The Journey to find a Comprehensive Online Scheduling System

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The Journey to find a Comprehensive Online
Scheduling System
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University of Texas at Arlington

• 25,000 students
• Tests offered
• Credit-by-Exam
• Placement
• Distance Ed
• Miller Analogies
• Institutional SAT
• HESI A2
• Major Field Test
• TEXES Teacher Certification Exams

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University of Texas at Arlington

• Computer lab with 10 workstations
• Seminar Room with 10 seats
• Classroom space on campus
• 2 individual rooms
• 2 Testing Specialists
• 1 Graduate Student
• 3,000 exams administered

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Old Scheduling System

• TESS Test Evaluation and Service Site
• Web-based for staff
• Staff enters all examinees
• Staff cancels or modifies all appointments
• Ability to have multiple tests in one room at
  same time
• Ability to have multiple exams across campus
  scheduled
• Reason to change
• No longer supported by vendor
• Security issues
• Calendar ended in December 2010

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Scheduling System Needs

• On-line self-registration and pay
• Verification that examinee understands rules
• Admission ticket for examinee
• Reminder to examinee
• Ability to schedule more than one location and
  test program at same time
• Schedule more than one test in a room at the same
  time.
• Flexible scheduling
• Reports
• Student Roster
• Test Center volume
• Changes to examinee registration
• Payment tracking

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Research

• Register Blast
• Appointment Plus
• SARS
• Titanium
• Service Buzz
• TimeTrade

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TimeTrade, Inc.

• Configured Solution
• Payment option not included
• Link to UTA payment site
• Track student payment
• Multiple site scheduling
• Multiple test scheduling
• Flexible scheduling
• E-mail confirmation and reminders to examinees
• Easy to open/close sessions
• Comprehensive rules structure
• Great people to work with

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Implementation

• October 2008 Contract
• Detailed information provided on needs
• Copied test information from prior scheduling
  system
• One-on-one phone meetings and e-mail with Client
  Service Consultant
• Go live May 2009
• Waited for UT Arlington payment portal
• Started with MFT (Major Field Test) exam which is
  free to students in order to test system

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A Daily View of Our Appointments
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UT Arlington Test SchedulerDEMO
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About TimeTrade

• The leading provider of
• appointment scheduling
• solutions to many
• different types of
• organizations
• Founded in 2000
• Appointment scheduling
• is our sole focus
• We offer
• Turnkey solutions that are quick to implement
• Embeddable solutions that can be integrated with
  other systems using a Services-Oriented
  Architecture

Organizations (large and small) and individual
professionals or service providers who invest too
much playing the time negotiation game will find
what TimeTrade offers attractive.
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Our clients include
Boston University Graduate Admissions Cape Cod
Community College Distance Learning Columbia
College Chicago Campus Wide Scheduling Harvard
University International Office Advising,
Center for Workforce Development Harvard Business
School - Alumni career advising North Carolina
State University RESNET Technical
Support Northeastern University Student Fitness
Center University of Houston C.T. Bauer College
of Business Student Advising, Career
Services University of South Florida
Sarasota-Manatee Student Advising and
Admissions
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TimeTrade at a glance
TimeTrade Enterprise Scheduling Engine
Resource Schedules
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Scheduling at UTABEFORE TimeTrade

• Registration
• Registering the student was an administrative
  task.
• 5 minutes per student to register which had to be
  done by office personnel.
• Modify or cancel appointment
• Can only be done by office personnel.
• A daunting task that could only be done once
  before asking the student to pay for this process
  to be done.
• A two minute task for each reschedule or cancel.
• Payment
• Students had to either pay at Bursar or fax in
  credit-card payment form.
• No on-line payment and payments had to be managed
  by the staff at the testing center.

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Scheduling at UTAUSING TimeTrade

• Registration
• Student registers self over the internet.
• Very few calls of students needing help.
• Modify or cancel appointment
• Student can do this themselves over the internet.
• Students can reschedule as often as they like
  with no extra fee and no work on the staff time.
• Some still call us to modify or cancel their
  appointment especially if they need to change
  within 24 hours. This was a scheduling business
  rule we asked to put in place.
• Payment
• Student can pay on-line or pay at Bursar.
  Students save time since no fax transmissions
  need to be made.
• 95 pay on-line. The staff at the testing center
  is rarely involved in these financial
  transactions.

Time Savings of approximately 300 hours per
year!!!
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Results

• Lab seat maximization
• Easy to open lab times
• Easy to restrict certain exams
• Utilization increase 100 exams since April 2009

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Future Plans

• Integrated payment system to request financial
  transaction before registration.
• Report on other types of statistical data to
  gather more information about appointments made
  at the testing center.

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Contact Info

• Connie Lorick
• Assistant Director
• UT Arlington Testing Services
• 817-272-2944
• connie_at_uta.edu
• Glen Hoffman
• Sr. Sales Engineer
• TimeTrade Systems
• 781-541-5871
• ghoffman_at_timetrade.com
• Find out more about TimeTrade
• at the Exhibitors Fair tomorrow!