EMS User Manual
Contents
1. the database for events facilities available facilities e Authenticated Users should expect to receive email confirmation or notice of alternative arrangements made of their request for facilities within two business days This will be sent to the email address you entered when you first logged into this website How to get started Using your browser go to http apps02 VirtualEMS The first time you go to this site you will be asked to enter your name and contact details Your ESCC network username and password will allow you access to the VEMS system these details will be used as your reference on any reservation requests you make ESCC Facilities Reservation System User Manual http apps02 VirtualEMS Page 3 You should now be looking at the screen below You might want to right click and create a shortcut icon for your desktop to allow easy access to this system in the future BB to apps02 Fie Edit View Favorites Tools Help gy Favorites FreeHotmal SE Virtual EMS in Eastern Shore Community College Facilities Reservation System a Browse O Reservations e My Account Help Welcome EMS Testing Y Rm You should explore the Browse facility at your leisure You can browse Events Facilities or Browse for space and you can view these daily weekly or monthly in list or calendar format you can filter to look only at specified rooms dates or a specified Event type ESCC Facil2. A K i ii a PRE ee ee Oy P E on 5 piati rn HE HEAT de a Pra ap Way Prat PA ws y pa K Ser r 5 Ep d F PAT O e 2 A vas at bk Tieta EAN ur ay a iar ues ine ar PL k J eoe T pee oes en P Te ate a EA at oo ir i o ae i y 4 Pa Li gt E y ot Fein 7 irre eA oe K Corbet Irin y E Fic ls a a ne x y Anar Tris a Spee eee tia gt we Teds y E a deo Fras a Y E dun a IES OL L j H En A a E i Pett al Az I Bs E 43 are ma A e A e A da BAe kala ha A A ok 8 SN eh a A A dd di AN A EN II ve Aid Book Calendar Wizard Navigator Web Reservations Browser Groups Web Requests Date 11 14 2011 Mon Today Day 4 i Week a Month 4 gt Year 4 Filter 11 14 2011 Mon 11 15 2011 Tue 11 17 2011 Thu 11 18 2011 Fi 7 la 6 Tp 6 11 16 2011 Wed EMS Facilities Reservation System Effective January 2012 WDS Great Hall with Kitchen ESCC Facilities Reservation System User Manual http apps02 VirtualEMS Page 1 Terminology and Roles e All facilities reservations are now recorded in the computer software system called EMS Lite Our system is called the ESCC Facilities Reservation System e All requests for reservations and bookings must now go through this system Administrators have the authority to make and confirm reservations There are currently five members of staff with this authority Laura Fosque makes all non credit and non academic reservations initially
3. E 1 1 WD Computer Lab 169 24 Setup Type 1 1 Small Computer Lab A69 15 Computer la O 1 1 Computer lab A34 24 Find Space sia z 1 1 Computer Lab A66 20 ESCC Facilities Reservation System User Manual http apps02 VirtualEMS Page 7 If you click on a room LOCATION you will be able to see a description of the room and the setup types and resources available for that room and in some cases a picture of the room A quick look at the Grid will show you which rooms are available around the time you have requested You must select a location before you can move on Click on the to select a room The room you have selected will appear above the list Location Details When and Where Selected Locations Date x DATE HOLIDAYS START END LOCATION STATUS SETUP COUNT CONFLICT 1 7 2012 Sat H Recurrence EJ 1 7 2012 sat 12 15 AM 1 15 AM WD Computer Lab 169 Request 15 Start Time End Time _ 12 15 AM 1 15 am 4 Saturday January 07 2012 Setup Information Room Cap 7 WD C ter Lab 159 24 Attendance pencas 15 WD Computer Lab 169 24 Small Computer Lab At 15 Computer lab A34 24 setup Type Computer lab Computer Lab 466 20 To cancel this selection or any of the selections if there are multiple dates requested click on the bad Click Continue or the Details tab to move to enter details of the reservation ESCC Facilities Reservation System User Manual http apps02 VirtualEMS Pag
4. click A again Select the for ESCC Internal Web Request then close the item Lookup window The next time you request a reservation ESCC Internal Web Request will be the only item available on the Group drop down menu Laura Fosque s name and phone number will automatically be entered and she should be the person to contact if you re having any difficulty with this request ESCC Facilities Reservation System User Manual http apps02 VirtualEMS Page 10 You have the option to over write the Name Phone Fax and Email which appears automatically for example you are making the request as secretary of a committee on behalf of the chair person and you want the confirmation email to go to the chair person if you do this the email will be sent to whoever s details you enter the chair person but you will also get a copy You will always receive an email confirmation within 2 business days of your request the system will know your name and email address from the login details you provided the very first time you used this system Other Information Details Special Requirements This is your opportunity to send a message to the system administrator who is going to confirm your request If you were unable to select the room you really wanted for example this is where you make a special request for that room You might need a room with a sink for example You do not need to specify any of the resources which are normally avail
5. Testing Bookings available to cancel Bookings available to cancel NAME DATE START END LOCATION STATUS Test deletion 3 1 22 2012 Sun 11 45 AM 12 45 PM Computer lab A34 Web Request Save Cancel ESCC Facilities Reservation System User Manual http apps02 VirtualEMS Page 15 Check the box against the reservation Y and click Save A Browse Reservations My Account Welcome EMS Testing Bookings available to cancel a Y NAME DATE cancellation of the bookings Click cancelto ATION STATUS abort the cancellation y Test deletion 3 1 22 2012 Sun iuter lab A34 Web Request errereen rererere rrer restr oa Cancel Booking s Cancel Save Cancel Click on Cancel Booking s to confirm the cancellation E Back to My Requests Reservation Details Reservation Id 575 Add Booking Event Name Test deletion 3 View Reservation Summary Event Type Internal Function Meeting Add booking to personal calendar Group Name ESCC Internal Web Request Booking Tools Contact Name Laura Fosque Phone 7577897979 Current Historical Bookings ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP 1 22 2012 Sun 11 45 AM 12 45PM Test deletion 3 Computer lab A34 Cancelled Computer lab 12 ESCC Facilities Reservation System User Manual http apps02 VirtualEMS Page 16
6. able to the room you have requested For example desks or tables and chairs the AV system including laptop screen and projector these are available in most rooms For the WDS Great Hall hand held and lapel microphones may be available you should request these here Other Actions Required Be aware that you are requesting an internal reservation and as such it is your responsibility to make sure ESCC Facilities Reservation System User Manual http apps02 VirtualEMS Page 11 the room is prepared to meet your requirements If you need any significant change to the furniture tables chairs or desks for example it is your responsibility to prepare a Work Order and send it to the college maintenance crew You might require some additional AV equipment from the LRC in this case you must make your own request to LRC to ensure the equipment is available and in place If you are requesting a room for a presentation by someone who is not on the college faculty or staff you should request a temporary login and password separately from the IT department You are now ready to forward your reservation request Click Submit Reservation A Browse wE Reservations gt My Account Help Welcome EMS Testing gt Reservation Details ae sah eS Back to My Requests i Reservation Id 507 This is a request only You will receive a Edit Reservation Event Name Special meeting confirmation within two business days Add B
7. confirmed or not Go to Reservations and View My Requests Q Browse Reservations gt My Account Help Welcome EMS Testing Current Historical Event Name Quick Search Cl Show Cancelled Reservations ID NAME GROUP FIRST LAST STATUS LOCATION HAS BOOKING 2 BOOKING SERVICES 246 Pharmacy Non Credit Class 11 8 2011 Tue 4 5 2012 Thu Confirmed WD Classroom No Tech 150 575 Testdeletion ESCC Internal Web 1 22 2012 Sun 1 22 2012 Sun Web Computer lab A34 No 3 Request Request Reservation Id k Click on the name of the reservation to be cancelled in this case Test deletion 3 ESCC Facilities Reservation System User Manual http apps02 VirtualEMS Page 14 e Y Browse aE Reservations PA My Account Help Welcome EMS Testing Reservation Details Details Back to My Requests Reservation Id 575 Edit Reservation Event Name Test deletion 3 Add Booking Event Type Internal Function Meeting Cancel Bookings Group Name ESCC Internal Web Request Cancel All Bookings Contact Name Laura Fosque View Reservation Summary Phone 7577897979 Add booking to personal calendar Booking Tools Current Historical Bookings ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP g 1 22 2012 Sun 11 45 AM 12 45PM Test deletion 3 Computer lab A34 Web Request Computer lab 12 Click on Cancel Bookings plural even though you intend to cancel only one booking Q Browse p Reservations amp My Account Help Welcome EMS
8. confirms all VEMS Virtual EMS requests Laura also sets up all Business amp Industry rental reservations Roy Lock system supervisor and back up to Laura s VEMS function Laura amp Roy are responsible for day to day administration or the system and specifically confirming or otherwise dealing with all web reservation requests Carol McGarrity sets up and manages all scheduled academic credit class reservations each semester Carol also has authority to approve any additional reservations related to the scheduled academic programs or requirements of the Chief Academic Officer Kimberlee Ormsby manages Social amp Community rental reservations Mary Anne Wells confirms and manages reservations in the main building conference room only ESCC Facilities Reservation System User Manual http apps02 VirtualEMS Page 2 Authenticated Users are all other staff and faculty These are using a part of the system called VEMS Virtual EMS Authenticated Users access the system through the local network at http appsO02 VirtualEMS The system cannot be accessed off campus Your ESCC network username and password give you the required authorization to use the system e Authenticated Users can Request reservation request specific facilities or whatever facilities are available for any function other than full semester requirements for the academic credit class program e Authenticated Users have access to Browse
9. e 8 Among these details items marked must be entered gt Virtual EMS Room Request Q Browse me Reservations My Account Help Request reservation When and Where Date 1 7 2012 Sat Recurrence Start Time End Time _ 12 15 AM Y 1 15 am_ Setup Information Attendance 15 Setup Type Computer lab Group Details Shore Community College Facilities Reservation System Welcome EMS Testing Details Location Event Details Event Name Group A ESCC Internal Web Request Q Name _ Laura Fosque Phone 17577897979 Email Other Information 1 Details Special Requirements Enter Event Name Be as explicit as you can but bear in mind that whatever you enter here will likely be shown on all reports including the Weekly Calendar of Events coming out of the system ESCC Facilities Reservation System User Manual http apps02 VirtualEMS Page 9 Next click the drop down menu for Event type You should choose the most appropriate to your request from the following Academic Credit Special Use Adult Education Internal Function Meeting Internal Standing Committee Student Group Activity Next only on the first occasion you use the system click the drop down menu for Group There should be no options available Click on the A Type e and
10. ery day week or month or every second month for example and specify how many times or give a date for the last occurrence If it s monthly you can request the same date every month or for example the third Tuesday of every month You must specify start and end times if there is to be significant set up time this should be included in your request Click on Apply Recurrence ESCC Facilities Reservation System User Manual http apps02 VirtualEMS Page 6 Next enter the number of people you need the room for in Attendance how many desks or participants at your meeting You must enter a number here You will only be shown rooms which can accommodate this number of people Next chose the Setup Type you require from the drop down list Again this will determine which rooms you are shown as being available to you Next click Find Space Virtual EMS Room Request far E Cl dm Pager SCC Eastern Shore Community College Facilities Reservation System Q Browse me Reservations gt My Account Help Welcome EMS Testing Request reservation Location Details When and Where Selected Locations No rooms currently selected Date 1 7 2012 Sat__ _ Recurrence Start Time End Time List Grid Availability 12 15 AM 1 15 am SELECT AVAILABLE LOCATION CAPACITY Setup Information Request 1 1 WD Computer Lab 159 24 Attendance
11. ities Reservation System User Manual http apps02 VirtualEMS Page 4 How to request a reservation Click on Reservations and then Request Reservation Virtual EMS Room Request ESEC Eastern Shore Community College Facilities a Browse m Reservations gt My Account Help Request reservation Location Details When and Where No rooms currently selected Date __ 11 6 2012 Fri Ee Recurrence Grid Start Time End Time Setup Information Attendance 12 Setup Type Enter the date for the reservation you want to request or the first date if it s to be a recurring reservation such as a meeting on the first Tuesday of every month ESCC Facilities Reservation System User Manual http apps02 VirtualEMS Page 5 If it is a recurring reservation click Recurrence and you ll get the screen below amp Virtual EMS Room Request Recurrence re Eastern Shore Commun v Start Time End Time a Browse m Reservations A IM Recurrence Pattern Request reservation i Daily Weekly Monthly Random When and Where Recur every 1 week s on Sun Mon Tue Wed Thu Sat sss Recurrenci Start Time End Time r 3 IG Range of Recurrence Setup Information End eee 1 occurrences O End by 1 6 2012 Fri EEE Attendance 2 Apply Recurrence Remove Recurrence pa ype You can request a reservation ev
12. ooking Event Type Internal Function Me Cancel Bookings Group Name ESCC Internal Web f Cancel All Bookings Contact Name Laura Fosque View Reservation Summary Phone 7577897979 Add booking to personal calendar pS hi Booking Tools All mer Historical Please don t forget to Log Out of the system at the My Account tab ESCC Facilities Reservation System User Manual http apps02 VirtualEMS Page 12 Note that once submitted the room you requested if available will be held for you until the reservation is either confirmed or denied You can go back to Reservations View My Requests to look at all the requests made by you By double clicking on any request you can change or cancel the booking and even add it to your personal Outlook calendar Edit Reservation Add Booking Cancel Bookings Cancel All Bookings View Reservation Summary Add Booking to Personal Calendar Enters event into your MS Outlook calendar Booking Tools Finally if you have any issues with this manual instructions that are unclear or do not seem to work or with the ESCC Facilities Reservation System itself call Laura Fosque on 789 7979 or email Ifosque es vccs edu or Roy Lock on 789 1751 or email rlock es vccs edu ESCC Facilities Reservation System User Manual http apps02 VirtualEMS Page 13 Cancelling a Reservation Web users can cancel any reservation they have previously made irrespective of whether it has been
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