EMS

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EMS Blackboard Coursesites Bldg Managing Aids

• Presented by
• Rawle Hines Asst. Director Rutgers Camden Campus
  Center
• Amanda Holloway Events Manager Rutgers Camden
  Campus Center

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ACUI Core Competencies

• We will attempt to give a brief over view of EMS
  (Event Management Systems by Dean Evans
  Associates) CourseSites by Blackboard.
• We will also attempt to relate our use of these 2
  programs to the ACUI Core Competencies in regards
  to Building Managing.

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ACUI Core Competencies

• Some of the Core Competencies that will be
  touched on are
• Communication Ability to successfully exchange
  information through verbal and nonverbal symbols
  and behaviors.
• Facilities Management Ability to successfully
  maintain attractive, safe, fully operable built
  environments.
• Leadership Ability to develop and communicate a
  vision so that others commit to fulfilling the
  mission and goals of an organization.
• Student Learning Ability to create educational
  environments and experiences that intentionally
  provide students with opportunities for acquiring
  intellectual and interpersonal skills, beyond the
  traditional place and time boundaries.
• Technology Ability to understand the overall
  intent and to choose from appropriate tools,
  equipment, and procedures for service delivery
  and problem-solving.

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Communication

• Blackboard is primarily used by use to
  communicate between our Operations Department,
  administration student staff. Other
  Administrators also have access to view
  communicate to the Operations Staff.
• EMS aids us in communicating between
  customer/staff/student/faculty. It is used by our
  Reservations Office to input all data concerning
  non academic contracted events. Our Operations
  Department then views prints the contracts so
  that they have the specifications on setting up
  for events.

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Facilities Management

• Blackboard allows us to post our building manager
  reports so that information on needed repairs,
  outcome of events, building checks etc. can be
  passed along from student staff to the
  administration.
• EMS communicates our needs for specific events to
  our Public Safety Office our Facilities
  Maintenance Service so that events are properly
  maintained secured.

6
Leadership

• Our student staff learn aspects of leadership as
  they perform their duties utilize these
  programs.
• The Reservations Office student staff interact
  with customers consisting student groups,
  faculty/department groups, community groups.
  They aid in creating our contracts for the event
  with these groups must demonstrate knowledge of
  the rules regulations of the University
  Facilities use. It is a very responsible task
  that leads to a legally binding contract. They
  sometimes have to coordinate the work between
  multiple departments such as Dining Services,
  Facilities Maintenance, Parking Security.

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Leadership

• Our Building Manager student staff in the absence
  of Administrative staff will be responsible for
  the operations of a multi-million dollar
  facility. They have to execute the legally
  binding contracts from our Reservations office to
  suit the needs of our customers. Another
  extremely responsible position. Generally 1
  Building Manager who shows leadership ability
  will get more behind the scenes access to
  Blackboard be able to create post assignments
  for the other Building Managers.

8
Student Learning

• Our student staff are gaining real world
  experience from utilizing these programs in
  conjunction with real world events. Some of the
  events we book host may have effects that reach
  into the local community, regional politics,
  influence the next generation of scholars,
  introduce individuals who will become the best of
  friends or mates. Just consider the current
  event you are attending

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Technology

• This is an easy one.
• These state of the art programs are
  technologically based
• Are internet accessible
• Incorporate multiple forms of communication
  options.
• Are time savers
• Are just plain cool

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Coursesites Blackboard

• Go to http//coursesites.blackboard.com from
  the login page enter your username (last name
  underscore first name) password. Hit the
  Login button after you enter the information.

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Coursesites Blackboard

• Logging in will bring up the CourseSites welcome
  page. Take note of the Camden Campus Center link
  highlighted in blue on the middle left of the
  screen under My Courses. If you click on this
  link it will bring you to the announcements page
  for the Camden Campus Center Course. If
  something changes suddenly or if a message for
  everyone is needed, it will be posted on this
  page of the website.
• My Tasks My Calendar are also located on the
  welcome page. You can put calendar reminders or
  personal tasks on this page for yourself. Your
  shift supervisor or a Campus Center administrator
  may leave a specific task for you or anyone else
  on the welcome page as well.

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Coursesites Blackboard

• This is the Welcome Page. Take note of the red
  black buttons on the left side of the page. You
  may use these buttons to navigate back forth
  between categories or web pages.

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Coursesites Blackboard

• If you click on the Course document button, it
  will bring up the information from the 1st 3
  pages of a building managers report. These are
  the guidelines, rules regulations of the Campus
  Center. It also contains things that you are
  expected to do automatically so they will not be
  listed in your assignment section. These are
  the details of what an opener or closer those
  on shifts in between need to do when nothing else
  is going on.
•  

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Coursesites Blackboard

• Click on the Assignments button to see your BM
  report complete with known assignments. If for
  some reason a report for that day has not been
  created, there will always be a blank copy of the
  BM report at the top of the page which you can
  use. Just print yourself a copy of the Contracts
  for the day of day after along with a 3 day
  Daily Activity Report from EMS continue the
  list with what you do in the BM Report.
• To retrieve the assignments you need, click on
  the link below the Building Manager Report for
  your desired day. This will bring up a dialog
  box .

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Coursesites Blackboard

• You can open the file to view it or save it to
  the desktop or zip drive. Opening the file still
  maintains the document within the web browsers
  window as a part of the CourseSites page. You
  can only view in this mode and any changes here
  will not remain. To add to the report, you must
  download it to the hard drive or zip or other
  disk. After making changes it can be re-uploaded
  to the Blackboard system in order for the Campus
  Center Administrators as well as you coworkers to
  be able to read/retrieve it.

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Coursesites Blackboard

• If you hit save, it will bring up a save dialog
  box where you may choose the location it should
  be saved in. You will want to save the document
  in a location where you can easily find it again.
  The Desktop or on Zip Disk is recommended. With
  a copy of the Building Managers Report open, you
  will be able to type in your responses resave
  the document to upload it back to the Blackboard
  system.

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Coursesites Blackboard

• To save, zip click MY Computer when the save
  window comes up. Select the Zip Dive (probably
  the D drive) hit save. It will take you inside
  of the disk drive show you what other files are
  stored there. If you were working from a Blank
  Building
• Manager Report, you will need to name it with the
  current date, if you are downloading a detailed
  BM Report then it is already named for you.
• You may have to go back into My computer to get
  back to the zip drive, this will enable you to
  open the file start adding your comments
  building check information, as well as locating
  your assignments for the day.

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Coursesites Blackboard

• After you have filled out the Building Managers
  Report for your shift resaved it you will need
  to re-upload it to the Blackboard
• Website so that others can access it. To do this
  you must click on the Tools button on the lower
  left side of the screen. Once in the
• Tools area you will see several choices.

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Coursesites Blackboard

• You will need to click on the Digital Drop Box to
  upload the file. You will have the option to add
  the file or send the file. Saving the file will
  help you save some steps. Clicking on Send File
  will bring up a Choose File window. You must
  navigate to the
• location of your saved file for you document to
  be uploaded.
• Note the file must have been saved closed in
  order to perform the upload.

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Coursesites Blackboard

• If you saved the report on the desktop, you will
  have to click on Desktop to view the saved
  report. Choose the file from the list of desktop
  items proceed to next step.
• If you saved the report on a zip disk, you may be
  taken directly back to the zip drive where you
  can choose your file. If it doesnt take you
  there automatically, then you must choose My
  Computer again, choose the zip drive finally
  the file you wish to upload.

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Coursesites Blackboard

• Once you click on the file that you wish to
  upload, you will be allowed to name the file. It
  is suggested that you add what time you filled
  out the report so that your supervisor can
  establish a clear timeframe of events from all
  reports collected. It is not necessary but you
  can add a note in the comment section if needed.
  
• Be aware that all administrators will receive
  this file in their mailboxes. If the note is
  specifically to your supervisor, you may wish to
  send a separate email instead of attaching a
  note. Hit the submit button to send the file.

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Coursesites Blackboard

• A completed compiled BM Report from all
  Managers will be posted on the Communications
  portion of the website. You will be able to view
  past reports so that everyone is aware of the
  same thing. It will be mandatory to read the
  past reports. The viewers are tracked so
  administrators will know who is not reading the
  reports.
• Click on the desired date it will bring up a
  new window with the report.

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Coursesites Blackboard

• If you have any additional comments about
  something in a previous report, you can add a new
  thread. Just click on any highlighted text for
  the report in order to open the report for
  viewing.

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Coursesites Blackboard

• If you need to send email to any of your fellow
  managers or administrators, you can access email
  via the Communications button as well. Click the
  boxes corresponding to the individual or
  individuals that you would like to email, then
  fill in your subject message boxes. You can
  add attachments submit the email.

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Coursesites Blackboard

• If you need to send email to any of your fellow
  managers or administrators, you can access email
  via the Communications button as well. You can
  add attachments submit the email.

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Coursesites Blackboard

• Click the boxes corresponding to the individual
  or individuals that you would like to email, then
  fill in your subject message boxes.

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Coursesites Blackboard

• You can add attachments submit the email.

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How to use EMS

• A Building Managers Guide to using EMS
  Reservation Software
• Our Building Managers use a view only version

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EMS

• We would start off by clicking on the EMS icon to
  bring up the EMS log in panel. Enter the
  building manager user name (bmg) the building
  manager password (ruccbm) then press the Enter
  key.

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EMS

• You will be brought to the EMS main screen.
  Notice on the left side of the open box that you
  can choose from Reservations, Reports, Billing
  Configuration. We will only be concerned with
  Reservations reports. You will notice that
  some choices under Reservations are grayed out
  inaccessible. They are unnecessary for our
  purposes. The Confirmations option is what is
  used to print out contracts

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EMS

• A dialog box will pop up where you can enter the
  date of the contracts you need. Notice there are
  5 tabs at the top of the Confirmation dialog box
  Date Range, Building, Categories, Statuses
  Options. Date range should be the only thing you
  have to fill in, the other tabs should be preset
  for you. Generally we put in the same day for
  beginning ending date to get only 1 days worth
  of contracts. It is possible to set it over the
  course of multiple dates, but we dont regularly
  do it because of the Daily Night Manager Book.
  After entering the needed date, you can click
  Print for a hard copy or if you just want to see
  it on the screen click Print Preview.

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EMS

• This is the Print Preview of a Reservation. It
  would be printed in the same fashion. Notice the
  up down page arrows in the middle of the menu
  bar under Confirmations. The up down arrows
  are how you would navigate between the different
  contracts on your specified date. The contracts
  appear in the order that they were entered into
  the system not in sequential time order. This is
  why you have to organize contracts after printing
  .
• You can also print from the print preview window
  by clicking the print button in the menu bar.

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EMS

• Whenever you print from the main confirmation
  box or the print preview box you will encounter
  the print box. It should be set to print to the
  large printer in 301. You can leave it to print
  all pages unless you only require a specific
  page. In this case enter the page or pages that
  you require in the lower left hand boxes then
  click ok.

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EMS

• The next topic Room Cards is located under the
  Reports folder. Once you double click on the
  Room Card option, it will bring up an Room Card
  window where you can enter the desired date.

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EMS

• Take note of the 4 tabs that come up with the
  Room Cards window Date Range, Buildings,
  statuses Options. The other tabs should be pre
  set for you you should only have to worry about
  entering a single date in the Date Range boxes.
  If you wind up with Room Cards for a location
  that is a hold for repair or a general hold, you
  dont have to post them. We primarily post the
  Room Cards so customers can find their respective
  rooms so we can see when rooms are supposed to
  be in use. Once again, you have the option to
  hit Print right away or Print Preview .

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EMS

• This is what a room card looks prints like.
  We generally have to fold them in 1/2 slip them
  in the slot outside of a room door.

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EMS

• Next, we have the Activity Schedule which is also
  under the Reports folder. Once you double click
  on the Activity Schedule option, it will bring up
  the Activity Schedule box where you can choose
  the range of dates.

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EMS

• For a change we normally put in a range of 3
  dates the actual day plus the 2 days following.
  This way we can see at a glance if a room will be
  used again so we can anticipate setup changes
  where/when we need to be at a location to open or
  close.
• It is a good idea to walk around with a copy of
  this on you, because you may come across a
  customer who is unsure of the location of their
  event. Any non academic event registered with
  the Facilities Use office is
• generally listed on this Activity Schedule. We
  may sometimes refer to this as the Daily Master
  Report. These need to be updated daily, because
  we make, cancel change events every day during
  the work week.
• Once a week, usually on a Friday, Rawle will
  make one of these reports but extend the dates
  for a two week period. This report may be
  referred to as a weekly master report, but it is
  essentially the same thing. The weekly master
  report is useful for a quick view of whats to
  come, but it can be inaccurate after it is
  printed (recall that events are added, cancelled
  updated every day during the work week)..

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EMS

• Once again, you have the option to print right
  away or print preview the report on screen. This
  is what a 3 day Activity Schedule/Daily Master
  Report looks like.
•  

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EMS

• Back under the Reservations Folder we have other
  options that could prove useful Reservations
  Browser Reservations Navigator. We will start
  off with the Browser. When you double click on
  the
• Reservations Browser option, it will bring up the
  Browser window.

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EMS

• From the Browser window you can plug in the date
  that you wish to view. Once you have the desired
  date in, you can hit the Get Data button. It
  will bring up a window with all of the events for
  that day which were put in via EMS. It leads off
  with the Reservation ID but you will probably
  only be able to identify the event you want based
  on the Group holding it or Event Name.
• When you double click on the event you want, it
  will bring up the Navigator window for that
  specific reservation number.

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EMS

• Some reservations have multiple bookings, like
  this Bar Bri reservation. They will be with us
  for a good deal of the summer. The grayed out
  dates have already past in the extreme left
  column or in the bottom middle column. The
  Reservation (contract) can be considered to be a
  file drawer, it is labeled with a number ( the
  reservation ID ) can contain many other items.
  Then you have the Booking which can be
  considered the file folders within the drawer.
  They can also hold other items as a booking
  can be tracked by a separate booking . Within
  the Booking can be separate information like Room
  Setup, Catering, Staffing, Equipment, Security,
• Facilities Maintenance etc.

1
2
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EMS

• You will notice above, that there are 2 possible
  ways to print a confirmation of a reservation
  using either the top print button (button 1) or
  the lower print button (button 2). The
  difference between the 2 is simple. If you
  needed to print a range of dates, you should
  choose print button 1, if you only need an
  individual date you can highlight the particular
  date then use print button 2.
• Print button 2, would bring up the normal print
  window, where you can choose to print preview on
  screen or send straight to a networked printer.
  Notice the seldom seen Booking ID below.

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EMS

• Print button 1 would ask you what type of
  printing you want choose Confirmation to get the
  print box where you can select your start end
  date for printing or print previewing

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EMS

• Here is the print preview of 7/1/2006 to
  7/3/2006.

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EMS

• The next option for printing a reservation is
  also under the Reservations option sub-category
  Browser. This option is only useful if you know
  the reservation want to go directly to it
  without sorting through the other reservations.

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EMS

• When we enter the reservation for Bar Bri all
  of the date come up like it did before. You
  could choose the print 1 or Print 2 options
  like before, then print to hardcopy or print
  preview.

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EMS

• Now that you know how to view print a
  reservation/contract here are a few words on how
  to read them. Below you will notice that some
  areas are highlighted
• 1) The actual name of the person who reserved
  the space
• 2) The name of the event as far as we know it
• 3 3A) The event status confirmed, not a
  conformation, cancel etc
• 4) The start end times of the event
• 5) Location of the event
• 6) Setup for the event (always located under the
  booked time or under Room Fee remarks)
• 7) Equipment reserved (notice time equipment is
  reserved for is also here)
• 7A) The specific equipment requested there can
  be multiple items requested
• 7B) The of this type of item requested (there
  can be more than 1 of the same thing needed)
• 8) Support Fee
• 8A) Type of Support reserved
• There are other categories that will follow suit
  such as Catering, Security, Facilities
  Maintenance etc. They all follow a similar
  format. Category
• Time Reserved
• Specific Item (s) Reserved
• of items reserved
• Make sure you read the contracts carefully.
  Unfortunately, they will not appear highlighted
  for you you will have to gather the pertinent
  information by reading it yourself.

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EMS
2
1
3
3A
4
5
6
7
7B
7A
8
8A
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Blackboard EMS Live Demo

• If there are no complications we would like to
  show you a live demo of Black Board run through
  actually booking a contract.