Date Days Start Time End Time Location State 1 14 2008 Mon 5 9 2008 Fri MwF 2 00 PM 2 50 PM EVNS E101 Preference Value Required Copy Paste Course Navigator Cancel a Course Date in EMS Campus 1 2 3 4 5 6 Open the Academic Browser Select your Campus and Term from the dropdowns Set other filter criteria e g Department Subject to provide assistance in locating the course Click the Get Data button In the Academic Browser Results tab locate highlight and double click the course On the Course Navigator screen highlight the specific course date record you wish to cancel and click the Cancel button located in the middle section of the screen Click Yes to confirm the course date cancellation Add a Course Date in EMS Campus
213. tries about tasks that must be completed e Web Reservations Web reservations are created by users of Virtual EMS Web reservations are often configured to come in with an Info Only type status after which they can be reviewed and changed to a Confirmed type status e Web Requests Web requests are created by users of Virtual EMS Web requests do not become actual reservations until you approve them Web requests generally have less specific information about the event than web reservations do Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 68 e Wait List Displays events with a Wait type status e Reconfirm Dates Statuses can be configured to require a reconfirm date When an event has this type of status and the reconfirm date arrives the event will show up in the Reconfirm Dates tab of the Dashboard This acts as reminder that the reservationist should revisit the event to possibly change it to a confirmed status e Building Hours Exceptions This tab shows bookings that are outside of building hours e Analytics Specific queries built using the Query Builder can be published to the Dashboard for easy access to statistics and charts e Ata Glance This tab shows booking statistics for your facility to provide a high level indication of overall activity Statistics include number of bookings by category group type event type reservation source room type and status Options i
214. try Generally used in situations where a group pays nearly the full amount of an invoice and the remaining amount due is not worth pursuing 1 e the adjustment allows you to balance the books Area Areas are groups of buildings that can be used in the Reservation Wizard in reporting etc to identify the target of the search Attachment A file saved with or attached to a reservation booking group or room Attachments can be documents spreadsheets graphics etc Attendees Individuals who attend an event Attendees are considered booking details A list of them can be printed on reports like the Confirmation and Setup Worksheet As with other booking details you must define a category with a category type of attendee before you can specify the attendees in a booking For attendees you can indicate a name and detailed notes Both the name and the notes are printed Audit tab A tab found in many EMS windows that indicates who added a data item to the system the date and time it was added and the last recorded change to the item Billing Reference Number by which a group refers internally to the event they hold at your facility typically an account number used to pay for the reservation You can define a default billing reference number for a group by noting 1t on their group record or you can enter a new one on the Reservation Edit window for each reservation This number prints on confirmations and invoices The labe
215. ts Web reservations are often reviewed by a reservation in order to become a confirmed event Web Users People who have a registered Virtual EMS account If you have purchased the VEMS module Web Users may be registered either through the EMS client or if you allow it through VEMS Web users should not be confused with anonymous VEMS guests who can view information online in VEMS but cannot make reservations Wizard See Reservation Wizard Wizards Wizards are utilities that allow you to do things such as change multiple events delete booking items apply a discount to a reservation etc Some wizards are accessed by clicking the Wizard button in a window Many event related Wizards are accessed by clicking the Tools button on the lower right side of the Navigator window and then choosing Wizards Under the Options button in the Navigator window there is also a setting to Show Wizards in Tools Menu which eliminates the need to choose Tools gt Wizards each time Confidential
216. tter Number Add To Favorites Close 2 Click the Basic or Advanced button Enter a date and times if appropriate or a date range 4 Enter any other necessary criteria If using Advanced mode move the criteria you want to filter by into the right column Save favorite fields or values if desired Click Get Data 6 On the Results tab you can print export or email items Select the item s and click the appropriate button Print etc To see a preview of an item in the list double click that item Emailing from EMS The emailing capability within EMS can be used to email confirmations notifications and reports You can also send a free form email Email that has been sent can be reviewed using the Email History function In order to use email capability your EMS user account must include an email address EMS must also be configured to connect to your email server See the EMS Setup Guide for details Creating a Free Form Email In addition to emailing confirmations and other reports EMS allows users to create free form emails Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 106 NOTE Before you can send email in EMS you must have an email address set in your user account 1 Click Email on the main toolbar A standard email form opens 2 Enter the desired information in the To Subject Message and other fields 3 To attach a file click
217. u arrive at 9 a m d Setup Teardown Add the setup and teardown times to the beginning and end of the reservation Select the Use Default box or specify the times yourself in the Setup and Teardown fields 4 Choose a search method to find available rooms in the Location tab For Standard and Best Fit searches you can further limit your search using the fields on the Location tab The available fields vary depending on the search method you choose and may include Room and Building Clicking the Building dropdown list allows you to specify a Building Area or View Additional filters include Room Type Floor Setup Type and Capacity and Features e Standard Displays a list of available rooms that are available for all dates specified Option If you do a Standard search you have the option to see which rooms are available all day To enable this first click the Options button and select the Show Available All Day Indicator Now when you click Next in the second window those rooms that are available all day will be marked by an asterisk e Best Fit Use this when there is no one room that fits your criteria such as when you require a room for a series of dates The system lists rooms that meet some of your criteria along with the number of bookings for which the room could be reserved You can piece together the entire reservation using Best Fit or just part of it e Specific Room Check availability of one room You m
218. u cannot email reports To attach a file click the Attachments button Click Send Confidential 86 EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 87 Queries The Query Builder allows users to define their own search criteria to retrieve data from the database The information can be reviewed printed and exported to a Microsoft Excel spreadsheet To see details about the settings for each filter choose Reports gt Queries gt Query Builder to open the Query Builder main window which lists all the queries Then click Print Running a Query The steps below apply to queries that you have created with the Query Builder Do one of the following to open the query 1 In the Query Results window specify a date range and specific starting ending dates if appropriate alo Booking Date Time Options Dates v Starting Date 2 1 2010 z Ending Date 2 28 2010 To quickly set a range make a selection from the Dates dropdown list The list contains selections such as Last Month This Quarter etc When you make a selection it automatically populates the Starting Date and Ending Date fields accordingly 2 In Report Comment enter a comment that will print on the report if appropriate Optional To indicate the number of results to return when you are filtering for a specific room click Options gt Number of Records To Return in the top right corner 4
219. uld be reconfirmed 8 Set the number of rooms to search By default EMS looks for open space in only the first 50 rooms it finds If you want to search more than 50 rooms go to the top right of the window choose Options gt Max Number of Rooms to Search and choose a higher number Note that increasing the number may slow down your searches 9 Click Next If the Next button is grayed out it means you have yet not set enough criteria in this window 10 Choose the rooms you want to reserve Select the rooms and use the arrow button to move them into the Selected column If you did a Specific Room search dates will be listed here instead of rooms When running a Standard search the rooms displayed on the Available tab meet all of your criteria In a Best Fit Search the column Days Available will indicate the number of days that a room is available for your criteria This column will be refreshed each time room selections are moved to the right In all methods if rooms are not available a Conflict tab is displayed 11 Click Next In the new window required fields are marked with red dots Reservation Wizard Event Event Name VIP Event O Event Type v Source not specified Group Contacts Group Stacey Whala v Contact temporary contact v Ls Phone Temp Contact Stacey Whald Email Address 2nd Contact none ec Room Setup Billing Other Virtual User Defined Field
220. umber 22 that occurred between May 1 and May 14 Multiple invoices can be created for the same booking each showing the charges for a different category of resource such as room charges on one invoice catering charges on another etc This may be necessary in situations where a group requires you to charge for room fees and resource fees separately You may also need to produce multiple invoices for the same booking if the departments within your organization bill separately for the services they provide Creating an Invoice 1 Do one of the following to open the Invoicing window e To create an invoice for a single reservation open the reservation in the Navigator select the reservation itself in the left pane click the Transactions tab click the New button choose Invoice Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 94 Invoicing Setup user specified Memorize Setups Options Date Range Buildings Categories Statuses Group Types Options Department Corporate Scheduling Officel Reservation No 3993 Starting Date 15 28 2008 E Ending Date 15 28 2008 Use Specific Times Invoice Date 5 15 2008 Due Date 16 14 2008 J E Close Generate e To invoice a batch more than one reservation go to Billing gt Invoices gt Invoicing 2 Department Select the Department for which the invoices are being created The name o
221. ust or remove your search criteria 3 When you have identified and selected an available room click the Finish button 4 Click the Process button to publish the new course to EMS Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 144 aixi Building Building Ed Building A Room Type Classroom Features Feature Built in Projector New Course Assigning a Room Post Publish Cancelled Course 1 Highlight the modified course record in the Course Updates screen 2 You may click the Open button to view the course in the Navigator Otherwise you may click the Process button to cancel the course in EMS Post Publish Modified Course 1 Highlight the modified course record in the Course Updates screen The bottom half of the screen will display a History of course changes 2 You may click the Open button to view the course in the Navigator Otherwise you may click the Process button to publish the change to EMS Processing course changes overwrites any previous booking changes made in EMS New bookings added manually in EMS or created through the final exam scheduling process are not impacted SIS changes to instructors or course names are automatically updated in EMS when synchronizing courses post publish Once actual course enrollment numbers have been compiled in your SIS you can bring those values into the Setup Count field for your course booki
222. ust select a room from the list to in order to use Specific Room When the Room Selector window opens choose a building from the Building dropdown list and then choose a room from the list 5 Select the room specifications if desired The fields available will vary depending on the search method you choose Type Floor and Features are simply filter criteria specify the features that are required for the desired item Use Ctrl click to highlight multiple features Features suffixed with tied to resource will take into account both room availability and the availability of the resource pool tied to the feature For a room to display as available at least one resource must be available for the time slot selected If a user selects one of these rooms a booking detail for the resource will be automatically added to the booking once the reservation is submitted The settings for Setup Type and Count are applied to all the bookings created If all the bookings have different Setup Types you can specify this after you complete the reservation Note that completing using these filters is optional 6 Status Choose the status of the reservation to indicate confirmed tentative etc Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 13 7 Reconfirm is used if you have a status that allows you to later reconfirm that the reservation is still valid Enter the date when the booking sho
223. vanced will be described in the steps below 3 In the Browse For dropdown menu make the appropriate selection such as Bookings or Reservations 10x Browse For Reservations Print Export Email Outlook Service Orders Refresh Options Fiter Resuts Starting Date y Reset lt Basic Ending Date y Use Specific Times fia All Fields Favorite Fields 0 Saved Values 0 Booking Booking Date Booking Booking Day Of The Week Booking Booking ID Booking Booking Status Booking Building Bookina Buildina Code zl 4 Enter a Starting Date and Ending Date if appropriate Note Pressing the t or d key on your keyboard inserts today s date Pressing the plus or minus keys causes the date and time fields to increase or decrease 5 Use Specific Times Optional Select this to search by reserved start time or by end time for the booking s 6 Complete the following fields by checking or selecting from a dropdown list Include Cancelled Group Contact Reservation Event Name Building Room Category Resource Booking Status 7 Click Get Data In the Results tab EMS lists the bookings that meet your criteria To sort the list click any of the column headings Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 31 ioj xl Browse For Reservations Print Export Email Outlook Service Orders Refresh Options Fiter Resuts EX ewan exist
224. vationist should revisit the event and decide whether to change it to a confirmed type status Working with Reconfirm Dates 1 Goto the Dashboard window If it is not already open click the Dashboard button in the main toolbar 2 Click the Reconfirm Dates tab in the lower left of the Dashboard window Specify the Statuses and Buildings you want to filter by in the left panes 4 For the View setting specify a time range The items are now listed in the right side of the window 5 If you want to open an item in the Navigator select it and click Go To Building Hours Exceptions This tab in the Dashboard shows bookings that are outside of building hours Working with Building Hours Exceptions 1 Goto the Dashboard window If it is not already open click the Dashboard button in the main toolbar 2 Click the Building Hours Exceptions tab in the lower left of the Dashboard window Specify the Statuses and Buildings you want to filter by in the left panes 4 For the View setting specify a time range The items are now listed in the right side of the window 5 If you want to open an item in the Navigator select it and click Go To Analytics Queries defined using the Query Builder can be published to the Dashboard for easy access to statistics and charts Please see the Reports and Queries section in this document for information on how to create a query using the Query Builder Working with Analytics 1 Goto the Das
225. whether the department logo should be suppressed Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 95 Invoicing ale Setup user specified Memorize Setups Options m Date Range Buildings Categories Statuses Group Types Options l l Header Message Extemal Invoice Header Footer Message External Invoice Footer Print Comments Print Header On Each Page Print Reminders Suppress Logo Print User Defined Fields Suppress Reserved Time Print Item Notes Print Zero Priced ltems 10 Click Generate The system lists the invoices it has created in the Invoicing window 11 To preview the invoices select them click Select All or use Ctrl click or Click Shift click to select multiple invoices and then click Preview From the preview window you can print a hard copy if necessary Hard copies of invoice previews are titled Invoice Preview so as not to be confused with actual posted invoices You ll also notice that they do not have invoice numbers which are issued when an invoice is posted Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 96 e Invoice Eb Email Export chrin Eb 38 En E 2 A TE vs gia ler CO cra es 1 Invoice Preview Group Invoice Number Jaclyn Rogers Invoice Date 5 15 2008 Accounting Department Due Date 6 14 2008 z 1250 DTC Parkway Suite
226. y the list can be exported to Microsoft Excel by clicking the Export button The final exam session publishing process adds a course s final exam as a separate booking in the course s reservation You can find the final exam booking by opening the Navigator for a course and scrolling to the bottom The final exam schedule can be reviewed using the Final Exam Schedule report located within Academic Planning Reports The View Bookings screen can be re accessed by highlighting a session on the Final Exam Sessions screen and clicking the View button Only one final exam session can be published per term Deleting a final exam session will delete all final exam bookings associated with the session Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 149 Hoteling Viewing Check In Status EMS users can view employees check in check out status and manage your organization s no show policies using the Employee Check In Status tool Employees can check in using Virtual EMS and or the EMS Kiosk EMS can also be integrated with other systems to obtain security badge in information IP Presence data etc For more information on integration options please see your Account Representative The Check In Status tool lists all employees that have reservations containing bookings for today or another day you choose 1 In the EMS client Main Menu go to Reservations gt Hoteling gt Chec
227. y tabs in the Course Navigator provide audit information on changes made to a course and course date records To view changes made to course level information go to the History tab located in the middle section of the Course Navigator screen To view changes made to course date level information highlight a course date and go the History tab located in the bottom section of the Course Navigator screen Confidential 125 EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 126 Course Navigator SIS DAR Course Title American Literature Satellite Instructor O Raasch Kevin Term SPR 08 SPRING 2008 Est Enrollment 30 CRN 10011 Act Enrollment 0 Cancel Course ENGL 201 01 Credit Hours 3 Department English Course State Edited Dates User Defined Fields 0 History 1 Course Type StatDate End Date Days Start Time End Time Location State Lecture 1 14 2008 Mon 5 9 2008 Fri TR 2 00 PM 3 30 PM EVNS E102 Edited Cancel Preferences History 2 Date Changed By Field Old Value New Value View 10 9 2008 9 47 AM dept End Time 10 20 AM 3 30 PM 10 9 2008 9 47 AM dept Start Time 9 00 4M 2 00 PM Close Course Navigator Course Date History Tab The Course Changes report can also be used to identify and print course changes Please see the Academic Reports section for information on running reports Course Changes
228. y them You can create reminders on the fly but these are not added to your standard list of reminders You can have unattached reminders that refer to your business in general and are not associated with any particular reservation or group Working with Reminders Viewing Reminders To open the Reminders window click the Dashboard button on the main toolbar and look at the Reminders tab The Reminders tab in the Dashboard shows the pending reminders for you the logged in user that have due dates through today the current date You can do the following in the Reminders tab of the Dashboard e View the list of reminders in the main pane of the window e Select one or more users in the Responsible User pane on the left to view all the reminders for those users Also set the criteria for reminders you want to see View Due Date Reminder Type Date Completed Attached To Exclude Completed Search in Text and Hide Canceled e View details about a reminder Select the reminder and click Edit With the reminder open you can click the Go To button to jump to the item to which the reminder is attached Confidential EMS Workplace 5 2 1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 71 e Create an unattached reminder Click New The reminders you assign this way are considered Unattached and can be used as general reminders unrelated to any event or group For example Prepare for fire code inspection on May
229. your User ID in the User ID field and press the Tab key to move to the Password field Enter your Password 6 Press the Enter key or click the OK button Running EMS the First Time If you are the first person to log on to the EMS client at your facility you must enter the User ID admin and the password admin Then you should change the password for the admin user NOTE The very first time you start EMS a dialog box will appear where you enter the EMS server and database see the installation manual for details You must have system administrator access to your database in order to perform important functions such as defining new users In most settings 1t s best to have at least two users defined as system administrators System administrators can change certain labels dependent on internal operation processes In order to run EMS you must have a valid registration The first time you run EMS you will be prompted to enter the registration information that was provided with the software You must enter the information exactly as it appears on the form For example if the word Street is spelled out on the registration and you enter the abbreviation St you will be denied access to the software If there are any typographical errors or misspellings on the form contact the Sales Department at Dean Evans amp Associates sales Odea com or 800 440 3994 ext 863 and a corrected registration will be sent to you To open th
230. your courses have been assigned rooms click the Close button 5 To return to the Preassign Rooms screen for this pre assignment scenario follow the instructions in Step 2 Important If you are planning on optimizing a partially pre assigned scenario it is highly recommended that you make a copy of this scenario and subsequently lock it Optimizing your original pre assignment scenario will make it impossible to differentiate courses that were manually assigned a room vs those that were automatically assigned by the optimization process Locking a scenario disables the Optimize and Preassign buttons protecting you from accidentally clicking those buttons The Locked setting can be located by highlighting a scenario and clicking the Edit button To copy a scenario simply select your scenario and click the Copy button Confidential EMS Workplace 5 2 I1 EMS Campus 2 2 1 Enterprise 5 2 1 EMS Legal 5 2 1 User Manual 133 Room Assignment Tools This section describes the tools available to assign or search for rooms in the Preassign Rooms Room Assignments screen This screen is used to manually assign rooms for pre assignment purposes and well as to resolve unassigned courses after an optimization scenario covered in Room Optimization section below has been executed S Resolve Room Assignments DAR Department all v Subject all v Course 25 CAN Course Title Course Type Instructor Days Start Time End Time

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