Astra Scheduler

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Astra Scheduler

• Meeting the MUSC room scheduling software needs

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Synchronize

• Current tool in use
• Designed as a personal appointment scheduler
• Not supported
• No reporting capabilities
• Limited search capabilities
• Date and time

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Astra Scheduler

• True comprehensive room scheduling tool
• Interfaces with Colleague
• Expanded search capabilities
• Accommodate multiple schedulers
• Report writing capabilities
• Expandable to meet broader enterprise needs for
  room and event scheduling

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Astra a comprehensive room scheduling tool

• Detailed room descriptions including
  configuration, network capabilities, equipment,
  image of room, capacity
• Can establish areas or zones
• Hospital, CHP complex, BSB, HSC
• Supported on Oracle platform
• Web interface

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Astra and Colleague

• Interfaces with room descriptions and usage data

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Search capabilities

• Searchable using multiple descriptors
• Proximity
• Equipment and network services
• Room layout, type
• Date
• Time

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Costs

• Initial investment of 25,000 was made three
  years ago
• Annual fee of 4,000
• No training or support activities funded

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Report writing

• Packaged reports documenting usage
• Crystal Reports for custom reporting

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Expandable

• Initial plan is to support classroom scheduling
  and event scheduling in currently scheduled
  spaces including new/renovated by June 2005
• Phase in Web interface
• Potential to be available to support scheduling
  of all meeting spaces throughout enterprise

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Current status

• FY04 Enrollment Services funding training,
  travel, temp staffing, maintenance fee to achieve
  basic services by June 2005
• Test server set up, running and being supported
• Research in Colleague indicates incomplete data
  to populate some fields

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Phase 1 - FY04

• Complete training at vendor location
• Upgrade to v6.0
• Define data fields and files
• Conduct testing and modify
• Implement production server
• Review administrative policies

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Phase 1

• Develop procedure manuals
• Set up current users
• Train current schedulers
• Bring current schedulers on line

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Phase 2 - FY05

• Document problems identified by current
  schedulers and rewrite manuals and guides to
  reflect improvements
• Set up and test Astra Web Client
• Set up e-mail notification
• Create links to site

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Phase 2

• Identify Synchronize RoomView users and prepare
  them for transition
• Develop Astra Web Client users guide
• Bring Astra Web Client on line
• Remove RoomView from IS download site

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Phase 3 - FY05

• Document problems and rewrite manuals and guides
  to reflect improvements
• Provide training sessions within academic areas
• Determine reporting needs
• Incorporate reporting tool

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Immediate Phase 1 needs

• Develop business plan to support campus-wide
  needs and long-term goals
• Commit 20,600 of FY04 Enrollment Services budget
  to project

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Phase 1 estimated immediate costs

• Administrative assistant half-time for 6 months
  8,000
• Installation training 7,600
• Travel expenses for training 1,000
• Annual maintenance fee 4,000
• Total immediate costs 20,600

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Phase 2 needs

• Fund release time for Classroom Scheduler to
  support a half-time administrative assistant for
  6 months
• Travel and conference expenses

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Phase 2 estimated costs

• Administrative assistant half-time for 6 months
  8,000
• Travel and conference expenses 5,000
• Total Phase 2 costs 13,000

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Phase 3 needs

• Fund release time for Classroom Scheduler to
  support a half-time administrative assistant for
  3 months
• Annual maintenance fee

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Phase 3 estimated costs

• Administrative assistant half-time for 3 months
  4,000
• Annual maintenance fee 4,000
• Total Phase 3 costs 8,000

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Cost summary

• Phase 1 20,600 from OES FY04
• Phase 2 13,000 - FY05
• Phase 3 8,000 - FY05
• Total unfunded cost 21,000

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Estimated annual costs after implementation of
Phase 3

• Annual maintenance fee 4,000
• Astra Scheduler User Conference 2,500
• Datatel User Conference 2,500
• Total annual costs 9,000