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1. 3 amp Calendar ree t fatal Browse For Bookings Refresh Options Fiter Results Month November v Reset lt Basic Year 2010 X All Fields Favorite Fields 5 Saved Values 5 Field Search Filter Summary Field z Booking Booking Date between 10 31 2010 and lt Actual Attendance Ls Added By lt lt Area Booking Day Of The Week Booking ID Booking Status g Building Booking Building Code 4 w r Close 1 Leave the Month and Year set to the default values current month and year or optionally enter different values as needed 191 Chapter 4 Search Tools 2 For each field level option by which to carry out the search e Select the field level option and then click the Move button gt e When prompted enter a value or define the limits for the option and then click OK The option is moved to the Filter Summary list vx To filter the list of available fields in the Field Search field enter a search string Your search is limited to the exact order of the characters in the string but the string can appear anywhere in the search results For example if you enter add search results can include Added by Date Added and Group Address Line L viy Ifyou have specific fields and or values by which you always want to carry out a search then you do not have to filter the list of fields on the All Fields every time you carry out a searc
2. Option Description Network ID The Windows login for the group Personnel Number Organization number for the group Badge Number Badge number for the group Other ID Any secondary ID for the group 2 Continue with any other optional configuration for the group as needed otherwise click OK to close the Group dialog box and return to the Groups window The newly configured group is automatically selected in the window 242 Chapter 6 Groups and Contacts To edit the information for a group 1 Open the Groups window 2 Select the group for which you are editing the information 3 Click Edit The Group dialog box opens populated with the current information for the group 4 Edit the information as needed for the group The only required information is the name of the group All other information is y optional and can be added or edited at later dates when needed 5 Click OK The Group dialog box closes The edited group is saved can also create a web user for the group create a contact from the group and you can assign the group to a web user See Additional Configuration of Groups and Contacts on page 257 Ta At the time that you are editing a group if you have the appropriate security you To delete a group You can delete a group only if there are no reservations that reference the group however if necessary you can inactivate the group 1 Open the Groups win
3. 6 z 8 9 10 11 12 2 2 1 13 14 15 16 17 18 19 1 4 1 20 21 22 23 24 25 26 1 B 27 28 29 30 31 1 2 2 1 3 9 Date 4 Reserved Start Reserved End Event Name Event Start Event End Room Event Type 12 18 2009 Fi 8 00 AM 5 00 PM Semester Planning 8 00 AM 5 00 PM 101 Meeting 12 22 2009 T 8 00 AM 7 30 PM MSI Final Exam 9 00 AM 6 30 PM Lounge Academic Class 12 22 2009 T 8 00 AM 5 30 PM Second Semester Plan 9 00 AM 4 30 PM Multi Purpose East Conference 12 22 2009 T 11 00 AM 2 30 PM Arts and Sciences AM 12 00 PM 1 30 PM Lounge Meeting lt m e To group results by a specific column drag the column header as indicated on the lower pane of the Results tab e To sort the search results click any column heading e To rearrange the search results drag a column to a new location using the column heading e To open an event in the Navigator double click the event entry on the Results tab e Click Print to print the search results e Inthe Reservation view select a search result entry and then click Email to open a pre addressed SMTP email to the group that is associated with the selected reservation Complete and send the email as you would normally See Sending Email from EMS on page 360 e Click Export to export the search results to a Microsoft Excel spreadsheet e Click Outlook to download the search results to your personal calendar Your EMS administrator must set a system parameter to e
4. Ideally you should enter all the necessary information for your web user before you save the web user however at any time if you need to access your web user on the menu bar click Configuration gt Web gt Web Users Field Description Name Automatically populated after you select the user group or contact from the Groups window Password The password that user must enter to log in to VEMS Email address If this information has been entered in the Groups window for the user group or contact then this field is automatically populated after you select the group or contact from the Groups window If the field is blank you must enter the full email address for the user The user must enter this address to log in to VEMS Phone Fax Optional fields If this information has been entered in the Groups window for the user group or contact then these fields are automatically populated after you select the user from the Groups window If the fields are blank you can enter values if needed Notes Optional field External Reference Optional field Links the web user to an outside program if needed Network ID The web user s network ID Email Opt Out Select this option if the web user is not to receive automatic emails such as reservation summary emails from VEMS The user can still receive manually sent emails Chapter 6 Groups and Contacts Field Descripti
5. Show Old Bookings E Show Deleted Items Show Cancelled Bookings E Hide Empty Tabs Show Wizards In Tools Menu Double Clicking A Listed Folder Opens The Item Expands Folder Wizard Results Always Show Show Unchanged Only Confirmation Aways Prompt Email Print Preview Print Booking Display Time Reserved Time Event Time Invoiced Items Highicht Color I C Service Orders E Show Pricing Highlight Changes Made Within days 5 E Show item Notes Footer Message none X E Show ltem Special Instructions ox canoa 3 Under Confirmation select one of the following e Print To always automatically generate a printed confirmation based on your confirmation settings e Email To always automatically generate an emailed confirmation based on your confirmation settings 4 Click OK to close the dialog box and return to the Navigator The next time you select any reservation or booking in the Navigator and click Confirmation the following happens e If your Navigator Options are set to Print then a Print dialog box opens in which you can specify information such as the printer to use the page range and so on Click Print in this dialog box to generate a printed confirmation that is based on your confirmation settings e If your Navigator Options are set to Email then see Sending Email from EMS on page 360 If you are using SMTP email then Fig
6. e View the setup information event information or teardown information for a reservation Rest the mouse pointer on the left bar middle bar or right bar for the reservation entry A tooltip showing the respective setup event or teardown information opens Figure 2 23 Viewing setup information Date 3 8 2010 Mon Room Lab MAC Group Computer Sciences Department Event Name MSI Final Exam Contact Email Address Reserved 7 00 AM to 6 30 PM Event Time 8 00 AM to 5 30 PM Setup Type Classroom 25 Status Confirmed Reservation ID 332 Booking ID 4684 Services Room Charge e If buildings that are located in multiple time zones are currently displayed you can specify the time zone in which to view all of your bookings Figure 2 24 Changing the time zone Z Reservation Book Building City High School 3 7 2010 Sun Empty mee Building City High School View Weekly Print Time Zone Mountain Time Refresh Options Date 3 7 2010Sun Today Day 4 Week 4 Month 4 Year 4 gt ee eee a 61 Chapter 2 Reservations and Bookings To make a new reservation 1 On the toolbar click the Book icon The Reservation Book opens in the Daily view See Figure 2 9 on page 52 2 Change the display to show the room for which you are making the reservation 3 Select the date for which you are making the reservation Ta You must leave the Date view
7. 490 Chapter 13 Academic Planning EMS Campus 5 Continue to one of the following to create a list of unique course schedule patterns e To manually create a final exam schedule template below e To import a term to create a final exam schedule template on page 492 e To import a file to create a final exam schedule template on page 493 To manually create a final exam schedule template 1 Click New The Final Exam Schedule Days dialog box opens 2 Enter the information for a unique course schedule pattern and the corresponding final exam day and time and then click OK The Final Exam Schedule Days dialog box closes You return to the Schedule tab with the pattern displayed on the tab Figure 13 74 Final Exam Schedule Days dialog box shown with information for a final exam schedule Final Exam Schedule Days fs fon Day Pattem UMTWRFS MWF Course Start Time 9 00 AM Course End Time 9 50 AM Final Exam Day Of Week M iFirst Second Final Exam Start Time 9 00 AM Final Exam End Time 11 00 AM 3 Repeat this procedure as many times as needed to create a final exam schedule template for each unique course schedule pattern in the term 4 Click OK on the Final Exam Schedule Template dialog box The dialog box closes You return to the Final Exam Schedule Templates window with the newly configured final exam schedule template automatically selected
8. 72 printing information for 251 reassigning a reservation for 248 searching for sassen 235 specifying billing references 537 EMS User s Manual specifying PO numbers for 247 using to search for a reservation eeeeceesereereeeeeee 195 viewing a reservation for 248 Group Statistics report 292 Groups window changing the display for 235 Opening 0 eee este eeeeeeeeeneeereaee 233 TADS ON ois na aai 234 Hoteling reports Arrivals and Departures 299 Check In Statistics 300 Early Checkout cceeeeee 298 NO SNOW o eeseseesseseeeeseeeneeee 298 NISHOR Aad waa nie st 299 hoteling wizard template CONFIQUIING 0 0 0 eee eeeeeeeneeeeeeee 382 defined asneira 382 using to make a reservation for Ql QUOW o MPE E AE 66 Hourly Classroom Utilization report 529 Hourly Resource Inventory Utilization report eee 292 Hourly Room Utilization report 297 identifying information specifying for a group 242 Inactive Groups With Reservations VODO gressive nen ra 297 538 Inactive Room With Bookings ODOM Es rreren pp eiriaa 297 Inactive Web Process Templates PODOM i 23 tae wees 298 instructor defined zacierania 386 Instructor Back to Back report 527 Invalid Billing References invoice entering an adjustment for 339 generating 0 eect eeeeeeeteteeees 316 gene
9. ccccccessccceeeeeeeeeeeeeeeeeeeeeaaeeaeeeseeneeeneeeeeees 54 To view reservation infOrmatiOn cccccccecccceeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeseaaaaaeeeeseeeeenaeeeeees 59 To make a new reservation ccc i as te A A Ne A la ee a 62 EMS User s Manual To edit an existing reservation ccccceceseeeceeeeeeeeesaeeceeeeeeeeseaaaaeeeeeeeseeeaeeeeeeeessaaaeeees 63 Finding and Making a Reservation for a GrOup cccccceeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeseeenaeeees 64 To find and make a reservation for a group c cceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeteeeenaaees 64 To make a group reservation from the Group Reservation window EMS Workplace ODN shal ees hee Reece ie Bete recat ahs eee ee he Rh ote cls Aaa 66 Chapter 3 The Navigator xccccc ccc ni eee lce cect teeerecteenccccitid eee 69 Navigator OVGIViGW ucictsic2t cc teeta etic oort torteel a AE a O AEE 71 Opening a reservation in the Navigator ccccsscceeeeeeseneeceeeeeeeeseeaaeeeeeeeeseeeeeeeeeees 71 Opening a reservation directly in the Navigator cccceeeeeeseeeeeceeeeeeeeeeeeeeeeeeeee 71 Opening a reservation through the Reservation Book ccseseceeeeeeeeeeeeeeeeeeees 72 Opening a reservation through a group cceeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeeeeeeeee 72 Opening a reservation through a S aICN ccceeeeeeeeeeceeeeeeeeeeeaeeeeeeeeeeeeseeeeeeeeeeas 72 Folder SH UCIUNGS cs atcuatecccevov
10. Void Invoices es Department Conference Services X Invoice No First Transaction Date B Last Transaction Date B Invoice 0 Amount Note Invoice 0 Void Reason V Show Paid Invoices 2 Inthe Department field select the department that generated the invoices 324 Chapter 9 Billing 3 Inthe Invoice No field enter the number of the invoice that is to be voided and then click Add Two results are possible e If payments have not been applied to the invoice then a Void Reason dialog box opens Continue to Step 4 Figure 9 10 Void Reason Void Reason Void Reason __Cancel_ e If payments have been applied to the invoice then an error message opens indicating that payments have been applied to the invoice and it cannot be voided You must void the payments first before you can continue with voiding the invoice See To void a transaction on page 341 4 Enter a reason for voiding the invoice and then click OK The invoice is displayed by number in the lower right Invoice pane 5 Repeat Step 3 and Step 4 until you have selected all the invoices from the same department that are to be voided 6 Do one of the following e To review an invoice before you void it go Step 7 e To void an invoice without reviewing it go to Step 8 7 Optionally before you void a selected invoice you can review it to ensure that it is indeed an invoice that you want to void Select the inv
11. Academic Browser Browse For Fiter Resuts Domain Main Campus Tem 2011 SPRING Scenario SIS Academic Unit all Subject fall Instructor fall Preferences Exist all Modified Courses Only Reset Advanced gt Active Scenario New Section New Course fo e ae Refresh Options 3 On the Domain dropdown list select the appropriate domain and on the Term dropdown list select the appropriate term 4 Set any other criteria academic unit subject and so on as needed to provide assistance in locating the courses for which you want to set preferences and requirements and then click Get Data The courses that meet your search criteria are displayed on the Results tab Searching with the Academic Browser on page 507 Ta For detailed information about searching with the Academic Browser see 5 In the search results double click the course for which you are setting the preferences requirements The course opens in the Course Navigator See Figure 13 3 on page 398 For detailed information about working with the Course Navigator see Using y the Course Navigator on page 520 435 Chapter 13 Academic Planning EMS Campus Figure 13 35 Course opened in the Course Navigator Course Title Business Statistics Instructor Larson William Tem 11 SPR 2011 SPRING Est Enrollment 30 CRN 160202 Act Enrollment 0 Course BUS 201 01 Credit Ho
12. Subject Attachments No Files Attached Message Times New Roman 6 Hit a aB 7z u Aey amp 2 E E 9 x xX 428 Chapter 13 Academic Planning EMS Campus Specifying Room Preferences Requirements After the Domain Scheduler places the term in Set Preferences mode three options that can be used in conjunction with each other are available for completing the preferences and requirements phase In addition the Domain Scheduler can complete the phase independently or they can solicit input from the academic units The Domain Scheduler can use the Manage Terms Copy Preferences tool to copy the preferences and requirements from a previous term See To use the Manage Terms Copy Preferences tool on page 430 The Domain Scheduler can use the Academic Browser Set Course Preferences tool to set preferences and requirements for multiple courses in a single step See To use the Academic Browser Set Course Preferences tool on page 432 The Domain Scheduler can use the Course Navigator to set preferences and requirements on a course by course basis See To use the Course Navigator on page 435 Ta If a course must take place in a specific room that you plan to exclude from optimization you can pre assign it to a specific room This process is outlined during the Scenario phase See To create a pre assignment scenario on page 445 For any of these methods the following caveats apply
13. Z Terms anima Domain Main Campus X Tem Code 5 Description Phase Start Date Active Scenario Last Sync Edt 09 SPR 2009 SPRING PUBLISHED 1 12 2009 Scenario 2 10 17 2008 3 40 PM Print 09 FALL 2009 FALL PUBLISHED 8 10 2009 Scenario 1 1 15 2010 1 24 PM 10 SPR 2010 SPRING PUBLISHED 1 11 2010 Scenario A 2 22 2010 1 51 PM Sync 10 FALL 2010 FALL PUBLISHED 9 13 2010 Scenario A 8 17 2010 3 16 PM Admin 11 SPR 2011 SPRING PLANNING 1 10 2011 SIS 12 16 2010 2 18 PM Publish Unpublish Update SIS Copy Prefs Ena Show 7 Active E Inactive 2 Select the term which requires post publish processing and then click Edit The Term dialog box opens The Term tab is the active tab 483 Chapter 13 Academic Planning EMS Campus 484 3 Open the Auto Sync Settings tab Figure 13 66 Auto Sync Settings tab 10 FALL 2010 FALL eee fates Tem Excluded Dates Auto Sync Settings Publish Settings Audit Automatically Sync Courses Automatically Process Course Updates Auto Sync Only Once Per Day At spo C 4 Specify your auto sync settings Setting Description Automatically Sync Courses Select this option to automatically synchronize courses in your SIS Note In addition to this setting three Campus system parameters that determine the specific types of updates that are to be auto processed See Campus system parameters in the EMS Setup Guide Automatically Process Cours
14. The string is not case sensitive but your search is limited to the exact order of characters in the string and the string must begin with the information for which you are searching e On the Search by dropdown list select the option by which to search the Group or the Contact for the group e On the Type dropdown list leave the default value set to all or select the type of the group or contact by which to filter the search e Click Options to open the Group Options dialog box and then modify any or all of the information that is displayed in the dialog box and then click OK to close the dialog box and return to the Groups window Figure 4 16 Group Options dialog box Group Options soe lt 7 Show Active Groups 7 Show Active Contacts E Show Inactive Groups Show Inactive Contacts Show Old Reservations Number Of Records To Retum 1000 5000 10000 The Groups window is updated with the results that meet your search criteria 3 Inthe Groups window select a group or contact The Groups window is refreshed with five tabs at the bottom of the window One of these tabs is a Reservations tab 4 Open the Reservations tab A list of all reservations for the selected group is displayed on the tab 5 Double click a reservation to open the reservation in the Navigator 196 Chapter 4 Search Tools Searching with the Resource Calendar You use the Resource Calendar to search for a particu
15. Close Report Setup Form After Running Reports Select this option if you want the window from which you generate a report to automatically close after you run the report Do not select this option if you want the window to remain open Time Drop Down Interval The time interval displayed on a Time dropdown list i e if you select 30 minutes then options on the dropdown list are displayed as 1 00 1 30 2 00 and so on All Time dropdown lists are 24 hour lists Paper Size The size of the paper on which reports confirmations and invoices are printed Do Not Save Window Coordinates All windows in EMS have default coordinates a position in EMS If you move a window from its default position when working in EMS but you want the window to open in its default position the next time the window opens then select this option Email Format The format in which your emails are sent HTML or Plain Text Use Global Email Settings If you want to use the global email settings that your EMS administrator has defined then select this option Use Microsoft Outlook If this option is selected then EMS uses Microsoft Outlook for your default email client If this option is not selected then EMS uses the SMTP Email settings specific to your account These settings are specified in the lower pane of the Preferences dialog box SMTP Email Contact your EMS administrator with assistance in specifyi
16. If any meeting patterns are left without a corresponding final exam time then courses that fit that meeting pattern in the term will not have a final exam scheduled for them 491 Chapter 13 Academic Planning EMS Campus To import a term to create a final exam schedule template 1 Click Import and on the dropdown list that opens select Term The Term Picker dialog box opens The dialog box lists all the terms that are currently configured in your EMS database Figure 13 75 Term Picker dialog box Term Picker E fee Domain M Tem Code Description 09 SPR 2009 SPRING 09 FALL 2009 FALL 10 SPR 2010 SPRING 10 FALL 2010 FALL 11 SPR 2011 SPRING 2 Select your Domain and Term for which you are creating the final exam schedule template and then click OK EMS scans the term and identifies unique meeting patterns to begin the template building process After the import is complete a message opens indicating this 3 Click OK to close the message and return to the Schedule tab The imported patterns are displayed on the Schedule tab 4 Select an individual pattern or CTRL click to select multiple patterns and then click Edit to open the Final Exam Schedule Days dialog box and assign the final exam day of the week and the final exam start and end times 5 Click OK to close the Final Exam Schedule Days dialog box and return to the Schedule tab 6 Click OK on the Final Exam Schedule Template dialog
17. Resource Calendar fo Options Filter Results Month November v Reset Advanced gt Year 2010 X Include Cancelled Category Status fall X 197 Chapter 4 Search Tools 2 Click the Basic Advanced toggle to select the type of search that is to be carried out and then continue to one of the following e To carry out a basic search in the Resource Calendar e To carry out an advanced search in the Resource Calendar on page 200 To carry out a basic search in the Resource Calendar 1 Leave the Month and Year set to the default values current month and year or optionally enter different values as needed 2 Enter the search criteria Field Description Include Cancelled By default search results are not set to show resource items for canceled reservations Select this option to search for resource items in canceled reservations as well Category Select a specific category booking detail Resource Available only if you select a category that is a resource Select a specific resource item Status The default value is set to all You can leave this value as is or you can select a specific booking status 3 Optionally click Options and edit the default values for one or more additional search options Date Time Filter Number of Records to Return and Specific Room Filters 4 Click Get Data or Refresh The search results are displayed
18. within the time gap that is specified in Options 527 Chapter 13 Academic Planning EMS Campus 528 Academic Unit Statistics Description Options This report includes the following statistics for course dates that have been scheduled into rooms Number of sections per department e Percentage of the total sections Number of class meetings e Percentage of the total class meetings e Number of class hours e Percentage of class hours e Average estimated enrollment e Average actual enrollment e The days of the week to be included in the report e Include course dates that have not been assigned into a room Academic Time Block Utilization Description Options This report can be used after publishing to see the percent utilization of your rooms based on the number of time blocks that you specify For instance if you hold 50 minute courses from 8 00 5 00 9 blocks and have one evening course from 6 00 9 00 1 block Monday through Friday x5 you would have 50 blocks per week N A Classroom Utilization Chapter 13 Academic Planning EMS Campus Description Options This report can be used to analyze the percent that your rooms are utilized compared to a number of hours and the percentage of seats full actual enrollment compared to room capacity The report includes the following information Number of class meetings
19. 158 Chapter 3 The Navigator To add a comment 1 Click New The Comment dialog box opens Figure 3 73 Comment dialog box Comment Sea Comment Histon Auat Comment Type Alert Users L Y speling Cancel On the Comment Type dropdown list select the type of comment that you are adding otherwise if none of the pre configured comment types meets your working needs select user specified comment and then in the Description field enter a description for the comment type In the Notes field enter the comment Optionally do one or both of the following e To alert any EMS user that opens this reservation that this comment has been added to the reservation select Alert Users e Click Spelling to spell check the comment before you add it to the reservation booking or booking detail Click OK The Comment dialog box closes The comment is added to the reservation booking or service order The Comments tab remains open 159 Chapter 3 The Navigator To edit a comment 1 Select that comment that is to be edited and then click Edit The Comment dialog box opens The comment is displayed in the Notes field Figure 3 74 Comment dialog box with comment a iici seca Comert Hit At Comment Type M Description Biology Students Notes Biology major can also attend for a 5 entry fee Alert Users v ven Cancel 2 Modify the comment as needed
20. 257 EMS User s Manual creating by copying an existing group record creating from a OUP en Aas neeet 257 defined eee eeeeseeeeee 231 253 deleting nicieni 253 EdING enaa re 253 emailing from within EMS 253 sending an email to 253 context menus in the Navigator 82 Conventions used in the manual 27 Copyright ae es 3 count information editing for a booking in the Navigator seiseseneeenereneennennne 147 course GING aha erii 401 adding a new section to 401 adding course dates to 401 adding sections to 2 401 assigning a room to 2445 453 assigning shared space to 413 automatic post publish processing O a aa a seid 476 canceling a course date for 407 changing the room location for one or more of its bookings 473 clearing preferences for 509 512 defined ccceeeeseeeeeeerseeees 387 editiNg ierik 401 editing course dates for 401 excluding from the final exam sSehed le in Sohe 489 identifying new modified or canceled irran anihin 420 manual post publish processing Of r E EE 476 535 EMS User s Manual manually updating the location for INANE SIS iaa aE 468 overview of defining and edga i 397 reviewing and verifying room preferences for oo eeeeeeeeee 437 searching for with the Academic BrOWSED 0 ccccsceseeeeesesseeeeees 507 specifying a final exam
21. 458 Publishing a Term Section Contents e Overview of Publishing an Academic Term on page 461 e Publishing a Term on page 463 e Manually Updating Course Locations in the SIS on page 468 e Unpublishing a Previously Published Term on page 470 459 Chapter 13 Academic Planning EMS Campus 460 Chapter 13 Academic Planning EMS Campus Overview of Publishing an Academic Term After the Domain Scheduler has finalized the assignment of courses to rooms either with the help of the EMS room optimization process or by using the scheme that was pulled from the SIS the next step is to publish the course schedule for the term in EMS Campus Publishing the course schedule causes the system to book the space in EMS creating reservations and bookings If the EMS Campus system parameter Manually update SIS is set to No then the publishing process also updates course location information directly in the SIS otherwise the Domain Scheduler must manually update the SIS Publishing an academic term consists of the following steps 1 The Domain Scheduler publishes the term which includes specifying statuses for courses in conflict and cross listed courses See Publishing a Term on page 463 2 If needed the Domain Scheduler manually updates the course locations in the SIS See Manually Updating Course Locations in the SIS on page 468 3 If needed the Domain Scheduler can unpublish a previously published term Se
22. Ta The course location in the SIS does not update automatically unless all bookings To swap rooms between courses If courses have an identical meeting pattern you can also swap rooms between courses 1 Open the Reservation Book See Viewing and Editing Reservations in the Reservation Book on page 52 2 Inthe Reservation Book locate your course bookings 3 Right click one of the two bookings that you want to swap and on the context menu that opens click Swap Rooms With Another Course 4 Select the second of your two bookings A message opens asking you if you are sure that you want to swap rooms for the two courses 5 Click Yes The message closes After the locations are swapped the Reservation Book is updated to reflect the swap 475 Chapter 13 Academic Planning EMS Campus Post Publish Processing of Courses In most cases courses are added changed or canceled in the SIS after the course schedule has been published in EMS You can manually resynchronize and process these courses or you can set options in EMS Campus to automatically resynchronize these courses After these course are automatically resynchronized they can be automatically processed as well or you can manually process them Also at the point that actual enrollment should determine room assignment that is can a room s capacity handle the actual enrollment you can process courses post publish so that the courses are updated with t
23. e Ifthe notes are to be printed on internal reports only the notes would be excluded from external reports like a confirmation then select Internal e Ifyou edit the pricing method then make sure to enter any other additional information as needed Pricing Method Additional Fields Unit Unit Price Half Day Full Day Event Time e Half Day Price e Full Day Price e Hours Half Day Full Day Reserved Time e Half Day Price e Full Day Price e Hours Half Day Full Day Service Time Note Available only for a resource with a service order e Half Day Price e Full Day Price e Hours Hourly Event Time e Hourly Price e Minimum Charge e Maximum Charge e Initial Flat Charge Hourly Reserved Time e Hourly Price e Minimum Charge e Maximum Charge e Initial Flat Charge Hourly Service Time Note Available only for a resource with a service order e Hourly Price e Minimum Charge e Maximum Charge e Initial Flat Charge 143 Chapter 3 The Navigator Pricing Method Additional Fields Hourly Specific Hourly Price Minimum Charge Maximum Charge e Ifapplicable open the Selection tab and modify the resource selections as needed 3 Click OK The lt Resource gt dialog box closes and you return to the Navigator with the modified item still selected in the Items pane If you need to modify counts and or times for individual i
24. 354 Chapter 10 User Settings Figure 10 6 View dialog box View tab View co fo fsa View Rooms Audit Description Notes seta 3 Inthe Description field enter a name or description for the view Ta The name or description can be a maximum of 30 characters including spaces 4 Optionally in the Notes field enter any additional information that is pertinent for the view 5 Open the Rooms tab and do one or both of the following e Select all buildings a specific building a view or an area for which to search for rooms to include in the view The views that are available are not only all the views that you have defined for y this EMS database but also all the views that other users have defined for this EMS database e Leave the Room Type set to the default value of all or select a specific room type As you select your search criteria the list of rooms that meet the search criteria is dynamically updated 6 Inthe Available list select the room or CTRL click to select multiples rooms that are to be included in the view and then click the Move gt button to move the available rooms to the Selected list 7 Click OK The View dialog box closes You return to the My Views window with the newly defined view automatically selected 355 Chapter 10 User Settings 356 Chapter 11 Other Reservation Functions EMS contains several miscellaneous sta
25. Chapter 3 The Navigator Figure 3 32 Change Rooms Wizard Available tab 108 Reservation No 1671 Change Rooms Available Available 7 Room Description Building Days Available Dates 3 Rooms 0 101 101 CTC 3 8 20 2010 102 102 CTC 3 8 18 2010 103 103 cTc 3 8 16 2010 104 104 CTC 3 Aud A Auditorium A cTc 3 Aud B Auditorium B CTC 3 Auditorium Auditorium CTC 3 Select the room that is to be scheduled for the event Optionally do one or both of the following e Click Room Info to open the Room Info dialog box and view information about the room properties setup type features and pricing e Click Building Hours to open the Building Hours dialog box which displays the hours that the selected room building is open on the reserved date Otherwise click the Move button gt to move the room to the Selected list The selected room is displayed in the Rooms list in the right pane of the Available tab for every event date for which the room is available If all the event dates are fulfilled click Finish otherwise repeat Step 5 and Step 6 until all the event dates are fulfilled and then click Finish A message opens asking you if you want to change any more rooms Click Yes to repeat this procedure for any other bookings for the selected reservation otherwise click No close close the message The Change Room Wizard Results window opens with a list of bookings for which the roo
26. Group Available 2 Gratuity Sales Tax Se Group Biling Information Calculations Biling References PO Numbers Other Audit Selected 0 239 Chapter 6 Groups and Contacts 2 Continue with any other optional configuration for the group as needed otherwise click OK to close the Group dialog box and return to the Groups window The newly configured group is automatically selected in the window Billing References tab You use this tab to define a list of eligible billing references that are specific to the group 1 Open the Billing References tab and enter any billing references that are associated with the group Figure 6 7 Group dialog box Billing References tab Group o lta e Group Billing Information Calculations Billing References PO Numbers Other Audit Billing References Description Notes Active Delete Option Description Billing Reference The billing reference that is associated with the group Description A description about the billing reference Notes Any other comments or statements that are applicable for the billing reference Active Select this option if this billing reference is to be available when a reservation is made for the group 2 Continue with any other optional configuration for the group as needed otherwise click OK to close the Group dialog box and return to the Groups window The newly conf
27. Lists the bookings that have a status with a reconfirm date that falls within the selected date range You typically use the information in this report to review tentative bookings The report can be run in one of two formats by Status Date the date that the event was put in a Tentative status or by Booking Date the actual date of the event You can select Use Specific times and then enter range of times to limit the report to bookings that occurred within this specified time range You can enter a report name or description or any pertinent information about the report in the Comment field N A 295 Chapter 8 Reports and Queries Report Description Options Wait List Report Lists all the 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 a Wait status that can now be changed to Confirmed and indicates if the room is available You can select Use Specific times and then enter range of times to limit the report to bookings that occurred within this specified time range N A Booking Conflict Analysis Reviews information on all bookings for a date or date range and lists any conflicts Note EMS does not allow double bookings but they might exist because conversion of data from systems that do allow them or the result of users failing to restart EMS after encountering err
28. N A Transition Tracks the occupants of hoteling spaces during a specified date range Lists by floor and room where the occupant was last what room the occupant is moving to and who was in the space the previous day Typically this report is run for a two day range and the days of the week must be checked This report can be used by personnel who are responsible for preparing hoteling spaces for each occupant e Show Details Prints the categories that are associated with the bookings e Highlight Changes Made Within days Changes that have been made within the specified number of days are highlighted in the report Arrivals and Departures Lists the departures and arrivals for a particular room by building and floor The report shows the time of the departure if the customer is a departure and the time of the arrival if the customer is an arrival Typically this report is run for a two day timespan listing the departure date first and the arrival date second N A Groups With Multiple Bookings Lists groups that have multiple bookings for the date or date range specified The information is organized by date and lists the start and end times the room the room type and the booking status for each booking N A 299 Chapter 8 Reports and Queries Report Description Options Check In Statistics Lists the percentage of customers who have N A checked in by building building room
29. Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 Inthe left pane of the Navigator select the reservation to which the bookings are being added and in the Bookings pane click New The Reservation Wizard opens See Making a Reservation Using the Reservation Wizard on page 37 84 Chapter 3 The Navigator Editing a Reservation in the Navigator When you edit a reservation in the Navigator you are working with the who and the what information for the event the event name the group name and so on When you edit a reservation you can edit the reservation information event name event coordinator and so on and you can edit the billing information pricing plan payment type and so on Ta When you edit a reservation if you select a different pricing plan then the pricing plan is applied at the reservation level only Categories and room charges are not automatically repriced To reprice your categories or room charges based on a new pricing plan you must use the Update Pricing Plan wizard See Repricing Categories and Room Charges for a Reservation on page 87 To edit a reservation in the Navigator 1 Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on
30. ee 230 Building Hours Exceptions tabs heheh nee ea 226 Notifications tab eee 212 Options TOM 252 cies eeiesticebteseeeesdeess 210 OVEFVIEW OF eeeeeeeeeneeeteneeeee 209 Reconfirm Dates tab 225 Reminders tab eee 214 Wait List tab eee 224 Web Requests tab 220 Web Reservations tab 219 delegate defined fivciesescadesccetetescaceis 257 deposit defined nirien eck 329 entering for a reservation 335 searching for 329 VOIGING 2eecassceessedibessseteescteave 341 discount applying to a reservation in the Navigator oiriin 149 display changing for the Groups WINAOW ssissssissesineerrreerrnerrnnernne 235 domain defied sser 386 drawing attaching to a booking in the Navigator aon 172 defined stdrais 172 deleting from booking in the Navigator an 172 detaching from a booking in the Navigator gone 172 detaching from a reservation in the Navigator sses 168 172 editing the description for in the Navigator sses 168 172 setting the default program for opening one attached to a booking in the Navigator seeeeeeeeeee 349 viewing for a booking in the Navigator pen 172 E Early Checkout report 298 email sending from EMG 0 360 sending to a contact 253 viewing history Of eee 363 emailing a contact from within EMS 253 a group from within EMS 250 EMS MAIN MON snarpi 31 Start
31. on page 165 e To edit a user defined field on page 165 e To delete a user defined field on page 166 e To the view history for a user defined field on page 166 Chapter 3 The Navigator To add a user defined field 1 Click New The User Defined Field dialog box opens Figure 3 78 User Defined Field dialog box P User Defined Field User Defined Field History Audt Field X Value 2 On the Field dropdown list select the type of field that you are adding 3 On the Value dropdown list select an allowed value for the field 4 Click OK The User Defined Field dialog box closes The field is added to the reservation and the User Defined Fields tab remains open To edit a user defined field 1 Select that user defined field that is to be edited and then click Edit The User Defined Field dialog box opens The field type and field value are displayed in the dialog box Figure 3 79 User Defined Field dialog box with field type and value User Defined Field o Sea User Defined Feld History Auat Field Food X Value Yes Please contact me X 2 Modify the field type field value or both as needed 3 Click OK The User Defined Field dialog box closes The modified field is saved for the reservation and the User Defined Fields tab remains open 165 Chapter 3 The Navigator To delete a user defined field 1 Select the
32. 1 Open the Groups window 2 Click New The Group dialog box opens The Group tab is the active tab Figure 6 4 Group dialog box Group tab Group aoe Ex Group Biling information Calculations Biling References PO Numbers Other Audit Name Address City ST Zip Country Intemational Group Type none X Phone d Fax X Email Address 2 URL Default Contact none v Require Contacts VIP E Inactive Cancel 3 Enter the information for the new group See e Group tab on page 237 e Billing Information tab on page 238 e Calculations tab on page 239 e Billing References tab on page 240 e PO Numbers tab on page 241 e Other tab on page 242 236 4 Click OK Chapter 6 Groups and Contacts The Group dialog box closes You return to the Groups window The newly configured group is automatically selected in the window At the time that you are configuring a group you can also create a web user for the group create a contact from the group and assign the group to a web user See Additional Configuration of Groups and Contacts on page 257 Group tab The only required information is the name of the group on the Group tab All other information is optional and can be added at later dates when needed including adding a group contact See Managing Contacts on page 253 Field Description
33. 116 deleting booking detail items for multiple bookings in 153 deleting booking details for multiple bookings in 156 editing a booking in 0 96 editing a reservation in 85 editing booking detail item charges Niece aes 145 editing booking detail items for individual bookings in 141 editing count information for a booking iN eect eeeeeeeeeeeeee 147 editing miscellaneous information for multiple bookings in 112 editing multiple bookings in 99 editing the status for multiple bookings n 89 103 folder structure aaa00annnnnnnennne 73 moving bookings to a different reservation in eeseeeeeeeeeees 114 opening a reservation in 71 OVEIVIEW Of cccccececeeeceeeseeeeeeees 71 repricing categories and room charges for a reservation in 87 working with attachments in 168 working with comments in 158 working with drawings in 172 working with reminders in 158 working with user defined fields aE E EA 164 No Show report eeeeeeeeeeeeeeeeee 298 notes see booking details Notifications tab on the Dashboard optimization process stages f i eti 442 optimization scenario Creating eeseeeeeereceeseeeeeeeeres 445 defined or aer e rnas 442 CVAIUATING 0 ee eee eeeeeeeereeeeeeee 444 Organization of the manual 23 Other reports C
34. Date a Weekday Start End Building Room Event Statu 8 16 2010 Mon Monday 6 00PM 9 00PM CTC Incoming Engineering Students Welcome Events Acade 8 18 2010 Wed Wednesday 6 00PM 9 00PM CTC Incoming Engineering Students Welcome Events Acade 8 20 2010 Fi Friday 6 00PM 9 00PM CTC Incoming Engineering Students Welcome Events Acade Hide Canceled Bookings Hide Old Bookings 7 To show canceled bookings clear Hide Cancelled Bookings Conversely to hide canceled bookings select Hide Cancelled Bookings To show all bookings regardless of date clear Hide Old Bookings 3 CTRL click to select the bookings that are being edited or click Select All to select all the displayed bookings in a single step and then click Finish A message opens indicating that the changes were made successfully 4 Click OK to close the message and return to the Navigator 113 Chapter 3 The Navigator Moving Bookings to a Different Reservation You use the Move Bookings reservation to move one or more bookings that do not have invoiced items from a selected reservation to an existing reservation or to an entirely new reservation When you move a booking from a selected reservation the booking and all its associated details are removed entirely from the selected reservation To move bookings to a different reservation 1 Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation B
35. Food Service 12 00 PM Vj Box Lunch 5 Room Charge B y 100 a Setup Notes VY 12 31 2010 Fri 8 A 1214 2011 Fri 7 45 AM 101 G Audio Visual E Food Service 8 00 AM n Food Service 12 00 PM Room Charge Setup Notes 1 21 2011 Fri 7 45 AM 101 1428 2011 Fri 7 45 AM 101 E F Navigator EMS Training Reservation No 1319 Booking No 6838 _ Comments 0 __ _ Reminders 0 Refresh Settings Print mi Booking Summary Histo _ Date 1 7 2011 Fri Event Name EMS Training Reserved 7 45 AM 5 15 PM Location CTC 101 Event 8 00 AM 5 00 PM Event Type none Confirmation Setup Type Standard 7 As Is Status Confirmed Dutlook Booking No 6838 Setup Count 5 Booking Details 5 Category Service Start End New Li Audio Visual none a Food Service Standard a Food Service Standard u Room Charge none a Setup Notes 8 004M 9 004M 12 00PM 1 00PM none Delete Tools Items Print Many of these same commands are also available on a context menu which is a menu that opens when you right click on a folder or item in the Navigator All the context menus that are available in the Navigator offer a limited set of choices based on not only what is currently selected in the Navigator but also in what pane of the Navigator that it is selected 82 Chapter 3 The Navigator Figure 3 12 Comparing context menus Open R
36. Hide Holidays By default holidays are displayed on the Daily Calendar Report Select this option to hide holidays in the report By Room Displays events one room at a time in a calendar view 284 Chapter 8 Reports and Queries Report Description Options Room Cards A list of events that is designed to be posted outside a room or event space The report notes the date event time and location for events as well as the group sponsoring each event The report can be a single list of all events that are scheduled for the room on a particular date or it can be a single page per event Show Bookings on Start Date Only If a booking is scheduled overnight then only the start date of the booking is displayed in the report For example a booking exists for 3P Thursday through 10A Friday If this option is selected then the booking is displayed only for Thursday in the report Print Blank Room Cards Prints a room card for a space that does not have any events scheduled Print Logo Prints the facility logo on each room card You can specify the logo location on the right or left side of the room card Sort Room Cards By Book Sequence If Book Sequencing is being used on Room Configuration then a facility can print room cards in the Book Sequence order Print Combo Room Components Prints an individual room card for each component of a combo room Activity Schedule A list of bookings in all
37. billing information 533 EMS User s Manual configuring for a group 238 billing reference number setting up multiple for a reservation booking and or booking detail ceeee 75 billing references specifying for a group 240 Billing reports AQGING ici P EEEE ETTE 345 Billing Worksheet 0 345 General Ledger Distribution VODOM APERE EEEE E E TEET 346 generating eee ee eects 343 Invoice Detail report 346 Transaction report 346 Voided Transaction report 346 Billing Worksheet report 345 booking adding an attachment to in the Navigator s iseesesenerernerrernne 168 adding to a reservation in the Navigator s seisesneeerreerrnerrnees 84 allocating the charge for across multiple billing reference and or PO NUMDEIS eeceeeeeeeeeeeeeeeeee 75 attaching a drawing to in the Navigator sieeeeeeneerrnerrerne 172 changing the room for multiple bookings in the Navigator 105 copying multiple bookings in the NEN 0 0 116 CeTINGO zarana n 35 deleting a drawing from in the Navigator iseieeeneerrrneerernne 172 deleting an attachment from in the Navigator sseeeieeeeeenerrernne 168 detaching a drawing from in the Navigator sieeieeseeerreerrernne 172 534 editing a drawing for in the Navigator sssesesieeeseeerreeennenns 172 editing an attachment for in the Navigator see
38. h Email Export Print S Hl AaB Sla Qa De B B lad E TENTIS eee Pee Coenen Coenen AANA TASANE NR Cen aa EMS Professional Demo Remil hi E AttachedTo Booking Date Event Name Location Category Service Group User Description Wednesday August 04 2010 Service Order 10 11 2010 30th Annual Engineering Food Service Dr James Rouse Admin Get Final Catering Count 3 Egg Throw Demonstrations HCE North Audit Lunch Dr James Rouse 303 555 8889 Mary s Catering 303 965 8895 Thursday August 05 2010 2 Select the option or options that best fit your working needs To go to the item to which a reminder is attached On the Reminders list select a reminder and then click Go To The Attached To column for the reminder must state anything other than y Unattached e Ifthe reminder is attached to a reservation booking or booking detail then the reservation opens in the Navigator and the appropriate folder Reservation Booking or Booking Detail is automatically selected e Ifthe reminder is attached to a group then the Group window opens with the group information displayed in the window To complete a reminder 1 On the Reminders list select the reminder or CTRL click to select the multiple reminders that are to be completed 2 Click Completed A message opens asking you if it is OK to set the selected reminders as completed 3 Click Yes The message closes The reminders are completed with a date
39. 1st Contact Name 1st Contact Phone 1st Contact Fax 1st Contact Email Address Billing Reference Service Orders Exist Event Type Event Coordinator Salesperson First Booking Last Booking Total No Bookings SSiSiS8 885888 SE ESE2E2020b02b050G OK Cancel e Change the display date using the calendar On the Date field click the dropdown arrow to open the Calendar Use the scroll features lt and gt at the top of the calendar to change the month or year To select a different date for a month click the date Figure 2 17 Reservation Book calendar Date 1 19 2010Tue Te 4 January 2010 gt wiTtFs T 29 30 31 1 2 56789 12 13 14 15 16 17 18 E 20 21 22 23 24 25 26 27 28 29 30 34 123456 57 Chapter 2 Reservations and Bookings e Change the display date using the Reservation Book scroll features Use the scroll features at the top of the reservation book display to scroll to a different day week month year or any different combination of these Figure 2 18 Reservation Book calendar scroll features Day 4 gt Week 4 gt Month 4 gt Year 4 gt Friday January 29 2010 58 Chapter 2 Reservations and Bookings To view reservation information 1 On the toolbar click the Book icon a The Reservation Book opens in the Daily view See Figure 2 9 on page 52 Optionally when the Reservation Book first opens b
40. Building The default value is all but you can select a specific building an area or a view Group Type The default value is all but you can select a specific group type Event Type The default value is all but you can select a specific event type Floor The default value is all but you can select a specific floor Room Type The default value is all but you can select a specific room type Visitors Only Select this option only if you are searching for groups that do not have an address using any of the home cities that you have defined Not Checked In Only Select this option to search only for groups that have not been checked into the building Multiple Bookings Only Select this option to search only for those groups that have multiple bookings on the selected date Find Name Optional field Enter a search string by which to filter your search The search is not case sensitive but it is limited to the exact order of characters in the string and the string must begin with the information for which you are searching For example if you enter ed as the search string results can include Ed Edward Eddie and so on but not Ted or Fred Date The default value is the current day s date but you can select a different value 4 Click Display All the groups that meet all the search criteria and that have a booking or bookings on the selected date are displayed on the With Bookings ta
41. Confirmation Settings dialog box with one exception the Date Range tab Additional options are available on the Date Range tab which you can use to limit the confirmation to specific bookings and or specific booking times See Figure 7 2 on page 270 269 Chapter 7 Confirmations 270 Figure 7 2 Confirmation dialog box Date Range tab Booking ID Starting Date 10 11 2010 Ending Date 10 11 2010 Use Specific Times F 4 Optionally review the selections on this dialog box and make any needed modifications 5 Do one of the following e To manually generate an emailed confirmation click Email See Sending Email from EMS on page 360 T If you are using SMTP email then Figure 7 3 is an example of the SMTP email window that opens Figure 7 3 SMTP email window for a confirmation Department 2nd Contact 2nd Contact C Web User C Web User Subject Reservation 1673 for Dr James Rouse beginning 10 11 2010 Attachments No Files Attached Message Times NewRom 3 BAB Z U A Z Conference Services 1000 Main Street Denver CO 80111 303 771 0110 303 796 7429 lt P gt want this in lt STRONG gt lt FONT color f0000 gt Red lt FONT gt lt STRONG gt lt P gt Chapter 7 Confirmations To manually generate a printed confirmation modify the number of copies to print as needed i
42. Figure 13 95 Academic Book courses grouped by instructor 516 Academic Book oe Main Campus 2011SPRING Scenario SIS bd Time Zone Mountain Time Refresh Options Room Instructor Subject ACCOUNTING Name Go Date 1 10 2011Mon Today Day 4 gt Week 4 gt Month 4 a Print Instructor Chapman Russel Tuesday Wednesday Thursday Friday kaiuctors 1 11 2011 1 12 2011 1 13 2011 1 14 2011 unknown rd Cleves Mateen 8 2 Davis Shary 9 Diaz Cameron Evans Dean 10 Franklin Nikki Langmeier Shannon 11 Miey san oer wher rer Nash Grahm 12p Raasch Kevin VanHousen Rebecca 1 Weber Chris a 2 z m D Chapter 13 Academic Planning EMS Campus To set options for the Academic Book Click Options in the upper right hand corner of the Academic Book to open the Academic Book options dialog box You use the options on this dialog box to specify such things as what is to be displayed in the book when it first opens mouse actions in the book and so on Figure 13 96 Academic Book Options dialog box General tab Academic Book Options ke 6 General Tool Tip Display Published Tool Tip Display Unpublshed Start Hour 7 00 AM B Display Event Name Course Setup Type Group Instructor Published Booking Colors Based On Status Event Type Rooms Without Bookings Highlight Rooms Highlight Color e ums Room Display Room Code Room Description Building Display Buildin
43. Hoteling Wizard Templates teja Hoteling Wizard Templates 1 New Optionally to view all hoteling wizard templates in your EMS database y regardless of status under Show click Inactive Chapter 12 EMS Workplace 2 Click New The Hoteling Wizard Template dialog box opens The Hoteling Wizard Template tab is the active tab Figure 12 7 Hoteling Wizard Template dialog box Hoteling Wizard tab z Hoteling Wizard Template Hoteling Wizard Template Defauts Audit Description Prompt For Date 3 In the Description field enter a description or name for the template Ta The description or name can be a maximum of 30 characters including spaces 4 Optionally select Prompt for Date if a reservationist user is to be prompted with a start date for the reservation in the Reservation Wizard and then in the Number of Days to Select field enter the number of days that are to be automatically selected in the Reservation Wizard after the reservationist user enters a start date for the event 383 Chapter 12 EMS Workplace 5 Open the Defaults tab and do the following for each reservation variable for which you want to specify a default value e Select the variable and then click Edit to open a Set Default Value dialog box e Enter the default value for the variable and then click OK to close the Set Default Value dialog box and return to the Defaults tab Figure 12
44. If the contact address is not the same as the group address then clear Use Group Address and enter the appropriate values in the Address fields International Select this option to drop the State and Zip fields for an international group Phone The phone number and fax number for the group Fax Note The Phone and Fax fields have a dropdown list available on which you can select a different value Phone Fax Mobile or Other for the field label or you can enter a user defined value To enter a user defined value double click the current field label to select it and then enter the user defined value over the selected label Email Address The email address for the contact Note If your computer is connected to a network click the Search icon to open a global address lookup dialog box and search for the email address External Reference Notes Links the contact to an outside program if needed Any other comments or statements that are applicable for the contact Set as Default Select this option if the contact is to be the default contact for the selected group Note If a default contact has been defined for a group then when you specify the event information for a reservation the Contact field is automatically populated with the name of the default contact See To specify the event information on page 48 Note You can always specify a contact as the default contact for a selected group at a la
45. If you need to confirm that an over commitment of resources does not exist for a single reservation then you can manually run the Resource Inventory Conflicts tool from the Navigator to generate an onscreen report that lists the resources that are in conflict by booking for the reservation To confirm that an over commitment of resources does not exist across multiple reservations run any of the various resource usage reports that are available See Statistics reports in Generating an EMS Report on page 277 To run the Resource Utility Conflicts tool 1 Open the reservation in the Navigator See Opening a reservation directly in the Navigator on page 71 2 In the Bookings pane click Tools and then click Resource Inventory Conflicts The Resource Inventory Conflicts report opens onscreen The report lists the resources that are in conflict by booking See Figure 3 85 on page 176 3 Optionally edit the booking details for the involved bookings to resolve the conflict 175 Chapter 3 The Navigator Figure 3 85 Resource Inventory Conflicts report Emai Boot ab Print ED Be pops ae T rs i IUE 10 DEA All Modules Resource Inventory Conflicts Date Start End Location Booking ID Category Qty Used Used Start Used End Overhead Projector 3M 1 12 1 2010 9 00AM 11 00AM CHS1 Lobby 12 1 2010 27848 Audio Visual 1 9 00AM 11 00 AM 9 00AM 10 00AM CHS1 Pool 27850 Audio Visual 1 9 00AM 10 0
46. Mark as Reviewed Conversely to mark a service order as Unreviewed click Review gt Mark as Unreviewed e Inthe Service Orders view to change the state of a service order in a booking select the appropriate booking in the Results list and then click Change State A Change State dialog box opens The dialog box lists all the available states for the service order Select the new state for the service order on the State dropdown list For more information about reviewing service orders and selecting states see y Searching with the Service Order Management Browser on page 203 e Click Filter to return to the Filter tab make any necessary changes to the search criteria and repeat the search e Click Refresh to requery the database based on the current search criteria 5 Click Close Any changes that you made to the search results columns position and width remain in effect for any other searches that you carry out If you want to reset the columns to their default values see Resetting Column Settings on page 353 Chapter 4 Search Tools Searching for Reservations by Group A group is an entity for which reservations are made at your facilities You can use the Group search feature to search for reservations that have been made for a group in your EMS database To search for reservations by group 1 If have clicked the Search icon next to the Group field on a window such as the Calendar then the Groups w
47. Name The name of the group Note The name can be a maximum of 30 characters including spaces Address The street or mailing address for the group City ST Country Zip International Select this option to drop the State and Zip fields for an international group Phone The phone number and fax number for the group Fax Note The Phone and Fax fields have a dropdown list available on which you can select a different value Phone Fax Mobile or Other for the field label or you can enter a user defined value To enter a user defined value double click the current field label to select it and then enter the user defined value over the selected label Email Address The email address for the group Note If your computer is connected to a network click the Search icon 2 to open a Global Address Lookup dialog box and search for the email address URL The URL for the group s website Note Web users can link to this group s web site on VEMS Default Contact Populated with the name of the default contact for the group after you have defined a default contact for the group Require Contacts Select this option if the group is to always require a contact when a reservation is being made for the group VIP Select this option if the group is to be designated as a VIP group Inactive Leave this option blank to add the group as an active group Select this option to inactivate the group Notes Any
48. Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 In the left pane of the Navigator select the reservation that is being copied and in the Bookings pane click Tools and then click Copy Reservation Wizard The Copy Reservation Wizard opens Figure 3 20 Copy Reservation Wizard Reservation No 1458 Copy Reservation New Start Date Copy Reminders 7 New Status X Copy Comments v Copy User Defined Fields v Copy Attachments v Copy Drawings v Copy Booking Details Description Select Al Unselect All Show Inactive 93 Chapter 3 The Navigator 3 Enter the information for the new reservation Information Description Comments Start Date If you are copying a reservation with multiple bookings then the start date should be the date of the earliest booking for the existing reservation New Status The status for the new reservation Reconfirm Date You must enter a date if it is required for the new status that you selected Conflict Status You must enter a conflict status in the event that the new bookings are in conflict with any existing bookings Reconfirm Date You must enter a date if it is required for the new conflict status t
49. Open the reservation to which the details are to be copied in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 Inthe left pane of the Navigator select the reservation 3 In the Bookings pane click Tools and then click Copy Booking Details Wizard The Copy Booking Details Wizard open The first window in this Wizard the Select Booking Details to Copy window displays all the bookings for the selected reservation regardless of date By default the Copy From Reservation No field displays the reservation number for the selected reservation Figure 3 66 Copy Booking Details Wizard Select Booking Details to Copy window a Select Booking Details to copy Date Service Start 10 11 2010 Mon 10 11 2010 Mon 10 11 2010 Mon 10 11 2010 Mon 10 11 2010 Mon 12 00 PM 10 11 2010 Mon 2 00 PM 10 13 2010 Wed 10 13 2010 Wed 10 13 2010 Wed 10 13 2010 Wed 10 13 2010 Wed 12 00 PM 10 13 2010 Wed 2 00 PM AN AR 29010 Ca Reservation No 1673 Copy Booking Details Copy From Reservation No 1673 Service End 1 00 PM 2 30 PM 1 00 PM 2 30 PM Event Name 30th Annual Engineering Egg Throw Demonstrations Group Dr James Rouse Category all Building Room FESS SSSSSSSSS HCE North Audit HCE North
50. Ta As part of this process you can generate the Billing Worksheet report See e The second step to is process received payments using the Payment Entry function See Searching for Transactions on page 329 You can also use this function to enter deposits made against a reservation before invoicing or booking and to enter adjustments Financial transactions in EMS are batched by department For example if a user who is a member of the Scheduling department applies a deposit to a reservation then the deposit is shown on a confirmation only if the user who applied the deposit or other users in the Scheduling department print the confirmation If a user in another department for example the Catering department prints the confirmation then the deposit is not shown on the confirmation Similarly invoices that are generated by a department are printed on the Ageing report only if the report is generated for the same department If you invoice a reservation or one of its bookings any deposit that was previously made on the reservation is then applied and is no longer shown on the confirmation If you invoice an event the event is locked and cannot be edited You can edit the event only after you void the invoice You cannot void an invoice if payments have been made against it You must first void the payments You can use an adjustment with a negative dollar amount to clean up your financial records For example you generate an invoice for
51. You can then click OK to close the Query Builder Filter dialog box and save the named query The named query is displayed on the Reports menu under the Queries option You can run this query at any later date when needed 302 Chapter 8 Reports and Queries Query Builder Filter tab 1 On the Query Builder Filter tab name and define the query Option Description Filter Name Name of the query filter Note The name can be a maximum of 30 characters including spaces Filter Type The type of information that the filter is to capture The Filter Type affects the items that are available on 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 Display in Browser Available only for a filter type of Billing or Reservations Select this option if the query that you are creating is to be available in the Browser Open in Navigator Available only if the Filter Type is Reservations and Display in Browser is selected Indicate what the system should open in the Navigator when a user double clicks on an item that is retrieved by the query Owner Available only to administrative users Return First xx Number of Records To limit the number of records that the query returns select this option and then enter the number of records in the field 2 Continu
52. after you select a group for the event you can click Group Info to open a dialog box that provides information Properties User Defined Fields and Comments about the group 1st Contact Temp Contact When you select a group if a default contact has been defined for the group then this field is automatically populated with the name of the contact otherwise the field is blank You have several options for defining the 1st Contact for a reservation e Ifthe field is blank but contacts have been configured for the group you can select a contact from the pre configured list e Ifthe field is populated with a default value but other contacts have been configured for the group you can select a different contact from the pre configured list e Ifthe field is blank and no contacts have been configured for the group or the contact that you want to select for the group is not available on the pre configured list you can click the Contact icon Ca to open the Contact dialog box and create a permanent contact for the group See Chapter 6 Groups and Contacts on page 231 e If you want to create a temporary contact just for this event then select temporary contact and in the Temp Contact field enter the name for the temporary contact Note If a default contact has been configured for the group then any modifications that you make for the contact apply to this reservation only The next time you or anyone else creates
53. and go to Step 7 Typically courses with multiple course dates lab components or short term wy courses are marked as No Exam Required e Ifthe courses are meeting at a time other than what is specified by the template see To create a final exam schedule template on page 489 select Special Common Exam and then enter the date and start and end times for the special common exam Ta All the selected courses will meet at the date time specified e Ifthe final exams for all the selected courses are to be in the same room then select Common Exam Room e Optionally if would like the seat fill percentage to be a different value than the default value update the seat fill percentage for the exam e Ifthe exam exams are to take place in a different room not the same rooms that the courses have been using all semester click the Search icon next to Room Required to open the Room Selector dialog box and select a different room for the exams Ta All courses will meet in this room for the final exams 497 Chapter 13 Academic Planning EMS Campus e Ifthe exams are to take place in the same rooms that the courses have been using all semester then select Require Current Room If no room is requested or Require Current Room is selected then each course will have the final exam in their own room During publishing of the final exam session if the same room is unavailable EMS leaves the course unassigned fo
54. editing groups and contacts in your EMS database It also details the procedures for sending an email to a group or a contact deleting a group or a contact and printing and exporting group and contact information Chapter 7 Confirmations on page 265 details a confirmation which is a document that details the critical information for a reservation the date the time the location the scheduled resources and so on The chapter describes how to specify the settings for confirmations and how to generate a confirmation both manually and automatically It also describes the procedures for printing a confirmation and for emailing a confirmation 23 Preface EMS User s Manual 24 Chapter 8 Reports and Queries on page 275 details the reports that are available in EMS including daily reports statistical reports and exception reports Chapter 9 Billing on page 313 details the functions that are available in EMS for working with invoices and transactions for reservations and bookings and for reporting on this information Chapter 10 User Settings on page 347 details the preferences that are available to you for customizing some of the basic functions of your EMS user account Chapter 11 Other Reservation Functions on page 357 details several miscellaneous standalone functions that are available in EMS to assist you in managing and maintaining reservations and bookings in your system as well as mana
55. facet nln desolate a bee i ttt ve ee Desa aaa A aaie aae a insti 341 To void a transaction from the Transactions tab cccceeeeeeeeeeeeeeeneeeeeeeeeeeeereeeeees 341 To void a transaction from the Payment Entries WiINdOW 2 eeeeeeeeeeeeeeeeeeeeees 342 Generating an EMS Billing Report ccccecceeeeeeeeeeeeceeeeeeeeseeaaeeeeeeeesseeeeeeeeeeeeenaaeaes 343 To generate a report 2 6 6 0 auc rhe l elt ea dani katie eet late Rada dtin ts east de 343 INVOICES TONS scsi Se ees SA ee RS oe tthe he eh a ae ee 345 REPONS 25 sree eters ceils cette a a ete eee eater Seats ee cence ee cue a ARAG 345 Chapter 10 User SettingS ssssssssssssnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnna 347 Setting User Preferences and Default ValUeS 0 cecceceeeceeeeeeeeneeeeeeeeeneeeeeeeeeeeeenaeees 349 To set user preferences and default values sssssseeessseserneeeseeerrrrneserrnn nn neernnnn nn 349 Changing your PaSSWOMd ninss a a a a aa ETA 351 T change your PASSWOM Aeneis a E 2 led eb E aE TEEN A E EREE AAA 351 Resetting Window Coordinates seessseseeeeoeeeeetteeeretereserrtnnntrseerrnnnnneeernnn nenne ennn 352 To reset window coordinates ancan ace ean aia Al oa a Gaon aaa 352 Resetting Column Settings cccccceeeeeesncceeeeeeeseaeeceeeeeeseaaaeeeeeeeeesaaeaeeeeeeeensaneeeeeees 353 To reset column SOUING Sixcaet strana ca eat Ce eed ae anata te 353 EMS User s Manual Defining your Vi
56. including its type description and or its Alert User status 3 Optionally click Spelling to spell check the comment before you save the modified comment 4 Click OK The Comment dialog box closes The modified comment is saved for the reservation booking or service order The Comments tab remains open To delete a comment 1 Select the comment that is being deleted and then click Delete A message opens asking you if it is OK to delete the selected comment 2 Click Yes The selected comment is deleted from the reservation booking or service order The Comments tab remains open 160 Chapter 3 The Navigator To the view history for a comment 1 Select the comment for which you viewing the history and then click Edit The Comment dialog box opens The comment is displayed in the Notes field Figure 3 75 Comment dialog box with comment pita Comment History Audit Comment Type X Description Biology Students Notes Biology major can also attend for a 5 entry fee Alert Users F V sodina Cancel 2 Open the History tab The tab displays the following information for each change that was made to the comment the date of the change the login ID for the user who made the change and the old and new values for the comment You can use the scroll feature at the bottom of the dialog box to view all the history for a selected change or you can click a change and then click Vie
57. see wy Searching with the Service Order Management Browser on page 203 e Inthe Browse for field select a different item for which to search The Results tab is refreshed with the search results based on the item that you selected and the search criteria on the Filter tab e Click Filter to return to the Filter tab make any necessary changes to the search criteria and repeat the search e Click Refresh to requery the database based on the current search criteria 6 Click Close Any changes that you made to the search results columns position width and so on remain in effect for any other searches that you carry out To reset the columns to their default values see Resetting Column Settings on page 353 To carry out an advanced search in the Browser Figure 4 3 Browser window Advanced search options Chapter 4 Search Tools Refresh Options Starting Date l Ending Date All Fields Favorite Fields 6 Saved Values 5 Optionally enter a Starting Date an Ending Date or both Field Search Filter Summary Booking Added By Booking Area Booking Booking Date Booking Booking Day Of The Week Booking Booking ID Booking Booking Status Booking Building Booking Building Code Close Get Data On the Browse For dropdown list select the item for which to search Optionally if the Starting Date and the Ending Date are the same sel
58. select Special Common Exam and then enter the date and start and end times for the special common exam Optionally if you would like the seat fill percentage to be a different value than the default value update the seat fill percentage for the exam If the exam is to take place in a different room not the same room that the course has been using all semester click the Search icon next to Room Required to open the Room Selector dialog box and select a different room for the exam If the exam is to take place in the same room that the course has been using all semester then select Require Current Room a During publishing of the final exam session if the same room is unavailable EMS leaves the course unassigned for a manual search 5 Optionally in the Notes field enter any information that is pertinent to the course or final exam 6 Click OK The Course Dates dialog box closes You return to the Course Navigator with the course date still selected 495 Chapter 13 Academic Planning EMS Campus To specify final exam settings for multiple courses 1 2 On the EMS Campus menu bar click Academic Planning gt Courses gt Academic Browser The Academic Browser opens If needed open the Filter tab Figure 13 79 Academic Browser Filter tab Academic Browser Cole jma Browse For Courses E New Section New Course Refresh Options Filter Resutts Domain Main Campus
59. specified date or date range and shows the charges by category for the reservation Also gives a grand total for all reservations lf a reservation also has bookings that fall outside the specified date or date range these figures are not included in the report Display Amount Select from Net Sales Gross Sales or Discount Include Report Criteria The filter settings for the report are displayed in the report Show Zero Amounts Group Types with zero sales discounts are displayed in the report 289 Chapter 8 Reports and Queries reservations that have bookings in the specified range Sales that are associated with reservations that have no billing reference number are not included in the report Report Description Options Sales by Billing Lists the total sales for a date or date range Display Amount Select from Net Sales Gross Sales or Discount Reference based on the billing reference number on the Include Report Criteria The filter settings for the report are displayed in the report Show Zero Amounts Group Types with zero sales discounts are displayed in the report Sales by Booking Lists the sales for a particular date or for each date in a date range broken down by booking This report displays the following information Start End Times Group Event Name Location Billing Reference PO Number Payment Type Status Reservation ID Booking ID and Sales amount Display Amount Sel
60. system parameters is used If needed click the Search icon 2 to open the Groups window and select the group that is to be used for the course reservations that are created during the publishing process Note The Group field might have a different label such as Organization Department and so on Event Type The event type that is to be used for the course reservations and bookings that are created during the publishing process If an event type has not been configured for the course type and or academic unit for which the term is being published then the default value is used If needed select a different value Reservation Source Select the reservation source that is used for the course reservations and bookings that are created during the publishing process Room for Unassigned Courses Click the Search icon 2 to open the Room Selector dialog box and select the room in which to book the courses that have not been assigned in the SIS or in an optimization scenario Note Unassigned courses are typically booked in a special To Be Determined TBD room Some organizations create a specific TBD building and or room to accommodate this situation The room must be an override description room See the EMS Setup Guide for information about configuring a TBD building and or room 11 Click Publish A message opens stating that publishing the term will set the term to Read Only and asking you if it is OK to contin
61. 0 2 Yes TR 5 00 PM 6 20 PM JEFF J 253 30 0 3 MTWRF 9 00 AM 10 50 AM GRNT G AUD 75 0 4 MTWRF 3 00 PM 4 50 PM GRNT G AUD 75 0 4 MWF 11 00 AM 11 50 AM JEFF J 250 30 0 3 Edited Yes MWF 8 00 AM 8 50 AM unassigned 30 o 2 TR 9 00 AM 10 50 AM unassigned 30 0 2 MWF 11 00 AM 11 50 AM unassigned 30 0 3 MTWRF 10 00 AM 11 50 AM unassigned 100 0 3 MTWRF 3 00 PM 4 50PM unassigned 100 o 3 TR 3 00 PM 4 50PM unassigned 30 0 4 Yes MWF 11 00 AM 11 50 AM JEFF J 251 30 0 3 MWF 2 00 PM 2 50PM unassigned 30 0 3 MWF 11 00 AM 11 50 AM unassigned 30 0 4 Yes TR 5 00 PM 6 20 PM unassigned 30 0 4 Yes MWF 9 00 AM 9 50 AM FRNK F AUD 140 0 5 Yes R 3 00 PM 4 50PM LINC L AUD 140 0 5 Yes multiple 30 o 3 Cancelled Yes 4 Cose Re j 5 Optionally double click a course to open the course in the Course Navigator and view more detailed information about the course See Using the Course Navigator on page 520 6 After generating the list of course modifications the Domain Scheduler must manually enter the approved course changes in the SIS After data entry is complete the scheduler must carry out the Sync Courses process see Synchronizing Courses on page 393 to ensure that EMS Campus and the SIS are synchronized 421 Chapter 13 Academic Planning EMS Campus 422 Specifying Room Preferences Section Contents e Overview of Specifying Room Preferences on page 425 e Enabling Disabling a Term for Set Preferences Mode on pa
62. 00 AM 4 00 PM 30th Annual Engineering Egg Throw Demonstrations Confirmed HCE North Audit Furniture Podium 1 100 00 100 00 H Food Service 2 12 00 PM 1 00 PM Lunch Finger Cakes Assorted Variety Serves 8 30 15 85 475 50 Gal ream m 8 Select the invoice in the lower right Invoice pane CTRL click to select multiple invoices and then click OK A message opens asking you if you are sure that you want to void the selected invoices 9 Click Yes A message opens indicating that the invoices have been voided 10 Click OK The message and the Void Invoices dialog box close The Void column is set to Yes on the Transactions tab for each of the voided invoices in the Navigator To search for invoices to void 1 Enter the criteria to search for the invoices that are to be voided As you enter the search criteria the lower left Invoice pane is dynamically updated with the invoices that meet the criteria The Note column in this pane indicates if payments have been made against the invoice Table 9 4 Search criteria Field Description Department First Transaction Date Last Transaction Date 326 The department that generated the invoice You can search for invoices for voiding as long as the invoices were generated for the same department You cannot void invoices from different departments You must enter at least a First transaction date The Last transaction date
63. 100 means that the course should be held in a room that can accommodate 200 people The Seat Fill Percentage is initially set to the default value that is specified in system parameters but you can update the value on a per course date basis See System Parameters in the EMS Setup Guide If a course is cross listed with another course a Requires Different Room options is available Typically cross listed courses are taught in the same space however if a cross listed course should be taught in a unique location select Requires Different room To use the Manage Terms Copy Preferences tool 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Manage Terms The Terms window opens Figure 13 29 Terms window 430 i Z Terms babaka Domain Main Campus X Term Code 5 Description Phase Start Date Active Scenario Last Sync Edit 09 SPR 2009SPRING PUBLISHED 1 12 2009 Scenario 2 10 17 2008 3 40 PM Print O9 FALL 2009 FALL PUBLISHED 8 10 2009 Scenario 1 1 15 2010 1 24 PM 10 SPR 2010 SPRING PUBLISHED 1 11 2010 Scenario A 2 22 2010 1 51 PM Syne 10 FALL 2010 FALL PUBLISHED 9 13 2010 Scenario A 8 17 2010 3 16 PM Admin 11 SPR 2011 SPRING PLANNING 1 10 2011 SIS 12 16 2010 2 18 PM 2 Click Copy Prefs The Copy Preferences dialog box opens Figure 13 30 Copy Preferences dialog box Chapter 13 Academic Planning EMS Campus fz Copy Preferences Copy Preferences From Domain Ma
64. 11 Course opened in the Course Navigator Course Navigator SIS Course Title Business Statistics Instructor Larson William Edit Tem 11 SPR 2011 SPRING Est Enrollment 30 i CRN 160202 Act Enrollment O Cancel Course BUS 201 01 Credit Hours 3 Academic Unit School of Business Course State Edited Dates User Defined Fields 0 History 0 Course Type Start Date End Date Days Start Time End Time Location State New Independent Study 1 10 2011 Mon 5 3 2011 Tue F 8 00 AM 10 00 AM unassigned New Edit Discussion Recitation 1 10 2011 Mon 5 13 2011 Fi MWF 8 00 AM 9 50 AM JEFF J 251 Edited Delete Preferences Final Exam Settings History 0 p Preference Value Required Copy 406 Chapter 13 Academic Planning EMS Campus 3 Click Edit in the top pane of the Navigator The Course dialog box opens Figure 13 12 Course dialog box Course oe Course Audit Title Course Number 470 Section 01 Subject ACCOUNTING X Instructor Nash Grahm X Estimated Enrollment 30 Credit Hours 3 00 Reservation ID 0 4 Modify the course information as needed and then click OK to close the Course dialog box and return to the Course Navigator The course state is set to Edited in the top pane of the Course Navigator To edit a course date in EMS Campus To edit a course date in EMS Campus you must find the course using the
65. 18 2010 Wed Wednesday 6 00PM 9 00PM CTC 101 Incoming Engineering Students Welcome Events Acaden 8 20 2010 Fi Friday 6 00PM 9 00PM CTC 101 Incoming Engineering Students Welcome Events Acaden m Hide Cancelled Bookings Hide Old Bookings 7 iman a To show canceled bookings clear Hide Cancelled Bookings Conversely to hide canceled bookings select Hide Cancelled Bookings To show all bookings regardless of date clear Hide Old Bookings 5 CTRL click to select the bookings that are being edited or click Select All to select all the displayed bookings in a single step and then click Finish The Change Rooms Results window opens This window displays a list of all the selected bookings whether the room change was successful or not Figure 3 36 Change Rooms Results window Reservation No 1671 Change Rooms sca Date as Start a End Time Zone Building Room Event 8 16 2010 Mon 6 00PM 9 00PM cTc 101 Incoming Engineering Students 8 18 2010 Wed 6 00PM 9 00PM cic 101 Incoming Engineering Students 8 20 2010 Fi 6 00PM 9 00PM cic 101 Incoming Engineering Students m E Show Unchanged Only Optionally to view only the bookings for the selected reservation that were NOT successfully changed select Show Unchanged Only To view the details for a specific booking that was changed select the booking and then click Go To 6 Click Close to close the Change Ro
66. 391 Chapter 13 Academic Planning EMS Campus Synchronizing an Academic Term When you synchronize your SIS term data all the SIS terms are flagged with a status of New To create these terms in your EMS database you select each term click Create and then Process To synchronize an academic term 1 On the menu bar click Academic Planning gt Configuration gt Synchronize Terms The EMS Campus Terms window opens Figure 13 1 EMS Campus Terms window 38 EMS Campus Terms fo lajf ss Status all X Status 10 Tem Code Tem Synchronized 06 FALL 2006 FALL Synchronized 07 SPR 2007 SPRING Synchronized O7 FALL 2007 FALL Synchronized 08 FALL 2008 FALL Unsme Synchronized 08 SPR 2008 SPRING Print Synchronized 09 FALL 2009 FALL Synchronized 09 SPR 2009 SPRING Select All Synchronized 10 FALL 2010 FALL Unselect All Synchronized 10 SPR 2010 SPRING a Synchronized 2011 SPRING Cancel Process 2 Select the SIS term that you are creating in your EMS database CTRL click to select multiple terms click Create and then click Process If you do not want to create an SIS term in your EMS database select the term y and then click Do Not Import A message opens indicating that the terms were successfully processed 3 Click OK to close the message and return to the EMS window The status of the terms is set to Synchronized to indicate that the SIS data has been synchronized
67. 4 Click Cancel or Close x to close the window 392 Synchronizing Courses Chapter 13 Academic Planning EMS Campus After you synchronize terms the term record that is created in EMS is initially empty You must then synchronize the courses To synchronize courses 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Manage Terms The Terms window opens Figure 13 2 Terms window rc Terms Domain Term Code 5 09 SPR 09 FALL 10 SPR 10 FALL 11 SPR Main Campus Descripti 2009 SPRING 2009 FALL 2010 SPRING 2010 FALL 2011 SPRING X Phase Start Date PUBLISHED 1 12 2009 PUBLISHED 8 10 2009 PUBLISHED 1 11 2010 PUBLISHED 9 13 2010 PLANNING 1 10 2011 Active Scenario Scenario 2 Scenario 1 Scenario A Scenario A SIS Last Sync 10 17 2008 3 40 PM 1 15 2010 1 24 PM 2 22 2010 1 51 PM 8 17 2010 3 16 PM 12 16 2010 2 18 PM C Sme Admin Publish Unpublish Update SIS Copy Prefs Emai Show V Active E Inactive 2 On the Domain dropdown list select the domain for which you are synchronizing the term 3 Select the term for which you are synchronizing the courses and then click Sync A Synchronizing Courses dialog box opens that shows the progress of the course synchronization When the courses are synchronized a dialog box opens with the message that the courses were synchronized 4 Click OK to close the message and return
68. 8 Don Trump Advisor 303 555 1221 303 555 1232 dontump dea com Yes 8 Melissa Leffingwell 303 555 3212 303 555 0984 melissa dea com Displayed Active Groups Active Contacts Future Reservations For a complete description of each of these tabs see Overview of the Groups iy window on page 233 3 Do one of the following to open the Reservation Wizard and make a reservation for the group e At the top of the Groups window click New Reservation e Open the Reservations tab for the group and on the tab click New See Making a Reservation Using the Reservation Wizard on page 37 65 Chapter 2 Reservations and Bookings To make a group reservation from the Group Reservation window EMS Workplace Only 1 On the toolbar click the Group Reservation icon Group Reservation The Group Reservation window opens Figure 2 28 Group Reservation window Groups babas Starts With Go Search By Group Type all X Options Group 0 City State Group Type Billing Reference Extemal Reference l Reservation Displayed Active Groups Active Contacts Future Reservations 2 Search for the group for which you are making a reservation See To search for a group in the Groups window on page 235 Select the group click Reservation and then select the appropriate hoteling template The Reservation Wizard opens The Hoteling Template dropdown list is available at the top of t
69. Academic Browser and then modify the course date in the Course Navigator 1 Set any other criteria academic unit subject and so on as needed to provide assistance in locating the course and then click Get Data The courses that meet your search criteria are displayed on the Results tab For detailed information about searching with the Academic Browser see y Searching with the Academic Browser on page 507 2 Inthe search results double click the course for which you are editing the course date The course opens in the Course Navigator See Figure 13 13 on page 408 For detailed information about working with the Course Navigator see Using the Course Navigator on page 520 407 Chapter 13 Academic Planning EMS Campus Figure 13 13 Course opened in the Course Navigator Busi Statisti 11 SPR 2011 SPRING Navigator Stat Date End Date Days Start Time End Time Location 0 20 ue F 8 00 AM T unassigned New 11 Mon 5 13 2011 Fi MWF i 9 50 AM JEFF J 251 Edited 3 In the middle pane of the Course Navigator select the course date record that you are editing and then click Edit The Course Dates dialog box opens Figure 13 14 Course Dates dialog box Course Dates Final Exam Settings Audit Stat Date im Start Time 17 00 AM End Date 5 13 2011 End Time 11 50 AM Su M Tu W Th wee Ee S
70. Al Unselect All Cancel lt Previous 138 To show canceled bookings clear Hide Cancelled Bookings Conversely to hide canceled bookings select Hide Cancelled Bookings To show all bookings regardless of date clear Hide Old Bookings 9 CTRL click to select the bookings to which the details are being added or click Select All to select all the displayed bookings in a single step and then click Finish A message opens asking you if you want to add more booking details 10 Do one of the following Click Yes to return to the Add Booking Details Wizard Click No A message opens indicating that the changes were made successfully 11 Click OK to close the message and return to the Navigator The booking detail and its items are displayed as folders under the Booking folder in the Navigator window Chapter 3 The Navigator Adding Booking Detail Items to Multiple Bookings You use the Add Item Wizard to add booking details items to multiple bookings for categories that are already added to the bookings For example you can use this Wizard to add food service items only if any of the bookings already has food service added as a booking detail To add booking details and items for categories that are not already in use see y Adding Booking Details and Items to Multiple Bookings on page 132 To add items to multiple bookings 1 Open the reservation in the Navigator See e Viewing and Editing Reserv
71. An academic unit level user can request any building area or view and up to three rooms that have been defined for the domain with which it is associated Ta If needed you can set the Lock Academic Unit Room Access system parameter to limit the users to their specific academic units See System Parameters in the EMS Setup Guide An academic unit can require only those buildings and rooms that have been assigned to its unit within the Academic Planning gt Configuration gt Academic Units area of EMS Campus If the academic units specify requirements then only a single room can be specified Room types can be requested or required for all courses By default the limit to course type selection is designated but can be changed to honor a specific room type Configuration of the Course Types Room Types matches is carried out in the Academic Planning gt Configuration gt Match Course Types Room Types area of EMS Campus See the EMS Setup Guide for detailed information You can set features to Preferred or Required The of Rooms Available label that is displayed above the Features pane is dynamically updated based on the building room type and features selected 429 Chapter 13 Academic Planning EMS Campus 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
72. Audit HCE North Audit HCE North Audit HCE North Audit HCE North Audit HCE North Audit HCE North Audit HCE North Audit HCE North Audit HCE North Audit HCE North Audit UCT Marth Mad Category Agenda Fumiture Personnel Room Charge Food Service Food Service Agenda Fumiture Personnel Room Charge Food Service Food Service Ananda Service Booking ID none 9840 none 9840 none 9840 none 9840 Lunch 9840 Refreshment 9840 none 9841 none 9841 none 9841 none 9841 Lunch 9841 Refreshment 9841 inana 0047 m 151 Chapter 3 The Navigator 4 Optionally in the Copy From Reservation No field click the Search icon to open the Open Navigator dialog box and search for and select a different reservation from which to copy the booking details The Select Booking Details to Copy window is refreshed with all the bookings details for the reservation Optionally on the Category dropdown list select a specific category of booking details to display on the Select Booking Details to Copy window Select the booking from which the details are to be copied CTRL click to select multiple booking details and then click Next The Select Bookings window opens This window displays all the bookings with a date greater than or equal to the current day s date for the reservation to which the booking details are to be copied The reservation that you selected in Step 2 Figure 3 67 Copy Bookin
73. Changed8y Admn Cove 121 Chapter 3 The Navigator Service order A booking detail might include a service order A service order is a request to use the resource for a specified time period as opposed to using the resource for the entire event For example an event that meets from 10 00 am to 2 00 pm might have food service from 11 00 am to noon A service order consists of the service type start and end times and a unique system generated service order ID For a catering booking detail you can also indicate estimated count guaranteed count and actual count 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 a one day training event In this case multiple folders are displayed under the booking folder on the left side of the Navigator window with each folder representing a unique service order Figure 3 46 The Navigator window showing multiple service orders in the same booking Navigator EMS Training Reservation No 1319 Booking No 6838 Service Order No 1141 Open Reservation a EMS Training Reservation No 1319 5 uw 12722011 Fri 7 45 AM 101 Audio Visual J Data Projector 1 5 A Food Service 8 00 AM v AM Break 1 g Food Service 12 00 PM Vj Box Lunch 5 a Room Charge Y 100 Setup Notes VY 12 31 2010 Fri Sly 1 14 2011 Fri 7 45 AM 101 L Food
74. Description Options Room Statistics Lists all rooms by building and for each room indicates the following information the number of bookings for the date range selected the reserved hours the event hours the estimated attendance i e setup count and the actual attendance Include Report Criteria The filter settings for the report are displayed in the report Room Utilization Lists the number of bookings hours used hours available percent utilization and hours vacant for rooms by building for the date range specified Day Selection Specify which day s of the week to include in the report Group By Utilization Category Groups rooms by utilization low high unused Include Cost Tthe cost for vacancies is displayed in the report Include Unused Include rooms that contain no bookings in the report Cap Utilization at 100 Percent utilization cannot exceed 100 Low Utilization Specify what percentage equals Low utilization High Utilization Specify what percentage equals High utilization Availability Based On Select to base availability on one of the following Building Hours Hours per Day or Specific Hours Include Report Criteria The filter settings for the report are displayed in the report Hourly Room Utilization Displays room utilization broken down by hours in the day by percentage utilized Day Selection Specify which day s of the we
75. Explorer style folder structure A top level folder in the left pane is referred to as a reservation folder The folders that are located beneath a reservation folder are referred to as booking folders The folders that are located beneath a booking folder are referred to as booking detail folders Figure 3 2 Navigator window with a reservation folder selected Navigator EMS Training Reservation No 1319 Open Reservation a EMS Training Reservation No 1319 S 1 7 2011 Fri 7 45 AM 101 g Audio Visual Vj Data Projector 1 S i Food Service 8 00 AM Vj AM Break 1 3 a Food Service 12 00 PM Vj Box Lunch 5 a Room Charge w 100 E E Setup Notes VY 12 31 2010 Fri 1 14 2011 Fri 7 45 AM 101 Audio Visual Food Service 8 00 4M Food Service 12 00 PM Room Charge Setup Notes 1 21 2011 Fri 7 45 AM 101 1 28 2011 Fri 7 45 AM 101 2 A Fe E E Reservation folder pete fa Print Refresh Settings PO Number Allocation J Kr Reminders 0 amp Comments 0 Attachments 0 F User Defined Fields 0 Transactions 0 Histoy Emails 0 a Reservation Summary Properties Biling Reference Allocation Event Name EMS Training Edit Client Amy Cardello Status Confirmed aaa 1st Contact Mike Hybl Event Coor none Phone 303 555 7895 Salesperson none Change Status Reservation No 1319 Update Pricing Bookings 4 Date Start End Time Zone B
76. Fields Print Item Notes Print Zero Priced Items Select the items that are to be printed on the invoice Suppress Reserved Time Select this option if the reserved time is not to be printed on the invoice Instead only the event time is printed on the invoice Suppress Logo Select this option if your department s organization s logo is not to be printed on the invoice 317 Chapter 9 Billing 3 Click Generate The generated invoices are displayed in the Invoicing window By default invoices with a zero balance are not shown Figure 9 2 Invoicing window with generated invoices E Invoicing o E Reservation No 1 Group Subtotal Grand Total 1673 Dr James Rouse 3040 50 3040 50 Unselect All Preview Final fter V Hide Zero Balances 4 Optionally you can do one or more of the following to work with the invoices that are displayed otherwise if you are satisfied with the invoices you can go to Step 5 to post the invoice e To show zero balance invoices in the window clear the Hide Zero Balances option e To preview an invoice select the invoice CTRL click to select multiple invoices and then click Preview An onscreen preview of the selected invoices opens The preview is titled Invoice Preview to distinguish the invoices from invoices that have been posted The invoices also do not have invoice numbers which are not issued until you post the i
77. Folder Wizard Results Always Show Show Unchanged Only Confirmation Always Prompt Email Print Preview Print Booking Display Time Reserved Time Event Time Invoiced Items Highlight Color a Service Orders E Show Pricing Highlight Changes Made Within days 5 E Show Item Notes Footer Message none X E Show ltem Special Instructions 79 Chapter 3 The Navigator Table 3 1 Options on the Navigator Options dialog box Field Description General Show Old Bookings Show bookings in the Navigator that occurred before the current day s date Show Cancelled Bookings Selected show bookings in the Navigator with a canceled status Show Wizards in Tools menu Show all on the Tools menu in the Bookings pane If cleared show only the Wizards option which you must click to open a form from which you can select a tool Show Deleted Items Show all deleted items bookings deleted resource items and so on for a reservation in the Navigator Hide Empty Tabs Hide the tabs that do not have any data displayed on them for a selected reservation booking or booking detail Double Clicking a Listed Folder Opens the item Opens the item for editing Expands folder Opens the next level of folders Wizard Results Always Show Show a confirmation of all changes regardless if they were successful on a wizards Results page Show Unchanged Only Show on
78. Govemmental and Nonprofit Accounting Lecture Chapman Russel i ACCT 440 01 141150 Enterprise Resource Planning Systems Lecture Davis Sharyl ACCT 440 02 141151 Enterprise Resource Planning Systems Lecture Davis Sharyl ACCT 47001 142152 Accounting Theory Lecture Nash Grahm ACCT 508 01 141152 Advanced Commercial Law Lecture Langmeier Shannon 1 ACCT 508 02 141153 Advanced Commercial Law Lecture Freeman Morgan 7 ACCT 51001 141154 Accounting for Mergers and Acquisitions Lecture Franklin Nikki ACCT 52101 142150 Production Cost Analysis and Control Lecture Diaz Cameron ACCT 521 02 142151 Production Cost Analysis and Control Lecture Diaz Cameron ACCT 53001 142153 Advanced Income Tax Lecture Nash Grahm ACCT 533 01 141155 Accounting and Tax Research Lecture Chapman Russel ACCT 533 02 5 142154 __Accountina and Tax Research Lecture Weber Chris x t lt f cosi 480 Chapter 13 Academic Planning EMS Campus e Ifaroom has not been assigned to the course in the SIS and you want to search for a room then click Assign to open the Select A Room dialog box and then go to Step 3 Figure 13 62 Select A Room dialog box fs BisdectARom Eade Building Building all Room Type fall v Features Feature a Built in Sound Video Chalkboard Projection System Smart Board TV DVD VCR Whiteboard Window s Ignore Room Capacity a s 3 Specify your search criteria and then click Next A list of rooms tha
79. History tab in the middle pane of the Course Navigator To view changes made to course date level information select a course date in the middle pane and then open the History tab in the bottom pane of the Course Navigator 521 Chapter 13 Academic Planning EMS Campus Available actions in the Course Navigator The actions that you can carry out in the Course Navigator depend upon the mode Read Only Define and Edit Courses Set Preferences that is enabled for the academic term with which you are currently working with in EMS Campus Mode Available Actions Read Only The default mode in which the Navigator is placed if you have not selected any other mode No actions are available Define and Edit e Add course dates e Edit a course e Edit course dates e Cancel course dates e Cancel courses Note These changes require update in the SIS See Enabling Disabling a Term for Define amp Edit Mode on page 398 for more information Set Preferences Set preferences for a course on a course date by course date basis 522 Chapter 13 Academic Planning EMS Campus Generating Academic Reports For any academic report you can specify the parameters options and format for the report or you can generate the report according to memorized settings For detailed information about a memorized report see Memorized report on page 278 Not all reports require the same parameters
80. J 6 Optionally do one or more of the following e To sort the search results click any column heading e To rearrange the search results drag a column to a new location using the column heading e To group results by a specific column drag the column header as indicated above the list of search results e To view the resources individual items for a booking select the booking The resources are displayed on the Items tab in the lower pane of the window e To open an event in the Navigator and edit the resource item as needed double click the event entry on the Results tab See Chapter 3 The Navigator on page 69 If you edit any information for a resource quantity notes and so on or the service order service order time estimated count or so on for a booking then a Changed icon is displayed next to the booking Figure 4 27 Booking with Changed icon as Assigned os 12 23 2010 Thu Michael Brady Corporate Headquarters MeetingRoom2 Star k Changed icon e To change the state of the resources for a booking select the booking and then click Change State A Change State dialog box opens The dialog box lists all the available states for the resource Select the new state for the resource on the State dropdown list 205 Chapter 4 Search Tools e To mark a resource for a booking as reviewed select the booking and then click Reviewed A message opens asking you if you are sure that you want to mark the re
81. Navigator EMS Training Reservation No 1319 Open Reservation SM WEMS Training Reservation No 1319 1 7 2011 Fri 7 45 4M 101 S Audio Visual v Data Projector 1 g Food Service 8 00 AM J AM Break 1 a Food Service 12 00 PM J Box Lunch 5 Room Charge 7 100 Setup Notes Y 12 31 2010 Fri E W E E E E 1 14 2011 Fri 7 45 AM 101 Audio Visual Food Service 8 00 AM Food Service 12 00 PM Room Charge Setup Notes 1 21 2011 Fri 7 45 AM 101 1 28 2011 Fri 7 45 AM 101 E E3 Print Refresh Settings PO NumberAlocaton Reminders 0 Comments A Attachments User Defined Fields 0 Transactions 0 History Emails 0 lad Reservation Summary amp Properties Biling Reference Allocation Event Name EMS Training Client Amy Cardello Status Confirmed 1st Contact Mike Hybl Event Coor none Phone 303 555 7895 Salesperson none Reservation No 1319 Bookings 4 Date Start End Time Zone Building Room Event 1 7 2011 Fri 7 45AM 515PM MT ETC 101 EMS Training 1214 2011 Fri 7 45AM 5 15PM MT CTC 101 EMS Training 1 21 2011 Fri 7 45AM 5 15PM MT CTC 101 EMS Training 1 28 2011 Fri 7 454M 5 15PM MT ETG 101 EMS Training Figure 3 11 Buttons available in the Navigator window with a booking folder selected a Open Reservation Vi Data Projector 1 Food Service 8 00 AM 7 AM Break 1
82. New gt Payment e On the menu bar click Billing gt Payments gt Payment Entry and then on the Payment Entries window click New The Payment Entry dialog box opens Figure 9 22 Payment Entry dialog box Payment Entry Conference Services 8 13 2010 ka x Description audi Transaction Date 8 13 2010 B Department t Transaction Type X Payment Type none hd Void Check No Amount 0 00 Reservation No 0 Invoice No Notes 2 Enter the refund information Field Description Transaction Date The default value is the current day s date You can modify this value if needed Department Select the department Transaction Type Select the transaction type Refund 340 Chapter 9 Billing Field Description Payment Type Select the payment type Check No Enter a check number if you selected Check as the payment type Amount Enter the amount of the refund Reservation No N A as refunds are applied to invoices Invoice No ar F TN You must enter an invoice number or click the Search icon to open the Invoices window and search for an invoice Notes Optional Enter any other comments or statements that explain or clarify the refund 3 Click OK The Payment Entry dialog box closes The transaction information is displayed on the Transactions tab for the reservation To void a transaction You
83. Optionally do one or both of the following e To alert any EMS user that opens this group that this comment has been added to the group select Alert Users e Click Spelling to spell check the comment before you add it to the reservation booking or booking detail 7 Click OK 244 Chapter 6 Groups and Contacts To add a reminder to a group 1 Open the Groups window 2 Select the group to which you are adding the reminder 3 Open the Reminders tab and then click New The Reminder dialog box opens Figure 6 11 Reminder dialog box lt Reminder fo Reminder History Audit Reminder Type v Y speling Cancel 4 Do one of the following e Select a Reminder Type e Ifnone of the pre configured Reminder Types meets your working needs then select user specified and in the Description field enter a description for the reminder type The Responsible User field is populated with the your User ID and the Date Due field is populated with the current day s date 5 Optionally change the value for the Responsible User the Date Due or both 6 If you are completing the reminder today select a Date Completed otherwise leave this field blank This field is populated automatically when you or another user completes the reminder See To complete a reminder on page 218 7 Optionally do one or both of the following e In the Notes field enter any further explanation or inf
84. PM 2 On the Domain dropdown list select the correct domain 398 Chapter 13 Academic Planning EMS Campus 3 Select the term for which you are setting Define amp Edit mode and then click Edit The Term dialog box opens The Term tab is the active tab Figure 13 4 Term dialog box a 11 SPR 2011 SPRING ro ae Term Excluded Dates Auto Sync Settings Audit Tem Code 11 SPR Description 2011 SPRING Start Date 1 10 2011 End Date 5 3 2011 Last Synchronization 12 16 2010 2 18 PM Phase PLANNING Notes Available To Academic Units v Active Scenario SIS X Post Publish Enrollment Estimated X Mode Read Only Define amp Edit Courses Set Preferences T Inactive S speling _ Cancel 4 Optionally in the Phase and Notes fields enter information that indicates to the Domain Scheduler and academic units what part of the academic scheduling process is currently taking place for example Course Review or Planning along with any supporting information or instructions Ta Academic units can view this information in the EMS Campus Web Client 5 Do one of the following e If academic unit level users are to have access to the term select Available to Academic Units To remove the users access to the term clear Available to Academic Units 6 Inthe Mode section do one of the following e To enable Define amp Edit mode select
85. Preferences Final Exam am Settings History 0 Preference Value Required Copy 3 In the top pane of the Navigator click Cancel A dialog box opens asking you if it is OK to cancel the selected course 411 Chapter 13 Academic Planning EMS Campus 4 Click Yes to close the dialog box and return to the Course Navigator The course state is set to Cancelled in the top pane of the Course Navigator The state for every course date that is displayed in the middle pane of the Course Navigator is also set to Cancelled To reverse a course cancellation open the canceled course in the Course Navigator and then in the top pane of the Course Navigator click Uncancel 412 Chapter 13 Academic Planning EMS Campus Working with Shared Space The shared space designation is used for two or more courses that are not cross listed in the SIS but that are meant to be held in the same room The shared space designation links the courses together for the set preferences optimization publishing and final exam scheduling functions Shared space is assigned in a parent child relationship If needed you can change the parent designation In addition if courses are no longer to share space then you can reverse the shared space designation You can also review shared spaced designations Academic units that have the correct permissions can indicate shared space using the EMS Campus web client You might wan
86. Print Export Refresh Options Filter Results lt lt lt January 2011 gt gt gt S M wi a 26 27 29 30 31 1 40 Resources 2 5 6 rA 8 9 12 13 14 15 23 Resources 16 19 20 21 22 23 Resources 23 26 27 28 29 23 Resources 23 Resources 20 Resources 30 31 2 3 4 5 23 Resources 23 Resources 20 Resources Drag a column header here to group by that column Date Reserved Start ReservedEnd EventStart EventEnd TimeZone Building Room 1 11 2011 Tue 8 00 AM 4 30 PM 8 00 AM 4 30 PM MT OU Physical Sciences Building Physical Sciences Lab Seniors 1 11 2011 Tue 4 30PM 9 30 PM 5 00 PM 9 30 PM MT Event Center Conference Room 110 1 11 2011 Tue 4 30PM 9 30 PM 5 00 PM 9 30 PM MT Event Center Conference Room 110 1 11 2011 Tue 4 30PM 9 30 PM 5 00 PM 9 30 PM MT Event Center Conference Room 110 1 11 2011 Tue 4 30 PM 9 30 PM 5 00 PM 9 30 PM MT Event Center Conference Room 110 7 Records 4 cose Fiter_ _Oven_ e To sort the search results click any column heading e To rearrange the search results drag a column to a new location using the column heading e To group results by a specific column drag the column header as indicated on the Results tab e To open an event in the Navigator and edit the resource item as needed double click the event entry on the Results tab e Click Print to print the search results e Click Export to export the search results to a Microsoft Excel spreadsheet e Click Filter to return to the Filte
87. Room 302 CCE 3 Cafeteria Cafeteria ccw 3 220 RM 201 Meeting Room 201 CCW 3 10 RM 202 Meeting Room 202 CCW 3 Small Conf Small Conference Ro CCW 3 10 Auditorium Auditorium CHS 3 0 Base Field 1 Base Field 1 CHS 3 2 4 m Cancel _ lt Previous 7 Optionally do one or both of the following otherwise go to Step 8 e Click Room Info to open the Room Info dialog box and view information about any bookings for the room the room properties its pricing and or to view an image of the room e Click Building Hours to open the Building Hours dialog box which displays the hours that the selected room building is open on the reserved date 8 Do one of the following e If one is available select the single room that is available for all the requested dates and then click the Move button gt to move the room to the Event Dates list e Ifa single room is not available select a room that is available for some of your requested dates and then click the Move button gt to move the room to the Event Dates list Repeat this step as needed to fulfill all the event dates 9 Click Next to continue to To specify the event information on page 48 To search for a specific room You can use the specific room search to book a standard EMS room or a room or area that is not managed in EMS An override room or override description is used to book an event in a space that has not been configured in your EMS system For example yo
88. Room Charge l Delete Setup Notes Tools 1 21 2011 Fri 7 45 AM 101 m 1 28 2011 Fri 7 45 AM 101 Booking Detail folders are discussed in Booking Details and Items Overview on page 119 Navigator commands The Navigator has three constant commands in the upper right hand corner Print Refresh and Settings Command Description Print e For printing an invoice or a confirmation at the reservation level See Chapter 7 Confirmations on page 265 For printing the Setup Worksheet for Reservation report and the Service Orders report See Chapter 8 Reports and Queries on page 275 e For printing the Transaction report See Generating an EMS Billing Report on page 343 Refresh For refreshing the Navigator display based on the settings that you have specified in the Navigator Options dialog box Settings e Options Opens the Navigator Options dialog box in which you can specify such things as what is to be displayed in the Navigator mouse actions in the Navigator and so on e Confirmation Settings Opens the Confirmation Settings dialog box which provides a variety of options that you can specify for manual and automatic generation of a confirmation for a reservation or a booking See Chapter 7 Confirmations on page 265 78 Chapter 3 The Navigator All other navigator commands are available as buttons in the upper right pane and lower right pan
89. See Working with User Defined Fields in the Navigator on page 164 Transactions The Transactions tab displays any invoices that were generated for the selected reservation or any payments that were applied to the selected reservation See Chapter 9 Billing on page 313 for detailed information about invoices and other financial transactions in EMS Professional History tab The History tab displays the history for the reservation the date that a change was made to the reservation the ID of the user who made the change the field that was changed the old field value and the new field value Emails tab The Emails tab displays any summarizing information for any emails that were sent via SMTP to the group for whom the reservation was made See Sending Email from EMS on page 360 Chapter 3 The Navigator The bookings for the selected reservation are displayed in the Bookings pane the lower right pane of the Navigator The colored rectangle to the left of a booking indicates the booking s status If a booking has been canceled a Canceled icon is displayed on the booking folder in both the Reservation left pane and the Bookings pane To allocate charges to multiple billing reference numbers and or PO numbers The following procedure details how to allocate the charge for a reservation to multiple billing reference numbers PO numbers however by analogy you can follow this procedure to allocate the charge f
90. Service 8 00 AM Food Service 12 00 PM by Room Charge Setup Notes u 1 21 2011 Fri 7 45 AM 101 kada Print Refresh Settings PO Number Allocation lt Reminders 0 Comments 0 2 User Defined Fields 0 History E Food Service Summary li gt Properties Biling Reference Allocation Date 17772011 Fri Category Food Service f Edit E Location CTC 101 Service Standard _ e Status Confirmed Time 8 00 AM 9 00 AM i SONo 1141 Items 1 Sequence Resource Quantity Notes New y 100 AM Break 1 Includes coffee tea assorted bottled juices and assorl Eg Delete Tools If you reserve an item from a category that does not require a service order your only choices are to reserve the item for the event time or for the entire reserved time all of your system s categories but you can always select a different value In Ta Your EMS administrator might have configured a default service type for some or addition your EMS administrator might have configured states to manage your service order process For detailed information about states see Configuring Categories in the EMS Setup Guide 122 Chapter 3 The Navigator Adding Booking Details and Items to Individual Bookings The steps that you follow to add booking details and items to individual bookings depend on the category type Also you can add multiple occurrences of a booking detail to a bookin
91. Statistics reports on page 291 Other reports on page 293 Exceptions reports on page 295 Hoteling reports EMS Workplace only on page 298 277 Chapter 8 Reports and Queries 5 Optionally do one or both of the following e Click Print Preview A preview of the report opens onscreen e To print a hard copy of the report specify the number of copies that are to be printed and then click Print 6 Click Close Unless you change the filter settings all subsequent reports are generated and printed according to the parameters and options that you have specified and in the format that you specified If you want to save certain settings so that you do not have to adjust the filter settings every time you run the report you can memorize the report See Memorized report below Memorized report A memorized report is a report for which the filter settings have been saved or memorized so that you do not have to adjust the filter settings every time you run the report You can create a memorized report from scratch or you can copy an existing memorized report and edit the filter settings as needed to create a new memorized report If you are the owner of a memorized report you can also edit the name of an existing memorized report and you can delete a memorized report To create a memorized report from scratch 1 On the menu bar click Reports to open the Reports menu and then click the o
92. The default value is the current day s date e Building Select all buildings a specific building an area or a view to search e Show Cancelled Select this option to search for registered attendees or visitors for canceled events e Group To search for registered attendees or visitors regardless of group type leave this field blank otherwise to search based on a specific group enter a search string in the field e Visitor To search for a specific attendee or visitor enter a search string in the field For either search field your search is limited to the exact order of the characters wi in the string but the string can appear anywhere in the search results For example if you enter aca search results can include Academic Affairs Office Department of Academic Affairs and so on e Include Checked In Selected by default Clear this option to search only for registered attendees and or visitors who have not yet been checked in to their events 4 Click Display The list of registered attendees and or visitors who meet the search criteria are displayed in the bottom pane of the Visitors window 5 Optionally select an attendee or visitor from the search results and then do one or more of the following e Click Open to open the reservation that contains the booking that the person is attending e Click Check In to check in the attendee or visitor to the event A date and timestamp is added to the a
93. To search for a specific room on page 46 that it finds in the pre configured Rooms list To search more than 50 rooms before you begin any search click Options gt Max Number of Rooms to Search and then select a different number of rooms to search Ta By default EMS looks for an available room or rooms in only the first 50 rooms To search for a standard room By default when you search for a standard room rooms that are available all day are marked with an asterisk To set or clear this option click Options gt Standard Search gt Show Available All Day Indicator 1 Select Standard 2 Leave Building set to the default value of all or select a specific building in which to search for a standard room 3 If applicable select the appropriate time zone for the event 42 Chapter 2 Reservations and Bookings 4 Do one of the following for room specifications Type is the class or category of the room for example a meeting room a workspace an auditorium and so on Leave Type set to the default of all to search for all pre configured room types or select a specific room type from the Type dropdown list Floor is optional information when you are searching for a room A room can be assigned to only a single floor Example of floors include First Floor Basement and Garden Level Leave Floor set to the default value of all to search for all pre configured floors or select the floor from
94. Type report 289 EMS User s Manual Sales by Reservation report 289 Sales by Resources report 289 Sales reports Sales by Billing Reference 290 Sales by Booking 0 290 Sales by Category c 289 Sales by Group eeeeeeeeeee 289 Sales by Group Type 289 Sales by Reservation 289 Sales by Resources 289 Status Changes by Booking 290 Status Changes by Reservation eeeeeeeeneeeees 290 scenario defined nsnessnnseneeeeennenneeneeae 442 optimization defined 442 pre assignment defined 442 seat fill percentage defined aisnean 409 430 Seat Occupancy report 293 section adding to a COUISE 2 401 service order defined cccceeeeeeeeseseteeeeeeee 122 searching for with the BLOWSED r e ereina asinis 179 searching for with the Calendal cccscccescceeeseseeeees 187 searching for with the Web Reservation Tool 2 006 179 working with comments for in the Navigator ssiseseneeeeerneernenne 158 working with reminders for in the Navigator seiseseeeeeeerneernrnnne 158 working with the user defined fields for in the Navigator 45 164 541 EMS User s Manual Service Order Management browser using to search for resources 203 Service Order Schedule report 287 Service Orders report 287 Set
95. Unshare Space Change Shares Space Parent see Working with Shared Space on page 413 and Set Final Exam Settings See Setting a Final Exam Schedule on page 489 Chapter 13 Academic Planning EMS Campus e All Modes including Read Only Unsync Selected Courses which deletes the selected course records from EMS you want to share an existing course with an incoming course or you need to Ta You should use this option sparingly however it might be required post publish if address a cross list situation e Inthe Browse for field select a different item for which to search The Results tab is refreshed with the search results based on the item that you selected and the search criteria on the Filter tab e Click Filter to return to the Filter tab make any necessary changes to the search criteria and repeat the search e Click Refresh to requery the database based on the current search criteria 7 Click Close Any changes that you made to the search results columns position width and so on remain in effect for any other searches that you carry out To reset the columns to their default values see Resetting Column Settings on page 353 513 Chapter 13 Academic Planning EMS Campus Using the Academic Book 514 The Academic Book provides a week at a glance graphical view of the courses that are assigned to a specific room or instructor The view is for one room at a time as opposed to the Reser
96. X Tem 2011 SPRING X Reset Advanced gt Scenario SIS v Active Scenario On the Domain dropdown list select the appropriate domain and on the Term dropdown list select the appropriate term Set any other criteria academic unit subject and so on as needed to provide assistance in locating the courses for which you want to set preferences and requirements and then click Get Data The courses that meet your search criteria are displayed on the Results tab 496 For detailed information about searching with the Academic Browser see Searching with the Academic Browser on page 507 In the search results CTRL click to select the multiple courses for which you are setting the final exam schedule On the Tools menu click Set Final Exam Settings The Set Course Final Exam Settings dialog opens See Figure 13 80 on page 497 Chapter 13 Academic Planning EMS Campus Figure 13 80 Set Course Final Exam Settings dialog box Set Course Final Exam Settings ka a Final Exam Settings Selected Course Dates Final Exam Not Required Final Exam Settings Special Common Exam Time Common Exam Room Final Exams for ALL Selected Course Dates are to be in the same Room Seat Fill Percentage 100 Room Required no preference O Reset_ Require Current Room ok Cancel e Ifa final exam is not required for the courses then clear the Final Exam Required option
97. X Tem Code 5 Description Phase Start Date Active Scenario Last Sync Edit 09 SPR 2009SPRING PUBLISHED 1 12 2009 Scenario 2 10 17 2008 3 40 PM Th 09 FALL 2009 FALL PUBLISHED 8 10 2009 Scenario 1 1 15 2010 1 24 PM 10 SPR 2010SPRING PUBLISHED 1 11 2010 Scenario A 2 22 2010 1 51 PM Sync 10 FALL 2010 FALL PUBLISHED 9 13 2010 Scenario A 8 17 2010 3 16 PM Admin 11 SPR 2011 SPRING PLANNING 1 10 2011 SIS 12 16 2010 2 18 PM 2 On the Domain dropdown list select the domain for which you are unpublishing the term 3 Select the term that you are unpublishing and then click Unpublish A message opens indicating that unpublishing will remove all reservations and bookings for the selected term and asking you if it is OK to continue 4 Click Yes The message closes After the term is unpublished a second message opens indicating that the term was successfully unpublished 5 Click OK to close the second message and return to the Terms window 470 Post Publishing Phase Section Contents e Reviewing Reservations and Resolving Room Assignments on page 73 e Post Publish Processing of Courses on page 476 e Setting a Final Exam Schedule on page 489 e Publishing a Final Exam Session on page 499 471 Chapter 13 Academic Planning EMS Campus 472 Chapter 13 Academic Planning EMS Campus Reviewing Reservations and Resolving Room Assignments After a course has been published you can use the EMS Navigator
98. a aa a a EEA 284 Sales reports aiaa ea a e eaaa e iae a iip then 289 Statistics ePOS ae RA a A a Oe AAEE E T AAEE EEE EEA RE 291 Other reports a e a aaa e a a ses eet a aeaa a t 293 Exceptions repons isesi e E E E ie tu E aaa 295 Hoteling reports EMS Workplace only s ssssssssnnnnnnssennnnnreessrnrnnreeernnnnnneerrrnnnneent 298 Working with a QUGIYV ra A castors ines indec ewer ercuandieGuiatmuige nadine nea ener eiecaeeisereen 301 To create a QUOT Y rcs b cietideaihd dedi iebasteteheubs tla ceetanivetes ebiiei eed otetea te Atictest ste thaaket 301 Query Builder Fillentabavianancspmanarnccauiroualmamateuniadsckasiraaciken 303 Display Fields tab sets eeesiccss canara etched ee ceed eee cecae raed ieee as oe Ben Me meereleeereeneetels 304 FitertaD intuit eee a veaie test halla laa iain del be 305 BOTA oof oes AEE TEA cadayereilo T O sawcant Srecedeusee 306 Chart ta Dieron tec cde A ped oh dd tao wake ea oe cena ota aha ier oui E eE 307 UTIR fe 6 Rape Nem eae ng PR A OttEar ear Sete Pa erate re ee at toe ee OOM Rl ode ronnie ee ee oer 308 TO COM AiGUCIY cn Sct eG an eee Ae Sita e cae sae all adie lta 309 Todelete d US co eee ek es fe Lt tals eS a da ey 309 TO WIG Wand printa QUCRY serren a a aa a AA a aE Sea tase 310 STOUT AOU Yass e ee eel oie E r e A a E ae Et 311 Chapter 9 Billingsi iessen a haeie dadare deidades ak Etat 313 Overview of Billing in EDA Sia a a ee eat eh as eae a 315 Working With INVOICES wiscccccicte cuio2 a a a Aaaa 316
99. a hard copy of the invoices for exporting the invoices to a pdf and so on See Figure 9 13 on page 328 Select the option or options that best fit your working needs For example before you void an invoice you might want to email a copy of the invoice to a colleague to confirm that the invoice should be voided See Sending Email from EMS on page 360 327 Chapter 9 Billing Figure 9 13 Onscreen preview of an invoice selected for voiding Th Emai coor prin t a a ela a mm eeaz o O EE re ee ee ce ee El Conference Services A ems Ep 1000 Main Street Denver CO 80111 Professional 303 771 0110 303 796 7429 1 Invoice i Group Invoice Number 1006 7 Dr James Rouse Invoice Date 8 12 2010 i Dr James Rouse Due Date 9 11 2010 T 4564 Broadway Event Name 30th Annual Engineering Egg z Denver CO 80210 Throw Demonstrations USA Reservation No 1673 E Bookings Details Quantity Price Amount Thanks for selecting our facility to host your upcoming event Please take a moment to review the details outlined below and make any necessary changes and fax them back to us at 303 796 7429 E 1 Monday October 11 2010 E 9 00 AM 4 00 PM 30th Annual Engineering Egg Throw Demonstrations Confirmed HCE North Audit Furniture o Podium 1 100 00 100 00 Enad Canina 6 Select the invoice in the lower right Invoice pane CTRL click to select multiple invoices and then click OK A mes
100. a reservation then all non invoiced billable items in all the bookings for the selected reservation are displayed in the window otherwise only the non invoiced billable items for the selected booking are displayed See Figure 3 63 on page 146 145 Chapter 3 The Navigator Figure 3 63 Edit Charges window all X 10 11 2010 Mon Event Name 30th Annual Engineering Egg Throw Demonstrations 9 00 AM 4 00 PM Location HC HCE North Audit 9 00 AM 4 00 PM Status Confirmed Category Description Quantity Pricing Method Price Discount Min Charge 10 11 2010 Mon Podium 1 00 0 00 0 0 00 10 11 2010 Mon Round Table 72 1 00 0 00 0 10 11 2010 Mon i 20 00 0 00 0 10 11 2010 Mon 1 00 0 00 0 10 13 2 ed 1 00 0 00 0 0 00 0 00 Recalculate 4 Optionally on the Category dropdown list select a category to narrow the list of items that are displayed 5 To edit the quantity pricing method price or discount percentage for an item click in the appropriate field for the item and make the necessary edits 6 Click Close Any resulting recalculations are carried out automatically The Edit Charges window closes and you return to the Navigator 146 Chapter 3 The Navigator Editing Count Information for a Booking in the Navigator You use the Edit Counts tool to edit the count information for a booking including the setup count and attendance coun
101. a reservation for this group the 1st Contact field is again automatically populated with the name of the default contact Phone Fax Email Address One more of these fields might be automatically populated depending on how a selected contact has been configured You can manually edit these values if needed Note The Phone and Fax fields have a dropdown list available on which you can select a different value Phone Fax Mobile or Other for the field label or you can enter a user defined value To enter a user defined value double click the current field label to select it and then enter the user defined value over the selected label Note If default values have been configured for a selected contact then any modifications that you make apply to this reservation only The next time you or anyone else creates a reservation for the same contact these fields are again automatically populated with the default information 49 Chapter 2 Reservations and Bookings 50 Field Description 2nd Contact Temp Contact Define if necessary for the event Room Seiup tab Setup Type If you selected a specific value for the setup type when searching for an event location this value is carried forward to this field otherwise the field is set to default You can modify this value Setup Count If you selected a specific value for the setup type when searching for an event location this val
102. a reservation or a booking You can specify your confirmation settings one time and use these settings for all confirmations that you generate or you can change the settings on as needed basis and tailor them for each confirmation that you generate To specify your confirmation settings 1 Open a reservation in the Navigator See Opening a reservation in the Navigator on page 71 2 Inthe upper right hand corner of the Navigator click Settings gt Confirmation Settings The Confirmation Settings dialog box opens Figure 7 1 Confirmation Settings dialog box Confirmation Settings ka Date Range n Categories I Statuses I Options Email Options Department Cancel Copies To Pint 1 Lo 3 Specify the settings for your system s confirmations Table 7 1 Options on the Confirmation Settings dialog box Field Description Date Range tab The department name that appears at the top of a printed confirmation Buildings tab Select the specific buildings that are to be included in the confirmation Categories tab Select the specific booking details that are to be included in the confirmation Statuses tab Select the specific statuses that are to be included in the confirmation 266 Chapter 7 Confirmations Table 7 1 Options on the Confirmation Settings dialog box continued Field Description Options tab Format settings for a printed confirmat
103. add a user defined field ccceeeeceeececeeeeeeeeeceeeeeeeeeeeeaaeeeeeeeeseaaaeeeeeeseeesneeeeees 165 To edit a user defined field a ii2 os eee ete ea a el ceca cae as 165 To delete a user defined field 22 eeeeeeeceeeeeeeeeeeeceeeeeeeeeeeeaaeaeeeeeeeseeaeeeeeeeeensnaeaaeees 166 To the view history for a user defined field cccceeesessseeeeeeeeeeeeeeeeeeeeeeesteeeeees 166 Working with Attachments in the Navigator cccccesssecceeeeeeeseeeseeeeeeeeeeeeeeeeeeeeenees 168 To work with attachments in the NaViQatOr cccceeeeeeeeeeeeneeeeeeeeeeeeeneeeeeeeeenaaees 168 To add an attachment to a reservation or booking eceeeeeeeeeeeeeeeeeeeeeeenneeeees 169 To delete an attachment from a reservation or booking ceseseeeeeeeteeeeeeteeeees 170 To edit an attachment for a reservation or booking ceeeeeeeeeeeeeeeeeteeeenneeeeees 170 To view an attachment for a reservation or DOOKING ccceeeeeeeeeeeeeeeeeeeeteeeeees 171 Working with Drawings in the Navigator ccecceeeeeeeeeeeneeeeeeeeeeeeeaeeeeeeeeeeeeeeeeeeeeeeea 172 To work with drawings in the Navigator ccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenaaees 172 To attach a drawing to a booking 220 seicec ec eee tte ees Jus deeds cus ce canna eceg as 173 To detach a drawing from a booking cccceeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeenenaeeeees 173 To edit a drawin
104. all assignments in a pre assignment scenario are manual you do not y need to set any weighted criteria or exclude any rooms 5 Click OK The Scenario dialog box closes You return to the Scenarios window with the newly created scenario automatically selected 6 Click Preassign A message opens informing you that preassigning will set this term to Read Only and asking you if it is OK to continue 446 7 Click Yes Chapter 13 Academic Planning EMS Campus The message closes and an Initializing Scenario progress dialog box opens After the scenario is initialized the progress dialog box closes and the Preassign Rooms window opens This window lists all the courses for the selected term and domain Any courses that were previously pre assigned are listed as Locked In Figure 13 42 Preassign Rooms window Preassign Rooms Academic Unit Course 219 BUS 201 01 ACCT 101 01 ACCT 101 02 ACCT 521 01 ACCT 521 02 ACCT 440 01 ACCT 440 02 MATH 101 01 MATH 101 02 MATH 101 03 MATH 101 04 MATH 10301 MATH 10302 ECON 101 01 ECON 211 01 ECON 304 01 BUS 10101 BUS 22501 BUS 33001 HIST 101 02 HIST 102 02 uieT int nt Subjedt fall Course Title Business Statistics Intro to Accounting Intro to Accounting Production Cost Analysis and Control Production Cost Analysis and Control Enterprise Resource Planning Systems Enterprise Resource Planning Systems College Algebra College Algebra College Algeb
105. and resolving room assignments See Post Publishing Phase on page 471 2 Creating a synchronization schedule See Post Publishing Phase on page 471 3 Creating and publishing a final exam session See Post Publishing Phase on page 471 EMS Campus desktop client For detailed information about carrying out the academic scheduling process using the EMS Campus Web Client see the EMS Campus Web Client User s Manual Ta This manual details how to carry out the academic scheduling process using the 388 Importing an Academic Term Section Contents Overview of Importing an Academic Term on page 391 Synchronizing an Academic Term on page 392 Synchronizing Courses on page 393 389 Chapter 13 Academic Planning EMS Campus 390 Chapter 13 Academic Planning EMS Campus Overview of Importing an Academic Term The first step in the academic planning phase is to import a term Importing an academic term consists of the following three steps 1 A new term is created in the SIS either by rolling forward a previous term or by creating it from scratch The term is then synchronized into EMS See Synchronizing an Academic Term on page 392 The Domain Scheduler synchronizes course data from the SIS into EMS Campus See Synchronizing Courses on page 393 Synchronized courses are reviewed before the term is made available to academic units See Using the Academic Tools on page 505
106. and visitors on page 367 or create the attendee record as described in To check in check out unregistered visitors for an event on page 369 Click Print Badge To import a list of attendees and visitors to an event 1 Create a tab delimited file that contains the information in the order listed for the attendees visitors that are being imported Field Description Required Optional Name Text 50 characters maximum Required Company Name Text 50 characters maximum Optional Email Address Text 255 characters maximum Optional Phone Text 50 characters maximum Optional Notes Text No maximum Optional Visitor True False Chapter 11 Other Reservation Functions a Each attendee isitor must be a separate line entry To see the required format for the tab delimited file on the Add Booking Details window click Print Format 2 Open the reservation in the Navigator See Viewing and Editing Reservations in the Reservation Book on page 52 Opening a reservation directly in the Navigator on page 71 Opening a reservation through a group on page 72 Chapter 4 Search Tools on page 177 3 In the left pane of the Navigator select the reservation for which the list of attendees visitors is being imported 4 Inthe Bookings pane click Tools and then Click Add Booking Details Wizard The Add Booking Details wizard opens Figure 11 12 Add Booking Details
107. applicable final exams week The Term dialog box closes You return to the Terms window with the term that is to be published automatically selected a Bookings are not created for excluded dates which means that rooms can be scheduled for events and meetings if needed 464 8 Click Publish Chapter 13 Academic Planning EMS Campus The Publish Term dialog box opens The Domain field the Term field and the Scenario field are automatically populated with the values that you previously selected and you cannot edit them Figure 13 52 Publish Term dialog box Publish Term ico fe Domain Tem 11 SPR Scenario Scenario A Status Academic Confirmed v Conflict Status Academic Conflict v Cross List Status Academic Crosslist v Ovemide Existing Bookings E Overide Conflict Status Academic Bumped X Domain Settings Group Registrar Main Campus X 2 Event Type Class X Reservation Source SIS X Room for Unassigned Courses TBD TBD a Pubish Cancel 9 Select the statuses required for publishing the term Status Description Status The status that is used to book all rooms for course reservations and bookings that are created during the publishing process Note The status should be a Booked Space type Conflict Status If you are publishing course room placements that were assigned in your SIS the SIS scenario then potentially you could have room
108. are to no longer share space 6 On the Tools menu click Does Not Share Space A message opens asking you if you are sure that the selected courses are to no longer share space 7 Click Yes The message closes You return to the Academic Browser with the Shared Space designation removed for the selected courses 417 Chapter 13 Academic Planning EMS Campus To review shared space designations 2 T Academic units might designate shared space that they can review in the EMS Campus web client On the EMS Campus menu bar click Academic Planning gt Courses gt Academic Browser The Academic Browser opens If needed open the Filter tab Figure 13 22 Academic Browser Filter tab Academic Browser AA Browse For New Section New Course Refresh Options Filter Resutts Doman Main Campus JE Ao Tem 2011 SPRING X Scenario SIS v Active Scenario On the Domain dropdown list select the appropriate domain and on the Term dropdown list select the appropriate term Set any other criteria academic unit subject and so on as needed to provide assistance in locating the courses that are to be reviewed and then click Get Data The courses that meet your search criteria are displayed on the Results tab Use the information in the Shared Space column to identify and review the courses that share space See Figure 13 23 on page 419 418 Ta For detailed information about searchi
109. back instructor technology which means that if an instructor teaches two classes in the same day the optimizer places the instructor s courses in the same room if it is still available You can use the following variables to create a scale of weighed criteria e Instructor Importance Instructor Importance is assigned in the Academic Planning Configuration gt Instructors area of EMS Campus Preferences belonging to those instructors who are marked as Important receive priority over those instructors who are not marked as important e Course Length Course Length factors in the number of meeting occurrences for a class For example a class that meets five times per week might be given room assignment priority over a class that only meets twice per week e Enrollment Enrollment uses a combination of the assigned weight and the following EMS Campus system parameters to determine the courses that 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 that is set in the optimization 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 that is set in the optimization scenario For example with all other weightings
110. booking conflicts created in your SIS If a double booking is encountered during the publishing process then the reservation and bookings for the conflicting course are published in this conflict status Note The status should be an Info Only type Cross List Status The status that is used to book all cross listed and shared space course reservations and bookings that are created during the publishing process Note The status should be an Info Only type 465 Chapter 13 Academic Planning EMS Campus Status Description Override Existing If another academic unit on campus for example the Student Union is Bookings Override allowed to book events in academic space before the publishing Conflict Status process has taken place then an event and course might be assigned to the same space If Override Existing Bookings is selected and this situation is encountered during the publishing process the event is pumped and its reservation and bookings are booked into this status If Override Existing Bookings is not selected then the conflicted bookings for the course are placed into the Override Conflict Status Note The Override Conflict Status should be an Info Only type 10 Specify the Domain Settings for the term Setting Description Group If a group has not been configured for each academic unit for which the term is being published then the default value as set in the Campus
111. can void a transaction for a reservation from the Transactions tab or you can void a transaction from the Payment Entries window To void a transaction from the Transactions tab 1 Open the reservation in the Navigator See Opening a reservation in the Navigator on page 71 2 Open the Transactions tab and on the Transactions tab select the transaction that is to be voided CTRL click to select multiple transactions and then click Void A Void Reason dialog box opens Figure 9 23 Void Reason dialog box Void Reason Void Reason Cance 3 Enter the reason for voiding the transactions and then click OK The Void Reason dialog box closes and a message opens indicating that the transaction has been voided 4 Click OK The Void Transaction message closes The Void column is set to Yes for each of the voided transactions in the Navigator 341 Chapter 9 Billing To void a transaction from the Payment Entries window 1 On the menu bar click Billing gt Payments gt Payment Entry The Payment Entries window opens This window lists all transactions voided and non voided that were ever made in your EMS system for a selected department on a selected date Figure 9 24 Payment Entries window K Payment Entries kabaka Transaction Date 8 13 2010 Department 7 Payment Entries 4 Check No Event Name Amount V New Damage Deposit Event 500 00 Ye Edit Depost Reservation Ev
112. confirmations 366 Managing Attendees and Visitors Chapter 11 Other Reservation Functions EMS provides standard functionality for managing registered attendees and visitors which are attendees and visitors who have been added as an attendee type category to a booking You can search for registered attendees and visitors and you can check in and check out registered attendees and visitors The optional Visitor Management module provides functionality for managing unregistered attendees and visitors If your organization has purchased and installed this module you can also check in unregistered visitors to an event check out unregistered visitors from an event print badges for all attendees and visitors registered and unregistered and import a list of attendees using the Add Booking Details wizard in the Navigator To manage registered attendees and visitors 1 On the menu bar click Reservations gt Other gt Visitors The Visitors window opens 2 Ifneeded open the Visitors tab Figure 11 8 Visitors window Visitors tab Visitors Date 11 29 2010 B Building City High School X Show Cancelled Group Visitors Groups Visitor l Include Checked in 7 Attendee 0 Company Name Visitor Group Phone 1 Phone 2 Event S Checkin Print Badge Open 367 Chapter 11 Other Reservation Functions 3 Specify one or more of the following for your search criteria e Date field
113. courses resulted in a room not being available for a course and you want to assign a different room to the course select the course click Assign to open the Select A Room dialog box and then go to Step 4 otherwise go to Step 6 Figure 13 59 Select A Room dialog box 478 E Select A Room kaba Building Building all Room Type all X Features Feature Built in Sound Video Chalkboard Projection System Smart Board Tv DVD VCR Whiteboard Window s Ignore Room Capacity Net gt 4 7 Chapter 13 Academic Planning EMS Campus Specify your search criteria and then click Next A list of rooms that meet your search criteria is displayed The list includes any TBD rooms that have been configured Select the room that is to be assigned to the new courses and then click Finish The Select a Room dialog box closes and you return to the Course Updates window with the new courses still selected Click Process A message opens asking you if you are sure that you want to process the selected course dates Click Yes After processing is complete the message closes and the changed courses are removed from the Course Updates window If a day of week change has been made then processing course changes overwrites any individual booking changes that were previously made in EMS If a change resulted in a room not being available for a course and you did not select a new room for the course then clic
114. creating one from scratch To create a pre assignment scenario 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Optimization Scenarios The Scenarios window opens This window lists all the scenarios pre assignment and optimization that are currently configured in your EMS database Figure 13 40 Scenarios window Scenarios koa fm Domain Main Campus v Tem 2011 SPRING X Scenarios 2 Active Scenario New Scenario A Edit Print Copy Optimize Preassion Resolve Close 2 On the Domain dropdown list select the domain for which you are creating the scenario and on the Term dropdown list select the term 445 Chapter 13 Academic Planning EMS Campus 3 Click New The Scenario dialog box opens The Scenario tab is the active tab Figure 13 41 Scenario dialog box Scenario tab i Scenario e Scenario Excluded Rooms Audit Description Locked ia Preferences Include Preference Importance Importance Ignore Requirements Instructor Importance 5 V Enroliment W Course Length V Building a Room Ea Feature Built in Sound Video a Room Type Classroom m m am an lt anam lt am ry Ss 4 Inthe Description field enter a name or description for the scenario for example Pre assignment Ta The name or description can be a maximum of 30 characters including spaces Because
115. date you can select Use Specific Times and then enter a starting time and ending time to query the data for in specific time range on the same day Last Month The starting date is set to the first day of the previous month and the ending date is set to the last day of the previous month Last Quarter Quarters are based on a calendar year This Quarter e First quarter is 1 1 through 3 31 This Quarter To Date e Second quarter is 4 1 through 6 30 e Third quarter is 7 1 through 9 30 Fourth quarter is 10 1 through 12 31 For example if the current day s date is 11 22 2010 and you select Last Quarter then the starting date is set to 7 1 2010 and the ending date is set to 9 30 2010 Last Year The starting date is set to 1 1 of the previous year and the ending date is set to 12 31 of the previous year This month The starting date is set to the first day of the current month and the ending date is set to the last day of the current month This Year The starting date is set to 1 1 of the current year and the ending date is set to 12 31 of the current year This Year to Date The starting date is set to 1 1 of the current year and the ending date is set to the current day s date 4 Optionally in the Report Comment field enter a description or explanation of the query 5 Click Get Data If the query returns data then the results are displayed in the Results pane on the Analytics tab 6
116. date greater than or equal to the current day s date that have the categories booking details that were selected for deletion and that do not contain any invoiced items Figure 3 72 Delete Booking Details Wizard Select Booking Details window Reservation No 1673 Delete Booking Details Select Booking Details Date Service Start Service End Building Room Category Service Booking ID 10 11 2010 Mon HC HCE North Audit Fumiture none 9840 10 13 2010 Wed HC HCE North Audit Fumiture none 9841 10 15 2010 Fri HC HCE North Audit Fumiture none 9842 Select All Unselect All 6 CTRL click to select the bookings from which the details are to be deleted or click Select All to select all the displayed bookings in a single step and then click Finish A message opens indicating that the changes were made successfully 7 Click OK to close the message and return to the Navigator 157 Chapter 3 The Navigator Working with Comments and Reminders in the Navigator A comment is a text entry that explains or clarifies a reservation a booking a group or a booking detail that is a service order A reminder is a comment that has a due date associated with it You can select from a pre configured list of comment types and reminder types or you can create a user specified comment type or reminder type if none of the pre configured types meets your working needs You can add comments reminders directly to a rese
117. e Chapter 4 Search Tools on page 177 2 Inthe left pane of the Navigator select the reservation to which the booking details are being added 3 In the Bookings pane click Tools and then click Add Booking Details Wizard The Add Booking Details Wizard opens See Figure 3 55 on page 133 132 Chapter 3 The Navigator Figure 3 55 Add Booking Details Wizard Reservation No 1673 Add Booking Details Select Category Categories 12 ACME Production Company Agenda Audio Visual Food Service Fumiture Personnel Room Charge Setup Notes Staff Resources Third Party Catering VIP List 4 Select the booking detail that is to be added to all the bookings for the selected reservation and then continue to one of the following e To add a booking detail from a non resource category e To add a booking detail from a catering service order or resource category on page 135 To add a booking detail from a non resource category If you select a booking detail of any type other than resource or catering for example attendees or setup notes then to add the detail to the bookings you follow the same general steps 1 Click Next and then enter the information for the booking detail e If you are adding setup notes see To add setup notes on page 124 e Ifyou are adding attendees visitors see To add attendees on page 125 e If you are adding an agenda or activities see To add an ag
118. e Class hours e Percent utilization e Average estimated enrollment e Average actual enrollment e Maximum capacity Percent seat fill e The days of the week to be included e The low and high utilization thresholds e The number of hours to be considered Hourly Classroom Utilization Description Options This report calculates the percent that a room is used during each hour of the day Formats include detailed percent for each hour of each room specified and chart a chart of each hour for overall e The days of week to be reviewed e The hours of the day that are to be reviewed Over Under Utilization Description Options This report measures courses that have an actual adjusted enrollment over the maximum capacity for the room or under the minimum capacity for the room To show or not to show All Courses regardless if they fall outside capacity thresholds 529 Chapter 13 Academic Planning EMS Campus Prime Time Usage Description Options This report displays the number of sections courses with e The days of the week to be included in the report room assignments that fall within the specified time range Include courses that have not been assigned into a room prime time Display fields include e Total Number of sections offered e Percent of those sections in prime time Number of sections in prime time e Average estimated enrollme
119. e Open the Windows start menu in the Search field enter EMS and then select the EMS Enterprise option Figure 1 1 EMS Login window EMS Enterprise 6 0 Version 6 0 1995 2010 Dean Evans amp Associates Inc User ID Password 2 Inthe User ID field enter your User ID 3 Inthe Password field enter your password Ta If you do not know your User ID or password contact your EMS administrator 27 Chapter 1 Getting Started with EMS 4 Click OK The EMS application opens The main menu is open in the application Figure 1 2 EMS main window with main menu File Settings Reservations Reports Billing Configuration System Administration Window Help arzo 2L 290 0 Book Calendar Wizard Dashboard Manage Services f Visitors E Academic Import Academic import Utiity 28 Chapter 1 Getting Started with EMS The EMS Window The EMS main window is your starting point for the EMS application The window provides quick access to all the EMS functions Reservations Reports Configuration and so on and system tools The EMS Main window has four major components e The title bar See Title bar e The menu bar See Menu bar on page 30 e The toolbar See Toolbar on page 30 e The main menu See Main menu on page 31 Figure 1 3 EMS main window with main menu File Settings Reservations Reports Billing Configuration System Administration W
120. equal to the current day s date The reminders might or might not be displayed in the Reminders list depending on the values that you have set for filtering the display 218 Chapter 5 EMS Dashboard Web Reservations Tab The Web Reservation tab displays any reservation that was submitted through VEMS for web process templates that are set to Self Serve mode Figure 5 7 Web Reservations tab Status 15 Reservation ID Group Type Event Name 1st Contact Event Type i Confirmed 1678 intemal Meeting 303 555 6231 Conference 8 Tentative E v Web Request Academic Confirmed Confirmed Special Event X 4 m JAL lt lt Building 26 Descriptic T Building the E V Building City High V Building Corporate v Building Corporate v Building Corporate Building Corporate m Reminders Web Requests C Wait List Reconfirm Dates Building Hours Exceptions ail w The tab is interactive You can e Select options Status and Building Area View on the left pane of the tab to filter the reservations that are displayed on the tab After you select or modify the filtering options click Refresh e Select the reservation in the Reservations list and then click Go To open the reservation in the Navigator 219 Chapter 5 EMS Dashboard Web Requests Tab The Web Requests tab displays any reservation t
121. for a course 507 using to search for a course academic planning phase StEpS INe aiipata 388 Academic reports Academic Time Block UtiliZAtION insin 528 Academic Unit Statistics 528 Classroom Utilization 529 Course ChangeS sceee 526 Course LiSt eeeeeeeeeseeeeeees 525 Final Exam Settings 530 Hourly Classroom Utilization 529 Instructor Back To Back 527 Over Under Utilization 529 Preferences Summary 527 Prime Time Usag 25 530 Unmet Preferences 527 academic scheduling configuration PrO ESSA iii td ed eet 386 academic planning phase 388 OVEFVIEW OF eeeeeeeeeeeeeeeeeees 388 post publishing phase 388 academic scheduling specific terms academic unit 387 Campus web client 387 COU SE ri sited aeei aeaaea 387 course date ee eeeeeeeeeeeeneee 387 COUISE TYPO oo nipase 386 cross listed Course 387 doma wae ieee 386 INSUPUCTON iieii trenian 386 shared Space 0 0 eeeeeeeeeneee 387 SIS Atel E E ele 386 SUD OCh ais ete ees 386 WON aeea A deride ace 386 Academic Time Block Utilization FODOME iki ee NA eects 528 academic unit defined 0 12 2 eee eeeeeeeeeeeteeeeeeeeeeee 387 Academic Unit Statistics report 528 actions available in the Course Navigator en 522 activities see booking details Activity Schedule report 285 ad
122. from the main menu Figure 1 8 EMS main menu Main Menu ee oe Exe au rouping Description j n oe Reservation Wizard Billing Configuration System Administration D Browser Navigator Clients Reservation Book Calendar Resource Calendar Manage Services Web Reservations Dashboard Email History Attendance Entry Confirmations Visitors Academic Import Academic Import Utility The main menu is arranged in a Windows Explorer style folder structure The top level folders are the system functions of Reservations Reports Billing Billing Configuration and System Administration The available tasks for each top level folder are further 31 Chapter 1 Getting Started with EMS organized into subfolders For example to carry out a system administration task you must first open the top level System Administration folder and then open the correct subfolder to view the list of available tasks Figure 1 9 Opening a System Administration subfolder Reports 6 Bili Larane a lg System Administration Confirmation Email Subject Line a Reservation Wizard Required Fields Tools You can always close the main menu by clicking the Close button x in the upper right hand corner of the menu To open the main menu again on the menu bar click File gt Show Main Menu 32 Chapter 2 Reservations and Bookings The two essential EMS components for meeting and ev
123. needed Include Cancelled By default search results are not set to show canceled bookings Select this option if you want to search for canceled bookings as well Group If the pre defined list of groups is too extensive to scroll then click the Search icon 2 to open the Groups window and search for a specific group See Searching for Reservations by Group on page 195 188 Chapter 4 Search Tools Field Description e 1st Contact e Reservation Event Enter a search string by which to filter your search The search is not case sensitive but it is limited to the exact order of characters in the Name string and the string must begin with the information for which you are searching For example if you enter ed as the search string results can include Ed Edward Eddie and so on but not Ted or Fred Building Select a specific building or select a building view Room e Ifyou select a specific building then all rooms in the building are selected by default You can select a specific room in the building e If you select a view then Room is left blank however you can select a specific room to search Category The default value is set to all You can leave this value as is or you can select a specific category booking detail Resource Available only if you select a category that is a resource The default value is set to all You can leave this value as is or you can select a
124. nor do they all have the same options available In addition you can generate different reports in different formats a academic units and synchronizing subjects All subjects must belong to an academic unit to be displayed on an academic report Refer to the EMS Setup Guide for detailed information about configuring To generate a report For brevity and ease the parameters that are available for each report are not detailed in this section 1 On the EMS Campus menu bar click Academic Planning gt Reports to open the Reports menu and then click the option for the report that you are generating For example to generate the Course List report click Academic Planning gt Reports gt Course List 2 On the Setup dropdown list do one of the following e To generate the report according to the filter settings that you want parameters options and so on leave user specified selected then go to Step 3 e To run the report with filter settings that have been saved or memorized select the memorized report and then go to Step 4 page 278 a 3 Specify the report parameters options and format See For detailed information about memorized reports see Memorized report on Course List on page 525 Academic Unit Statistics on page 528 Over Under Utilization on page 529 Course Changes on page 526 Academic Time Block Utilization on page 528 P
125. on page 44 43 Chapter 2 Reservations and Bookings 44 Figure 2 5 Example of standard room search results Reservation Wizard Cole Options Available Available 104 Room Description Building Max Capacity Selected 0 101 101 cic 20 102 102 cTc 20 103 103 cic 30 104 104 cme 30 Arena Arena AA 10000 At Room At Room Kidd Elem 20 Aud A Auditorium A cme 60 Aud B Auditorium B cTc 60 Auditorium Auditorium CHS 0 Auditorium Auditorium cme 100 Auditorium Auditorium uB 250 Auditorium Auditorium PAC 1600 Auditorium Auditorium TJHS 349 Backstage Backstage PAC Base Field 1 Base Field 1 CHS Board Room Board Room HQ 18 Cafeteria Cafeteria ccw 220 Cafeteria Cafeteria Kidd Bem 122 z Select the room or CTRL click to select multiple rooms that are to be scheduled for the event Optionally do one or both of the following e Click Room Info to open the Room Info dialog box and view information about any bookings for the room the room properties its pricing and or to view an image of the room e Click Building Hours to open the Building Hours dialog box which displays the hours that the selected room building is open on the reserved date Otherwise click the Move button gt to move the rooms to the Selected list If you select more than one room all the selected rooms are booked for all the event dates 9 Click Next to continue to To specify the event information on page 48
126. on the Results tab in a calendar view The total number of resources in all bookings that meet the search criteria is indicated in red on the dates on which the events occur Figure 4 18 Resource Calendar window Results tab Resource Calendar bal mesm Prit Export Refresh Options F Results lt lt lt January 2011 gt gt gt S M Li w ii F gt 26 27 28 29 0 31 1 40 Resources 2 3 4 5 6 7 8 64 Resources 9 10 11 12 13 14 15 23 Resources 63 Resources 20 Resources 16 17 18 19 20 21 22 23 Resources 23 Resources 64 Resources 23 24 25 26 27 28 29 23 Resources 23 Resources 20 Resources 30 31 1 2 3 4 23 Resources 23 Resources 20 Resources Drag a column header here to group by that column Date Reserved Start ReservedEnd EventStart EventEnd TimeZone Building Room EventName EventType Booking Stz 198 Chapter 4 Search Tools 5 Optionally do one or more of the following e To view a list of bookings for a date click the date on the calendar The information for the bookings appears in the lower pane of the Results tab Figure 4 19 Resource Calendar window Results tab with list of events for selected dates 1 11 2011 Tue 8 00 AM 1 11 2011 Tue 8 00 AM 4 30 PM 8 00 AM 8 00 AM 4 30 PM OU Physical Sciences Building Physical Sdences Lab Seniors OU Physical Sciences Building Physical Sciences Lab Seniors FT ROT Resource Calendar cee
127. opens Scroll to and select the file drawing that is to be attached to the booking and then click Open Optionally do one or both of the following e The name of the attached file is used by default for the file description and you can edit this if needed e Click Spelling to spell check the description before you attach the drawing to the booking Click OK The Drawing dialog box closes The drawing is attached to the booking The Drawings tab remains open To detach a drawing from a booking 1 2 Select the drawing or CTRL click to select multiple drawings that are to be detached from the booking Click Detach A message opens asking you if it is OK to detach the selected drawings 173 Chapter 3 The Navigator 3 Click Yes The selected drawings are detached from the booking The Drawings tab remains open To edit a drawing for a booking 1 Select the drawing and then click Edit The Drawing dialog box opens The name description of the drawing is displayed in the Description field 2 Do one of the following e Edit the description as needed e Click the Search icon 2 to open the Find Drawing dialog box and scroll to and select a different drawing 3 Optionally click Spelling to spell check the description before you attach the drawing to the booking 4 Click OK The Drawing dialog box closes The Drawing tab remains open To view a drawing for a booking Your computer mus
128. out Figure 9 14 Browse Transactions window Basic search options Browse Transactions Browse For Transactions Fitter Results Starting Date Ending Date bkas X Refresh Options Reset Advanced gt Group E Department all Transaction Type all X Invoice No Reservation ID 0 Cose 2 Click the Basic Advanced toggle to select the type of search that is to be carried out and then continue to one of the following e To carry out a basic transaction search e To carry out an advanced transaction search on page 332 To carry out a basic transaction search 1 Enter the search criteria Field Description Starting Time The date range during which the transactions were carried out Both are Ending Time optional Group i F a s Click the Search icon g to open the Groups window and search for a for the group for which the transactions apply See To search for a group in the Groups window on page 235 Department Leave the default value set to all or select a specific department that generated issued the transaction 330 Chapter 9 Billing Field Description Transaction Type Leave the default value set to all or select a specific transaction type for which to search Invoice Number If you are searching for a specific invoice or invoices enter a search string Note The search is not case sensitive but
129. page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 In left pane the Navigator select the reservation that is being edited and on the Reservation Summary tab or on the Properties tab click Edit The Reservation window opens The Reservation tab is the active tab Figure 3 13 Reservation window Reservation tab E Reservation No 21220 pE Feservetion Bling Information Aude Evert Evert Name Meeting Event Type Meeting Intemal v VIF Evert Evert Coordinator none Soures Email Saus Cor imed X URL Employee Contacis Employee Nowek Edward J X 2 E Ist Contact none a Phone Fax bd i Emal Address ed dea com i 2nd Cortact none X Vitual Web User Ed Nowak E Reset Web Template Book a Mecting Room m Othar Calendar Style Standard X Estimated Evert Attendance 0 i EMS Reacs URL Actua Evert Atendance 0 i i Reservation No 21230 Y Speling Cancel 85 Chapter 3 The Navigator 3 Do one or both of the following e On the Reservation tab edit any and all the reservation information as needed e Open the Billing tab and edit any and all the billing information as needed Figure 3 14 Reservation window Billing tab S Reservation No 21230 Reservation Biling Information Audit Billing Pricing Plan Standard X P
130. published it becomes the reservation level information Course Date A unique meeting pattern that is associated with a course such as Tuesday Thursday 8 00 am to 9 20 am Courses can have multiple course dates such as when a class has both a lecture and a lab component that meet on different days of the week and at different times After a course date is published it becomes the booking level information Cross listed Courses Courses are designated in the SIS as cross listed for a variety of reasons however after such designation there are implications in EMS If two or more courses are cross listed and have identical course date records meeting patterns then these two courses are linked and they are assigned the same room during optimization and final exam scheduling They in essence share space by default Shared Space If two courses that have identical course date records are to be scheduled in the same room at the same time but they are not cross listed in the SIS then they can be designated as Shared Space in EMS This designation links the courses so that they are assigned to the same room during optimization and final exam scheduling This designation does not affect the SIS 387 Chapter 13 Academic Planning EMS Campus Academic scheduling configuration process Before academic scheduling can be even be carried out the following must be in place in your EMS database e Core data
131. reassigned If you selected from the list of the pre configured contacts then some or all of this information might be automatically populated but you can still edit the values If you selected a temporary contact then you must enter the information Email Address Web User The web user for the group Initially this field is set to no change which means that the web user for the group to which the reservation was reassigned is to remain as is however if needed you can click the Search icon LQ to open the Web Users dialog box and select a different web user You can search by User Name or Email Address To search a list of all available web users leave the Search field in the Web Users dialog box blank and then click Display To search for a specific web user enter a search string in the Search field and then click Display Note The string is not case sensitive but your search is limited to the exact order of characters in the string and the string must begin with the information for which you are searching For example if searching by Email Address a search string of bb returns bbosworth dea com but not dbobbett dea com Note To return this field to the no change value at any time click Reset 6 Click OK 249 Chapter 6 Groups and Contacts Emailing a Group If your organization uses Microsoft Outlook you can continue to use your respective email system within EMS to send e
132. second Monday of each month for a calendar year the when then Group X now has a single reservation with twelve bookings in EMS Booking details A booking can have one or more booking details associated with it Booking details are the resources or services that are needed for an event the notes for the event the room charges for the event or any combination of these For example for Group X s staff meeting the resources could include the requested catering coffee service bagels and muffins and so on and the A V equipment a projector a speaker s podium and so on 35 Chapter 2 Reservations and Bookings Event Timeline The following time designators are used for an event in EMS e Event Time The time period during which the event actually takes place e Setup Teardown Hours The hours or fractions of hours that you add to the event time to allow staff to prepare a room for the event or to clean up after the event e Reserved Time The total time for which the space the where is reserved This time is the event time plus the setup teardown time For example Variable Time Reserved Start Time 8 00 am Setup Hours 1 hour Event Start Time 9 00 am Event End Time 4 00 pm Teardown Hours 1 5 hours Reserved End Time 5 30 pm Reserved Time 9 5 hours 36 Chapter 2 Reservations and Bookings Making a Reservation Using the Reservation Wizard You use the Reservation Wizard
133. set to zero consider the following configuration for these four settings e Weight assigned to Enrollment in scenario 50 e Small Class Size if less than xx students 10 e Small Class Size Weight Adjustment 10 e Large Class Size if more than xx students 75 e Large Class Size Weight Adjustment 10 The following three courses would be scored and ranked for room assignment as shown below Course Estimated Class Initial Class Final Room Enrollment Size Score Adjustment Score Assignment Size Rank A 100 Large 50 10 60 1 B 50 Medium 50 0 50 C 5 Small 50 10 40 443 Chapter 13 Academic Planning EMS Campus Although the process for your organization might vary a typical approach for using scenarios to optimize room assignments is to first create a pre assignment scenario to partially complete the assignment of rooms to courses for a term You would then copy this pre assignment scenario and modify the weighted values as needed to make an optimization scenario and then run this optimization scenario to continue with the assignment of rooms to courses You can create as many optimization scenarios as needed either by copying an existing scenario or creating one from scratch and then use various tools to compare placement results before you choose your final scenario for publishing See Evaluating optimization scenarios below Evaluating optimization scenarios 444 The
134. specific to the transaction The steps for voiding a transaction are identical regardless of the transaction type If needed you can first search for a transaction to ensure that it has not already been carried out See Working with Transactions on page 335 To enter a deposit or damage deposit for a reservation 1 Do one of the following e Open the reservation in the Navigator see Opening a reservation in the Navigator on page 71 and on the Transactions tab click New gt Payment e On the menu bar click Billing gt Payments gt Payment Entry and then on the Payment Entries window click New The Payment Entry dialog box opens Figure 9 19 Payment Entry dialog box p Payment Entry Conference Services 8 13 2010 ta Jms Transaction Date 8 13 2010 Department v Transaction Type X Payment Type none X Void 335 Chapter 9 Billing 336 2 Enter the deposit information Field Description Transaction Date The default value is the current day s date You can modify this value if needed Department Select the department Transaction Type Select the transaction type Damage Deposit Deposit Reservation or Deposit Bookings A Deposit Reservation is best suited for reservations with one or more bookings that are to be invoiced in their entirety upon completion of the event e A Deposit Bookings is best suited for res
135. that is to be assigned to the course and then click Select The room is assigned to the course You remain on the Preassignment window or the Resolve Assignments window If the room is assigned from the Preassigned window then it is also marked as Locked In 456 Chapter 13 Academic Planning EMS Campus 6 Repeat this procedure as needed to assign rooms to courses After you have assigned a room to a course at any time you can do one or both of the following If you want to change a room assignment for a course select a course for which a room has been assigned and then click Unassign You can then repeat Step 2 through Step 5 to assign a room to the course Courses that were pre assigned are listed as Locked In If you would like to re optimize any portion of the course assignments select one or more assigned courses CTRL click to select multiple courses and then click Lock In to lock in these additional courses and then rerun your optimization scenario To swap the room assignments of two courses CTRL click to select two courses with identical meeting patterns and then click Swap You can open the Resolve Room Assignments window at any time by clicking Resolve on the Scenarios window The system does not require all courses to be assigned to rooms Those courses that are left unassigned are placed in a special TBD room when publishing and can be assigned post publish 457 Chapter 13 Academic Planning EMS Campus
136. that you carry out a search you can simply open the Favorite Fields tab or the Saved Values tab to open your customized list of search fields vy To view a selected field option in its entirety in the Filter Summary list rest the mouse pointer on the entry A tooltip showing the complete field option information opens Figure 9 17 Viewing a selected field option in the Filter Summary list 4 Optionally click Options and edit the default values for one or more additional search options Date Time Filter Number of Records to Return and Specific Room Filters 5 Optionally click Options and edit the default value the Number of Records to Return search option 6 Click Get Data or Refresh The search results are displayed on the Results tab 333 Chapter 9 Billing Figure 9 18 Browse Transactions window Results tab fk Browse Transactions kea X Browse For Transactions Print Export Email Refresh Options Fiter Resuts E Drag a column header here to group by that column Transaction Date Type Invoice Number Group Amount Reservation ID Void 11 16 2010 Tue Invoice 1000 OU Department of Chemistry 100 00 11 24 2010 Wed Invoice 1001 OU Department of Chemistry 100 00 1463 11 24 2010 Wed Payment 1001 OU Department of Chemistry 100 00 1463 3 Records Close Filter 7 Optionally do one or more of the following To group results by a specific column drag the column header a
137. the Open dropdown list select the item that is to be opened reservation booking or service order 71 Chapter 3 The Navigator 72 3 Do one of the following e Inthe Reservation No field enter the number for the reservation and then click OK e To enter the last reservation booking or service order that you made during your current or last EMS session double click in the field and then click OK If you do not know the reservation number you can search for the reservation On y the Navigator click Browse to open the Browser and then continue to Searching with the Browser or with the Web Reservation Tool Opening a reservation through the Reservation Book On the toolbar click the Book icon to open the Reservation Book and then in the Reservation Book double click a booking for the reservation See Viewing and Editing Reservations in the Reservation Book on page 52 Opening a reservation through a group On the toolbar click the Groups icon s to open the Groups window and do the following e Select a specific group e Open the Reservations tab at the bottom of the Groups window and double click the reservation that you are editing See Finding and Making a Reservation for a Group on page 64 Opening a reservation through a search See Chapter 4 Search Tools on page 177 Folder structure Chapter 3 The Navigator The left pane in the Navigator is arranged in a Windows
138. the Validate Billing Reference parameter is set to Valid Only N A Inactive Web Process Templates N A Hoteling reports EMS Workplace only Report Description Options Room Occupancy Summary Displays by building and room type the number and percentage of rooms occupied N A No Show Lists the bookings for which the reservation holder did not check in Note A customer can be checked in via the EMS Kiosk the EMS desktop client or VEMS N A Early Checkout Lists the bookings for which the reservation holder checked out before the end of the reserved time Note A customer can be checked out via the EMS Kiosk the EMS desktop client or VEMS N A 298 Chapter 8 Reports and Queries Report Description Options Visitor Lists events for groups that have cities on their group record other than what is specified in the Exclude Locations field If multiple locations are to be listed they should be entered with a comma between them for example Denver Houston Tampa and so on N A Booking Notice Statistics Lists the total bookings for a date or date range divided into three Amount of Notice categories where the Amount of Notice is the time between when the booking was scheduled and the date time for which it was scheduled The report can be generated in one of two formats standard or by room type
139. to the same reservation 63 Chapter 2 Reservations and Bookings Finding and Making a Reservation for a Group You can also make a reservation by finding a group in EMS and then making a reservation for the group from the Groups window In EMS Workplace you can make a group reservation from the Group Reservation window To find and make a reservation for a group 1 On the toolbar click the Groups icon Groups The Groups window opens Figure 2 26 Groups window Groups Starts With Go Search By Group Type all X Options Group 59 Cty State Group Type Biling Reference Extemal Referenc New g Academic Affairs Arvada co intemal g Administration Intemal g Aidan Parish Greenwood Village CO intemal 4589 6321 8546 p a gf A Greene Greenwood Vilage CO intemal 4589 6231 4587 Pie amp Aicia Keys Greenwood Vilage CO Intemal 4589 2563 7456 g Athletic Department Denver co Intemal g Bankruptcy amp Reorganization Law New York NY intemal F Big Brothers Charity Denver co Extemal g Bryan Sorrentino Greenwood Village CO Extemal g Chess Club Denver co intemal College of Education Denver co intemal F Colorado Association of Geologists Rifle co Extemal amp Coporate Marketing Greenwood Village CO intemal 4589 7532 1258 Coporate Tax Law New York NY intemal 111 2589 g Dean Evans amp Associates Inc Greenwood Village CO Extemal g Dr James Rouse Denver co Extemal g Envi
140. use the Calendar to search for reservations bookings and service orders in your EMS database The results are displayed in a calendar view When you carry out a search in the Calendar you can carry out a basic search or an advanced search A basic search is based on the basic information that you specify for a reservation when you first create it such as the starting time the end time the group for which the event was scheduled the group contact name and so on An advanced search is a field level search that is carried out at the booking level the booking detail level the booking detail item level the reservation level or any combination of these For example in an advanced search you can specify criteria as granular as who added a specific booking detail item To carry out a search in the Calendar 1 On the toolbar click the Calendar icon Calendar The Calendar window opens By default the first time that the Calendar window opens the Results tab is the active tab and it is set to the current month and year If you never modify the Get Data when Calendar Opens option under Options then the Results tab is always the active tab when the Calendar window opens otherwise the Filter tab is the active tab Figure 4 7 Calendar window Results tab a Calendar 28 2 1 29 2 30 10 11 Date Reserved Start Reserved End Drag a column header here to group by that column
141. when the coursed are grouped by room Go to Today on Startup Not applicable Always Prompt for Building on Startup Opens the Building dropdown list when the Academic Book first opens which requires that you select a building domain or view before you can continue as opposed to simply opening the building that you last viewed in the Academic Book Show all in Building list Make all buildings an available option in the Building dropdown list as opposed to having to choose a single building Show Building in Instructor Bookings Show the Building Code in the course entry when courses are grouped by instructor space permitting Show Room in Instructor Bookings Show the Room Code in the course entry when courses are grouped by instructor space permitting Tooltip Display Unpublished Select the information that is to be displayed when the mouse pointer is placed on the entry for an unpublished course in the Academic Book Tooltip Display Published Select the information that is to be displayed when the mouse pointer is placed on the entry for a published course in the Academic Book Figure 13 97 Tooltip for a course entry in the Academic Book me Date 1 10 2011 Mon Room G AUD Instructor Davis Sharyl Course ACCT 440 01 Time 9 00 AM to 10 50 AM Enrollment 75 Chapter 13 Academic Planning EMS Campus To open a course in the Navigator Double clic
142. with another course A course or courses that was ranked higher in preference criteria was assigned the room that this course required Select the course to review the list of conflicting courses e No space can hold course The course had requirements that were so specific no room was available that met the criteria either because the room does not exist or it was excluded from the scenario Figure 13 46 Resolve Room Assignments window Resolve Room Assignments Academic Unit ll Course 12 Shares Space ECON 21101 ECON 304 01 HIST 40502 CHEM 101 01 CHEM 15001 CHEM 401 01 PS 23601 PS 236 02 ECON 304 02 BUS 225 02 BUS 330 02 HIST 301 02 CRN 161050 162050 162301 160001 161001 162001 162800 162801 162051 161201 162201 161801 Subject ll Course Title Principles of Microeconomics Introduction to Financial Markets and Institutions History and Archaeology of the Roman Empire Intro to Chemistry General Chemistry Inorganic Chemistry Issues in Global Politics Issues in Global Politics Introduction to Financial Markets and Institutions Personal Finance Human Resource Management Critical Approaches to Reading Literature Course Type Lecture Lecture Lecture Lecture Lecture Lecture Lecture Lecture Lecture Lecture Lecture Lecture Instructor Walker Chelsea Simpson Bart Evans Bob Nelson Sean Lawson Ruth Thomas Isiah Baldwin Alex Evans Bob Simpson Bart Days MWF MW
143. you have not already done so open the Final Exam Session dialog box and select the session that is to be published Click Publish The Final Exam Scheduling window opens This window lists all the unique course schedule patterns for the term for which you are publishing the final exam session Figure 13 84 Final Exam Scheduling window fe Z Final Exam Scheduling Spring 2011 Arima Schedule Template none v Ignore Room Capacity Days Start Time End Time Final Exam Date Final Exam Start Final Exam End 2 Set Date F 8 00 AM 11 00 AM S Clear F 11 00 AM 1 30 PM F F 11 30 AM 2 30 PM Courses F 1 00 PM 4 00 PM F 4 00 PM 7 00 PM M 1 00 PM 4 00 PM M 4 00 PM 7 00 PM MTWR 12 00PM 12 50 PM MTWR 12 00PM 1 50 PM MTWRF 9 00 AM 10 50 AM MTWRF 10 00 AM 11 50 AM MTWRF 3 00 PM 4 50 PM MW 8 00 AM 9 20 AM aon 44 00 am aaen nm 3 On the Schedule Template dropdown list select the final exam template that is to be used for the term and optionally select Ignore Room Capacity if you do not want EMS to consider room capacity when assigning final exam sessions The Final Exam Date Final Exam Start and Final Exam End columns are automatically populated based on the applied template 501 Chapter 13 Academic Planning EMS Campus 502 4 If necessary do one or more of the following e Select a unique course schedule pattern and click Set Date to open the Final Exam Date dialog box and modify a pattern s
144. 0 AM The onscreen preview of the Resource Inventory Conflict report contains options for printing a hard copy of the report for emailing the report and so on 176 Chapter 4 Search Tools EMS has a variety of options available to you for searching for reservations bookings service orders resources and queries These options include the Browser the Web Reservation tool the Calendar the Navigator a Group the Web Request tool the Resource Calendar and the Service Order Management browser This chapter covers the following topics e Searching with the Browser or with the Web Reservation Tool on page 179 e Searching with the Calendar on page 187 e Searching for Reservations by Group on page 195 e Searching with the Resource Calendar on page 197 e Searching with the Service Order Management Browser on page 203 Remember a fast way to view and edit bookings is through the Reservation Book See Viewing and Editing Reservations in the Reservation Book on page 52 For information about searching with the Navigator see Chapter 3 The Navigator on page 69 For information about searching with the Web Request tool see Chapter 5 EMS Dashboard on page 207 177 Chapter 4 Search Tools 178 Chapter 4 Search Tools Searching with the Browser or with the Web Reservation Tool You can use the Browser to search for reservations bookings service orders r
145. 1 ACCT 530 01 162153 Advanced Income Tax Lecture Nash Grahm 1 10 2011 5 13 201 ACCT 53301 161155 Accounting and Tax Research Lecture Chapman Russel 1 10 2011 5 13 201 218 Records X 4 5 Optionally do one or more of the following e To sort the search results click any column heading e To rearrange the search results drag a column to a new location using the column heading e To group results by a specific column drag the column header as indicated on the Results tab e To open an course in the Course Navigator double click the course entry on the Results tab e Click Print to print the search results e Click Export to export the search results to a Microsoft Excel spreadsheet e In Define amp Edit mode the New Course and New Section options are enabled e Select a course or CTRL click to select multiple courses and depending on the mode the following options are available on the Tools menu e Set Preferences mode Set Course Preferences see Specifying Room Preferences Requirements on page 429 and Clear Course Preferences Click Clear Course Preferences to clear all the current preferences requirements for the selected courses in a single step e All Modes including Read Only Set Shared Space Unshare Space Change Shares Space Parent see Working with Shared Space on page 413 and Set Final Exam Settings See Setting a Final Exam Schedule on page 489 509 Chapter 13 Academic Plannin
146. 1 Click the Search icon 2 The Room Selector dialog box opens This dialog box lists all the rooms in all the buildings to which you have been granted access Figure 3 34 Room Selector dialog box a Room Selector AEA Building all X Room Code 106 Room Name Building 2 101 101 cTc E 102 102 cTc 103 103 cTc 104 104 CTC Arena Arena AA Art Room Art Room Kidd Bem Aud A Auditorium A cTc Aud B Auditorium B CTC Auditorium Auditorium CHS Auditorium Auditorium cTc Auditorium Auditorium UB Auditorium Auditorium PAC Bu sctitevrivim Auditorium TINS 2 Do one of the following e To select a standard or combo room select a building area or view select a room and then click OK Go to Step 4 e To select an override room select all on the Building dropdown list or select a specific building select an override room for example one named OVR and then click OK Go to Step 3 3 Inthe Location field enter the location of the override room 4 Click Next The Select Bookings window opens This window displays all the bookings for the selected reservation with a date greater than or equal to the current day s date See Figure 3 35 on page 111 110 Figure 3 35 Change Room Wizard Select Bookings window Chapter 3 The Navigator Select Bookings Date a Weekday Start End Building Room Event Status 8 16 2010 Mon Monday 6 00PM 9 00PM CTC 101 Incoming Engineering Students Welcome Events Academ 8
147. 102 for a group and the group returns a check for 100 If you do not want to ask the group for a 2 00 check an adjustment of 2 00 balances your books 315 Chapter 9 Billing Working with Invoices You can generate an invoice in EMS based on a specific booking date or date range a reservation number or both For example you can generate invoices for all bookings from May 1 through May 14 for all bookings in reservation number 22 or for all bookings in reservation number 22 that occurred between May 1 and May 14 You can generate multiple invoices for the same booking with each invoice showing the charges for a different category such as room charges on one invoice catering charges on another invoice and so on This might be necessary in situations in which you must produce multiple invoices for the same booking if the departments within your organization bill separately for the services they provide You can also reprint an invoice and void an invoice You can work with invoices for a single reservation or you can batch process multiple invoices If you want to work with invoices for a single reservation you do so through the Transactions tab in the Navigator If you want to work with a batch of invoices you do so through the EMS Billing menu Billing gt Invoices gt Invoicing To generate an invoice 316 Before you generate an invoice you should generate the Billing Worksheet report See Generating an EMS B
148. 11 5 3 2014 ACCT 10101 Parent 160150 Intro to Accounting Raasch Kevin 1 10 2011 5 13 201 ACCT 10101 Intro to Accounting Lecture Raasch Kevin 1 10 2011 5 13 201 ACCT 10102 160151 Intro to Accounting Lecture Raasch Kevin 1 10 2011 5 13 201 ACCT 20101 160152 Corporate Financial Accounting I Lecture Evans Dean 1 10 2011 5 13 201 ACCT 20201 160153 Corporate Financial Accounting II Lecture Evans Dean 1 10 2011 5 13 201 ACCT 25101 160155 Auditing I Lecture VanHousen Rebecca 1 10 2011 5 13 201 ACCT 25201 160156 Auditing II Lecture VanHousen Rebecca 1 10 2011 5 13 201 ACCT 30101 160154 Cost Management Lecture Mulvey Sean 1 10 2011 5 13 201 ACCT 410 01 161156 Governmental and Nonprofit Accounting Lecture Chapman Russel 1 10 2011 5 13 201 ACCT 44001 161150 Enterprise Resource Planning Systems Lecture Davis Sharyl 1 10 2011 5 13 201 ACCT 440 02 161151 Enterprise Resource Planning Systems Lecture Davis Sharyl 1 10 2011 5 13 201 ACCT 470 01 162152 Accounting Theory Lab Nash Grahm 1 10 2011 5 6 2011 ACCT 508 01 161152 Advanced Commercial Law Lecture Langmeier Shannon 1 10 2011 5 13 201 ACCT 508 02 161153 Advanced Commercial Law Lecture Langmeier Shannon 1 10 2011 5 13 201 ACCT 51001 161154 Accounting for Mergers and Acquisitions Lecture Franklin Nikki 1 10 2011 5 13 201 ACCT 52101 162150 Production Cost Analysis and Control Lecture Diaz Cameron 1 10 2011 5 13 201 ACCT 52102 162151 Production Cost Analysis and Control Lecture Diaz Cameron 1 10 2011 5 13 20
149. 11 Analytical Chemistry II Williams Amy 419 Chapter 13 Academic Planning EMS Campus Identifying New Modified Canceled Courses After the academic units have made their modifications to the course schedule the Domain Scheduler must identify and compile a list of modifications and enter the approved changes in the Student Information System SIS EMS Campus flags course changes using a field named Course State New modified and canceled courses are marked as New Edited and Cancelled respectively Typically the Domain Scheduler generates the Course Changes report to view and identify the requested course changes however if further clarification is needed then the Domain Scheduler can use the Academic Browser and or Course Navigator Ta For detailed information about generating the Course Changes report and the information that is contained in the report see Generating Academic Reports on page 523 Ta Prior to reviewing the modifications you can remove the term from your academic units See Enabling Disabling a Term for Define amp Edit Mode on page 398 To identify new modified canceled courses 1 2 On the EMS Campus menu bar click Academic Planning gt Courses gt Academic Browser The Academic Browser opens If needed open the Filter tab Figure 13 24 Academic Browser Filter tab 420 Academic Browser EA Browse For cour
150. 1Mon 1 3 2011 Mon 1453 OU Department of Chemistry none none Qual Quant Recitation Academic Class 1 10 2011Mon 5 23 2011 Mon 1458 OU Department of Chemistry none none Student Associates of the ACS Meeting 1 11 2011 Tue 5 10 2011 Tue 1459 Academic College of Education Internal Brendan Shanahan NTA Students Association none 1 5 2011 Wed 5 18 2011 Wed 6 Records Ki Ghose _ 7 Optionally do one or more of the following e To sort the search results click any column heading e To rearrange the search results drag a column to a new location using the column heading e To group results by a specific column drag the column header as indicated on the Results tab e To open an event in the Navigator double click the event entry on the Results tab e Click Print to print the search results e Click Export to export the search results to a Microsoft Excel spreadsheet e Inthe Reservation view select a search result entry and then click Email to open a pre addressed SMTP email to the group that is associated with the selected reservation Complete and send the email as you would normally See Sending Email from EMS on page 360 185 Chapter 4 Search Tools 186 Click Outlook to download the search results to your personal calendar a Your EMS administrator must set a system parameter to enable this function If this function is not available contact your EMS administrator for assistance In the Service O
151. 2 If needed open the Filter tab Figure 13 31 Academic Browser Filter tab f Academic Browser Cole jma Browse For New Section New Course Refresh Options Fiter Results Doman Main Campus a Glee Tem 2011 SPRING X Scenario SIS v Active Scenario Academic Unit all Subject all Instructor all X 3 On the Domain dropdown list select the appropriate domain and on the Term dropdown list select the appropriate term 4 Set any other criteria academic unit subject and so on as needed to provide assistance in locating the courses for which you want to set preferences and requirements and then click Get Data The courses that meet your search criteria are displayed on the Results tab For detailed information about searching with the Academic Browser see y Searching with the Academic Browser on page 507 5 CTRL click to select the courses for which you are setting the room preferences and requirements 432 6 Chapter 13 Academic Planning EMS Campus On the Tools menu click Set Course Preferences The Set Course Preferences dialog box opens Figure 13 32 Set Course Preferences dialog box 10 Set Course Preferences oc fata Preferences Selected Course Dates Overide Existing Preferences Add To Existing Preferences Preferences Room Not Required Features Use SIS Location Feature Selection Built in Sound Video Build
152. 29 Student Information System see SIS subject OetiNeG 25 0 niieoee 386 T teardown hours defined 0 02 eeceeceeeeeeeeeeesseneeeeees 36 term defied 3 3 88 eek ee 386 disabling for define and edit MO0Es einstein 398 disabling for set preferences OAE a a aaa EE 426 enabling for define and edit MOG S ET T 398 enabling for set preferences MOJE iee Seley eis 426 overview of importing 391 overview of publishing 461 publishing 00 eee eee eeeteeeeeeee 463 scheduling final exams for 489 synchronizing s es 392 time designators used for an EMS event reserved TIME eeeeeeeeeeeeeee 36 setup NOUIS cceeeeeeeeeeeeeeeeee 36 teardown NOUIS eeeeeeeeeeee 36 time zone setting the default value to use in the Reservation Wizard 349 title bar for the EMS main WINGOW eea era states 29 toolbar CUSLOMIZING 0 eeeeeeeeeeeeeeeeeeeee 30 for the EM main window 30 transaction see deposit payment adjustment or refund Transaction report e eee 346 Transition report sses 299 Undefined Setups report 295 Unmet Preferences report 527 user defined field adding to a group eee 247 adding to a reservation or service order in the Navigator 164 DefING 0 ee eeeeeeeeeeeeeeteeeeeeeees 164 deleting for a reservation or service order in the Navigator 164 editing for a reservation or se
153. 4 Copying Multiple Bookings in the Navigator cccccceeeeeeeeeeeeneeeeeeeeeeeeeeneeeeeeesenaaees 116 To copy multiple bookings in the Navigator ccceeseeeeeeeeeeneeeeeeeeeeeeeeteeeeeeeeeeaaees 116 Booking Details and Items Overview ccccccccccccceeeeeeeeeeceseeeeessencnnceeeceeeeeeeeeeeeeeeeeeess 119 SEVICE Order scatters teat cen eiebet electra eter es eon a A eee cmt eles cui coe 122 Adding Booking Details and Items to Individual BOOkKiNgS ccceeeeeeeeeeeeeeeeeeeees 123 To add booking details and items to individual DOOKINGS cceeeeeeeeeeeeeeeeeteees 123 To add a booking detail from a non resource category ccceeeeeeeeeeeeeeeeeeeeeneeeees 124 To add setup NOLES cat nee seed rte et re optyan tarot poeepd ated dkteid Vous Sen atecbre ween ot eeeneears tng 124 T addiattendegS 3 cau wissen cake ae Ales aia a hh atin nid ata ee 125 To add an agenda activities x fescue terete case ceVectereeysade evedayemeseniatemetalac es eeteraieeeeeceee 126 TO add aroom chalga eisereen ater iad eae eines 127 To add a booking detail from a service order catering or resource category 129 Adding Booking Details and Items to Multiple BOOKINGS eeeeeeeeeeeeeteeeeeeeeeeee 132 To add booking details and items to multiple bookings cceceeeeeeeteeeeeeeetteees 132 EMS User s Manual To add a booking detail from a non resource category cceeeeeee
154. 4 PM Cn 10 SPR 2010 SPRING PUBLISHED 1 11 2010 Scenario A 2 22 2010 1 51 PM Syne 10 FALL 2010 FALL PUBLISHED 9 13 2010 Scenario A 8 17 2010 3 16 PM Admin 11 SPR 2011 SPRING PLANNING 1 10 2011 SIS 12 16 2010 2 18 PM 2 On the Domain dropdown list select the domain for which you are manually updating the course locations 3 Select the term for which you are manually updating the course locations and then click Update SIS The Courses Not Updated in SIS window opens This window lists all the courses that were not updated in the SIS along with an accompanying reason If the reason is an error you must resolve the error before you can continue with the manual publishing If Manual Publish required is listed then you can continue with this procedure See Figure 13 54 on page 469 468 Chapter 13 Academic Planning EMS Campus Figure 13 54 Courses Not Updated in the SIS window Course a CRN Course Title Instructor Days Start Time EndTime ACCT 10101 160150 Intro to Accounting Raasch Kevin MTWRF 9 00 4M 10 50 AM E ACCT 10102 160151 Intro to Accounting Raasch Kevin MTWRF 3 00 PM 4 50 PM ACCT 20101 160152 Corporate Financial Accounting Evans Dean MWF 11 00 AM 11 50 AM ACCT 20201 160153 Corporate Financial Accounting II Evans Dean TR 3 00 PM 4 50 PM ACCT 25101 160155 Auditing VanHousen Rebecca MWF 11 00 AM 11 50 4M ACCT 25201 160156 Auditing Il VanHousen Rebecca TR 5 00 PM 6 20 PM ACCT 30101 160154
155. 45 AM 101 F Audio Visual Category Service Start End New E Food Service 8 00 AM i Audio Visual none Edit w Food Service 12 00 PM FoodService Standard 8 00AM 9 00AM g ree ea l FoodService Standard 12 00PM 1 00PM E etup Notes Tools cel yf 1 21 2011 Fri 7 45 AM 101 L Room Charge none a g 1 28 2011 Fri 7 45AM 101 i Setup Notes none Items Print Close Chapter 3 The Navigator With a booking folder selected in the left pane of the Navigator the following tabs are displayed in the upper right pane of the Navigator e Booking Summary tab The Booking Summary displays information about the selected booking including the event date the reserved time the event time and so on To add the selected booking to your personal calendar click Outlook gt Add to wy Personal Calendar e Properties tab The Properties tab displays not only the same information as the Booking Summary tab but also information such as the event type the setup count the date that the booking was added the date that the booking was changed and so on e Billing Reference Allocation tab By default the charge for a booking can be allocated to a single billing reference number On the Billing Reference Allocation tab you can allocate the charge for a booking to multiple billing reference numbers by percentage See To allocate charges to multiple billing reference numbers and or PO numbers on page 75 Your EMS a
156. 5 00PM TJHS Library Academic Afairs Middle Scho Refresh Academic Confirmed Confirmed Special Event Confirmed Intemal Meeting Building 26 Descriptic 4 m Building other C Building City High Building Corporate C Building Corporate Building Corporate Building Coporate 4 ue Reminders Q Web Reservations Web Requests Wait List Reconfirm Dates Building Hours Exceptions 4 The tab is interactive You can e Select options Status and Building Area View on the left pane of the tab to filter the reservations that are displayed on the tab You can also select a different view on the View dropdown list The default value is Thru Today To filter the wait listed reservations based on a specific time range on the View dropdown list select user specified and then enter at least a starting date in the available date fields An ending date is optional After you select or modify the filtering options click Refresh e Select the reservation in the Reservations list and then click Go To open the reservation in the Navigator 226 Analytics Tab Chapter 5 EMS Dashboard The Analytics tab provides quick access for queries that have been defined using the Query builder and for which you have been defined as a user You can run these queries from the Analytics tab Figure 5 15 Dashboard window Analytics tab To run a query from the Analytics tab d
157. 50 800 440 3994 303 796 7429 sales dea com External For 4 Greenwood Village CO 80111 a Dr James Rouse 4564 Broadway 303 555 9999 303 555 8868 james deacom External For Table 6 1 Group Print options Option Description List Prints a list of all groups group name address phone number email address pricing plan and status 251 Chapter 6 Groups and Contacts Table 6 1 Group Print options continued Option Description Export List to Excel Prints a list of all groups group name address phone number email address pricing plan and status billing reference salesperson event coordinator sales category and external references to an Excel spreadsheet Contact Summary Prints a list of all the contacts group name group phone number contact name and contact phone number Status Exceptions Prints a list of groups that have any status other than OK Import Format Opens an onscreen preview of the required format for the tab delimited file that is to be used when importing groups Transaction Report See Generating an EMS Billing Report on page 343 Statements See Generating an EMS Billing Report on page 343 Voided Transaction See Generating an EMS Billing Report on page 343 Report Ageing Report See Generating an EMS Billing Report on page 343 General Ledger See Generating an EMS Billing Report on page 343 Distribution 252 M
158. 8 Hoteling Wizard Template dialog box Defaults tab Hoteling Wizard Template Sac Hoteling Wizard Template Defaults Audit Setting Default Value edt Start Time End Time Search Method Standard Status Room Type fall Event Name Event Type none Reservation Source not specified Setup Type default Setup Count 0 6 Click OK on the Hoteling Wizard Template dialog box The Hoteling Wizard Template dialog box closes You return to the Hoteling Wizard Templates window with the newly configured template automatically selected To make a reservation using your new Hoteling Wizard template see To make a group reservation from the Group Reservation window EMS Workplace Only on page 66 384 Chapter 13 Academic Planning EMS Campus Academic Planning is an optional component of the EMS software that provides all the functionality that is necessary for Domain Schedulers to ensure that every class meets in a location and at a time that is acceptable to departments and professors The system provides automatic room assignment within user supplied parameters integration with your SIS ERP software and efficient online collaboration tools It also simplifies final exam scheduling and offers a selection of reports to streamline and analyze the room scheduling process When added to the functionality that meeting and event staff already have access to it provides a complete cam
159. Audit Tem Code 11 SPR Description 2011 SPRING Start Date 1 10 2011 End Date 5 3 2011 Last Synchronization 12 22 2010 1 05 PM Phase Enter Preferences Notes Available To Academic Units v Scenario A Post Publish Enrollment Estimated X Mode Read Only Define amp Edit Courses Set Preferences E recive spein ceres 4 Optionally in the Phase and Notes fields enter information that indicates to the Domain Scheduler what part of the academic scheduling process is currently taking place for example Enter Preferences or Room Information along with any supporting information or instructions Ta The Phase field and the Notes field are displayed in the EMS Campus Web Client 5 Do one of the following e To give academic unit level users access to the term select Available to Academic Units To remove the users access to the term clear Available to Academic Units 6 Inthe Mode section select Set Preferences 7 Click OK to close the Term dialog box and return to the Terms window with the term still selected in the window 427 Chapter 13 Academic Planning EMS Campus 8 On the Terms window click Email to open an email that is pre addressed to all academic unit level users that have been defined in your EMS database Complete and send the email as you normally would Figure 13 28 SMTP Email window Speling Attachments From bryan dea com continuinged dea com
160. Click Next to continue to continue to To specify the event information below To specify the event information After you select an event location or locations you must specify other information for the event You must enter information in the required fields Figure 2 8 Event Information window Reservation Wizard Event Event Name Event Type Setup Type none X Source Group Contacts Setup Count w VIP Event not specified X ei Room Setup Biling Other Virtual User Defined Fields defaut z T 1 Enter the event information Field Description Event Event Name A name or description for the event Event Type The classification for the event VIP Select this option to mark the event as a Very Important event Source The reservation source 48 Chapter 2 Reservations and Bookings Field Description Group Contact Group Dropdown list of all groups that are available in your system for hosting sponsoring an event Note If the pre configured list of groups is too extensive to scroll then click the Search icon to open the Groups window and search for a specific group See Searching for Reservations by Group on page 195 If the group that you want to select for the reservation is not available on the pre configured list then you can add the group See Chapter 6 Groups and Contacts on page 231 Note Optionally
161. Cost Management Mulvey Sean MWF 2 00 PM 2 50 PM ACCT 41001 161156 Governmental and Nonprofit Accounting Chapman Russel TR 5 00 PM 6 20 PM ACCT 44001 161150 Enterprise Resource Planning Systems Davis Sharyl MTWRF 9 00 4M 10 50 4M one 4a 161151 Friternrise Resouree Planning Sustems Dai Sharul MTWRF NN PM amp RN PM m m r History Date w Changed By Field Old Value New Value Update Update All Close Select the course record or CTRL click to select multiple records that are to be updated and then click Update or click Update All to update all records in a single step A message opens indicating that the updates were successful Click OK to close the message and return to the Terms window 469 Chapter 13 Academic Planning EMS Campus Unpublishing a Previously Published Term For a variety of reasons you might need to unpublish a previously published term for example you accidentally published the term using the wrong scenario or you forgot to mark excluded dates before you published the term Even though you might have a valid reason for unpublishing a term do not do so without great consideration Unpublishing a term deletes all reservations and bookings that are associated with the term To unpublish a term 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Manage Terms The Terms window opens Figure 13 55 Terms window Terms Em Domain Main Campus
162. Define amp Edit Courses e To disable Define amp Edit mode select Read Only or Set Preferences 7 still selected in the window Click OK to close the Term dialog box and return to the Terms window with the term 399 Chapter 13 Academic Planning EMS Campus 8 On the Terms window click Email to open an email that is pre addressed to all academic unit level users that have been defined in your EMS database Complete and send the email as you normally would Figure 13 5 SMTP Email window F speling Attachments From bryan dea com Subject Attachments No Files Attached Message Times New Roman 6 Hit a aB 7z u Aey amp 2 E E 9 x xX 400 Chapter 13 Academic Planning EMS Campus Reviewing and Modifying Courses After a term has been made available to the academic units the academic units 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 To review and modify courses 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Academic Browser The Academic Browser opens 2 Ifneeded open the Filter tab Figure 13 6 Academic Browser Filter tab Academic Browser p Browse For New Section New Course Refresh Options Domain Main Campus bd Rest Advanced gt Tem 2011 S
163. Description tab A web user can see this status when viewing the request in VEMS If the request required questions to be answered on the web open the Web Questions tab to see the questions and the user s answers 221 Chapter 5 EMS Dashboard If the request includes resources open the Services tab to see what the request includes To view the details for each category double click a category to display its associated details in the right pane To process the request and create a true reservation for the request in your EMS database on the Description tab click Process The reservation opens in the Reservation Wizard Continue to Making a Reservation Using the Reservation Wizard on page 37 a After you create a true reservation using the wizard and the reservation includes a request for services the Process Web Request Details window opens See Figure 5 10 below You can process the services immediately using the options on this window or to process the services at a later date click Cancel to close the window You can then open the reservation on the Web Requests tab and on the Services tab click Process Figure 5 10 Process Web Request Details window Process Web Request Details Categories 1 Service Resources ALL Services are selected to be added to ALL Bookings Select All Unselect Al To delete a web request 1 Select the web request that is to be deleted CTRL click to se
164. Displays the number of reservations the number of bookings with percentage reserved hours with percentage event hours with percentage estimated attendance with percentage and actual attendance with percentage by reservation source e Include Report Criteria The filter settings for the report are displayed in the report e Display Chart Includes a chart on the final page of the report that summarizes the reported data Resource Statistics Lists the quantity and the hours used by category and by resource item e Include Report Criteria The filter settings for the report are displayed in the report Show Zero Quantities Includes all resources even if the resource is not used during the date range specified Room Availability Provides a count of room availability by room N A type for a given date range Setup Count Analysis Lists the total number of bookings by setup count N A 292 Chapter 8 Reports and Queries Report Description Options Seat Occupancy Displays the capacity for each room the number Include Report Criteria The filter settings for the report are of bookings for the date range the seats displayed in the report available for the bookings the total estimated attendance based on setup count on each booking the average estimated attendance and the estimated percentage of seats filled for the specified date range Figures are also provided for total actual
165. Domain Scheduler can test an unlimited number of potential scenarios and compare results using various tools before they choose their final scenario for publishing Both the Academic Browser and the Academic Book contain an Scenario dropdown list from which a specific scenario can be selected for viewing and evaluation See Searching with the Academic Browser on page 507 and Using the Academic Book on page 514 The Scenarios window contains a Print option that provides access to the following reports that can be used to for evaluating scenarios Scenario Results Scenario Exceptions Unmet Preferences and Preferences Summary Additional reports within the Academic Planning gt Reports area are also available including Classroom Optimization Hourly Classroom Utilization and Course Preferences See Generating Academic Reports on page 523 Chapter 13 Academic Planning EMS Campus Creating Scenarios Although the process for your organization might vary a typical approach for using scenarios to optimize room assignments is to first create a pre assignment scenario to partially complete the assignment of rooms to courses for a term You would then copy this pre assignment scenario and modify it as needed to make an optimization scenario and then run this optimization scenario to continue with the assignment of rooms to courses You can create as many optimization scenarios as needed either by copying an existing scenario or
166. Drag the left bar horizontally to a new time reservation Click Yes in the Confirm Change dialog box Change the event time Drag the middle bar horizontally to a new time e Click Yes in the Confirm Change dialog box Change the teardown time for a Drag the right bar horizontally to a new time reservation Click Yes in the Confirm Change dialog box Edit the reservation building room Drag and drop the reservation to a new room that is the time or both same building or in a different building and or to a new time e Click Yes in the Confirm Change dialog box 3 Optionally you can right click on a reservation and on the context menu that opens select one of the following Option Description Open Opens a reservation in the EMS Navigator Add to Personal Calendar Adds the reservation to your personal calendar Move Forward Move the reservation date forward by one day or one week Move Backward Move the reservation date backward by one day or one week Move to Specific Date Move the reservation to a specific date Change Status Change the status of the reservation Copy Bookings Opens the Copy Bookings wizard See Copying Multiple Bookings in the Navigator on page 116 Swap Rooms Swap the room assignments of two events The swap option is applicable only for two events that have identical meeting patterns Highlight Related Reservations Highlights the bookings that belong
167. EMS Campus deceive etree cai eiettn eet ntesten ceeeeh caceeepees 406 To edit a course date in EMS Campus ice sccececers clare lie cereus cole aes ees 407 To cancel a course date in EMS Campus csccsiecsiisccttieceietass ecttetevestdsactiv eieridileceeec 409 To cancel a course in EMS Campus casccas kate Oo eae aoe akualiees 411 Working with Shared Space ccccccceeeseencceeeeeeeeeaaeeeeeeeeesenceeeeeeseenaaaaeeeeeeeseseeeeeeeeees 413 To assign shared space lo COUIS S i030 ace ai edie avi ennn nenene nenne 413 To change the parent designation for shared spaces cross listed spaces 415 To reverse the shared space designation ccccceeeceeeeeeeeeeeeeeeeeeeeeeeseeeeeneeeeeeeeeee 417 To review shared space deSiQnatiOns ceccccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaeeeeeeeeeeeas 418 Identifying New Modified Canceled COurses c cccceeeeeeeeneeeeeeeeeeeeceeeeeeeeeeeneeeeeeees 420 To identify new modified canceled courses ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee 420 16 EMS User s Manual Overview of Specifying Room Preferences ccccccceeeeeeeeeeeeeneeeeeeeeeeeeeneeeeeeeeesaaees 425 Enabling Disabling a Term for Set Preferences MOdG sssececceceeeeeeeeeeeeeeeeees 426 To enable disable a term for Set Preferences mode ccccceeeeeeeeteeeeeeeeeeeeeteeeees 426 Specifying Room Preferences RequireMent ccceeeeeeeeeeeenneeeee
168. EMS User s Manual EMS Enterprise 6 0 EMS Campus 3 0 EMS Legal 6 0 EMS Workplace 6 0 EMS District 6 0 Event Management Systems Schedule Clarity Copyright Limit of Liability Trademarks Customer Support 2011 Dean Evans and Associates Inc All rights reserved The information contained herein is proprietary and confidential and is the exclusive property of DEA Inc It may not be copied disclosed used distributed modified or reproduced in whole or in part without the express written permission of DEA Inc DEA Inc has used their best effort in preparing this guide DEA Inc makes no representations or warranties with respect to the accuracy or completeness of the contents of this guide and specifically disclaims any implied warranties of merchantability or fitness for a particular purpose Information in this document is subject to change without notice and does not represent a commitment on the part of DEA Inc or any of its affiliates The accuracy and completeness of the information contained herein and the opinions stated herein are not guaranteed or warranted to produce any particular results and the advice and strategies contained herein may not be suitable for every user The software described herein is furnished under a license agreement or a non disclosure agreement The software may be copied or used only in accordance with the terms of the agreement It is against the law to copy the software on any m
169. EMS administrator can make your memorized reports available to all users Contact your EMS administrator for assistance 279 Chapter 8 Reports and Queries 7 Click OK The Memorize Report Setup dialog box closes You return to the lt Report gt dialog box The memorized report is now an option on the Setup dropdown list 280 Chapter 8 Reports and Queries To create a memorized report by copying 1 On the menu bar click Reports to open the Reports menu and then click the option for the report that you are memorizing For example to memorize the Event Schedule report click Reports gt Daily gt Event Schedule to open the Event Schedule dialog box Figure 8 3 Event Schedule report dialog box Event Schedule lata Setup user specified Memorize Setups Options P Date Range Buildings Statuses Event Types Starting Date B Ending Date B Use Specific Times Format By Date Report Comment Copies To Print 1 Print Print Preview 2 On the Setup dropdown list select the memorized report from which you are copying the filter settings and then click Copy The Memorize Report Setup dialog box opens Figure 8 4 Memorize Report Setup dialog box S Memorize Report Setup Descriptior ion Public Available To All Users 3 In the Description field enter a name or description for the new memorized report
170. Event Start Event End Time Zone Building Room Event Name EventType Booking Ste Cee ees Browse For Bookings Print Export Refresh Options Fiter Resuts lt lt lt November 2010 gt gt gt S M T w T F S 31 1 2 3 4 5 6 rs P 8 9 10 11 12 13 14 15 16 17 E 18 19 20 21 i 22 23 24 i 25 26 27 187 Chapter 4 Search Tools 2 If needed click Filter to open the Filter tab The first time that the Filter tab opens it is set by default to a basic search otherwise the Filter tab displays the search type Basic or Advanced that you last carried out 3 Click the Basic Advanced toggle to select the type of search that you want to carry out and then continue to one of the following e To carry out a basic search in the Calendar e To carry out an advanced search in the Calendar on page 191 To carry out a basic search in the Calendar Figure 4 8 Calendar window Filter tab with Basic search options Z Calendar o I e Browse For Bookings X Refresh Options Fitter Results Month November v Reset Advanced gt Year 2010 v Include Cancelled Group gS 1st Contact Reservation Event Name Building all X Category all X Booking Status fall X 1 Enter the search criteria Field Description Month The default value is the current month and year but you can change Year one or both of these values if
171. F MWF MWF MWF MWF MWF MWF TR Wallace Rasheed TR Tucker Marshall TR Kelley Gene TR Start Time 10 00 AM 10 00 AM 2 00 PM 12 00 PM 9 00 AM 9 00 AM 10 00 AM 3 10 PM 1 00 PM 3 00 PM 3 00 PM 2 00 PM 451 Chapter 13 Academic Planning EMS Campus 13 Optionally you can do one or more of the following If a course is unassigned because of a conflict click once on the course to open a Conflicts tab in the lower part of the window This tab lists all the courses that are in conflict with the selected course To view a course in the Course Navigator double click the course w For detailed information about working with the Course Navigator see Using the Course Navigator on page 520 To filter this list do one or more of the following e On the Academic Unit dropdown list select an academic unit e On the Subject Dropdown list select a subject e Click on a column heading to sort by the heading a You can also clear the Exceptions Only option at the bottom of the window to view a list of all courses assigned and unassigned for the selected domain and term Courses that were pre assigned are listed as Locked In 14 Continue to Assigning Rooms on page 453 a 452 If you are carrying out incremental optimization by academic unit you must repeat this procedure for every academic unit that is to be optimized Chapter 13 Academic Planning EMS Campus Ass
172. Field z Reservation Bill To Contact S 5 eservation Bill To Group 7 lt lt Reservation Billing Reference Reservation Event Name Reservation Event Type Chapter 9 Billing 1 Optionally enter a Starting Date an Ending Date or both 2 Optionally if the Starting Date and the Ending Date are the same select Use Specific Times and enter specific time periods to search Use Specific Times is available only if the Starting Date is the same as the Ending Date 3 For each field level option by which to carry out the search e Select the field level option and then click the Move button gt e When prompted enter a value or define the limits for the option and then click OK The option is moved to the Filter Summary list Your search is limited to the exact order of the characters in the string but the string can appear anywhere in the search results For example if you enter type search results can include Type Payment Type and so on wt Ifyou have specific fields and or values by which you always want to carry out a co search then you do not have to filter the list of fields on the All Fields every time you carry out a search Instead you can select each of these fields on the All Fields tab and then click Add to Favorites to add the field to the Favorite Fields tab or after you enter a value or define the limits for a field you can click Save Value on the Filter dialog box The next time
173. Format Select the sort order for the reprinted invoices The default value is By Reservation Print Header on Each Page Select this option to print the invoice header on every page of the reprinted invoice Print Transactions Select this option to include any associated transactions deposits payments and so on in the reprinted invoice 4 Select the invoice that is to be reprinted in the lower left Invoice pane CTRL click to select multiple invoices and then click the Move button gt to move the selected invoices to the lower right Invoice pane 5 Click OK An onscreen preview of the invoices opens The preview is titled Invoices The preview window contains options for printing a hard copy of the invoices for exporting the invoices to a pdf emailing the invoice see Sending Email from EMS on page 360 and so on Select the option or options that best fits your working needs Figure 9 8 Onscreen preview of an invoice selected for reprinting Invoice h Email Export Print 3 jaa e D2 Sja A De ST A ETETETT ITER WIRE foe ee eee dow eg Conference Services 1000 Main Street ems EE Professional Group mmm Dr James Rouse Dr James Rouse 4564 Broadway Denver CO 80210 Denver CO 80111 303 771 0110 303 796 7429 Invoice Invoice Date Due Date Event Name Reservation No Invoice Number 1006 8 12 2010 9 11 2010 30th An
174. Invoices Within Jdays Statements that have a zero balance within the specified number of days are displayed e Show Billing Reference Number The billing reference number is displayed under the invoice information e Show Purchase Order Number The purchase order number is displayed under the invoice information e Use Current Employee Address The current address of the group is displayed on the statement This address might or might not be the address for the group when the reservation was made 345 Chapter 9 Billing Report Description Options Transaction Report Shows all the billing transactions during a specified period if you generate the report in the By Transaction Type by Date format Simply 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 If the report is generated in Standard format deposits are not shown as transactions if they have been absorbed by the generation of an invoice Note You can also generate the Transaction Report from within a reservation to see only transactions for the selected event and you can generate the Transaction Report from the Print option on the Payment Entries window Click Billing gt Payments gt Payment Entry and then on the Payment Entries window click Print N A Voided Transaction Report Lists the pa
175. Optionally do one or more of the following e To export the query results to an Excel spreadsheet or to an XML file click Export and then select the appropriate file type A dialog box opens in which you can specify the file name the default file name is the name of the query but you can always modify this and the location to which to save the file The file type for an Excel spreadsheet is xl or xls and you cannot change this The file type for an XML file is xml and you cannot change this 228 Chapter 5 EMS Dashboard To generate an onscreen preview of the printed query results click Print The preview window contains options for printing a hard copy of the query results for emailing the results and so on Select the option or options that best fit your working needs Figure 5 16 Onscreen preview of a query results Gb Email Expat Pit pB SA A 100 BB 1n Oy eer creeper Serre rere ee ere ere EMS Enterprise Demo Type 2 Item Amount Group Billing Reference Event Type Transaction Date Invoice Due Date F Invoice 0 00 OU Department of Chemistry AcademicClass 11 16 2010 Tue 12 16 2010 Thu F Invoice 100 00 OU Department of Chemisty AcademicClass 11 16 2010 Tue 12 16 2010 Thu e If the query has been defined with a Chart the Chart option is enabled Click Chart to generate an onscreen preview of the charted data The preview window contains options for printing a hard copy of the chart for emailing the cha
176. PRING v Scenario SIS v Active Scenario Academic Unit fall v Subject fall X Instructor fall v Preferences Exist fall X Modified Courses Only 3 On the Domain dropdown list select the appropriate domain and on the Term dropdown list select the appropriate term 401 Chapter 13 Academic Planning EMS Campus 402 4 Continue to one of the following To add a new course in EMS Campus below To add a new section for a course on page 403 To add a course date in EMS Campus on page 404 To edit a course in EMS Campus on page 406 To edit a course date in EMS Campus on page 407 To cancel a course date in EMS Campus on page 409 To cancel a course in EMS Campus on page 411 To add a new course in EMS Campus 1 Set any other criteria academic unit subject and so on as needed to provide assistance in locating an existing course and then click Get Data The courses that meet your search criteria are displayed on the Results tab a For detailed information about searching with the Academic Browser see Searching with the Academic Browser on page 507 2 Click New Course The New Course dialog box opens The Course tab is the active tab Figure 13 7 New Course dialog box New Course Course User Defined Fields Title Course Number Section Subject X Instructor X Estimated Enrollment 0 Credit Ho
177. Room dialog box closes and you return to the Course Updates window with the new courses still selected Click Process A message opens asking you if you are sure that you want to process the selected course date Click Yes After processing is complete the message closes and the new courses are removed from the Course Updates window The courses are added in EMS acknowledges the room violation The course remains in its same room Ta If you did not assign a new room to the course then clicking Process merely Chapter 13 Academic Planning EMS Campus Setting a Final Exam Schedule At some point after a term has been published in EMS Campus the Domain Scheduler must schedule the final exams for the term EMS Campus provides the functionality to automate the final exam scheduling process using templates The Domain Scheduler creates a final exam schedule template based on all unique course schedule patterns for example MWF 9am 9 50am TR 1pm 2 20pm and so on In addition to creating a template the Domain Scheduler has the flexibility to define common exams specify the final exam schedules for specific courses specify the final exam for multiple courses and or exclude certain courses from the final exam scheduling process Unless otherwise specified in Final Exam Settings EMS Campus attempts to schedule the final exam for a course in the same room that the course has been using for the term The final exam session p
178. Select Bookings window opens This window displays all the bookings for the selected reservation with a date greater than or equal to the current day s date and that do not have invoiced items By default all the bookings are selected Figure 3 27 Change Booking Status Wizard Select Bookings window Date a Weekday 8 16 2010 Mon Monday 8 2010 Wed Wednesday 8 20 2010 Fi Friday Reservation No 1671 Change Booking Status Select Bookings Start End Building 6 00PM 39 00PM CHS 6 00PM 9 00PM CHS 6 00PM 3 00PM CHS Auditorium Incoming Engineering Students Welcome Events Confirm To show canceled bookings clear Hide Cancelled Bookings Conversely to hide Ea m Hide Cancelled Bookings Hide Old Bookings 7 canceled bookings select Hide Cancelled Bookings To show all bookings regardless of date clear Hide Old Bookings 6 Select the booking or CTRL click to select multiple bookings that are to have their status changed and then click Finish The Change Booking Status Results window opens This window displays a list of all the selected bookings whether the status change was successful or not Figure 3 28 Change Booking Status Results window Date a Start End Time Zone 8 16 2010 Mon 6 00PM 93 00PM 8 18 2010 Wed 6 00PM 9 00PM 8 20 2010 Fi 6 00PM 9 00PM Building CHS CHS CHS Reon E Auditorium Incoming Engineering Stude
179. Selected Dates tab select the date or CTRL click to select multiple dates and then click Remove When you make a reservation for multiple dates the process is easier if you first remove all holidays or closed dates from the list of selected dates however be very careful when selecting dates for removal as you are not prompted to confirm your selection before you click Remove 40 Chapter 2 Reservations and Bookings In addition for dates that are configured as holidays you can View the date link on the Calendar tab Open the Selected Dates tab scroll to the date and then click Go to Date You can now click the date link on the Calendar tab to open a dialog box that displays information about the holiday View information about the date from the Selected Dates tab Open the Selected Dates tab scroll to the date and then click Holidays 5 Continue to To specify the event time and status on page 41 To specify the event time and status 1 Do one of the following to specify the start time and end time for the event Select a time from the dropdown list for each field Manually enter the time in each field a When you manually enter the time you can use a shortcut For example for 9 00 am you need to enter only 9a and for 2 00 pm you need to enter only 2p and so on If you enter an end time that is earlier than the start time then the system assumes that the end time is the next day and th
180. Set Preferences mode Additionally if the Domain Scheduler wants to solicit these preferences and requirements from the academic units they must make the term available to the academic units Likewise after the deadline has been reached for expressing room preferences and requirements the scheduler must make the term unavailable to the academic units To enable disable a term for Set Preferences mode 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Manage Terms The Terms window opens Figure 13 26 Terms window fc Terms Domain Main Campus Term Code 5 Description 09 SPR 2009 SPRING O9 FALL 2009 FALL 10 SPR 2010 SPRING 10 FALL 2010 FALL 11 SPR 2011 SPRING v Phase Start Date PUBLISHED 1 12 2009 PUBLISHED 8 10 2009 PUBLISHED 1 11 2010 PUBLISHED 9 13 2010 PLANNING 1 10 2011 Active Scenario Scenario 2 Scenario 1 Scenario A Scenario A SIS Last Sync 10 17 2008 3 40 PM 1 15 2010 1 24 PM 2 22 2010 1 51 PM 8 17 2010 3 16 PM 12 16 2010 2 18 PM 2 On the Domain dropdown list select the correct domain 426 Chapter 13 Academic Planning EMS Campus 3 Select the term for which you are setting the Set Preferences mode and then click Edit The Term dialog box opens The Term tab is the active tab Figure 13 27 Term dialog box 11 SPR 2011 SPRING e Term Excluded Dates Auto Sync Settings Publish Settings
181. Ta The description or name can be a maximum of 30 characters including spaces 281 Chapter 8 Reports and Queries 282 4 If you are an administrative user and the report is to be available to all users then select Public Available to All Users otherwise if the report is to be available only to you the owner then leave this option blank If you are not an administrative user then only your EMS administrator can make your memorized reports available to all users Contact your EMS administrator for assistance Click OK The Memorize Report Setup dialog box closes You return to the lt Report gt dialog box The filter settings are populated with the settings for the memorized report Click Edit and then edit the filter settings for the report as needed Click Memorize The memorized report is now an option on the Setup dropdown list To edit or delete a memorized report 1 On the menu bar click Reports to open the Reports menu and then click the option for the memorized report that you are editing For example to edit a memorized Event Schedule report click Reports gt Daily gt Event Schedule to open the Event Schedule dialog box Figure 8 5 Event Schedule report dialog box Event Schedule coe C fea Setup user specified Memorize Setups Options Date Range Buildings Statuses Event Types Group Types Options Starting Date tid B Ending Date B Use Specific Ti
182. The Scenario dialog box opens The Scenario tab is the active tab Figure a 13 44 Scenario dialog box Scenario tab Scenario gt taJ Scenario Excluded Rooms Audit Description Locked Preferences Include Preference Importance Importance Ignore Requirements J Z Enrolment 10 10 10 10 10 10 v Course Length W Building v Room V Feature Built in Sound Video wv Room Type Classroom Cum lt an a am an am an 4 Inthe Description field enter a name or description for the scenario for example Scenario A 5 5 Do The name or description can be a maximum of 30 characters including spaces one or more of the following to set the weighted criteria By default all preferences are included in the scenario Clear the Include option for the preferences that are to be excluded from the weighted criteria e Only the features that were selected during Set Preferences mode are displayed this is not an exhaustive list of all your features For the preferences that are to be included use the Importance slider bar to specify a weight for each preference or enter a number in the Importance field a Weights are arbitrary numbers that simply indicate the relative importance of one criterion to another The importances do not have to add up to a particular whole for example 100 For a detailed discussion about setting weighted criteria see About Creat
183. The Shares Spaces designation is indicated in the browser The parent item is indicated with Parent and the child item is indicated with the parent s Course Number and Section Number 414 Chapter 13 Academic Planning EMS Campus To change the parent designation for shared spaces cross listed spaces When you set the shared space designation for courses EMS Campus arbitrarily specifies one of the courses as the parent course The academic unit that controls the parent course is the unit that sets the preferences for the shared courses in the Set Preferences mode If the academic unit that you want to set the preferences in the Set Preferences mode is not currently the parent course then you can change the parent designation for the courses Also after you publish courses you can change the room only for the parent course and the child course just follows along If the course on which you want to base the room change is not currently the parent course then you can change the parent designation for the courses 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Academic Browser The Academic Browser opens 2 If needed open the Filter tab Figure 13 19 Academic Browser Filter tab Academic Browser Co JCE fae Browse For New Section New Course Refresh Options Filter Results Domain Main Campus Rest Advanced gt Teme 2011 SPRING 7 Scenario SIS Active Scenario Acade
184. To search for a best fit room 1 2 Select Best Fit Leave Building set to the default value of all or select a specific building in which to search for a standard room If applicable select the appropriate time zone for the event Chapter 2 Reservations and Bookings 4 Do one of the following for room specifications Type is the class or category of the room for example a meeting room a workspace an auditorium and so on Leave Type set to the default of all to search for all pre configured room types or select a specific room type from the Type dropdown list Floor is optional information when you are searching for a room A room can be assigned to only a single floor Example of floors include First Floor Basement and Garden Level Leave Floor set to the default value of all to search for all pre configured floors or select the floor from the Floor dropdown list Setup Type is the physical layout or arrangement of a room for example theater style rounds of 6 Leave Setup Type set to the default value of all to search for all pre configured setup types or select the setup type from the Setup Type dropdown list Setup count is the anticipated attendance for the event If you selected a specific setup type then you must enter the setup count The selected setup type and setup count are applied to all the bookings that you add to this reservation If any of the bookings require a different setup type o
185. Togenerate an INVOICE sererai ph oneee a aa pre oaaae pei e EEEE ERE EEA ESEE 316 Totepint anino Cenin aa a a E A A 320 To specify invoices for reprinting aicas AA abla cae aan 320 To search for invoices to reprint ccceeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeecaaeeeeeeeeeeeeeeeeeeeenees 322 TQ MONG MVOC Coes reactants oo cre sori a aE el rea a A A tN aeit 324 EMS User s Manual To specify invoices tO void sic tks es eet ae Sesh eee Mei ea ad dees ot eb eee 324 To search for invoices to void sce cora a ocala she cale tes tele muecdceva lave ngeedetee on wlex vincagte meee 326 Searching for Transactions cai ttect tasers sce ee eer etien teehee etait alate cea ete ahs aat sd 329 To search for a transaction wo I a ate a a cece terete at 330 To carry out a basic transaction search ceeeeceeee cece eeeeeneeeeeeeeeeeeeaaeeeeeeeseeeeeeeeeees 330 To carry out an advanced transaction S arch ccccssssseeceeeeeeeeeeeeeeeeeeeeeeeeeeseeeees 332 Working with ranSadeon css i2 tif a ha thea eas cas eesti ac aed 335 To enter a deposit or damage deposit for a reservation ccceeeeeeeeeeeeeeeeeeeeneees 335 To enter a payment or Pre PAayMeNh eee eeeeeeeeee eect cence ee eeeeeeeeeaaeeeeeeeeeeeeeeeeeeeeeeeaaees 337 To enter an adjustment for AN INVOICE eee eeeeececeeeeeeeeeeeee eee eeeeeeeeeeeeeeeseeeaaeeeeeeeeeeees 339 To enter arel nd seinnaa iE ett honed oe de nce Penne EEEa ENE 340 iO WOIG atransacti n a
186. a F a 100 Building no preference bo ho preference ho preference X imit by course type C Required Use SIS Location 408 Chapter 13 Academic Planning EMS Campus 4 Modify the course dates as needed The room assigned to this course in the SIS is listed in the SIS Room text box You cannot edit this field during Define and Edit Mode Make sure to select Room Not Required if this course date does not require a room for example independent study research and so on 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 means that the course should be held in a room that can accommodate 200 people The Seat Fill Percentage is initially set to the default value that is specified in system parameters but you can update the value on a per course date basis See System Parameters in the EMS Setup Guide If you are editing a course date for a course that is cross listed or sharing space with another course you are provided with an option in the bottom pane of the Course Dates dialog box to apply your changes to the related course dates To apply changes to the cross listed courses check the appropriate course date listin
187. a NE ee blake deren it 523 CO rSE LIST e td a A aee ea Eea EAA te AEO A EEEE a ia 525 Course Changes eesesssseseseeesesrrrtttssetrtrtttteettnn ene teleatiade ty Miabadletertebeel Sc ohpeb ieee 526 Preferences Summary ic cles nt cn eatin a hie aia een nai bd 527 Unmet RT CTEKCN CCS oo cc lebs lake ter oc teh die eecctesweyh tere tn resaces abate ata leded eee bes emereeaeness oneal 527 Instructor Back to BaCk seiner tae eee diet caliente 527 Acadermnic Unit Statistics sr tesecsct cad eccprade tote Cale iana E oae Aa ERa a wi aa ANNEER NACEN E EATE 528 Academic Time Block Utilization cccceeeeececeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeeeeeenees 528 ClASSIO OMI ZAG Is ete cece ke ele ea eS A a A ee tn att Aaa ite 529 Hourly Classroom Utilization ccccceeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeceeeeeeeeeeeaaeeeeeeeseeeenaeeeees 529 Over Under Utilization meemere ero errr acre rer er nenr een rere een Ren econ re ee reer Ren ree Tree ert 529 Prime time WSaQe acicisi nra e E tes sede E Latte erence tie 530 Pinal Exam Settings aie cce teeta cies e es aude E dentate aeesiaddie elev EE 530 Pinal Exam SCMOGuie iii a aa a a A i 531 dex serea Ea a a E a oe dest aN 533 EMS User s Manual 20 Preface Welcome to the EMS User s Manual The purpose of the EMS User s Manual is to answer your questions and guide you through the procedures necessary to use the EMS application efficiently and effectively Using the manual You will
188. able from this preview including the options to print a hard copy of the query to email the query and so on Figure 8 14 Print preview for a query h email Export Pint Ala A e QQMB aam Reg O a z EMS Professional Demo Query Builder Filters z Description Type Owner i Academic Conflict Reservation Admin Display Fields Booking Booking Date Booking EventName Booking Event End ei Booking Event Type l Booking Detail Item Item Unit Price 3 Filter Booking Booking Date greaterthan or equal to 5 6 2008 7 Sort B Users z Admin gt Bryan Greg Heather Jennifer Ward Melissa i Susannah Parrish 2 Info Reservation Admin Display Fields 5 Booking Booking Date lt Booking EventName 4 Select the option or options that best fit your working needs 310 Chapter 8 Reports and Queries To run a query When you run a saved query you can run the query from the Reports menu or you can run the query from the Query Definitions dialog box 1 On the menu bar click Reports and on the Reports menu click Queries and then do one of the following e Click the name of the query that you are running e Click Queries gt Query Builder and on the Query Definitions dialog box select the query that you are running and then click Run The query is run and the results are displayed onscreen in the Query Results dialog box Figure 8 15 Query Results dialog box exa
189. alog box 2 Attachment Co Sea Attachment Aud Description Attachment A Notes spate ss In the Description field enter a description for the attachment Ta If you leave this field blank then the Description field is populated with the name of the file after you add it to the booking Click the Search icon 2 The Find Attachment dialog box opens Scroll to and select the file attachment that is to be added to the reservation or booking and then click Open Optionally do one or both of the following e The name of the attached file is used by default for the file description and you can edit this if needed e Click Spelling to spell check the description before you attach the drawing to the booking Click OK The Attachment dialog box closes The attachment is added to the booking The Attachments tab remains open 169 Chapter 3 The Navigator 170 To delete an attachment from a reservation or booking 1 Select the drawing or CTRL click to select multiple attachments that are to be deleted from the reservation or booking Click Delete A message opens asking you if it is OK to delete the selected attachments Click Yes The selected attachments are deleted from the reservation or booking The Attachments tab remains open To edit an attachment for a reservation or booking 1 Select the attachment and then click Edit The Attachment dialog box o
190. alog box opens with a list of resources from which to choose Do one of the following on the Grouping dropdown list e Leave the default value of all as is to search for all items in all groupings e Select a specific grouping to search for only those items in the grouping For example if the selected resource category is A V Equipment then available groupings could include Computer Phone Video and so on To search only for the available phones to add to a booking detail select the Phones grouping Optionally in the Filter field enter a search string by which to filter your search 6 7 Your search is limited to the exact order of the characters in the string but the string can appear anywhere in the search results For example if you enter co search results can include coffee service conference phone and mini copier In the Quantity field leave the default value of 1 00 otherwise enter a new value On the Items list select the resource item that is to be added to the booking 8 130 Ta Your EMS administrator might have configured an override resource also known as an override description so that you can book a resource that has not been configured in your EMS database For example the administrator might have configured an override resource named Other If you select the Other resource then a Description field is displayed on the Resource Selection dialog box You must enter a descrip
191. alue Required 3 Click New The New Course Dates dialog box opens Figure 13 10 New Course Dates dialog box a aA ES rae C fm Course Course Type none bd Start Date 1 10 2011 _ Start Time End Date 5 3 2011 End Time amp Su M Tu W Th FfF Sa i F Room Not Required T Cancel 4 Complete the required course information and then click OK to close the New Course Dates dialog box and return to the Course Navigator The course date state is set to New in the middle pane of the Course Navigator 405 Chapter 13 Academic Planning EMS Campus To edit a course in EMS Campus To edit a course in EMS Campus you must find the course using the Academic Browser and then modify the course information in the Course Navigator 1 Set any other criteria academic unit subject and so on as needed to provide assistance in locating the course and then click Get Data The courses that meet your search criteria are displayed on the Results tab For detailed information about searching with the Academic Browser see y Searching with the Academic Browser on page 507 2 In the search results double click the course that you are editing The course opens in the Course Navigator For detailed information about working with the Course Navigator see Using y the Course Navigator on page 520 Figure 13
192. anaging Contacts Chapter 6 Groups and Contacts A contact is a person who serves as the coordinator or focal point for a group Managing contacts in EMS consists of adding new contacts for a group editing the information for existing contacts deleting a contact and sending emails to contacts To manage contacts 1 Open the Groups window 2 Select the group for which a contact is to be added edited deleted or emailed 3 Continue to one of the following e To add a contact below e To edit a contact on page 255 e To delete a contact on page 255 e To send emails to a contact on page 256 To add a contact 1 On the Contacts tab click New The Contact dialog box opens Figure 6 18 Contact dialog box n Contact Contact Audit Contact Title Group Academic Affairs Use Group Address Ea speling Cancel 253 Chapter 6 Groups and Contacts 2 Enter the information for the new contact Field Description Contact The name of the contact Note The name can be a maximum of 30 characters including spaces Title The title Mr Ms Dr and so on of the contact Group Populated with the name of the group that you selected in Step 2 of To manage contacts You cannot change this value Address Populated by default with the address of the group that you selected in Step 2 of To manage contacts
193. ancellation cesses 293 Cancellation report 0 294 Reservation Summary 294 Over Under Utilization report 529 override room CONGO iapa 46 overview academic scheduling configuration PIOCOSS minai enei ieee 388 billing in EMS ceeeeeee 315 booking details and items 119 Course Navigator 520 Dashboard window 209 generating an invoice 316 importing a terM eee 391 NEN ef 0 ee 71 publishing a term eee 461 specifying room preferences 425 P parent changing for shared space cross listed COUISES 0 0 eee eeeeeeeeereee 415 password CHANGING visiiri yait e 351 payment defined issnin 329 entering cceeccceeeeeeeeeeeeeeeees 337 searching for ec eeeeeeeeeeereee 329 EMS User s Manual VOIGING 3 tsi tai nists 341 phases in the academic scheduling configuring ProCeSS eee 388 PO number setting up multiple for a reservation booking and or booking detail cceeeee 75 PO numbers specifying for a group 241 post publish processing of courses automatically eee eeeeeeeeeeeee 476 post publish processing of courses man ally sisira ieir iiras 476 post publishing phase SEPS N rnn 388 post publishing phase steps in 388 pre assignment scenario Creating niini 445 defined re 442 preferences clearing for a course 509 512 Preferences S
194. and post the Event Schedule in a lobby or entry way to help visitors find their events Use Page Breaks If the report is run across multiple days then each day starts on a new page Show Bookings on Start Date Only lf a booking is scheduled overnight then only the start date of the booking is displayed in the report For example a booking exists for 3P Thursday through 10A Friday If this option is selected then the booking is displayed only for Thursday in the report Show Holidays Displays any holidays that are configured in the EMS database on the report Show Building Hours Displays building hours on the report VIP Events Only Only the events that are marked as a VIP are displayed in the report Use Calendar Styles Events are displayed in the font color of the Calendar Style that is associated with each event Event Calendar A chronological list of scheduled events in a wall calendar format Use Calendar Styles Events are displayed in the font color of the Calendar Style that is associated with each event Weekly Calendar One week per page is displayed in the report Show Adjacent Calendar Days Works in conjunction with the Weekly Calendar option to display events that occur on Saturday and Sunday in the report Grey Out Adjacent Calendar Days Works in conjunction with The Show Adjacent Calendar Days option to display events that occur on adjacent days in gray instead of in black
195. arge has not been y invoiced To reprice a room charge that has been invoiced you must first void the invoice See To void an invoice on page 324 5 CTRL click to select the bookings that are to have their categories or room charges repriced or click Select All to select all the displayed bookings in a single step and then click Finish A message opens indicating that the changes were made successfully 6 Click OK to close the message and return to the Navigator 88 Chapter 3 The Navigator Changing the Status for a Reservation from the Reservation Summary tab Even though the Change Booking Status Wizard is available for changing the status of multiple bookings in a reservation most reservationists who approve reservations that are submitted from VEMS do so by using the Change Status function that is available on the Reservation Summary tab in the Navigator This is because unlike the Change Booking Status Wizard when you use the Change Status function in the Navigator to change the status of a reservation an option is available for automatically generating and sending a confirmation to the group for whom the reservation was made of a booking which includes canceling a booking If you want to change the status of a booking using the Change Booking Status Wizard see Editing Multiple Bookings in the Navigator on page 99 Ta You must have been granted the appropriate security access to change the status To
196. arliest booking for the existing reservation New Status The status for the new reservation Reconfirm Date Enter if required for the new status that you selected Conflict Status You must enter a conflict status in the event that the new bookings are in conflict with the existing bookings Reconfirm Date Enter if required for the new conflict status that you selected Copy Reminders Copy Comments Copy User Defined Fields e Copy Attachments e Copy Drawings Leave the appropriate options selected to copy the existing items as is or clear the option for each item that is not to be copied to the new reservation Copy Booking Details Select the booking details that are being copied CTRL click to select multiple details or to select all the details for copying click Select All Note By default only active booking details are displayed To show inactive booking details for copying click Show Inactive 6 Click Next The Select Bookings window opens This window displays all the bookings for the copied reservation regardless of the date or status See Figure 3 42 on page 118 117 Chapter 3 The Navigator Figure 3 42 Copy Bookings Wizard Select Bookings window Reservation No 1325 Copy Bookings Select Bookings Date Weekday Start End Building Room Event Status Service Orders 1 10 2011 Mon Monday 5 30PM 9 00PM CCE MR 301 Lab Prep Confirmed Yes 1 17 2011 Mon M
197. artment of Chemisty Phone 1 303 325 2367 303 325 2367 303 325 2367 303 325 2367 Bean spend Phone2 Event Student Associates of the ACS Student Associates of the ACS Student Associates of the ACS Student Associates of the ACS Room CR 110 CR 110 CR 110 CR 110 5 00 PM 5 00 PM 5 00 PM 5 00 PM To check in check out unregistered visitors for an event 1 On the menu bar click Reservations gt Other gt Visitors The Visitors window opens 2 Ifneeded open the Groups tab Figure 11 10 Visitors window Groups tab B Part Badge 369 Chapter 11 Other Reservation Functions 3 Specify one or more of the following for your search criteria e Date field The default value is the current day s date e Building Select all buildings a specific building an area or a view to search e Group Enter some or all of the hosting group s name Your search is limited to the exact order of the characters in the string but the y string can appear anywhere in the search results For example if you enter aca search results can include Academic Affairs Office Department of Academic Affairs and so on 4 Click Display The groups that meet your search criteria are displayed in the lower pane of the Visitors window 5 Select the hosting group from the search results and then click New Visitor The New Vis
198. assification and so on It also lists the setup type and capacity for the room and any notes that have been entered for the room Figure 2 20 Room Info dialog box Room tab Z Room Info kalbas Bookings Room Pricing mages Properties Field Value Room MU Courtyard Room Name Courtyard Classification Standard u Notes Room URL Building URL www mapquest com Setup Features Setup Type Capacity Feature Standard As Is 150 View of Mountains e View the pricing for a booked room Click on the room name or code in the Rooms list to open the Bookings tab for then Room Info dialog box and then open the Pricing tab This tab displays any pricing information that was defined for the room Figure 2 21 Room Info dialog box Pricing tab Room Info foo Bookings Room Pricing images Rate Schedule Pricing Method Price Discount Min Charge Max Charge Hours Extemal Hourly Reserved Time 25 00 0 0 00 0 00 0 00 intemal Hourly Reserved Time 0 00 0 0 00 0 00 0 00 60 Chapter 2 Reservations and Bookings e View images of a room Click on the room name or code in the Rooms list to open the Bookings tab for then Room Info dialog box and then open the Images tab This tab displays any uploaded images of the room Figure 2 22 Room Info dialog box Images tab m H Room Info Bookings Room Pricing Images
199. ation policy Figure 3 8 Navigator Options At A Glance tab General At AGlance Highlight Categories Reservations Show Reminders E Show Transactions Show Comments E Show History Show Attachments E Show Emails Show User Defined Fields Bookings E Show Reminders E Show Drawings E Show Comments E Show History E Show Attachments Booking Details E Show Reminders E Show User Defined Fields __ Show Comments E Show History Items Show History General At AGlance Highlight Categories Highlight All Description ACME Production Company Agenda Attendees Audio Visual Food Service E Fumiture New York Deli NY VTC Parker Catering Personnel Room Charge Setup Notes 81 Chapter 3 The Navigator Other Navigator commands All other Navigator commands are available as buttons in the upper right pane and lower right pane of the Navigator The buttons that are available are dynamically updated based not only on the folder or item that is currently selected in the left pane of the Navigator but also what tab is open in the upper right pane of the Navigator Figure 3 10 Buttons available in the Navigator window with a reservation folder selected Fa ee 7 5
200. ations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 Inthe left pane of the Navigator select the reservation to which the bookings details and items are being added 3 In the Bookings pane click Tools and then click Add Item Wizard The Add Item Wizard opens The first window in this Wizard the Select Category window displays only those categories that are already in use for any of the bookings in the reservation Figure 3 61 Add Item Wizard Reservation No 1673 Add Items Select Category Categories 3 Agenda Food Service Fumiture 139 Chapter 3 The Navigator 4 Select the category to which you want to add items 5 Click Next The steps that you now must follow depend on the category type See e To add a booking detail from a non resource category on page 133 e To add a booking detail from a catering service order or resource category on page 135 140 Chapter 3 The Navigator Editing Booking Detail Items for Individual Bookings After you have added booking details and items to bookings for a reservation you can edit any of these items on an individual basis To edit the pricing information for multiple non invoiced items in a single booking or for multiple non invoiced items in multiple bookings see Ed
201. attendance average actual attendance and actual percentage of seats filled Other reports Report Description Options Cancellation Report Lists the bookings that have a status that was N A changed to Cancelled on the date or dates specified or lists the bookings on the date or dates specified that have a status type of Cancelled The report also lists the date that the booking status was changed the date the bookings were to have taken place and the location of the event the name of the person who canceled the booking the reason for the cancellation and the booking ID You can run the report in one of two formats by Booking Date the date that the bookings were to occur or by Cancel Date the date that the bookings were canceled 293 Chapter 8 Reports and Queries Report Description Options Cancellation Summary Summarizes by reservation all charges for bookings on a date or in a date range The report shows the first and last bookings canceled within the reservation the Group the reservation number the group contact the event name the event type the total charges and the reason for cancellation of the most recently canceled booking Reservations that do not have charges associated with the bookings are not displayed on this report You can select Use Specific times and then enter range of times to limit the report to bookings that occurred within this
202. aw New York NY intemal 111 2589 g Dean Evans amp Associates Inc Greenwood Village CO Extemal g Dr James Rouse Denver co Ettemal g Environmental Law New York NY intemal 111 9898 g Finance Dept Intemal 2 Footorints Ministry Enalewood co intemal Displayed Active Groups Active Contacts Future Reservations 233 Chapter 6 Groups and Contacts 234 When you select a group in the Groups window seven tabs Contacts Properties Reminders Comments Attachments User Defined Fields and Reservations appear on the lower part of the Groups window The Contacts tab is always the active tab when you select a group Figure 6 2 Group windows with additional tabs kaka Starts With Go Search By Group Type al New Reservation Options Group 69 a City State Group Type Biling Reference Etema New 7 Academic Chess Club Jenv C Intemal E Academic College of Education Denver co intemal Academic Rotary Clubs Intemational Evanston IL Extemal g Academic Affairs Arvada co Intemal gf Academic Athletic Department Denver co intemal Academic Music Department intemal Academic Sigma Chi Omega East Lansing MI Intemal Academic Societv of Professional Students _ Denver co Intemal 2 4 m n 4 RAI S Contacts i Properties O Reminders Comments 7 Attachments User Defined Fields LI Reservations Contacts 2 Title Phone Phone2 Email Address Default Contac
203. awing is a setup diagram of the booking room You can also detach a drawing from a booking and view and edit a drawing To work with drawings in the Navigator 1 Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 In the left pane of the Navigator expand the folder structure for the reservation until the appropriate booking folder is visible and then select the booking 3 In the right pane of the Navigator open the Drawings tab 4 Continue to one of the following e To attach a drawing to a booking on page 173 e To edit a drawing for a booking on page 174 e To detach a drawing from a booking on page 173 e To view a drawing for a booking on page 174 172 Chapter 3 The Navigator To attach a drawing to a booking 1 Click New gt Attach The Drawing dialog box opens Figure 3 83 Drawing dialog box 2 Drawing p fmeza Drawina auat Description sete In the Description field enter a description for the drawing Ta If you leave this field blank then the Description field is populated with the name of the file after you attach it to the booking Click the Search icon 2 The Find Drawing dialog box
204. ayment Type none X Cost Center Number 44444A Department Code Sales Category none X Salesperson ione X Bill Completion m Bill To Employee none X Reset none Discount Diecount 0 Notes Reservation No 21230 Y speling Cancel If you select a different pricing plan then the pricing plan is applied at the ay reservation level only Categories and room charges are not automatically repriced To reprice your categories or room charges based on a new pricing plan you must use the Update Pricing Plan wizard See Repricing Categories and Room Charges for a Reservation on page 87 4 Click OK The Reservation window closes and you return to the Navigator which now shows the updated information for the reservation 86 Chapter 3 The Navigator Repricing Categories and Room Charges for a Reservation When you edit a reservation if you select a different pricing plan then the pricing plan is applied at the reservation level only Categories and room charges are not automatically repriced To reprice your categories or room charges based on a new pricing plan then you must use the Update Pricing Plan wizard To reprice categories and room charges for a reservation 1 Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Op
205. b All the groups that meet all the search criteria but that do not have a booking or bookings on the selected date are displayed on the Without Bookings tab 378 Chapter 12 EMS Workplace Figure 12 3 Group Check In Status window with results Buldrg Cenver gt Floor oll Vitore Oniy a Grou Type jal Room Type all X Nol Checked In Only a Evant Type lall X Multiple Bookings Dnk FinrdName Dae 120 2010 Wed e With Bookings Without Bookings Giew 5 Group Type Ciy State Data Time Souice Building Fiat Booking Mulinte Bookings Mutio Bulinge Chack Int Beno Swan Staff Dems Checkedin 1271 2010317 FM Badge Denvsr 127172010 5 00 AM Check Out Evans Deen Patne Derwe Checkedin 12 1 2010 3 17PM Kiosk Derrve 12 1 2010 5 00 AM oe Newbon Werdy Staff Chicaga CheckedIn 12 2010 317 FH Phere Denver 12 1 2010 5 00 AM 2 Nowak Ed Mariage Daecion Deres Checkedin 12 1 2010 3 14 Ftd Virtual Derval 12 1 2010 5 00 AM Piin Rasch Kevin Parner Denver Checkedin 12 1 2010 3 17PM Client Derwet 12 1 2010 5 00 AM Ome 5 Optionally do one or more of the following e To view all the bookings that a group has scheduled in the selected building select the group on the With Bookings tab The bookings are displayed on the lt Building gt Bookings tab Figure 12 4 Viewing bookings for a selected group gt Croup Chee bu Options Buicing Denver ber all Visitors Only ia Group Type fal Room Typs fal N
206. ble under the Reports option on the menu bar For any EMS report you can specify the parameters options and format for the report or you can generate the report according to memorized settings For detailed information about a memorized report see Memorized report on page 278 Not all reports require the same parameters nor do they all have the same options available In addition you can generate different reports in different formats For brevity and ease the parameters that are available for each report are not detailed in this section To generate a report 1 On the menu bar click Reports to open the Reports menu and then click the option for the report that you are generating For example to generate the Event Schedule report click Reports gt Daily gt Event Schedule 2 On the Setup dropdown list do one of the following To generate the report according to the filter settings that you want parameters options and so on leave user specified selected then go to Step 3 To run the report with filter settings that have been saved or memorized select the memorized report and then go to Step 5 a For detailed information about memorized reports see Memorized report on page 278 3 On the Options list select the Date Time filter by which to generate the report 4 Specify the report parameters options and format See Daily reports on page 284 Sales reports on page 289
207. boa Search By User Name X m f Available 0 a Email Address Status S Selected 0 4 m r 2 Do one of the following to select the users that are being assigned to the group e Leave the Find field blank and then click Display to open a list of all currently active groups that have been designated as web users Select the group CTRL click to select multiple groups and then click the Move button gt to move the selected groups to the Selected list e Inthe Search By dropdown list select the option by which to search Email Address or User Name and then in the Find field enter the string by which to filter your search and then click Display Select the group CTRL click to select multiple groups and then click the Move button gt to move the selected groups to the Selected list characters in the string and the string must begin with the information for which you are searching For example if searching by Email Address a search string of bb returns bbosworth dea com but not dbobbett dea com Ta The string is not case sensitive but your search is limited to the exact order of 3 Click Finish A message opens indicating that the group was assigned successfully 4 Click OK to close the message and return to the Groups window 263 Chapter 6 Groups and Contacts 264 Chapter 7 Confirmations In EMS a confirmation is a document that details the critical information for a reservation the date the
208. box The dialog box closes You return to the Final Exam Schedule Templates window with the newly configured final exam schedule template automatically selected If any meeting patterns are left without a corresponding final exam time then courses that fit that meeting pattern in the term will not have a final exam scheduled for them 492 Chapter 13 Academic Planning EMS Campus To import a file to create a final exam schedule template You can import your course schedule patterns from a tab delimited text file To view the import file specifications on the Final Exam Schedule Templates window click Print gt Import Format See Appendix E Import File Specifications in the EMS Setup Guide for a table y that details the Course Schedule Patterns import file specifications Figure 13 76 Course Schedule Patterns import file format EMS Campus Demo Final Exam Template Import Format import file must be tab delimited Sequence Column Type Required Unique Max Chars 1 Day Pattern Text UMTWRFS Yes 2 Start Time Text HHMM Yes 3 End Time Text HHMM Yes 5 Final Exam Start Time Text HHMM Yes 4 Final Exam Day Of Week Text UMTWRFS Yes 6 Final Exam End Time Text HHMM Yes 1 Click Import and then on the dropdown list that opens click File The Open File dialog box opens 2 Browse to and select the import file and then click Open The Open dialog box closes and the course schedule patterns are
209. box opens Figure 9 7 Reprint Invoices dialog box Reprint Invoices fo Sx Department Conference Services v Invoices MEMOS X Invoice No Format By Reservation X First Transaction Date B Print Header On Each Page 7 Last Transaction Date B Print Transactions Invoice 0 Amount Note Invoice 0 V Show Paid Invoices OK Cancel 2 Enter the criteria to search for the invoices that are to be reprinted As you enter the search criteria the lower left Invoice pane is dynamically updated with the invoices that meet the criteria The Note column in this pane indicates if payments have been made against the invoice Table 9 2 Search criteria Field Description Department The department that generated the invoice You can search for invoices for reprinting as long as the invoices were generated by the same department Invoices Select the type of invoice for which to search Non Voided or Voided First Transaction Date Last Transaction Date You must enter at least a First Transaction date By default the Last Transaction date is set to the same date You can change the Last Transaction date if needed Show Paid Invoices Leave this option selected to include paid invoices in the search 322 Chapter 9 Billing 3 Leave the formatting criteria set to the default values or optionally modify it as needed Table 9 3 Formatting options Option Description
210. building rooms instructors course types and subjects must be synchronized with the SIS e Academic domains and academic units must be configured e Academic users must be configured with the correct security settings e Default values for academic parameters must be set See the EMS Setup Guide for detailed instructions about configuring and y synchronizing this needed academic data Although the academic scheduling configuration process varies from one academic site to another typically the same two phase process the Academic Planning phase and the Post Publishing phase are carried out and each process typically has the same high level steps Academic Planning phase The Academic Planning Phase is the first phase carried out in the academic scheduling process This phase typically has the following high level steps 1 Importing an Academic Term See Importing an Academic Term on page 389 2 Defining and Editing Courses See Defining and Editing Courses on page 395 3 Settings Preferences See Specifying Room Preferences on page 423 4 Assigning rooms and optimizing See Assigning Room Preferences and Optimizing on page 439 5 Publishing terms in EMS See Publishing a Term on page 459 Post Publishing phase The Post Publishing Phase is the second phase carried out in the academic scheduling process This phase typically has the following high level steps 1 Reviewing reservations
211. by the values that you set for the Dashboard options To view and if needed modify these values in the upper right corner of the Dashboard window click Options to open the Dashboard Options dialog box Figure 5 2 Dashboard options dialog box Dashboard Options so V Open Dashboard At Startup If tems Exist V Show Reminders Show Wait List V Show Web Reservations Show Reconfirm Dates V Show Analytics v v V Show Web Requests J Show Building Hours Exceptions V Show At A Glance 7 Thru Today includes xx Days Prior to Today Activate Flashing Indicator For Notifications Automatically At Startup Only Never Reminders Automatically At Startup Only Never Web Reservations Automatically At Startup Only Never Web Requests Automatically At Startup Only Never Wait List At Startup Only Never Reconfirm Date Reminders At Startup Only Never Building Hours Exceptions At Startup Only Never 0K Cancel Option Description Open Dashboard At Startup Selected by default The Dashboard window opens automatically If Items Exist after you log into EMS if any tab displays at least one item e Show Reminders Selected by default Indicates the tabs that are to be displayed on Show Web Reservations the Dashboard window e Show Web Requests e Show Analytics e Show Wait List e Show Reconfirm Dates e Show Building Hours Exceptions e Show At A Glance Th
212. c Chemistry Chemistry 5 23 2011 Mon 8 00 AM 9 00 AM 8 00 AM 9 00 AM F 101 Final Exam ACCT 508 01 Advanced Commercial Law School of 5 23 2011 Mon 8 00 AM 9 00 AM 8 00 AM 9 00 AM F 102 Final Exam PS 241 02 Intemational Law Registrar 5 23 2011 Mon 8 00 AM 9 00 AM 8 00 AM 9 00 AM G 151 Final Exam CHEM 435 01 Introduction to Quantum Chemistry Chemistry 5 23 2011 Mon 8 00 AM 10 00 AM 8 00 AM 10 00 AM G 152 Final Exam CHEM 437 02 Physical Chemistry for Engineers Chemistry 5 23 2011 Mon 8 00 AM 9 00 AM 8 00 AM 9 00 AM H 300 Final Exam PS 241 01 Intemational Law Registrar 5 23 2011 Mon 8 00 AM 9 00 AM 8 00 AM 9 00 AM H 301 Final Exam PS 201 03 American Politics and Govemment Registrar 5 23 2011 Mon 8 00 AM 9 00 AM 8 00 AM 9 00 AM J 250 Final Exam CHEM 310 01 Physical Chemistry Chemistry 5 23 2011 Mon 8 00 AM 9 00 AM 8 00 AM 9 00 AM J 253 Final Exam CHEM 201 01 Analytical Chemistry Chemistry 5 23 2011 Mon 8 00 AM 9 00 AM 8 00 AM 9 00 AM J 254 Final Exam CHEM 201 01 Organic Chemistry Chemistry m a Chapter 13 Academic Planning EMS Campus 10 Optionally do one or more or all of the following e To view all final exam bookings clear the Show Unassigned Only option To view a course in the Navigator select the course and then click Open e To export the course list to a Microsoft Excel spreadsheet click Export Unless the option to require the same room was selected for a course course preferences can be consid
213. category is selected additional fields for Estimated Guaranteed and Actual Counts are displayed Go to Step 1 Figure 3 52 Example of a Service Order dialog box for a catering category farsa amp Food Service Co oe Food Service Audit Service Standard X Reviewed v Start Time 3 00 AM 5 End Time 4 00 PM 7 Estimated Count 5 Guaranteed Count 5 Actual Count 0 LOK Cancel e If you select a resource category then a Resource Selection dialog box opens with a pre configured list from which you must select one or more resources Go to Step 4 Figure 3 53 Example of a Resource Selection dialog box that displays available resources Food Service ea Groupna all X Quantty 5 00 Filter Resource 13 a Price 14 Box Lunch 7 25 Coffee Tea Kicsk Mobilel 3 75 Coffee Service Serves 10 20 00 Dinner Option 1 15 00 Dinner Option 2 18 00 hinge Lakes Assorted Venety Serves 3 12 UU Grilled T Bone w Smoked Blue Corn Chutney 25 00 Hosted Bar 125 00 Key Lime Pie Sice 3 50 gm g j r 1 Select the service type 129 Chapter 3 The Navigator 2 Enter the start time and optionally the end time estimated count guaranteed count and if applicable select Reviewed and or a state Searching with the Service Order Management Browser on page 203 Ta For more information about reviewing service orders and selecting states see Click OK A Resource Selection di
214. ceeeeeeeeeeeeeeeeeeeeeeneeeeeeteeees 507 To carry out a basic search in the Academic BrOWSe f ccceceseeeeeeeeeeeeeeeeneees 508 To carry out an advanced search in the Academic Browset ccccceeeeeereeeeees 510 Using the Academic BOOK iavacolie Bese ceeded ere beceel tetas eco se cnc decimate necdel ye tiges visoaeteeetes 514 To change the date display cus vetescsti oss oe aca ee cen ie eset ec an seeded ae eee csece 515 To change the view of courses DY LOOM cceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeteneeeeeeeeeeeeenaaees 516 To change the view of courses by iNStrUCtOr cceeceeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeseeeaaees 516 To set options for the Academic Book ccccessseccceeeeeeeeeneeeeeeeeeeeeaeeeeeeeeenenaaeees 517 18 EMS User s Manual To open a course in the NaviQator cccccceeeeeeeessecceeeeeeeeeeeeeeeeeeeeeeeeaaeeeeseesessaeeeeees 519 Using the Course Navigator cevccanlenceseceenctes vaste ee cey evens cte steel te tude cencucaieiatbucs edeewseciatess 520 To access the Course Navigator cececeeeeeeeeeeseeceeeeeeeeeeeaeeeeeeeesaaeaeeeeeeesensaaeeeees 520 Course Navigator window layout c cceeeeeeeeeseceeeeeeeeeeeaaeeeeeeeeeeaaaeeeeeeeeenenaaeeeees 521 Available actions in the Course Navigator ceceecceeeeeeeeeeeeeeeeeeeeeeeeeeeesteeennaeeeees 522 Generating Academic Reports erisia eet aE aaa deeded vedere 523 Togenerate arepo ni on a a a a a
215. ch Kevin Term 11 SPR 2011 SPRING Est Enrollment 100 CRN 160150 Act Enrollment 0 Course ACCT 101 01 Credit Hours 3 Academic Unit School of Business Course State Unchanged g Dates User Defined Fields 0 History 0 Course Type Start Date a End Date Days Start Time End Time Location State New 1 10 2011 Mon 5 13 2011 Fi MTWRF 9 00 AM 10 50 AM unassigned Preferences Final Exam Settings History 0 Preference Value Required Copy Building MT EVNS Paste Assigning Room Preferences and Section Contents Optimizing Overview of Room Assignments and Optimization on page 441 About Creating Scenarios and Optimization on page 442 Creating Scenarios on page 445 Assigning Rooms on page 453 439 Chapter 13 Academic Planning EMS Campus 440 Chapter 13 Academic Planning EMS Campus Overview of Room Assignments and Optimization After the Domain Scheduler reviews and verifies the room preferences and requirements room assignments must take place If the room assignment process has already occurred outside of EMS within the SIS the Domain Scheduler could simply publish the course schedule in EMS without any further effort In most situations however courses will need to be assigned a room through the optimization process before the term can be published To optimize the room assignments and then assign rooms the Domain Scheduler carries out the following steps either separately or i
216. change the status for a reservation 1 Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 In left pane the Navigator select the reservation that is being edited and on the Reservation Summary tab click Change Status The Change Booking Status window opens See Figure 3 17 on page 90 89 Chapter 3 The Navigator Figure 3 17 Change Booking Status window Reservation No 1325 Change Booking Status Status v Curent Reservation Status Confirmed Update Reservation Status Vv Send Confirmation If Successful 3 On the Status dropdown list select the new status for the bookings If you select any type of Canceled status then three additional fields Reason Who Cancelled and Notes are displayed on the Change Booking Status window You must enter data in all three of these fields before you can continue in the Wizard 4 Enter a Reconfirm Date if it is required for the new status that you selected 5 Optionally do one or both of the following e Leave Update Reservation Status selected to have the reservation level status changed as well e Select Send Confirmation If Successful to have an email automatically generated and sent to the group for whom the reser
217. changing the status of the reservation and or its bookings N A Invalid Service Orders Lists the service orders that have a start time and or end time that fall outside the reserved time for the room Lists the category date reserved and event start and end times location group reservation number booking number service order number and a description of the invalid order You can select Use Specific times and then enter range of times to limit the report to bookings that occurred within this specified time range You can enter information about the report or a name or description for the report in the Report Comment field 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 N A 297 Chapter 8 Reports and Queries Report Description Options Invalid Billing References Lists the bookings for a particular date or date range that are in reservations that have invalid billing reference numbers You can select Use Specific times and then enter range of times to limit the report to bookings that occurred within this specified time range You can enter information about the report or a name or description for the report in the Report Comment field Note A billing reference number is considered invalid if it has not been defined in the Billing Reference Configuration area but
218. ched To The default value is all To view reminders that are not attached to any item reservation booking group or service order select none See To create an unattached reminder on page 216 Search in Text Enter the string by which to search for specific reminders The search is carried out on the Notes field for the reminder The search is not case sensitive and the search string can be found anywhere in the Notes For example cat returns reminders that have catering or Mary s catering in the Notes field Date Completed Available only if Exclude Complete is not checked Exclude Completed Selected by default Clear this option to display completed reminders in the Reminders list To display completed reminders that meet the other viewing criteria regardless of their completion dates leave the Date Completed fields blank otherwise to view completed reminders that were completed by a specific date you can enter a Starting date or a date range in the Date Completed fields Hide Cancelled Not selected by default Select this option to display canceled reminders in the Reminders list 215 Chapter 5 EMS Dashboard To create an unattached reminder When you create reminder on the Navigator the reminder is attached to a specific reservation booking or booking detail Similarly when you create a reminder on the Groups window the reminder is attached to a specific group If ne
219. ck Yes to return to the Add Booking Details Wizard e Click No A message opens indicating that the changes were made successfully Click OK to close the message and return to the Navigator The booking detail and its items are displayed as folders under the Booking folder in the Navigator window Chapter 3 The Navigator To add a booking detail from a catering service order or resource category e Ifyou select a service order or catering category a Service Order dialog box opens with at a minimum options for Service Reviewed Service Start Time and End Time If a catering category is selected additional fields for Estimated Guaranteed and Actual Counts are displayed Go to Step 1 Figure 3 57 Example of the Add Booking Details Wizard for a resource with a service order Reservation No 1673 Add Booking Details Select Category Categories 12 Service ACME Production Company CETER Agenda Audio Visual sai Eamated Cont 0 Guaranteed Count 0 Personnel Room Charge Setup Notes Staff Resources Third Party Catering Vehicles VIP List DECE Actual Count 0 e Ifyou select a resource category then a Resource Selection dialog box opens with a pre configured list from which you must select one or more resources Optionally if applicable select Reviewed and or select a state and then go to Step 4 For more information about reviewing service orders and selecting states see y Searchin
220. click Billing gt Other gt Reprint Invoices The Reprint Invoices dialog box opens Figure 9 5 Reprint Invoices dialog box Reprint Invoices fo Sx Department Conference Services v invoices ERSEES X Invoice No Format By Reservation X First Transaction Date TET Print Header On Each Page V Last Transaction Date Print Transactions Invoice 0 Amount Note Invoice 0 V Show Paid Invoices 2 Inthe Department field select the department that generated the invoices 320 Chapter 9 Billing 3 Inthe Invoice No field enter the number of the invoice that is to be reprinted and then click Add The invoice is displayed by number in the lower right Invoice pane 4 Repeat Step 3 until you have added all the invoices that are to be reprinted 5 Leave the formatting criteria set to the default values or optionally modify it as needed Table 9 1 Formatting options Option Description Format Select the sort order for the reprinted invoices The default value is By Reservation Print Header on Each Page Leave this option selected to print the invoice header on every page of the invoice Print Transactions Select this option to include any associated transactions deposits payments and so on in the reprinted invoice 6 Click OK An onscreen preview of the invoices opens The preview is titled Invoices The preview window contains options for printi
221. cluded from external reports like a confirmation then select Internal 4 Click OK The Agenda dialog box remains open 5 Repeat Step 1 through Step 4 unit you have added all the needed agendas 126 Chapter 3 The Navigator 6 Click Cancel The Agenda dialog box closes The booking detail and its items are displayed as folders under the Booking folder in the Navigator window activities to the booking then the Agenda is no longer an available option on the Booking Details dropdown list To add more agenda activities to the booking select the Agenda folder for the booking or click an agenda in the Items pane and then click New Ta If you close the Agenda dialog box before you have added all the needed agendas To add a room charge Figure 3 51 Room Charge dialog box E Room Charge p Room Charge Audit Sequence 100 Notes Quantity 1 00 Pricing Pricing Method Unit v Unit Price 0 00 Discount Percent 0 Reservation Discount 0 T speling Cancel 1 Enter the sequence number for the room charge The sequence number determines the order in which the charges are displayed in the Items pane in the Navigator when the booking detail Room Charge is selected for a booking 2 Optionally enter notes or comments about the room charge 3 If needed modify the quantity 127 Chapter 3 The Navigator 4 Select the appropriate pricing method and then enter any other add
222. column drag the column header as indicated on the Results tab e To sort the search results click any column heading e To rearrange the search results drag a column to a new location using the column heading e Click Print to print the search results e Click Export to export the search results to a Microsoft Excel spreadsheet e Select a search result entry for an invoice and then click Email to open a pre addressed SMTP email to the group that is associated with the invoiced reservation Complete and send the email as you would normally The invoice is sent as an attachment See Sending Email from EMS on page 360 e Click Filter to return to the Filter tab make any necessary changes to the search criteria and repeat the search e Click Refresh to requery the database based on the current search criteria 5 Click Close Any changes that you made to the search results columns position and width remain in effect for any other searches that you carry out If you want to reset the columns to their default values see Resetting Column Settings on page 353 To carry out an advanced transaction search Figure 9 16 Browse Transaction window Advanced search options Browse Transactions tedas Browse For Transactions Refresh Options Fro Roma Starting Date Rese lt Basic Ending Date B Al Fields Favorte Fields 1 Saved Values 0 Field Search Filter Summary Level
223. common exams for 489 excluding a course from 489 SOUUAG icccee2 cc5 egeceeetesazezieesactes 489 setting for a specific course 489 setting for multiple courses 489 final exam session publishing eee eee eeeeeeeeeeeee 499 Final Exam Settings report 530 folder structure booking detail folder 78 119 booking folder 4 76 119 NEN ef 0 seiseeeeerrrerrrnernenn 73 reservation folder eee 73 G General Ledger Distribution LOPOME meeen aane ae ea ieee 346 EMS User s Manual generic email defined re 360 group ACGING sie PE TE 236 adding a comment to 244 adding a reminder to 245 adding an attachment to 246 adding user defined fields to 247 assigning calculations to 239 assigning to a web user 257 checking in to an event 377 checking out for an event 377 configuring billing information TOR A E ari ee 238 creating a reservation for from the GroupS WINdOW eseeeeeeee 248 creating a web user for 257 defined rresia a 231 236 deleting nieni 243 EANG eseria 243 emailing from within EMS 250 exporting information for 251 finding and making a reservation PO ni dee esi ana ae 64 making a reservation for using a hoteling wizard template 66 manually no showing for an EVEN ieliet eiii 377 opening a reservation for
224. copying between bookings in the Navigator ne 151 GeTiINC Os ssis 35 78 119 deleting for multiple bookings in the Navigator eeeeeeeee 156 booking details and items adding to individual bookings in the Navigator nee 123 adding to multiple bookings in the Navigator iriiritia 132 OVEIVIEW Of sssssnnnsnsnnnnneneeeeen ene 119 booking folder defined nerian a 73 Structure siiis 76 119 Browser using to search for a booking 179 using to search for a query 179 using to search for a FES rVatiON eeeeeeeeeeeeeeeees 179 using to search for a resource 179 using to search for a service OOS REPE 179 using to search for a web rES rvatiOn cseeeeeeeeeeeeeees 179 building setting the default value to use in the Reservation Wizard 349 Building Hours Exceptions CPOs aie si eae 296 Building Hours Exceptions tab on the Dashboard window 226 calculations assigning to a group 239 Calendar using to search for a booking 187 using to search for a reservation ccceeeeeeeeeeeeeeeees 187 using to search for a service Orde fas dani esas 187 Campus web client defined 00 eseecseecsceesereeeeeeeees 387 Cancellation report ee 293 Cancellation Summary report 294 categories see also booking details defie disc cre eee 78 119 repricing for a reservation in the NEN 0 0 peinp ripi nenii 87 catering services see b
225. course opens in the Course Navigator For detailed information about working with the Course Navigator see Using y the Course Navigator on page 520 Figure 13 16 Course opened in the Course Navigator Course Navigator SIS Course Title Business Statistics Instructor Larson William Tem 11 SPR 2011 SPRING Est Enrollment 30 e CRN 160202 Act Enrollment 0 Cancel Course BUS 201 01 Credit Hours 3 Academic Unit School of Business Course State Edited Dates User Defined Fields 0 History 0 Course Type Start Date End Date Days Start Time End Time Location State New Independent Study 1 10 2011 Mon 5 3 2011 Tue F 8 00 AM 10 00 AM unassigned New Edit Discussion Recitation 1 10 2011 Mon 5 13 2011 Fi MWF 8 00 AM 9 50 AM JEFF J 251 Edited Delete Preferences Baal Exam Setti tings History Preference Value Required Copy Paste 3 Inthe middle pane of the Course Navigator select the course date record that you are canceling and then in the top pane of the Navigator click Cancel A dialog box opens asking you if it is OK to cancel the selected course 4 Click Yes to close the dialog box and return to the Course Navigator The course date state is set to Cancelled in the middle pane of the Course Navigator To reverse a course date cancellation select the canceled course date in the Course Navigator and then click Uncancel 410 Chapter 13 Academ
226. courses are scored based on the weightings Importance assigned to the requirements and processed in order of highest to lowest score Any course with a requirement that cannot be accommodated remains unassigned and the room assignment must be manually resolved 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 begins to drop preferences lowest weight 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 the dropped requirement to this second optimization pass The final optimization pass assigns rooms to all remaining courses without preferences If the Include option for a preference is cleared then any class with this preference is demoted to this third optimization pass Throughout the optimization process the optimizer considers room capacity the course s adjusted enrollment must fit within a room s capacity looks for the best seat fill a room with a capacity that most closely accommodates the estimated enrollment and the best 442 Chapter 13 Academic Planning EMS Campus room utilization completely filling one room before moving on to another to achieve the best room optimization possible Built into the optimizer is back to
227. ct has previously been defined for a group then if you select this option this contact becomes the new default contact for the group Note You can always specify a contact as the default contact for a selected group at a later date To do so select the group on the Groups window then on the Contacts tab select the contact that is to be the default contact click More gt Set Default and then click Yes at the prompt to set the selected user as the default contact Inactive Leave this option blank to add the contact as an active contact Select this option to add the contact as an inactive contact 4 Click OK The Contact dialog box closes You return to the Groups window The group for which you created the contact is automatically selected in the window 262 Chapter 6 Groups and Contacts To assign a group to a web user Remember when you add a new group in your EMS database you decide the level of the group that you are adding For a group that is added at the departmental organizational level with eligible students staff and so on listed as contacts you might also need to assign the group to a web user This user can then create and view reservations on behalf of the group in VEMS You can assign a group to one or more web users 1 Click Assign to Web Users The Assign Group dialog box opens Figure 6 22 Assign Group dialog box Assign Group Arts and Sciences Academic Misconduct Board
228. d ok _ Canca _ 2 Do the following e Inthe Old Password field enter your current EMS password e In the New Password field enter the new password e In the Re enter New Password field enter your new password again exactly as you entered it in the New Password field 3 Click OK to close the Change Password dialog box The next time that you log in to EMS you must use your new password 351 Chapter 10 User Settings Resetting Window Coordinates All windows in EMS have default coordinates a size and position in EMS If you have moved one or more windows or resized one or more windows during an EMS session and you want the windows to open in their default positions and sizes you can reset the window coordinates to their default values To reset window coordinates 1 On the menu bar click Settings gt Reset Window Coordinates The Window Coordinates dialog box opens Figure 10 3 Window Coordinates dialog box Window Coordinates Ss i Window coordinates successfully reset 2 Click OK 3 If necessary restart your EMS application 352 Chapter 10 User Settings Resetting Column Settings All columns in EMS have default values for their positions and widths in EMS If you have changed the position width or both of one more columns during an EMS session and you want the columns to open with their default values you can reset the columns to their default values To reset co
229. d in the TBD room that was specified when the term was published 5 Click Process A message opens asking you if you are sure that you want to process the selected course dates 6 Click Yes After processing is complete the message closes and the new courses are removed from the Course Updates window The courses are added in EMS To process a new course post publish 1 Select the new course or CTRL click to select multiple new courses 2 Do one of the following e Ifrooms have already been assigned to the courses in the SIS and you want to keep these rooms then go to Step 6 e Ifaroom has already been assigned to the course in the SIS but it is meant to share a room with another course then click Share to open the Course Selector dialog box and select the course with which to share the room and then go to Step 6 Figure 13 61 Course Selector dialog box Course Selector coef faa Course Shares Space SIS XList CRN Course Title Course Type Instructor ACCT 101 01 140150 Intro to Accounting Lecture Myers Jesse ACCT 101 02 140151 intro to Accounting Lecture Raasch Kevin ACCT 201 01 140152 Corporate Financial Accounting Lecture Evans Dean ACCT 202 01 140153 Corporate Financial Accounting II Lecture Evans Dean i ACCT 251 01 140155 Auditing Lecture VanHousen Rebecca ACCT 252 01 140156 Auditing II Lecture VanHousen Rebecca ACCT 301 01 140154 Cost Management Lecture Mulvey Sean ACCT 41001 141156
230. d month or click Clear All to clear all currently selected dates regardless of month or year 39 Chapter 2 Reservations and Bookings 4 Ifthe event dates do follow a pattern for example the third Friday of every month click Date Pattern to open the Date Pattern dialog box and enter your event date information Figure 2 3 Date Pattern dialog box Date Pattern Start Date z End Date B Daily Every 1 week s on Sosy Sunday Monday Tuesday Wednesday Monthly Thursday Friday Saturday As you specify the event dates the following occurs e The Selected Dates tab is automatically updated with the selected dates e If your EMS administrator has configured any of the dates that you selected as a holiday or as closed then messages open indicating this e Dates that are closed appear in red on the Calendar tab and are linked to information about the closure Dates that are holidays appear in green on the Calendar tab and are linked to information about the holiday For dates that are configured as a holiday or as closed you can e Click the link on the Calendar tab to open a dialog box that displays information about the date Figure 2 4 Viewing information about a holiday or closed date from the Calendar tab a p Resevalion Vizard Holidays 1 1 2010 Fr Hobday 1 M w 2 J 30 he Pest fi 42 n 8 19 20 asane 4 25 26 27 e Remove the date from the list of selected dates Open the
231. d opens All required fields in the wizard are marked with a red dot Your EMS Administrator configures the required fields Figure 2 1 Reservation Wizard AE ig Calendar Selected Dates 0 Location Features s lt lt lt December 2010 gt gt gt Ss F Method Standard Best Fit Specific Room s M T Weel er E s 2 28 29 30 1 mt 4 Building ll 5 6 7 8 eao eae wma is io ea e Room Specifications A E a gt gt a S ioe my 76 27 8 5 eso a 1 fon fall aA S Oe a ea see Date Pattem _ _ Clear Month Cear All Setup Count 0 Time Status Start End Status Time Zone Eastem Time X Setup Teardown Use Default V Minutes Setup 0 Teardown 0 Cancel Reset 2 If needed use the scroll features on the top of the Calendar to open the calendar for a different month lt or gt or for a different year lt lt or gt gt You can also click a month at the top of the calendar to open a dropdown list from which you can select a different month and you can also click a year at the top of the calendar to open a dropdown list from which you can select a different year 38 Chapter 2 Reservations and Bookings 3 If the event dates do not follow a pattern use one or more of the following options for entering a
232. d query The modified query is displayed on the Reports menu under the Queries option You can run this query at any later date when needed e Open the Results tab and then click Preview to run the query immediately and view the results on the tab You can then click OK to close the Query Builder Filter dialog box and save the modified query The modified query is displayed on the Reports menu under the Queries option You can run this query at any later date when needed To delete a query 1 On the menu bar click Reports The Reports menu opens On the Reports menu click Queries gt Query Builder The Query Definitions dialog box opens The dialog box displays any queries that have been previously defined in your EMS application See Figure 8 7 on page 301 Select the query that is to be deleted and then click Delete A message opens asking you if it is OK to delete the selected query Click Yes The message closes The query is deleted 309 Chapter 8 Reports and Queries To view and print a query 1 On the menu bar click Reports The Reports menu opens 2 On the Reports menu click Queries gt Query Builder The Query Definitions dialog box opens The dialog box displays any queries that have been previously defined in your EMS application See Figure 8 7 on page 301 3 Select the query that is to be printed and then click Print An onscreen preview of the selected query opens A variety of options are avail
233. d users to the Selected list The string is not case sensitive but your search is limited to the exact order of y characters in the string and the string must begin with the information for which you are searching For example if searching by Email Address a search string of bb returns bbosworth dea com but not dbobbett dea com 6 Click OK The dialog box for creating a web user closes and a message opens indicating that the web user was created successfully 7 Click OK to close the message and return to the Groups window 260 Chapter 6 Groups and Contacts To create a contact from a group 1 Click Create Contact for Group A second Groups window opens Select the user that is to be the contact for the group and then click Select The Contact dialog box opens The previously selected group is displayed in the Group field and you cannot edit this value The remainder of the fields display the information for the selected user Contact Name Address Phone and so on Figure 6 21 Contact dialog box Contact fo bais Contact Audit H 3201 S College Dr Use Group Address v Fax X Email Address 2 Extemal Reference Set As Default C Inactive Y speling fence 3 If needed modify the information for the contact Field Description Contact The name of the contact Note The name can be a maximum of 30 characters including spaces Title The t
234. dance Added By Area Booking Date Booking Day Of The Week Booking ID ooking Move Down A A A B B Bo g Bookin B B 1 Open the Sort tab select the field or CTRL click to select the multiple fields by which the query results are to be sorted and then click the Move button gt 306 Chapter 8 Reports and Queries 2 Continue with any other configuration for the query as needed or do one of the following Click OK to close the Query Builder Filter dialog box and save the named query The named query is displayed on the Reports menu under the Queries option You can run this query at any later date when needed Open the Results tab and then click Preview to run the query immediately and view the results on the tab You can then click OK to close the Query Builder Filter dialog box and save the named query The named query is displayed on the Reports menu under the Queries option You can run this query at any later date when needed Chart tab Figure 8 12 Query Builder Filter dialog box Chart tab Query Builder Filter lo a m Query Builder Fiter Display Fields Fiter Sot Chart Users Resuts Audi none Show Legend 1 Open the Chart tab and specify the type of chart that is to be used to graph the query results 2 Optionally if you want to show a legend with the chart select Show Legend and then specify the legend information alig
235. date the time the location the scheduled resources and so on Through the Navigator you have the option of generating a single confirmation either manually or automatically See Chapter 7 Confirmations on page 265 A miscellaneous reservation function is also available for manually generating multiple confirmations at the same time When you generate multiple confirmations all the confirmations are contained in a single file but each confirmation begins at the top of a new page All the confirmations are sent by the same office all the confirmations use the same format By Booking Date By Date Added or By Date Changed and all the confirmations use the same print options Confirmation Title Header Message and so on however each confirmation can contain unique information for the buildings statuses and or categories that are detailed in the confirmation Because multiple confirmations are for multiple recipients you cannot mass email these confirmations Instead you can only print them and then manually mail them You can specify the settings for multiple confirmations from scratch or you can copy an existing confirmation format and modify it as needed To generate multiple confirmations 1 On the menu bar click Reservations gt Other gt Confirmations The Confirmation dialog box opens The Date Range tab is the active tab Figure 11 6 Confirmation dialog box Date Range tab Con
236. date otherwise go to Step 4 Click on the dates on the calendar that the event is to take place To select all five days in a work week click in the blank space that is to the left of the week To select all seven days in a week double click in the blank space that is to the left of the week Figure 2 2 Example of selecting the days of the week To select all five days for 25 26 27 28 29 30 31 the week of 11 8 2009 click in the blank space that is to 1 3 3 4 5 6 7 the left of the week To select all seven days for 8 9 10 11 12 13 14 the week of 11 8 2009 double click in the blank 15 16 17 18 19 20 21 space that is to the left of the week 22 aS a me Tae ee 3 Calendar Selected Dates 0 lt lt lt November 2009 gt gt gt ad S M T WwW T F S 29 0 1 2 3 4 5 Date Patten CearMonth Clear All To select every occurrence of a specific day of the week for the displayed month for example all Tuesdays in November 2009 click the heading S M T and so on for the day To select every occurrence of a specific day of the week that is currently displayed onscreen regardless if the day falls within the same month double click the heading S M T and so on for the day If you need to clear a single selected date click the date again To clear multiple selected dates in a single step click Clear Month to clear all currently selected dates for the currently displaye
237. de 0 Room Name Room Excluded From Scenario 7 Limit To Est Enrolment Cancel 453 Chapter 13 Academic Planning EMS Campus 454 3 On the Building dropdown list select all buildings or select a specific building that contains the rooms that are to be considered for assignment The rooms are displayed in the dialog box By default only those rooms that can meet the enrollment expectations regardless of availability are displayed Rooms that are excluded from the scenario are marked with an asterisk but you can override these rooms Optionally to display all rooms in the Room Selector dialog box clear the Limit to Est Enrollment option Select a room and then click OK Two results are possible e Ifthe room could not be assigned to the course because of a conflict then a message opens indicating this Click OK to close the message and repeat this step until you successfully assign a room to a course e If the selected room can be assigned to the course then the course is removed from the list and you return to the Preassignment window or Resolve Room Assignment window Repeat Step 2 through Step 5 until you have successfully assigned rooms to all courses for the term After you have assigned a room to a course at any time you can do any of the following e To change a room assignment for a course select a course for which a room has been assigned and then click Unassign You can then repeat Ste
238. details that do not have invoiced items from multiple bookings in a single step When you delete a booking detail from a booking any items that have been added for the detail are also deleted To delete booking details from multiple bookings 1 Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 Inthe left pane of the Navigator select the reservation 3 In the Bookings pane click Tools and then click Delete Booking Details Wizard The Delete Booking Details Wizard opens The first window in this Wizard the Select Categories window displays all the categories that are already in use for any of the bookings in the reservation Figure 3 71 Delete Booking Details Wizard Select Categories window Reservation No 1673 Delete Booking Details Select Categories Categories 5 Agenda Fumiture Personnel Room Charge Select All Unselect All Cancel Next gt 4 Select the category that is to be deleted from the bookings CTRL click to select multiple categories or click Select All to select all categories for deletion 156 Chapter 3 The Navigator 5 Click Next The Select Booking Details window opens This page lists all the bookings for the selected reservation with a
239. dministrator must enable the Use Billing Reference Allocation parameter for this tab to be displayed See EMS System Parameters in the EMS Setup Guide e PO Number Allocation tab By default the charge for a booking can be allocated to a single purchase order PO number On the PO Number Allocation tab you can allocate the charge for a reservation to multiple billing PO numbers by percentage See To allocate charges to multiple billing reference numbers and or PO numbers on page 75 Your EMS administrator must enable the Use PO Number Allocation parameter for this tab to be displayed See EMS System Parameters in the EMS Setup Guide e Reminders tab The Reminders tab displays any reminders that were created for the selected booking See Working with Comments and Reminders in the Navigator on page 158 e Attachments The Attachments tab displays any attachments that were saved with the booking See Working with Attachments in the Navigator on page 168 e Comments The Comments tab displays any comments that were made for the selected booking See Working with Comments and Reminders in the Navigator on page 158 e Drawings The Drawings tab displays a list of files that were attached to the selected booking See Working with Drawings in the Navigator on page 172 e History The History tab displays a list of changes made for the selected booking the date the change was made to the booking the user wh
240. dow 2 Select the group that is being deleted and then click Delete If there any reservations reference the selected group an error message opens indicating this and the group is not deleted otherwise a message opens asking you if it is OK to delete the selected group 3 Click Yes The message closes and the group is deleted 243 Chapter 6 Groups and Contacts Adding Comments and Reminders to a Group A comment is a text entry that explains or clarifies a group A reminder is a comment with a due date You can add comment and reminders directly to a group in the Groups window When you add a comment reminder you can select from a pre configured list of comment reminder types or you can create a user specified comment reminder type if none of the pre configured types meets your working needs To add a comment to a group 1 Open the Groups window 2 Select the group to which you are adding the comment 3 Open the Comments tab and then click New The Comment dialog box opens Figure 6 10 Comment dialog box Comment oe Comment History Audit Comment Type v Alert Users sete 4 On the Comment Type dropdown list select the type of comment that you are adding otherwise if none of the pre configured comment types meets your working needs select user specified comment and then in the Description field enter a description for the comment type 5 Inthe Notes field enter the comment 6
241. e Unpublishing a Previously Published Term on page 470 461 Chapter 13 Academic Planning EMS Campus 462 Chapter 13 Academic Planning EMS Campus Publishing a Term After the Domain Scheduler has finalized the assignment of courses to rooms either with the help of the EMS room optimization process or by using the scheme that was pulled from the SIS the next step is to publish the course schedule for the term in EMS Campus Publishing the course schedule causes the system to book the space in EMS creating reservations and bookings To publish a term 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Manage Terms The Terms window opens Figure 13 50 Terms window a Terme Sa Domain Main Campus X Tem Code 5 Description Phase Start Date Active Scenario Last Sync Edit 09 SPR 2009 SPRING PUBLISHED 1 12 2009 Scenario 2 10 17 2008 3 40 PM Print 09 FALL 2009 FALL PUBLISHED 8 10 2009 Scenario 1 1 15 2010 1 24 PM 10 SPR 2010 SPRING PUBLISHED 1 11 2010 Scenario A 2 22 2010 1 51 PM Syne 10 FALL 2010 FALL PUBLISHED 9 13 2010 Scenario A 8 17 2010 3 16 PM Admin 11 SPR 2011 SPRING PLANNING 1 10 2011 SIS 12 16 2010 2 18 PM Publish Unpublish Update SIS Copy Prefs Email Show V Active E Inactive Close 2 On the Domain dropdown list select the domain for which the term is being published 3 Select the term that is being pub
242. e 1 Start End Building Room Reconfirm Date Event 8 13 2010 Fri 1 45PM 5 15PM CTC 101 8 5 2010 Thu Event Building 26 Descriptic V Building other Building City High Building Corporate V Building Corporate V Building Corporate V Building Corporate 4 m r Reminders Q Web Reservations Web Requests Wait List oe Reconfirm Dates C Building Hours Exceptions y w r The tab is interactive You can Select options Status and Building Area View on the left pane of the tab to filter the reservations that are displayed on the tab You can also select a different view on the View dropdown list The default value is Thru Today To filter the reservations based on a specific time range on the View dropdown list select user specified and then enter at least a starting date in the available date fields An ending date is optional After you select or modify the filtering options click Refresh Select the reservation in the Reservations list and then click Go To open the reservation in the Navigator 225 Chapter 5 EMS Dashboard Building Hours Exceptions Tab The Building Hours Exceptions tab displays reservations that occur outside configured building hours Figure 5 14 Building Hours Exceptions tab Z Dashboard toee Options Status 14 View user specified Y Between to 9 23 2010 U Corfimed Date Stat End Buldng Room Group Event Fpi 8 23 2010 Mon 9 00AM
243. e and then modify the section number and any other pertinent information 1 Set any other criteria academic unit subject and so on as needed to provide assistance in locating an existing course and then click Get Data The courses that meet your search criteria are displayed on the Results tab For detailed information about searching with the Academic Browser see y Searching with the Academic Browser on page 507 403 Chapter 13 Academic Planning EMS Campus 2 Select the course that is to be copied and then click New Section The New Section dialog box opens The fields are automatically populated with the information for the copied course Figure 13 8 New Section dialog box New Section econ t faa Course User Defined Fields Title Intro to Accounting Course Number 101 Section 01 Subject ACCOUNTING X Instructor Raasch Kevin X Estimated Enrollment 100 Credit Hours 3 00 Notes Course Type Lecture X Start Date 1 10 2011 B Start Time 9 00 AM End Date 5 13 2011 EndTime 10 50AM G Su M Tu W h F Sa J a am a m Fon No Required Cancel 3 Modify the section number and any other pertinent information as needed and then click OK A message opens indicating that the course was created successfully 4 Click OK to close the message and return to the Academic Browser To add a course date in EMS Campus To add a new date to a course in EMS Campus you mu
244. e ACCT 251 01 Enrollment 27 i 1006 Fri 11 00 AM J Start Date a End Date Start Time End Time Location Course 1 2006 Mon 11 00 AM rar J 6 Me 12 15 2006 Fi 11 00 AM 11 M 1006 Wed 11 00 AM J cll casa dnt ska DA 1006 Fri 11 00 AM J 1006 Mon 11 00 AM 0 4 2006 Wed 11 00 AM J 2 i F 0 6 2006 Fri 11 00 AM J 254 Date Stat End Building Room Event New 0 9 2006 Mon 11 00 AM J 25 9 11 2006 Mon 11 50 AM JEFF J 254 ACCT 251 01 Auditing Edit 0 11 2006 Wed 11 00 AM J 2 9 13 2006 Wed 11 50 AM JEFF J 254 ACCT 251 01 Auditing I 0 13 2006 Fri 11 00 AM J 254 i Ti Delete en anii 9 15 2006 Fri 11 50 AM JEFF J 254 ACCT 251 01 Auditing 2006 Mor 00 AM J 2 SRE ee 9 18 2006 Mon 11 50 AM JEFF 3 254 ACCT 251 01 Auditing Tools 16 Wed 11 00 AM J 006 Fri 11 00 AM J 254 9 20 2006 Wed 11 50AM JEFF J 254 ACCT 251 01 Auditing Details 06 Mon 11 00 AM J 2 9 22 2006 Fri 11 50AM JEFF J 254 ACCT 251 01 Auditing 06 Wed 11 00 AM J 2 9 25 2006 Mon 11 50AM _JEFF 1254 ACCT 25101 Audting _Confimation 1 2006 Fri 11 00 AM J 254 9 27 2006 Wed 11 50AM JEFF J 254 ACCT 251 01 Auditing ie 0 rambo 9 29 2006 Fri 11 50 AM JEFF J 254 ACCT 251 01 Auditing 1 2006 Wee 00 AM J 2 PIER IOANE 10 2 2006 Mon 11 50 AM JEFF J254 ACCT 251 01 Auditing 11 6 2006 Man 11 00 AM 1 25 Y 10 4 2006 Wed 11 50 AM JEFF J 254 ACCT 251 01 Auditing After a term has been published you can continue using the Academic Browser the Acad
245. e Bookings Lewiston Hall Prnt Copy An Close 301 Chapter 8 Reports and Queries 4 Do one of the following e To create a query from scratch click New e To create a query by modifying an existing query select the query that is to be modified and then click Copy The Query Builder Filter dialog box opens The Query Builder Filter tab is the active tab You use the options on this dialog box to name and define the query Figure 8 8 Query Builder Filter dialog box Query Builder Filter tab fc Query Builder Filter oo Query Builder Fiter Display Fields Fitter Sort Chart Users Results Audit Filter Name Filter Type Reservations X Display In Browser Browser Uses Display Fields Only Not Filter none Owner Admin X Retum First 5o Number Of Records 5 Enter or modify the needed information for the query See e Query Builder Filter tab on page 303 e Display Fields tab on page 304 e Filter tab on page 305 e Sort tab on page 306 e Chart tab on page 307 e Users tab on page 308 6 Do one of the following e Click OK to close the Query Builder Filter dialog box and save the named query The named query is displayed on the Reports menu under the Queries option You can run this query at any later date when needed e Open the Results tab and then click Preview to run the query immediately and view the results on the tab
246. e Groups window You carry out all the needed configuration of groups and contacts in your EMS database from the Groups window To open the Groups window you can do one of the following e On the main menu or on the menu bar click Reservations gt Reservations gt Groups e On the toolbar click the Groups icon g Groups Click Go to display a list of all active reservations for all active groups of all types in your EMS database as well as all the active contacts for the groups You can always change the display in the Groups window and if the list of groups is exhaustive and you want to filter the list you can always search for groups from this window Figure 6 1 Groups window Groups Starts With Go Search By Group Type all 7 Group 59 a Cty State Group Type Biling Reference f Academic Affairs Arvada co intemal a Administration intemal 8 Aidan Parish Greenwood Vilage CO Intemal 4589 6321 8546 g A Greene Greenwood Village CO Intemal 4589 6231 4587 g Micia Keys Greenwood Village CO Intemal 4589 2563 7456 g Athletic Department Denver co Intemal Bankruptcy amp Reorganization Law New York NY Intemal Big Brothers Charity Denver co Extemal Bryan Sorrentino Greenwood Village CO Extemal Chess Club Denver co Intemal g College of Education Denver co intemal 8 Colorado Association of Geologists Rifle co Btemal 8 Coporate Marketing Greenwood Vilage CO Intemal 4589 7532 1258 Comorate Tax L
247. e Term dropdown list select the appropriate term 437 Chapter 13 Academic Planning EMS Campus 438 4 Set any other criteria academic unit subject and so on as needed to provide assistance in locating the courses for which you want to review preferences and requirements and then click Get Data The courses that meet your search criteria are displayed on the Results tab 5 Preferences Exist to Yes For an Advanced search you should select the Preferences Exist field a Course Dates level field and set the Preferences Exist filter to Yes For detailed information about searching with the Academic Browser see Searching with the Academic Browser on page 507 Ta To identify preferences and requirements for a Basic search you should set In the search results double click the course for which you are reviewing the preferences requirements The course opens in the Course Navigator In the middle pane of the Course Navigator select the course date for which you are reviewing the preferences The preferences for the selected course date are displayed in the bottom pane of the Course Navigator on the Preferences tab Figure 13 38 Course opened in the Course Navigator showing preferences the Course Navigator on page 520 Ta For detailed information about working with the Course Navigator see Using Course Navigator SIS Course Title Intro to Accounting Instructor Raas
248. e Updates Select this option if EMS is to automatically process new courses changes and cancellations if possible Leave the option blank to manually process new courses changes and cancellations See To manually process courses post publish on page 476 Note If this option is selected and EMS cannot automatically process new courses changes and or cancellations because of a conflict for example a room is not available then you must manually process these courses You must open the Course Updates tab on the EMS Dashboard and then open the Courses sub tab to view the courses in conflict that you must manually process See Figure 13 67 on page 485 The Courses sub tab is identical to the Course Updates window See Chapter 5 EMS Dashboard on page 207 for information about working with tabs on the Dashboard window Auto Sync Only Once Per Day If you do not select this option then EMS automatically synchronizes the courses in your SIS according to the settings for the EMS Campus Auto Sync service Last Date of Auto Sync Required value Enabled after Automatically Synch Courses is selected Select the last date on which synchronization is to be automatically carried out by EMS Chapter 13 Academic Planning EMS Campus 5 Click OK The Term dialog box closes You return to the Terms window Figure 13 67 Dashboard window Course Updates tab Reminder
249. e a Sat End TimeZone Buldng Room 1 10 2011 Mon 5 30PM 9 00PM ET CCE MR 301 1 17 2011 Mon 5 30PM 9 00PM ET CCE MR 301 1 24 2011 Mon 5 30PM 9 00PM ET CCE MR 301 m Show Unchanged Only 91 Chapter 3 The Navigator Optionally to view only the bookings for the selected reservation that were NOT successfully changed select Show Unchanged Only To view the details for a specific booking that was changed select the booking and then click Go To 8 Click Close to close the Change Status Results window and return to the Navigator If you reserve a resource and then edit the date time location or status of a booking and there is a resource inventory conflict a Resource Inventory Conflicts report opens onscreen If you close this report you can manually run an Resource Inventory Conflict check In the Bookings folder of the Navigator select Tools gt Resource Inventory Conflict 92 Chapter 3 The Navigator Copying a Reservation in the Navigator An easy way for you to make a new reservation in the Navigator is to copy an existing reservation and then make any necessary changes to the reservation When you copy an existing reservation you must provide a new start date and a new status however you can copy the existing reservation reminders comments user defined fields and drawings as is and you can copy one or more or all the existing booking details To copy a reservation in the Navigator 1
250. e of the Navigator Navigator Options dialog box The Navigator Options dialog box has three tabs General At a Glance and Highlight Categories General tab On the General tab you select the options for such things as which types of bookings to show in the Navigator old bookings and or canceled bookings the result of double clicking a listed folder opens the item or expands the folder the booking time that is displayed reserved time or event time and the highlight color for invoiced items See Figure 3 7 below At A Glance tab On the At A Glance tab you specify whether reminders comments attachments and so on are to be displayed in the left pane of the Navigator when a reservation folder booking folder and or booking detail folder is opened See Figure 3 8 on page 81 Highlight Categories On the Highlight Categories tab you indicate whether a checkmark is to be displayed on all booking detail item folders for the selected booking detail The default is to Highlight All which means every booking detail item folder for every booking detail is denoted with a checkmark See Figure 3 9 on page 81 Figure 3 7 Navigator Options dialog box General tab Navigat stor Options i Ea General At A Glance Highlight Categories F Show Old Bookings 5 Show Deleted Items V Show Cancelled Bookings Hide Empty Tabs F Show Wizards In Tools Menu Double Clicking A Listed Folder Opens The Item Expands
251. e on a mobile device e Summary Only the booking information appears in the email body Attached Detailed The entire confirmation is provided as an attachment to the email Confirmation Attach ics file An ics file is a file that a recipient can save to create an entry in his her personal calendar Select this option to attach an ics file to the email Email To Select the users associated with the reservation who should receive the Email CC email confirmation Copies to Print The number of copies of the confirmation that are automatically printed if you print the confirmation Not applicable if you email a confirmation 4 You can now generate a confirmation manually or automatically based on the settings that you have specified See Generating a Single Confirmation at a Time on page 269 268 Chapter 7 Confirmations Generating a Single Confirmation at a Time You can generate a confirmation for all the bookings in a reservation or just for a selected booking in a reservation In the default implementation of EMS when you request to generate a confirmation for a reservation or a booking the Confirmation dialog box opens The Confirmation dialog box has the same tabs as the Confirmation Settings dialog box Remember the values that you specified on the Confirmation Settings dialog box determine the information that is included in a confirmation See Specifying your Confirmation Settings o
252. e phrase Next Day appears to the right of the End time field 2 Do one of the following to specify the Setup and Teardown times To use the default setup and teardown times that your EMS administrator has assigned to the rooms in your system leave Use Default selected To override the default setup teardown times clear Use Default select Minutes or Hours and then enter your own setup and teardown times a Remember setup and teardown times are the hours or fractions of hours that you add to the event time to allow staff to prepare a room for the event or to clean up after the event For example for a 30 minute setup time you can enter 30 minutes or 0 5 hours 3 Indicate the status for the event a Depending on the status that you select for example Tentative or Hold you might be required to enter a reconfirm date You can monitor reservations that must be reconfirmed on the Reconfirm Dates tab on the EMS Dashboard See Chapter 5 EMS Dashboard on page 207 a Time zone is discussed in To select the event location on page 42 41 Chapter 2 Reservations and Bookings 4 Continue to To select the event location below To select the event location When the Reservation Wizard opens the time zone is set to Eastern Time and you cannot select a different value If you select a specific building area or view when carrying out a standard room search or best fit room search the t
253. e report e Show User Defined Fields If selected the report includes any user defined fields that have been completed e Show Notes If selected any user supplied notes are shown in the report Note The options that are marked with an asterisk are the recommended options for the most inclusive reports 526 Chapter 13 Academic Planning EMS Campus Preferences Summary Description Options When in Set Preference mode this report is used to N A summarize the number of each type of preference or requirement the number of the preferences that can be met from the optimization process and the number of preferences that cannot be met from the optimization process You can generate this report for each different scenario that was optimized Unmet Preferences Description Options When in Set Preference mode this report is used to list N A the courses that had preferences or requirements that were not met during the optimization process You can generate this report for each different scenario that was optimized Instructor Back to Back Description Options This report lists the courses that have instructors who are Days of the week to be included in the instructor s schedule scheduled to teach two courses at the same time The time gap between classes on the specified days that determines Conflicts and instructors who are teaching back to back back to back
254. e with any other configuration for the query as needed or do one of the following e Click OK to close the Query Builder Filter dialog box and save the named query The named query is displayed on the Reports menu under the Queries option You can run this query at any later date when needed e Open the Results tab and then click Preview to run the query immediately and view the results on the tab You can then click OK to close the Query Builder Filter dialog box and save the named query The named query is displayed on the Reports menu under the Queries option You can run this query at any later date when needed 303 Chapter 8 Reports and Queries Display Fields tab Figure 8 9 Query Builder Filter dialog box 1 Query Builder Filter pelea Query Builder Fiter Display Fields Fiter Sot Chart Users Resuits Audt i E Field Search Level Field Move Up Level Field S lt Move Down Booking Actual Attenc Booking Added By L Booking Area Booking Booking Date Booking Booking Day Booking Booking ID Booking Booking Stati Booking Building Booking Building Code Booking Building Exter Booking Building Note Booking Building Print aleinn Di sildina Tenn Open the Display tab and on the tab do one of the following Select the fields CTRL click to select multiple field that are to be displayed in the query results and then click the Move but
255. eceeeeeeeeenaaees 247 Working with Reservations for a Group ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeeeeeeeea 248 EMS User s Manual To work with reservations fOr a QrOUP cccceeeeeeeceeeeeeeeeeeaeaeeeeeeeeeneeaeeeeeeeeseaanees 248 Emailing et OU ca eta ors ace es a ewes acide evecare edad ade ue elu rene deena eae ss 250 THOOMaN A GROUP srair hese hs thet ahi tel ieniedtel hence ht 250 Printing and Exporting Group Information vec ones cas sce dec eeeeceeed eco anna abecensccieeneeceeees 251 Managing GONlAGIS 22 8676 28 Steet Nn ats ae tentacle tia ias dit Leite ae tl chee 253 T manage CONLACIS armier iis nak recs a shad aids cabled EE AAEE EEA A 253 Toadda contactarea a a a a Oaai 253 Foedita contacts aiet e e a A a a A a iiia 255 To delete a contact Bea rendt tse eeetedeleercebeks Boaters orate te eet eebed tA 255 To send emails to a contact An seseak ah Bake ata Ren Ak ahaa areata 256 Additional Configuration of Groups and Contacts ccccccceeeeeeeeeeeeeeceeeeeeeeeeeenereeeeees 257 To carry out additional configuration of groups and Contacts ececeeeeeeeeeeeeeteeees 257 To create a web user for a group OF COMtACT ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeesneeeeeees 257 To create a contact from a QKOUP x fcne osecccsevecanesey testy cbeeveeeuaiepibedeneeetdcndeetenessbubeseeeen 261 TO assign a group to a web USEF i ciceccccsc caneccdecesscsg sduasatboccterssdcdcchscauescuecsabensedudent
256. ecsenss 263 Chapter 7 Confirmations sssssssssnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnna 265 Specifying your Confirmation Settings cccccccccccccececeeceeeeeeeeeeeesssesessnnnennsnteeeeeeees 266 To specify your Confirmation SettinS ccccccccccccccccccceeeeeeeeeeeessseeeseseeseneaeeeeeees 266 Generating a Single Confirmation at a Time ccccceceeceeeeeeeeeeeeeeeeteeeeeaeeeeeeeeeeees 269 To manually generate a CONFIPMALION ceeeceeeee cette eeeeeee cette eeeeeeeeeeeeeseeeeeeeeeeeeeeeees 269 To automatically generate a confirmation cccccccecccececeeeeeeeeeeesseeesesetstenesaeeeeeeess 271 Chapter 8 Reports and Queries ceeeceeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeees 275 Generating an EMS Rep Or esccezcveteustesgececcauyegsiee em ote uacessteueeesvsguese le kat neteameabec cet es 277 To generate a report 2 2 i tc tededndsece cintaeandd dedaduu snub eh selendccmenesntbaedgcacneheadneresqversdoce dace 277 Memorzed tepon aeaa eta ak ek Ate aa Sake Je te le le A teeta Nal Sete 278 To create a memorized report from scratch ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeees 278 To create a memorized report Dy COPYING eceeeeceeeeeeeeeeeeeeeeeeeeteeeeeeeeeeeeeenaaees 281 EMS User s Manual To edit or delete a memorized report 2 0 2 2 eee eeeeece cece ee eeeee cee eeeeeeeeeaeeeeeeeeeeeeaeeeeeeenees 282 DANI reports nenie aaea te cape reverie o a
257. ect Use Specific Times and enter specific time periods to search Use Specific Times is available only if the Starting Date is the same as the Ending Date 183 Chapter 4 Search Tools 4 For each field level option by which to carry out the search e Select the field level option and then click the Move button gt Your search is limited to the exact order of the characters in the string but the string can appear anywhere in the search results For example if you enter add search results can include Added by Date Added and Group Address Line L Ta To filter the list of available fields in the Field Search field enter a search string A Filter dialog box opens Figure 4 4 Example of a Filter dialog box Filter Actual Attendance equals X 0 00 E Save Value Cancel e In the Filter dialog box enter a value or define the limits for the option and then click OK The option is moved to the Filter Summary list siy Ifyou have specific fields and or values by which you always want to carry out a search then you do not have to filter the list of fields on the All Fields tab every time you carry out a search Instead you can select each of these fields on the All Fields tab and then click Add to Favorites to add the field to the Favorite Fields tab Also after you enter a value or define the limits for a field you can click Save Value on the Filter dialog box The next time tha
258. ect from Net Sales Gross Sales or Discount Include Report Criteria The filter settings for the report are displayed in the report Show Zero Amounts Group Types with zero sales discounts are displayed in the report Status Changes by Reservation Lists the sales that are associated with a reservation where the reservation or booking status was changed Display Amount Select from Net Sales Gross Sales or Discount Include Report Criteria The filter settings for the report are displayed in the report Show Zero Amounts Group Types with zero sales discounts are displayed in the report Status Changes by Booking Lists the sales that are associated with bookings where the bookings status was changed Display Amount Select from Net Sales Gross Sales or Discount Include Report Criteria The filter settings for the report are displayed in the report Show Zero Amounts Group Types with zero sales discounts are displayed in the report 290 Statistics reports Chapter 8 Reports and Queries All Statistical reports except Hourly Room Utilization and Hourly Resource Inventory Utilization provide an Analyze feature to view data Click Analyze to open a Browser window that displays the queried data You can group the information by column and you can also export the raw data to an Excel file You can also click Details to provide more detailed information about the queried data Report
259. ed in checked out through either of these applications as well and the Source column indicates this accordingly To end a booking for a group select the group and then select the booking on the on the lt Building gt Bookings tab and click End Now Answer Yes at the prompt about ending the booking immediately To open an event in the Navigator select the event entry on the lt Building gt Bookings tab and then click Go To To manually no show a group of employees continue to To run the No Show wizard on page 381 Chapter 12 EMS Workplace To run the No Show wizard You use the No Show Wizard to email all groups that have not checked in to a specific building It also provides options for changing the status of a group s bookings so that the group s workspace is released a When you run the No Show wizard from the Group Check In Status window you must manually create and send the email and you must manually change the status Both of these processes can be automated by creating a No Show Notification rule Contact your EMS administrator for assistance 1 Select the group on the With Bookings tab and then click No Show The No Show Wizard opens Figure 12 5 No Show Wizard i oe Send Email Change Status _Cencet 2 Do one or both of the following To send an email to the group select Send Email to open an email form Complete and send the email as normally
260. eded however you can create a reminder that addresses just your general business needs and is not attached to any specific item For example you can create a reminder about preparing for your organization s yearly safety inspection Any reminder that you create from the Reminders tab on the Dashboard window is an unattached reminder 1 Click New The Reminder dialog box opens Figure 5 5 Reminder dialog box Reminder lo Reminder History Audit il Reminder Type X 2 Do one of the following e Select a Reminder Type e Ifnone of the pre configured Reminder Types meets your working needs then select user specified and in the Description field enter a description for the reminder type The Responsible User field is populated with your User ID and the Date Due field is populated with the current day s date 3 Optionally change the value for the Responsible User the Date Due or both 4 Ifyou are completing the reminder today select a Date Completed otherwise leave this field blank This field is populated automatically when you or another user completes the reminder See To complete a reminder on page 218 5 Optionally do one or both of the following e In the Notes field enter any further explanation or information about the reminder e Click Spelling to spell check the reminder before you save it 216 6 Chapter 5 EMS Dashboard Click OK The Reminder dia
261. edium except as specifically allowed in the license or the non disclosure agreement EMS the EMS logo and EMS Regics are registered trademarks of Dean Evans amp Associates Inc Event Management Systems EMS Enterprise EMS Professional EMS Lite EMS Campus EMS Workplace EMS Legal EMS District EMS Master Calendar 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 companies Customer support is available to organizations that purchase EMS Enterprise and that have a current Annual Service Agreement ASA Contact DEA Inc at Dean Evans and Associates Inc 5613 DTC Parkway Ste 1250 Greenwood Village CO 80111 800 288 4565 Phone 303 796 7429 Fax support dea com www dea com Table of Contents Chapter 1 Getting Started with EMS cseeceseeeeeeeeeeeeeeeeeeeeeeeeeeees 25 PANTING EMS A ities telco aici kite tiolbee tatoo ool atest ata oct cs ete aaeares 27 TO SUA ENG cscs rece tects a a Ghats adit ais ada a E Stes Cada Oda 27 The EMS WWINGKOW 325523 tncachctedeste aes a mse ductinks onigunteda eed 29 ADEN al cen E E tat vel E ele tain Dah aia ia See ta S 29 M n Dal Anes etek ee ct eee AE eh eae Srila eini 30 TOODA cca ces teat A aire ati
262. eeeeeeeeeeaaeeeeeeeeeenenneeeeeees 480 To process a Room Capacity Violation post publish 2 0 0 0 ceeeeeeeeeeeeeeeeseeeeeees 482 To automatically process Courses POSt PUDIISN cccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaees 483 To process courses post publish for Enroll Ment c ccccececeeeeeeeeeeeeeeeeeeeeeeeeeeeseeaeees 486 Setting a Final Exam Schedule aiccs 20 teal yah adele cence apne anata 489 To create a final exam schedule template ccccccceeeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeneeeaaees 489 To manually create a final exam schedule template cccceeeeeeeeeeeeeeeeeeeeeeees 491 To import a term to create a final exam schedule template ccecceeeeeeeeeees 492 To import a file to create a final exam schedule template cceeeeceeeeeeeeeees 493 To specify final exam settings for a specific COUISE ccceceeeeteeeeeeeeeeeeeeeeeeeeeentnaees 494 To specify final exam settings for multiple COUISES ccceeceeeeeeeeeeeeteeeeeeeeeeeenaeees 496 Publishing a Final Exam Session xis secs ies Sack See ook as Se des oe th ee ce 499 To create a final exam session cere cree caterer ceialeree ees aee ues Sub ended Sake teteeeieen oath e 499 To publish the final exam session xine eee enlace ieee eeeelitet 501 Searching with the Academic BrowSel cccccceeeeeeeeneeeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeeeeenaeees 507 To carry out a search in the Academic Browser c
263. eeeeeeeeeeeeeeeaaes 461 PUBISHINGGa TeMi e a A la ete leeciti ita acre at 463 TO vDUDIS Ra GM tact eta on eee ge eRe a Atel ei eke ntaa nutes 463 Manually Updating Course Locations in the SIS cccecceceeeeeeeeeeeeeceeeeeeeseeeeeeaeeeees 468 To manually update course locations in the SIS c ccceeeeeeeeeeeeeeeeeeeeeeeteeeeeeeeeseees 468 Unpublishing a Previously Published Term eccceccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeneaeeeees 470 Fo npublisha term airis ene ean ee Cnn ne ne ee nee ee eee ane 470 Reviewing Reservations and Resolving Room Assignments cceeeeesteeeeeeeeeees 473 To change the course rooms locations for one or more bookings eeeeeeees 474 TO SWAP rooms between COUISES cccccceeseeecceeeeeeeeeeaeeeeeeeenaaaaeeeeeseeseeaaaeeeeeeeeeaaeees 475 EMS User s Manual Post Publish Processing Of COUIrS S ccceeeeeeeeeceeeeeeeeeaeeeeeeeeeneaaaeeeeeeeeeesnneeeeeees 476 To manually process courses POSt PUDIISN ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 476 To process a canceled course POSt PUDIISN ccceeeeeeeeeeeeeeeeeeeeeneeeeeeeeeseeeeeeeees 478 To process a changed Course post publish cccceceeeeeceeeeeeeeeeeeeneeeeeeeeeesseeeeeeees 478 To process a new Course date post publish ccceeeeeeeeceeeeeeeeeeeeeneeeeeeeeeeesseeeeees 479 TO process a NEW course POSt PUDIISN cece eeeeeee eee eeeeecc
264. eeeeeeeeeeeeeeeeeeeeeeees 367 To check in check out unregistered visitors for AN CVENL cceceeeeeeeeeeeeeeeeeetteeeees 369 TOC visitor DADO CS nrerin a aa e serene nee ated ee a EEAS 371 To import a list of attendees and visitors to AN event c ceeeeeeeeceeeeeeeeeeeeeeeeeeees 371 Chapter 12 EMS Workplace 2 sseeeeeseeeceeeeeeeeeeeeeeeeeeeeeeeeeeees 375 Managing Groups Check In Check Out Statuses c cccsssseecceeeeeeeeeeeeeeeeeeeeeeeseeees 377 To manage groups check in check Out StatUS S ccccseseeeeeeeeeeeeeeeeeeeeeeeeeeeees 377 To run the No Show wizard ceca eta A ragsctes ee ch ceendd date cede a eu uab ie bocedenah Lb Apeenieadedeme ae 381 Configuring Hoteling Wizard Templates cccccccececeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeees 382 To configure a hoteling wizard template 0 c ccccccceceeeeeeeeeeeneeeeeeeeeeneeeeeeeeeeeeenneeees 382 Chapter 13 Academic Planning EMS Campus ccceeeeeeeeees 385 Overview of the Academic Scheduling Process ccceeeeeeeeeeeeeeeeeeeeeeneeeeeeeeenaaees 386 EMS User s Manual Academic scheduling specific terms used in EMS Campus eeeeeeeeeeeeeeeeeeees 386 Academic scheduling configuration PrOCeSS ecceccceeeeeeeeeeeceeeeeeeeeeeeeeeeeeeeeesaaeees 388 Academic Planning phase ccccccesseccceeeeeeeseeeeeeeeeeeeeeeaeeeeeeeeseaaeaeeeeeeesseneeeeeeees 388 P
265. eeeeeeeeeeeeeeeeeeeees 133 To add a booking detail from a catering service order or resource category 135 Adding Booking Detail Items to Multiple BOOKINGS cceeeeeeeeeeeeeeeeeeeeeneeeeeeeeeees 139 To add items to multiple bOOKINGS xis jake ee ea ea i a 139 Editing Booking Detail Items for Individual Bookings cccceeeeeeeeeeeeeeeeeeeeeeeeeeees 141 LO GE DOCKING detail MEM G sccc crceceetoarce anionen a ae iana enera E ainiaan ia 141 To edit a booking detail item from a non resource CateQOry cccceeeeeeeeeeeeeeeees 142 To edit a booking detail item from a catering service order or resource category 142 Editing Booking Detail Item Charges in the Navigator cccceeeeeseeeeeeeeeeeeeeeeeeeeees 145 To edit booking detail item charges in the Navigator eceeeeeeeeeeeeeeeeeeeeeeteeees 145 Editing Count Information for a Booking in the Navigator ccccseeeeeeeeeeeeeeeeeeees 147 TO VOCICOUINS tsps ena n tars tat tant eee heer ele Mat a a EE E tenieit te 147 Applying a Reservation Discount cccceesseeeceeeeteeeeeeeeeeeeeeeeeseeeeeeeeeseeaaeeeeeeeeeees 149 To apply a reservation discount cc ccees sete nestsceei eee seehecaeneeeee seed teens ages bereeescceceee 149 Copying Booking Details between BOOkingS cecceeceeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeneeeaaees 151 To copy booking details between bookings eceeceeeeeeeeeeeeee
266. eeeeeeenneeeeeeeeenaaees 429 To use the Manage Terms Copy Preferences tool eeeeceeeeeeeeteeeeeeeeeeeeeneeeeees 430 To use the Academic Browser Set Course Preferences tOol e ceeeeeeeeeeeeeeeees 432 Tortisethe Course Navidatolcanccsnccg cuss seals e e dette read 435 Reviewing and Verifying Room Preferences cccccccesccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 437 To review and verify room preferences cccceceeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeeeeenaaees 437 Overview of Room Assignments and Optimization cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 441 About Creating Scenarios and Optimization c ccceceeceeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeeee 442 Evaluating optimization scenarios cccceeeseecceeeeeeeeeeeeeeeeeeeeeeeeaaeeeeeeeeeeaaeeeeeenenees 444 Creating Scenario Sioa iea ea oa a aeaa aaa a Ea a St enceveercesdareteseiezeauctesaepeesecess 445 To create a pre assignment scenario cceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaeeeeeeeeeeaeees 445 To create an optimization SCOMAMIO eeeeeeecceeeeeeeeeeeeeeeeeeeeeaaeeeeeeeseeeseaaeeeeeeeeeaeees 448 Assigning ROOMS tadan e e tO ee een Nl EA a LE 453 To assign TOOTS 1O COUTS GS si ci i oi en i i at i he a ennnen nnee 453 To search for rooms to assign tO a COUISE ss ccccctissscessacegs civepdantzee dain chetbedeeeaeagedeebed 455 Overview of Publishing an Academic Term cccccecccececeeeeeeseeceeeeeee
267. eenenaaees 195 To search for reservations Dy group ccceeeeeeeeeceeeeeeeeeeeeaaeeeeeeeeeeeeeaeeeeeeeenenaaeaes 195 Searching with the Resource Calendab ccccccccccccceeeeeeeeeeeeessseseeeennensenseteeeeeees 197 To carry out a search in the Resource Calendar cccccceceeeeeeesseeeeeeneeeeaeaeaeeeeeeees 197 To carry out a basic search in the Resource Calendar ccccccceeeeeeeeeeeeeeeeeeeees 198 To carry out an advanced search in the Resource Calendat cccccceeseeees 200 Searching with the Service Order Management Browser cccceeeeeeeeeeeeeeeeseeees 203 To search with the Service Order Management browsSe cccecceeeeeeeeeeeeeeeeeees 203 Chapter 5 EMS Dashboard sssssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnna 207 Overview of the EMS Dashboard and Dashboard Options ccccceeeeeeeeeeeeeeteees 209 Dashboard Options isis siete a Se oat cee ates teen Tee 210 Notifications Tabien aia cl Ata ntl aby aia nt A dae take 212 Reminders Tabee tact nect oh theres Bede eta tee et Aertel Mt Beate tat 214 To change the Reminders tab ViOW csssssscccccceceeececeeeeseeeeeeesseseseeeaaeeaaaaaeeeeeeees 215 To create an unattached FEMIMGS le v gscccces egsieeigtecexeccaecleneisevabecas cn pase ehedeteeae eet teel es 216 To edit a reminder ite faces ans bho ven lhs heptane ne tees Scene behets eee toda 217 T d lete a reminNdeT imeandaa aae a
268. efers e Ifthe notification is attached to a reservation booking or booking detail then the reservation opens in the Navigator and the appropriate folder Reservation Booking or Booking Detail is automatically selected e Ifthe notification is attached to a group then the Group window opens with the group information displayed in the window Click Refresh to check for notifications that have been issued since you opened the Dashboard 213 Chapter 5 EMS Dashboard Reminders Tab A comment is a text entry that explains or clarifies a reservation booking group or service order A reminder is a comment that has a due date associated with it The Reminders tab displays all the reminders for which you are the responsible user and that by default have a due date through the current day s date Figure 5 4 Dashboard window Reminders tab fc Dashboard kabaka Options Responsible User 8 View Thu Today z E all Reminder Type all X 7 Attached To cal Exclude Completed 7 E Greg Search In Text Hide Canceled Refresh 7 Heather Reminders 0 Description Attached To Responsible New 7 Jennifer Ward V Melissa V Susannah Parish Q Web Reservations Web Requests C Wait List Reconfirm Dates Pa Building Hours Exceptions The tab is interactive You can 214 View a list of reminders for other responsible users and or set the criteria for which reminders that
269. efined fields are custom fields that store additional information or data for a group Your EMS Administrator configures the types of fields that are available as well as the allowed values for the fields When you add a user defined field to a group you must specify a value for the field To add user defined fields to a group 1 Open the Groups window 2 Select the group to which you are adding the user defined fields 3 Open the User Defined Fields tab and then click New The User Defined Field dialog box opens Figure 6 13 User Defined Field dialog box User Defined Field User Defined Field History Audit Field X Value Cance 4 On the Field dropdown list select the user defined field that you are adding to the group 5 Inthe Value field enter the value for the user defined field 6 Click OK 247 Chapter 6 Groups and Contacts Working with Reservations for a Group You can create a new reservation for a group from the Groups window you can open and view any existing reservations for the group in the Navigator and you can reassign a reservation for a group which means that you assign a reservation for a group to another group To work with reservations for a group 1 2 3 Open the Groups window Select the appropriate group Open the Reservations tab All future reservations for the group are displayed on the tab Do one of the following e To create a ne
270. efore you view edit or make a reservation you can change the Reservation Book view so that it better suits your working needs See To change the Reservation Book view on page 54 2 Optionally you can do one or more of the following to view the reservation information e View the reservation in the Navigator by doing one of the following e Double click the middle bar for the reservation entry e Right click the reservation entry and on the context menu that opens click Open See Chapter 3 The Navigator on page 69 e List the bookings for a room Click on the room name or code in the Rooms list to open the Bookings tab for the Room Info dialog box The tab on this dialog box lists all the bookings for the selected room based on the current view Daily Weekly Monthly and on the date that is shown in the Date field Figure 2 19 Room Info dialog box Bookings tab E Room Info reo faa Bookings Room Pricing images l Date Reserved Stat Reserved End Event Stat Event End Room Event Name 10 18 2010 Mon 1 45 PM 5 15PM 2 00 PM 5 00 PM MU Courtyard 30th Annual Ej 59 Chapter 2 Reservations and Bookings e View the properties for a room Click on the room name or code in the Rooms list to open the Bookings tab for the Room Info dialog box and then open the Room tab The tab on this dialog box lists all the properties for the room such as the room code the room name the room cl
271. ek to include in the report Display Chart Includes a chart on the final page of the report that summarizes the reported data 291 Chapter 8 Reports and Queries Report Description Options Hourly Resource Inventory Utilization Displays resources and the number of items used on an hourly basis for a specified date range Day Selection Specify which day s of the week to include in the report e Display Chart Includes a chart on the final page of the report that summarizes the reported data Group Statistics Displays Number of Bookings Reserved Hours Event Hours Estimated Attendance and Actual Attendance by Group Type for a given date or date range The format can be set to Detail to provide statistics for each specific group Include Report Criteria The filter settings for the report are displayed in the report Event Type Analysis Provides information by event type on the following the number of reservations the number of bookings the percentage of total reserved hours the percentage of total event hours the percentage of total estimated attendance the percentage of total attendance the actual attendance and the percentage of total Include Report Criteria The filter settings for the report are displayed in the report e Display Chart Includes a chart on the final page of the report that summarizes the reported data Reservation Source Analysis
272. elcome Events Acade lt m gt Hide Cancelled Bookings FJ Hide Old Bookings 7 Select All Unselect All To show canceled bookings clear Hide Cancelled Bookings Conversely to hide canceled bookings select Hide Cancelled Bookings To show all bookings regardless of date clear Hide Old Bookings 6 CTRL click to select the bookings that are being moved to the new or existing or click Select All to select all the displayed bookings in a single step and then click Finish A message opens indicating that the changes were made successfully 7 Click OK to close the message and return to the Navigator Both the old reservation and the new or existing reservation are now displayed in the left pane of the Navigator If you moved the bookings to a new reservation then the new reservation that is created is assigned the next available reservation number in the database If you moved the bookings to an existing reservation and any of the moved bookings are in conflict with bookings in the existing reservation then this conflict is indicated in the Navigator 115 Chapter 3 The Navigator Copying Multiple Bookings in the Navigator You use the Copy Bookings Wizard to copy one or more bookings to a new date or to a set of dates either within the same reservation or to a new reservation To copy multiple bookings in the Navigator 1 Open the reservation in the Navigator See e Viewing and Editing Reservations in the R
273. elect the invoice CTRL click to select multiple invoices and then click Final A message opens warning you that you are about to post and print invoices and asking you if want to continue 6 Click Yes The message closes and an onscreen preview of the final invoices opens The preview is titled Invoices and each invoice has been issued an invoice number The preview window contains options for printing a hard copy of the invoices for emailing the invoices see Sending Email from EMS on page 360 and so on Select the option or options that best fit your working needs Figure 9 4 Onscreen preview of an invoice selected for reprinting Conference Services 7 e m sE 1000 Main Street Denver CO 80111 Professional 303 771 0110 303 796 7429 1 Invoice Group Invoice Number 1006 Dr James Rouse Invoice Date 8 12 2010 Dr James Rouse Due Date 9 11 2010 z 4564 Broadway Event Name 30th Annual Engineering Egg Denver CO 80210 Throw Demonstrations h USA Reservation No 1673 Bookings Details Quantity Price Amount Thanks for selecting our facility to host your upcoming event Please take a moment to review the details outlined below T and make any necessary changes and fax them back to us at 303 796 7429 E M October 11 2010 9 00 AM 4 00 PM 30th Annual Enaineerina Eaa Throw Demonstrations Confirmed HCE North Audit 319 Chapter 9 Billing After you generate an in
274. ementation of EMS Your EMS administrator might have customized some of these labels to better suit your organization s business needs Therefore the labels that are referenced in this User s manual might be different than what you observe for your implementation e The colors that are shown in this User s manual for the windows and their components for example a reservation in the Reservation Book or the colors for the booking statuses are those used in the standard implementation of EMS Your EMS administrator might have customized some of these colors to better suit your organization s business needs 21 Preface EMS User s Manual 22 Therefore the colors that are shown in this User s manual might be different than what you observe for your implementation The fields required and optional categories and dropdown list values that are described in this User s manual are those used in the standard implementation of EMS Your EMS administrator might have customized some of these values to better suit your organization s business needs Therefore the fields categories and values that are referenced in this User s manual might be different than what you observe for your implementation The EMS application provides multiple ways of accessing the same EMS functions and although this manual does not address all these ways you can use whatever method best suits your working needs Information that can vary in a c
275. emic Book and or the Course Navigator to locate courses however for automation reasons after a term is published you should make room changes in EMS Campus and not in your SIS 47 wo Chapter 13 Academic Planning EMS Campus In a typical process you would want to locate and review the following types of courses immediately after publishing Courses in conflict Use the Academic Browser to search for bookings in the academic conflict status that you designated for example Academic Conflict See Searching with the Academic Browser on page 507 You can change the location to resolve the conflict see To change the course rooms locations for one or more bookings below or if the conflict was intentional you can change the status to the academic share status that you designated for example Academic Shared See To edit a booking in the Navigator on page 97 or To edit multiple bookings in the Navigator on page 99 same way as when marking them as Shared Space prior to publishing however manually updating the status does not result in these course being cleared from your Conflict list Ta When you manually update the status to Shared the courses are not linked in the Courses or events that were overridden by publishing Use the Academic Browser to search for bookings in the status that you designated for override bookings for example Academic Bumped See Searching with the Academic Bro
276. emic Unit School of Business Course State Edited avigato Dates User Defined Fields 0 History 0 Course Type Start Date a End Date Days Start Time End Time Location State New Independent Study 1 10 2011 Mon 5 3 2011 Tue F unassigned New Edit Discussion Recitation 1 10 2011 Mon 5 13 2011 Fi MWF 8 00 AM 9 50 AM JEFF J 251 Edited Delete Preferences Final Exam Settings History 0 Preference Value Required Copy Paste 2 Inthe middle pane of the Navigator select a course date record and then click Edit The Course Dates dialog box opens The Course Dates tab is the active tab 3 Open the Final Exam Settings tab Figure 13 78 Course Dates dialog box Final Exam Settings tab Course Dates Final Exam Settings Audit Final Exam Required v Final Exam Settings Special Common Exam Seat Fill Percentage 100 Room Required ho preference Require Current Room Notes S so ox a 494 Chapter 13 Academic Planning EMS Campus 4 Do any of the following If a final exam is not required for the course then clear the Final Exam Required option and go to Step 5 a Typically courses with multiple course dates lab components or short term courses are marked as No Exam Required If the course is meeting at a time other than what is specified by the template see To create a final exam schedule template on page 489
277. en go to Step 3 otherwise to leave the course in the same room go Step 5 Figure 13 64 Select A Room dialog box i Z Select A Room 2 a Building Building all X Room Type all X Features Feature Built in Sound Video Chalkboard Projection System Smart Board Tv DVD VCR Whiteboard Window s Ignore Room Capacity 3 Specify your search criteria and then click Next A list of rooms that meet your search criteria is displayed The list includes any TBD rooms that have been configured 4 Select the room that is to be assigned to the new course and then click Finish The Select a Room dialog box closes and you return to the Course Updates window with the new course still selected 5 Click Process A message opens asking you if you are sure that you want to process the selected course dates Chapter 13 Academic Planning EMS Campus 6 Click Yes After processing is complete the message closes and the new courses are removed from the Course Updates window The courses are added in EMS If you did not assign a new room to the course then clicking Process merely y acknowledges the room violation The course remains in its same room To automatically process courses post publish 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Manage Terms The Terms window opens Figure 13 65 Terms window G
278. end times to a later time based on the number of hours that specify e Reschedule Booking to Specific Time Resets the following values based on the specific times that you select e Reserved Start e Event Start e Event End e Reserved End Set Setup Teardown e Resets the setup or teardown times based on the hours or minutes that you specify e Start Booking Earlier e Resets the event start time and the reserved start time to an earlier time based on the number of hours that you specify Start Booking Later e Resets the event start time and the reserved start time to a later time based on the number of hours that you specify 3 Click Next The Select Bookings window opens By default this window displays all the bookings for the selected reservation with a date greater than or equal to the current day s date Figure 3 24 Change Booking Date Time Wizard Select Bookings window Reservation No 335 Change Booking Date Time Select Bookings Date Weekday 4 5 2010 Mon Monday 4 12 2010 Mon Monday 4 19 2010 Mon Monday Hide Cancelled Bookings Start End Room Event Status Service Orders 7 00AM 6 30PM LabMAC MSI Final Exam Web Conflict Yes 8 00AM 7 30PM Lounge MSI Final Exam Web Conflict Yes 8 00AM 7 00PM Lounge MSI Final Exam Web Conflict Yes Hide Old Bookings 7 Select All Unselect All F To show canceled bookings clear Hide Cancelled Bookings Con
279. enda activities on page 126 e If you are adding room charges see To add a room charge on page 127 133 Chapter 3 The Navigator 2 Click Next The Select Bookings window opens This window displays all the bookings for the selected reservation with a date greater than or equal to the current day s date and that do not already have the selected booking detail added Figure 3 56 Add Booking Details Wizard Select Bookings window 134 7 Reservation No 1673 Add Booking Details Select Bookings Date Weekday Start End Building Room Event 10 11 2010 Mon Monday 9 00AM 4 00PM HC HCE North Audit 30th Annual Engineering Egg Throw Demonstratic 10 13 2010 Wed Wednesday 9 00AM 4 00PM HC HCE North Audit 30th Annual Engineering Egg Throw Demonstratic 10 15 2010 Fri Friday 9 00AM 4 00PM HC HCE North Audit 30th Annual Engineering Egg Throw Demonstratic 4 m gt Hide Cancelled Bookings Hide Old Bookings 7 Select All Unselect All Conc To show canceled bookings clear Hide Cancelled Bookings Conversely to hide canceled bookings select Hide Cancelled Bookings To show all bookings regardless of date clear Hide Old Bookings 3 CTRL click to select the bookings to which the details are being added or click Select All to select all the displayed bookings in a single step and then click Finish A message opens asking you if you want to add more booking details Do one of the following e Cli
280. ening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 In left pane the Navigator select the reservation that is being edited and on the Reservation Summary tab click Update Pricing The Update Pricing Plan wizard opens The current pricing plan for the reservation is displayed in the Pricing Plan field The window displays all the categories including room charges that can be repriced in one or more of the reservation bookings Figure 3 15 Update Pricing Plan wizard Update Pricing Plan Wizard Pricing Plan bd Select Categories Categories 4 Food Service Fumiture Personnel Room Charge Select Al Unselect All Cance 87 Chapter 3 The Navigator 3 Select the category or CTRL click to select multiple categories that are to be repriced the reservation 4 Click Next The Select Bookings window opens This window lists all the bookings with one or more of the selected categories that can be repriced Figure 3 16 Update Pricing Plan wizard Select Bookings window a Update Pricing Plan Wizard Select Bookings Date Weekday Stat End Building Room Event 10 11 2010 Mon Monday 9 00 AM 4 00 PM HC HCE North Audit 30th Annual Er 10 13 2010 Wed Wednesday 9 00 AM 4 00 PM HC HCE North Audit 30th Annual Er 10 15 2010 Fri Friday 9 00 AM 4 00 PM HC HCE North Audit 30th Annual Er You can reprice a room charge for a booking only if the room ch
281. ent 50 00 Ye Pre payment Event 10 00 Payment 30th Annual Engineering Egg Throw Demonstrations 100 00 Print 2 Select the date the default value is the current day s date and the department for which you are voiding the transaction The Payment Entries window is updated with the list of payments that meet the date and department criteria 3 Select the transaction that is to be voided and then click Edit The Payment Entry dialog box opens This window details specific information for the selected transaction See Figure 9 19 on page 335 4 Click Void and in the Void Comment field enter a reason for voiding the transaction 5 Click OK The Payment Entry dialog box closes You return to the Payment Entries window The Void column is set to Yes for the voided transaction 342 Chapter 9 Billing Generating an EMS Billing Report All EMS Billing reports are available under the Billing option on the menu bar For any EMS report you can specify the parameters options and format for the report or you can generate the report according to memorized settings For detailed information about a memorized report see Memorized report on page 278 Not all reports require the same parameters nor do they all have the same options available In addition you can generate different reports in different formats For brevity and ease the parameters that are available for each report are not detailed in this sectio
282. ent scheduling are reservations and bookings To use EMS efficiently and effectively you must understand the structure of a reservation in EMS you must understand the concept of an event timeline for a reservation booking and you must know how to make a reservation This chapter covers the following topics Reservation Structure on page 35 Event Timeline on page 36 Making a Reservation Using the Reservation Wizard on page 37 Viewing and Editing Reservations in the Reservation Book on page 52 Finding and Making a Reservation for a Group on page 64 33 Chapter 2 Reservations and Bookings 34 Chapter 2 Reservations and Bookings Reservation Structure An event in EMS is comprised of the following e A reservation e One or more bookings e Booking details These three components exist in a hierarchy a reservation contains one or more bookings and each booking can have one or more details associated with it Reservation and bookings A reservation is the who and the what of an event For example Group X the who can reserve some space for an Event Y the what A booking is the where and the when of an event For example Group X can schedule the conference room the where for a staff meeting on the second Monday in January the when Group X now has a single reservation with a single booking in EMS If however Group X schedules the conference room the where for a staff meeting on the
283. enu Chapter 2 Reservations and Bookings on page 33 details the two essential EMS components for meeting and event scheduling treservations and bookings It explains the structure of a reservation in EMS it explains the concept of an event timeline for a reservation booking and it describes the three ways to make a reservation in EMS Chapter 3 The Navigator on page 69 details the Navigator which is a window in EMS that you use to view and manage all aspects of a reservation including bookings and booking details It also provides detailed procedures for using the Navigator to add one or more bookings to a reservation edit and copy reservations edit and copy one or more bookings cancel one or more bookings add comments to reservations and bookings and to manage booking details and items Chapter 4 Search Tools on page 177 details the variety of options that are available to you for searching for reservations and bookings in your EMS database including the Browser the Calendar the Navigator Groups and Web Requests Chapter 5 EMS Dashboard on page 207 details the EMS Dashboard which is a window that centralizes critical information about reservations and web requests in a single location The information that is displayed on this window provides you with the necessary input to manage your work in the EMS application Chapter 6 Groups and Contacts on page 231 details the procedures for adding and
284. er 4 Search Tools on page 177 2 Inthe left pane of the Navigator right click the reservation and on the context menu that opens click Add Reminders and Comments The Add Reminders and Comments window opens This window lists all the available pre configured reminder and comment types in the Available list Figure 3 77 Add Reminders and Comments window Add Reminders And Comments NTA Students Association Reservation No 1459 tokoja Available 11 Description Selected 0 Description Comment Admission Cost and Directions Comment Event Recap Comment intemal Note m Comment Public Event Infomation Comment Sales Call Follow Up Reminder Reminder Reminder Reminder Reminder Reminder Contact Off Site AV Vendor Finalize Event Details Get Final Catering Count Get Insurance Waiver Fom Tentative Booking Follow Up Test Video Connections Chapter 3 The Navigator In the Available list select the comment reminder type or CTRL click to select multiple comment reminder types that are to be added to the reservation and then click the Move gt button to move the selected comment reminder types to the Selected list To enter the text for the selected comment reminder types select a comment reminder type in the Selected list and then click Edit A Notes dialog box opens in which you can enter the text for the selected comment reminder type After you have entered the text for a selected comment remind
285. er type click OK to close the Notes dialog box and return to the Add Reminders and Comments window Repeat Step 4 and Step 5 for each selected comment reminder type Click Finish A message opens indicating that the comment reminder types were added successfully Click OK to close the message and return to the Navigator 163 Chapter 3 The Navigator Working with User Defined Fields in the Navigator The User Defined Fields tab displays the additional fields that store custom data for a reservation or a booking detail that is a service order Your EMS Administrator configures the types of fields that are available as well as the allowed values for these fields You can add new fields to a reservation or booking detail edit the value for a field and delete fields You can also view the history for a field To work with user defined fields in the Navigator 1 164 Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 In the left pane of the Navigator select the reservation or booking detail remember the booking detail must be a service order and then in the right pane of the Navigator open the User Defined Fields tab Continue to one of the following e To add a user defined field
286. ered and the final exam for the course can be scheduled in another room through optimization Courses can be assigned to TBD if no rooms were available Those courses that are in a different room than they were all semester have the NO flag in the same room column 11 Click Close to close the View Bookings window and return to the Final Exam Sessions window The final exam session publishing process adds the final exam for each course as a separate booking in the course s reservation After you publish a final exam session you can find the final exam booking for a course by opening the course in the Navigator and expanding the reservation and scrolling to the bottom of the Reservation left pane or to the bottom of the Bookings lower right pane You can use the Final Exam Schedule report to review the final exam schedule or the Final Exam Settings report to view optional settings See Generating Academic Reports on page 523 To open the View Bookings window again click View on the Final Exam Sessions window If you delete a final exam session then all final exam bookings that are associated with the session are deleted 503 Chapter 13 Academic Planning EMS Campus 504 Using the Academic Tools Section Contents Searching with the Academic Browser on page 507 Using the Academic Book on page 514 Using the Course Navigator on page 520 505 Chapter 13 Academic Planning EMS Campus 506 Chapter 13 Academic Plann
287. ervation In addition when the Reservation Book first opens before you edit or make a reservation you can change the Reservation Book view so that it better suits your working needs Reservation Book To open the Reservation Book on the toolbar click the Book icon mer When the Reservation Book first opens by default it opens in the Daily view and all reservations scheduled in all buildings for the current day s date are displayed You might need to use the Scroll feature on the right side of the book to scroll through all the reservations that are scheduled for the current day s date Minimum and maximum capacities are displayed next to room descriptions The current time is shown by a vertical line in the grid called the Current Time Indicator A reservation in the book has three components e A left bar that indicates the setup time e A middle bar that indicates the event time and location e A right bar that indicates the teardown time Figure 2 9 Reservation Book Reservation Book BuildingX Adams 12 1 2010 Wed 4 Bookings keka e BuildingX Adams View Daily Print Time Zone Mountain Time Refresh Options Date 12 1 2010 Wed Today Day 4 gt Week 4 gt Month 4 gt Year 4 gt Filter Wednesday December 01 2010 RoomsX 6 7 8 9 10 7 12p 1 2 3 4 5 6 Adams ADMS 101 30 B Mecting m Visor ADMS 102 10 40 Meeting ADMS 110 Lab 1 20 ADMS 111 Lab 10 100 ADMS 112 Lab 20 ADMS Audit
288. ervations with multiple bookings for example an event with multiple occurrences spanning several months that is to be billed monthly A Deposit Bookings allows you to spread the deposit across multiple months so that only a portion of the deposit is consumed and applied to the invoice that is generated monthly In this scenario a large deposit that is entered as Deposit Reservation would be consumed in its entirety by the first invoice that is generated Payment Type Select the payment type Check No Enter a check number if you selected Check as the payment Type Amount Enter the amount of the deposit Reservation No Automatically populated if you opened the Payment Entry dialog box from the Transaction tab in the Navigator otherwise enter a reservation number or click the Search icon to open the Reservations window and search for a reservation Invoice No N A as deposits are applied before an invoice is generated The invoicing process totals the charges for the specified date range consumes any applied reservation deposits and results in a net balance due for the invoice The invoicing process does not consume any Damage deposits Notes Optional Enter any other comments or statements that explain or clarify the deposit 3 Click OK The Payment Entry dialog box closes The transaction information is displayed on the Transactions tab for the reservation Chapter 9 Billin
289. ervices 8 13 2010 lo ka Sc Description Audit Transaction Date 8 13 2010 B Department v Transaction Type X Payment Type none X Void Check No Amount 0 00 Reservation No 0 Invoice No Notes ok Cancel 2 Enter the adjustment information Field Description Transaction Date The default value is the current day s date You can modify this value if needed Department Select the department Transaction Type Select the transaction type Adjustment Payment Type Select the payment type Check No Enter a check number if you selected Check for the payment type Amount Enter the amount of the adjustment To decrease the invoice by the indicated amount enter a minus sign before or after the amount Reservation No N A as adjustments are applied to invoices Invoice No You must enter an invoice number or click the Search icon LJ to open the Invoices window and search for an invoice 339 Chapter 9 Billing Field Description Notes Optional Enter any other comments or statements that explain or clarify the adjustment 3 Click OK The Payment Entry dialog box closes The transaction information is displayed on the Transactions tab for the reservation To enter a refund 1 Do one of the following e Open the reservation in the Navigator see Opening a reservation in the Navigator on page 71 and on the Transactions tab click
290. eservation E l Meeting Reservation No 21230 Context menu for selected reservation J Fig Add To Personal Calendar New d Tools Confirmation Banquet Event Order Add Reminders And Comments Go To Book Expand Collapse a f 30h Annual Engineeing Egg Throw Demonstrations Reservation No 1673 a 10 11 2010 Mon 9 00 AM HCE North Aucit D Agenda d i Food Service 1200 PM i lib Food Service 200 PM Context menu for selected booking detail Hi Per New gt i d i Ro i my Delete e 10713 E r nis EP L 10 13 T Print Expand Collapse m a g MS Training Reservation No 1319 1 7 2011 Fri 7 45 AM 101 1 Audio Visual Food Service 8 00 4M r Food Service 1 1 Room Charge B Setup Notes 5 1 14 2011 Fri a Gey 1 21 2011 Fri 7 45 A 1428 2011 Fri 7 45 A Tools gt O ae Context menu for selected booking Edit detail item A A Delete Copy The majority of the Navigator functions are accessible through the Tools command y button in the Bookings pane For consistency this chapter references this approach whenever possible however you can use whatever approach best suits your working needs 83 Chapter 3 The Navigator Adding Bookings to a Reservation in the Navigator You can use the Navigator to add one or more bookings to an existing reservation To add bookings to a reservation 1 Open the reservation in the Navigator See e
291. eservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 Inthe left pane of the Navigator select the reservation from which the bookings are being copied 3 Inthe Bookings pane click Tools and then click Copy Bookings Wizard The Copy Bookings Wizard opens Copy to Reservation No is selected by default Figure 3 41 Copy Bookings Wizard Reservation No 1325 Copy Bookings Copy To Reservation No 1325 Copy To New Reservation New Start Date E Copy Reminders v New Status v Copy Comments WJ m Copy User Defined Fields 7 Copy Attachments v Copy Drawings v Copy Booking Details Description i Agenda Food Service Fumiture Select Al Unselect All Show inactive Cancel 116 Chapter 3 The Navigator 4 Do one of the following e To copy the bookings to an existing reservation click the Search icon Z2 to open the Open Navigator dialog box and search for the reservation See Opening a reservation in the Navigator on page 71 e To copy the bookings to a new reservation click Copy to New Reservation 5 Enter the information for the new reservation Information Description Comments Start Date If you are copying a reservation with multiple bookings then the start date should be the date of the e
292. esource with order type categories are included in the report Highlight Changes Made Within days Changes that have been made within the specified number of days are highlighted in the report Show Pricing Any pricing that is associated with an item is displayed in the report Limit Bookings To Those With Details In Selected Categories Only bookings with a booking detail from the specified categories are displayed in the report Show Item Notes Any notes that have been entered for a booking detail item are displayed in the report Show Item Special Instructions Any special instructions that have entered in VEMS for a booking detail item are displayed in the report Show Service User Defined Fields Any user defined questions and their answers for any listed category are displayed in the report Resource Schedule Lists by category and date how many of each resource item is needed as well as the event time event name location and group Use Page Breaks If this report is run across multiple days then each day starts on a new page Highlight Changes Made Within days Changes that have been made within the specified number of days are highlighted in the report Show Overbooked Resources Only Only those bookings where the selected resource exceeds the number available in inventory at that time are displayed in the report 288 Sales reports Chapter 8 Reports and Queries Report De
293. esources web reservations and queries The results are displayed in a list view When you carry out a search in the Browser you can carry out a basic search or an advanced search A basic search is based on the basic information that you specify for a reservation when you first create it such as the starting date the end date the group for which the event was scheduled the group contact name and so on An advanced search is a field level search that is carried out at the booking level the booking detail level the booking detail item level the reservation level the service order level or any combination of these For example in an advanced search you can specify criteria as granular as who added a specific booking detail item A web reservation is any reservation that a user has submitted through VEMS The Web Reservation searching tool is identical to the Browser searching tool with one exception when the Browser opens for the first time the Browse for function is set to Reservations whereas the Web Reservation tool is set to Web Reservations As a result although this section is written from the perspective of using the Browser all the information can be applied when using the Web Reservation searching tool To open the Web Reservation searching took click the Web Reservations icon on the toolbar Web Reservations To carry out a search in the Browser E 1 On the toolbar click the Browser icon Browser The fir
294. ess is referred to as a Domain Scheduler The term domain is controlled by a parameter and in many cases it is changed to Campus or School to better describe how course scheduling is divided 386 Chapter 13 Academic Planning EMS Campus Term Definition Academic Unit A level of organization within the institution that defines responsibility for making schedule requests for a portion of a domain The rooms that are defined within an academic unit give the unit the ability to require these spaces during optimization The subjects that are defined within an academic unit determine the courses that are listed when filtering by the unit Academic units are used when assigning permissions to Academic users and when filtering reports The term academic unit is controlled by a parameter and in many cases it is changed to Department or Division to better describe how course scheduling requests are divided Campus Web Client The web based interface that is typically used by academic units to review course schedule data and communicate changes to the domain scheduler Any computer with a standard Internet browser can be used to access the Campus web client Course Equivalent to a section in the SIS The high level descriptor of a class such as CHEM 101 Introduction to Chemistry and other associated information such as instructor and estimated enrollment After a course is
295. et Parent A Set Parent dialog box opens indicating that the selected course will be set as the parent for all the listed courses and asking you if it is OK to continue 8 Click Yes The Set Parent dialog box closes You return to the Academic Browser with the new parent designation indicated in the browser 416 Chapter 13 Academic Planning EMS Campus To reverse the shared space designation 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Academic Browser The Academic Browser opens 2 If needed open the Filter tab Figure 13 21 Academic Browser Filter tab f Academic Browser eA Browse For New Section New Course Refresh Options Filter Results Domain Main Campus bd Reset Advanced gt T 2011 SPRING Scenario SIS v Active Scenario Academic Unit fall Subject all Instructor all v Preferences Exist all X 3 On the Domain dropdown list select the appropriate domain and on the Term dropdown list select the appropriate term 4 Set any other criteria academic unit subject and so on as needed to provide assistance in locating the courses that are to no longer share space and then click Get Data The courses that meet your search criteria are displayed on the Results tab For detailed information about searching with the Academic Browser see y Searching with the Academic Browser on page 507 5 CTRL click to select the courses that
296. etting or create a course schedule pattern that was not in the selected template e Select a unique course schedule pattern and click Clear to clear the pattern setting and then click Set Date to open the Final Exam Set dialog box and modify the pattern as needed 5 Click Next The Final Exam Scheduling window lists the summarizing information for any special common exams that have been set for specific courses 6 Optionally select a course and then click Open to view the course in the Course Navigator 7 Click Finish A message opens indicating that you are about to publish the final exam schedule and asking you if it is OK to continue 8 Click Yes The message closes After the final exam session is published a second message opens indicating this 9 Click OK The second message closes and the View Bookings window opens By default the window initially shows only those final exam bookings for which a room could not be scheduled Figure 13 85 View Bookings window cro par oe ees Date a Res Start Res End Event Start Event End Room Event Group 9 00 AM 8 00 AM 9 00 AM Final Exam ENGL 206 01 Studies In Drama J 5 23 2011 Mon 8 00 AM 9 00 AM 8 00 AM 9 00 AM A 102 Final Exam ENGL 101 01 Freshman Writing Registrar 5 23 2011 Mon 8 00 AM 9 00 AM 8 00 AM 9 00 AM C 101 Final Exam CHEM 301 01 Computational Chemistry Chemistry 5 23 2011 Mon 8 00 AM 11 00 AM 8 00 AM 11 00 AM C 112 Final Exam CHEM 201 01 Organi
297. evious Chapter 3 The Navigator To show canceled bookings clear Hide Cancelled Bookings Conversely to hide canceled bookings select Hide Cancelled Bookings To show all bookings regardless of date clear Hide Old Bookings 5 CTRL click to select the bookings that are being recreated in the new reservation or click Select All to select all the displayed bookings in a single step and then click Finish A message opens indicating that the changes were made successfully The start date that you specified becomes the date of the first booking for the new reservation In addition the copied bookings are scheduled according to the same pattern as the existing reservation For example if the existing reservation has three bookings and each booking was scheduled every seven days 12 14 12 21 and 12 28 and the start date for the new reservation is 12 15 then the new reservation has three bookings with dates of 12 15 12 22 and 12 29 When you copy multiple bookings the bookings are simply copied and pasted as is the bookings are not moved to different location If you need to move a booking to a different location see To change rooms for a booking on page 105 6 Click OK to close the message and return to the Navigator Both the existing reservation and the new reservation are now displayed in the left pane of the Navigator The new reservation is assigned a number based on the next available reservation nu
298. ew See To change the Reservation Book view on page 54 e View reservation information See To view reservation information on page 59 e Make a new reservation See To make a new reservation on page 62 e Edit an existing reservation See To edit an existing reservation on page 63 53 Chapter 2 Reservations and Bookings To change the Reservation Book view 1 On the toolbar click the Book icon ue The Reservation Book opens in the Daily view See Figure 2 9 on page 52 2 Optionally you can do one or more of the following to change the Reservation Book view e Change the list of rooms that are displayed in the Reservation Book based on room properties Above the Rooms list click Filter to open the Filter Rooms dialog box and select Room Properties On this dialog box you can change the room display to show one of the following All rooms or all rooms that have a specific capacity and that might be on a specific floor and or have a specific room type e Only those rooms without bookings or only those rooms without bookings that have a specific Capacity and that might be on a specific floor and or have a specific room type Only those rooms with bookings or only those rooms with bookings that have a specific capacity and that might be on a specific floor and or have a specific room type Figure 2 12 Filter Rooms dialog box Room Properties selected Filter Rooms ke Bs Fitter Type Ro
299. ews icici Aten ce hae til etond atic ed dene detent ated eosies gl eens vad died sees 354 To define your EWS irani a carci lute ges a aa aaie Ea ga raaa E entered iieedvecess 354 Chapter 11 Other Reservation FUNCTtIONS cccsssseceeeeeeeeeeeeeeeeeees 357 Recording Actual Attendance Numbers for BOOkingS ceesseeeeeeeeeeeeeeeeeeeeeeeeees 359 To record actual attendance numbers for bookings ceeeeeeeeeeeneeeeeeeeeeeeeeeeeees 359 Sending Email from EMS ois cuss aa a veel eee ciecte agenesis AEEA 360 To send an email from within an EMS browser ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenaeeeees 360 To send a confirmation or invoice using SMTP email ccceeeeeseeeeeeeeeeeeeeeteeeeees 361 TO send a generic email ee ceeeeeeeecee eee eeeeee cece ee eeeeaaeeeeeeeeeeaaaeeeeeeeeeesaaaeeeeeeeeseeseeeeees 362 Viewing a History of Sent Eimailescss eee eke ee ed es ee nn 363 To view a history of sent GMallS gricccct octet cies esteeieet tae cegtettiecieieddigdeistecteettieitateceteeds 363 Generating Multiple GonmiirmMations sicccscetac ceasestes cee cess a eect aca eadare deer ecsuuaeeeds serene 364 To generate multiple COMMMNATONS usc cccpceetecnc2eti cs eetecienas aneeurec aes Samies iitdeceeadetaeee ieee 364 Managing Attendees and Visitors eccccceeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeaaaeeeeeeeeeeneaeeeeeeeeee 367 To manage registered attendees and VISItOIS cceceeeeeeeeeseeeesee
300. find the EMS User s Manual easy to use You can simply look up the topic that you need in the table of contents or the index Later in this Preface you will find a brief discussion of each chapter to further assist you in locating the information that you need Special information about the manual The EMS User s Manual has a dual purpose design It can be distributed electronically and then printed on an as needed basis or it can be viewed online in its fully interactive capacity If you print the document for best results it is recommended that you print it on a duplex printer however single sided printing will also work If you view the document online a standard set of bookmarks appears in a frame on the left side of the document window for navigation through the document For better viewing decrease the size of the bookmark frame and use the magnification box to increase the magnification of the document to your viewing preference If you do print the document using a single sided printer you might see a single y blank page at the end of some chapters This blank page has been added solely to ensure that the next chapter begins on an odd numbered page This blank page in no way indicates that your book is missing information Conventions used in the manual The EMS User s Manual uses the following conventions e The tab field and menu labels that are described in this User s manual are those used in the standard impl
301. firmation tejto x Setup user specified Memorize Options Date Range 1 Buildings Categories Statuses Options Department Scheduling Office X Starting Date E Ending Date B Use Specific Times Fomat By Booking Date X Close Copies To Print 1 l Print l Print Preview from scratch You can also specify confirmation settings by copying existing settings and modifying the settings Select the existing settings that you want to copy on the Setup dropdown list and then click Copy Ta The remainder of this procedure describes how to specify confirmation settings 364 Chapter 11 Other Reservation Functions 2 Specify the settings for your system s confirmations Table 11 1 Options on the Confirmation Settings dialog box Field Description Date Range tab Department The department name that appears at the top of a printed confirmation Starting Date The range of dates for which you are generating the confirmations Ending Date Use Specific Times Available only if the Starting Date is the same as the Ending Date If this option is selected then two fields are displayed on the Date Range tab in which you must specify the time range After you specify the time range click Options gt Date Time Filter and indicate how the confirmation is to be limited by bookings that start within the time range or by bookings that occur within the time range Format The fo
302. g To enter a payment or pre payment 1 Do one of the following Open the reservation in the Navigator see Opening a reservation in the Navigator on page 71 and on the Transactions tab click New gt Payment e On the menu bar click Billing gt Payments gt Payment Entry and then on the Payment Entries window click New The Payment Entry dialog box opens Figure 9 20 Payment Entry dialog box Payment Entry Conference Services 8 13 2010 Lola Ss Description Audit Transaction Date 8 13 2010 B Department bd Transaction Type X Payment Type none Void Check No Amount 0 00 2 Enter the payment information Field Description Transaction Date The default value is the current day s date You can modify this value if needed Department Select the department Transaction Type Select the transaction type Payment or Pre payment Note Remember that pre payments act just like deposits in that they are applied to a reservation and are applied to an invoice reducing the balance due Payments are applied to an invoice Payment Type Select the payment type Check No Enter a check number if you selected Check as the payment Type Amount Enter the amount of the payment 337 Chapter 9 Billing Field Description Reservation No Ifyou selected Payment as the Transaction Type then this field is not available as payments are ap
303. g EMS Campus All Modes including Read Only Unsync Selected Courses which deletes the selected course records from EMS You should use this option sparingly however it might be required post publish if you want to share an existing course with an incoming course or you need to address a cross list situation In the Browse For field select a different item for which to search The Results tab is refreshed with the search results based on the item that you selected and the search criteria on the Filter tab criteria and repeat the search 6 Click Close Click Filter to return to the Filter tab make any necessary changes to the search Click Refresh to requery the database based on the current search criteria Any changes that you made to the search results columns position width and so on remain in effect for any other searches that you carry out To reset the columns to their default values see Resetting Column Settings on page 353 To carry out an advanced search in the Academic Browser Figure 13 88 Browser window Advanced search options Academic Browser Browse For Courses Fitter Results Domain Main Campus T 2011 SPRING Scenario SIS All Fields Favorite Fields 0 Saved Values 0 Field Search Field Actual Attendance Added By Booking Date Booking Day Of The Week Booking ID Booking Status Building Building Code Building Extemal Reference Building Notes Buildi
304. g EMS Campus Course Navigator window layout Figure 13 100 Course Navigator i Course Navigator SIS Course Title Business Statistics Instructor Larson William Edit Tem 11 SPR 2011 SPRING Est Enrollment 30 CRN 160202 Act Enrollment 0 Cancel Course BUS 201 01 Credit Hours 3 s gt Academic Unit School of Business Course State Edited dined Fields 0 History 0 Start Date End Date Days Start Time End Time Location State New 8 00 AM 10 00 AM unassigned New JEFF J 251 Edited Top pane with course Middle pane with course Bottom pane with course information dates information and dates details and tabs tabs with course level with course dates information information The top pane of the Course Navigator displays information about a selected course the course title the course term the current course state New Edit Unchanged or Cancelled and so on The middle pane of the Course Navigator displays information about each of the course dates for the course To view the indicated information for a course date select a course date in the middle pane of the Course Navigator and then open the appropriate tab Dates User Defined Fields Shares Spaces Preferences or Final Exam Settings The History tabs in the middle and lower pane provide audit information for course records and course date records To view changes made to course level information open the
305. g only if the detail is of the type resource with service order for catering or service order categories If the booking detail is not from a catering or service order category and the detail is already added to a booking you cannot add the detail again to the booking You can however add more items to the booking detail To add booking details and items to individual bookings 1 Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 In the left pane of the Navigator expand the folder structure for the reservation until the appropriate booking folder is visible 3 Select the booking folder and then in the Booking Details pane click New The Booking Details list opens Figure 3 47 Example of a booking details list Agenda Food Service Furniture Personnel Room Charge Setup Notes Staff Resources Third Party Catering Vehicles VIP List 4 Select the booking detail that is to be added to the booking A dialog box opens 123 Chapter 3 The Navigator 5 Continue to one of the following e To add a booking detail from a non resource category e To add a booking detail from a service order catering or resource category on page 129 To add a booking detail from a n
306. g Code Building Description Go To Tiv On Startup Always Prompt For Building On Startup F Show all in Building List V Show Building in Instructor Bookings V Show Room in Instructor Bookings entry course entry Option Description General tab Start Hour The starting time for the Time grid that is displayed in the Academic Book Display e Event Name Course Display the event name course in the course e Setup Type Show the setup type and count in the course entry e Group Instructor Show the group name instructor name in the Published Booking Colors Based On has been determined in Configuration For published courses whether the fill color for a course entry is to be based on the Status color palette or on the Event Type color palette that Rooms Without Bookings Academic Book The color with which rooms without bookings are highlighted in the Room Display are grouped by room the course are grouped by room Room Code Show the room code in the Room list when the courses e Room Description Show the room description in the Room list when 517 Chapter 13 Academic Planning EMS Campus 518 Option Description Building Display e Building Code Show the building code in the Rooms list when the courses are grouped by room e Building Description Show the building description in the Rooms list
307. g Details Wizard Select Bookings window Reservation No 1673 Copy Booking Details Select Bookings Date Weekday Start End Building Room Event 10 11 2010 Mon Monday 9 00AM 4 00PM HC HCE North Audit 30th Annual Engineering Egg Throw Demonstrati 10 13 2010 Wed Wednesday 9 00AM 4 00PM HC HCE North Audit 30th Annual Engineering Egg Throw Demonstratic 10 15 2010 Fi Friday 9 00AM 4 00PM HC HCE North Audit 30th Annual Engineering Egg Throw Demonstratic 10 18 2010 Mon Monday 1 45PM 5 15PM SC MU Courtyard 30th Annual Engineering Egg Throw Demonstratic 4 m Hide Cancelled Bookings 7 Hide Old Bookings 7 Select AI Unselect All Cancel lt Previous 152 To show canceled bookings clear Hide Cancelled Bookings Conversely to hide canceled bookings select Hide Cancelled Bookings To show all bookings regardless of date clear Hide Old Bookings CTRL click to select the bookings to which the details are being added or click Select All to select all the displayed bookings in a single step and then click Finish A message opens indicating that the changes were made successfully Click OK to close the message and return to the Navigator Chapter 3 The Navigator Deleting Booking Detail Items for Multiple Bookings If you add booking detail items to bookings for a reservation in error or a booking item is no longer valid for one or more bookings and the item has not been invoiced you can use the Delete Item Wi
308. g Details from Multiple Bookings on page 156 Working with Comments and Reminders in the Navigator on page 158 Adding Multiple Comments and Reminders to a Reservation on page 162 Working with User Defined Fields in the Navigator on page 164 69 Chapter 3 The Navigator e Working with Attachments in the Navigator on page 168 e Working with Drawings in the Navigator on page 172 e Running the Resource Utility Conflicts Tool on page 175 70 Chapter 3 The Navigator Navigator Overview This section provides an overview of opening a reservation the Navigator the Navigator s folder structure and the commands that are available in the Navigator Opening a reservation in the Navigator After you create a new reservation using the Reservation Wizard the reservation opens automatically in the Navigator You can also manually open the Navigator by e Opening a reservation directly in the Navigator e Opening a reservation through the Reservation Book e Opening a reservation through a group e Opening a reservation through a search Opening a reservation directly in the Navigator 1 On the toolbar click the Navigator icon to open the Open Navigator dialog box Navigator Figure 3 1 Open Navigator dialog box Open Navigator ice fot fsa Open Reservation v Reservation No 0 Reservation ID Event Name Browse 1453 Qual Quant Recitation 2 On
309. g for a booking asus Sts is Aetna i eek et ts hehe ats hed eis 174 To view a drawing for a DOOKING wcce csi pen tec tes cere stds es eben aes Saceuclehes abate sence 174 Running the Resource Utility Conflicts TOoOl c ccccceeeescceceeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeeees 175 To run the Resource Utility Conflicts tOOI cecceeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeaeeeees 175 Chapter 4 Search TOOlS ssssssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnana 177 Searching with the Browser or with the Web Reservation Tool s ssseseeees 179 To carry out a search in the Browser cscs cecca saskotev cede iiss eeevatdsaedscmeten wiaundeiaetinesdeness 179 To carry out a basic search in the Browser c cccccceeeeeeeeeeeeeeeeeeeeeneeeeeeeessnaeeeeees 180 To carry out an advanced search in the Browser cecceeeeeeeeeeeneeeeeeeeeeeeeneeeeees 183 Searching with the Calendar ceececccceeeeesceecceeeeeeeeeeeaeeeeeeeesaaaaaaeeeseeseecaaeeeeeeeeeaaaees 187 To carry out a search in the Calendar cceceeeeseeseeeeeeeeeeaeeeeeeeseeeeecaeeeeeeeeeeaaeees 187 EMS User s Manual To carry out a basic search in the Calendar cssssseecccceeeeeeeeeeeeeeeeeeeeeeseeeeees 188 To carry out an advanced search in the Calendar ccccccccccccceeeeeeeeeeeeeeeeeeseeeee 191 Searching for Reservations Dy Group 0 eccceeeeeeeeeeeeeeeeeeeeeeeeeeaaeeeeeeeeeeeeeeeeee
310. g with the Service Order Management Browser on page 203 1 Select the service type 2 Enter the start time and optionally the end time estimated count guaranteed count and select Reviewed and or a state For more information about reviewing service orders and selecting states see y Searching with the Service Order Management Browser on page 203 135 Chapter 3 The Navigator 3 Click Next The Add Booking Details Wizard is refreshed with a list of resource items that you can add for the selected resource Figure 3 58 Example of the Add Booking Details Wizard with a list of resource items r Reservation No 1673 Add Booking Details Grouping fall X Quantity 1 00 Filter Items 14 2 items 0 Quantity AM Break Box Lunch 1 Box Lunch 2 Coffee Tea Kiosk Mobile Coffee Service Serves 10 Dinner Option 1 Dinner Option 2 Finger Cakes Assorted Variety Serves 8 Grilled T Bone w Smoked Blue Com Chutney Hosted Bar Key Lime Pie Slice PM Break Cada Manama Varin 4 m m 4 Do one of the following on the Grouping dropdown list e Leave the default value of all as is to search for all items in all groupings e Select a specific grouping to search for only those items in the grouping For example if the selected resource category is A V Equipment then available groupings could include Computer Phone Video and so on To search only for the available phones to add to a b
311. gator 100 To edit the booking date and or time 1 Click Change Booking Date Time Wizard The Change Booking Date Time Wizard opens Figure 3 23 Change Booking Date Time Wizard Reservation No 335 Change Booking Date Time Date Times no changes v v 2 Change the value for the date time or both Value Description Date e No changes The default value e Reschedule Booking Earlier Reschedule the bookings to an earlier date that is based on the number of days that you specify e Reschedule Booking Later Reschedule the bookings to a later date based on the number of days that you specify e Reschedule Booking to Specific Date Reschedule the bookings to a new date that you specify Time e No changes The default value End booking earlier Resets the event end time and the reserved end time to an earlier time based on the number of hours that you specify End booking later Resets the event end time and the reserved end time toa later time based on the number of hours that you specify e Reschedule Booking Earlier Resets both the event start and end times and the reserved start and end times to an earlier time based on the number of hours that specify Chapter 3 The Navigator Value Description e Reschedule Booking Later Resets both the event start and end times and the reserved start and
312. ge 426 e Specifying Room Preferences Requirements on page 429 e Reviewing and Verifying Room Preferences on page 437 423 Chapter 13 Academic Planning EMS Campus 424 Chapter 13 Academic Planning EMS Campus Overview of Specifying Room Preferences Set Preferences is an optional mode in which the Domain Scheduler can solicit preferences from academic units about the type of rooms that would be suitable for each course that they teach These preferences can then be used to run an optimization or to have EMS automate room scheduling based on preferences and additional user specified criteria To enable and use Set Preferences Mode the following steps are carried out 1 The Domain Scheduler enables Set Preferences mode See Enabling Disabling a Term for Set Preferences Mode on page 426 2 The academic units review courses and specify their room preferences and requirements using the EMS Campus Web Client typical or the EMS Campus desktop client if granted access See Specifying Room Preferences Requirements on page 429 3 The Domain Scheduler verifies and reviews the room preferences and requirements that the academic units have specified See Reviewing and Verifying Room Preferences on page 437 425 Chapter 13 Academic Planning EMS Campus Enabling Disabling a Term for Set Preferences Mode To enter the academic units room preferences and requirements the Domain Scheduler must enable
313. ging your general work requirements Chapter 12 EMS Workplace on page 375 details the EMS Workplace module which is afacility scheduling system for managing hoteling requirements as well as the booking of meeting event space and resources Chapter 13 Academic Planning EMS Campus on page 385 details the EMS Campus module which is a a complete campus wide space management package Chapter 1 Getting Started with EMS EMS is user friendly room scheduling software that is designed to manage the meetings and events that take place in your facility Standard features which you use to create manage and report on events include the following The Reservation Wizard room booking tool A graphical reservation book The Browser and month at a glance Calendar Inquiry Numerous daily sales and statistical reports This chapter covers the following topics Starting EMS on page 27 The EMS Window on page 29 25 Chapter 1 Getting Started with EMS 26 Chapter 1 Getting Started with EMS Starting EMS After EMS has been installed on your desktop a shortcut icon for the application is placed on your desktop An option for the application is also available from your Start menu You can double click the desktop icon to launch the EMS application or you can select the option from your Start menu To start EMS 1 Do one of the following e On your desktop double click the EMS icon i Enterprise
314. gs Figure 13 15 Applying changes to related course dates Apply Changes To Related Course Dates Checked Rems Wa Be Changed 000 Courte CRN Course Title Inetructoe Stat Date End Date Start Time End Time Location Days BUS 30101 10008 Business Statistics Evans Se or 1 14 2008 Mon 5 9 2008 Fri 200PM 250 PM EVNS E101 MWF MATH 50101 10003 Business Statistics Grad Evans Se or 1 14 2008 Mon S S 2008 Fri amp 00AM 10 00 AM wasepred U MATH 50101 10009 Business Statistics Grad Evans Se or 1 14 2008 Mon S S 2008 Fi amp 00AM 10 00 AM EVNS E102 S gt S soio oe tren 5 Click OK to close the Course dialog box and return to the Course Navigator The course date state is set to Edited in the middle pane of the Course Navigator To cancel a course date in EMS Campus To cancel a course date in EMS Campus you must find the course using the Academic Browser and then cancel the course date in the Course Navigator 1 Set any other criteria academic unit subject and so on as needed to provide assistance in locating the course and then click Get Data The courses that meet your search criteria are displayed on the Results tab a For detailed information about searching with the Academic Browser see Searching with the Academic Browser on page 507 409 Chapter 13 Academic Planning EMS Campus 2 Inthe search results double click the course for which you are canceling a course date The
315. gs that affect the basic functioning of your EMS system The difference is that system parameters are global settings that affect all users on the system whereas preferences are applicable only to your user account You can set the values for many preferences for your EMS instance to better suit your working needs These preferences include whether a report window stays opens or closes automatically after you run a report the time interval for Time dropdown fields the format in which to send emails from your computer as well as the default values for specific fields in the Reservation Wizard and other EMS client windows and the application that is to open all drawings png jpg gif and so on that are attached to bookings in the Navigator To set user preferences and default values 1 On the menu bar click Settings gt Preferences The Preferences dialog box opens The Preferences tab is the active tab Figure 10 1 Preferences dialog box Preferences tab Preferences Preferences Defauts Close Report Setup Form After Running Reports Time Drop Down Interval Thirty Minutes X Paper Size Letter X Review Notification When Navigator Opens Do Not Save Window Coordinates Email Format HTML X Use Global Email Settings Use Microsoft Outlook SMTP Email Mode Unauthenticated X Server MailServer 349 Chapter 10 User Settings 350 2 Modify your user preferences as needed Field Description
316. h Options Filter Results Drag a column header here to group by that column Si Course Shares Space SIS XList CRN Course Title Course Type Instructor Start End Date 160150 Intro to Accounting Raasch Kevin 1 10 2011 5 3 2014 ACCT 10101 Parent 160150 Intro to Accounting Raasch Kevin 1 10 2011 5 13 201 ACCT 10101 Intro to Accounting Lecture Raasch Kevin 1 10 2011 5 13 201 ACCT 10102 160151 Intro to Accounting Lecture Raasch Kevin 1 10 2011 5 13 201 ACCT 20101 160152 Corporate Financial Accounting I Lecture Evans Dean 1 10 2011 5 13 201 ACCT 20201 160153 Corporate Financial Accounting II Lecture Evans Dean 1 10 2011 5 13 201 ACCT 25101 160155 Auditing I Lecture VanHousen Rebecca 1 10 2011 5 13 201 ACCT 25201 160156 Auditing II Lecture VanHousen Rebecca 1 10 2011 5 13 201 ACCT 30101 160154 Cost Management Lecture Mulvey Sean 1 10 2011 5 13 201 ACCT 410 01 161156 Governmental and Nonprofit Accounting Lecture Chapman Russel 1 10 2011 5 13 201 ACCT 440 01 161150 Enterprise Resource Planning Systems Lecture Davis Sharyl 1 10 2011 5 13 201 ACCT 440 02 161151 Enterprise Resource Planning Systems Lecture Davis Sharyl 1 10 2011 5 13 201 ACCT 470 01 162152 Accounting Theory Lab Nash Grahm 1 10 2011 5 6 2011 ACCT 508 01 161152 Advanced Commercial Law Lecture Langmeier Shannon 1 10 2011 5 13 201 ACCT 508 02 161153 Advanced Commercial Law Lecture Langmeier Shannon 1 10 2011 5 13 201 ACCT 51001 161154 Accounting for Mergers and Acquisitions Lecture F
317. h Instead you can select each of these fields on the All Fields tab and then click Add to Favorites to add the field to the Favorite Fields tab or after you enter a value or define the limits for a field you can click Save Value on the Filter dialog box The next time that you carry out a search you can simply open the Favorite Fields tab or the Saved Values tab to open your customized list of search fields is vy To view a selected field option in its entirety in the Filter Summary list rest the co mouse pointer on the entry A tooltip showing the complete field option information opens Figure 4 12 Viewing a selected field option in the Filter Summary list Fitter Summary Booking Booking Date between 12 17 2009 and 12 24 2009 12 00 AM Booking Status equals Cancelled 192 3 Click Get Data or Refresh The search results are displayed on the Results tab in a calendar view The number of Chapter 4 Search Tools bookings that meet the search criteria is indicated in red on the dates on which the events occur Figure 4 13 Calendar window Results tab Browse For Bookings Review Refresh Options tera Resuts lt lt lt November 2010 gt gt gt S 4 Optionally do one or more of the following e To view a list of bookings for a date click the date on the calendar The information for the bookings appears in the lo
318. h quarter is 10 1 through 12 31 For example if the current day s date is 11 22 2010 and you select Last Quarter then the starting date is set to 7 1 2010 and the ending date is set to 9 30 2010 Last Year The starting date is set to 1 1 of the previous year and the ending date is set to 12 31 of the previous year This month The starting date is set to the first day of the current month and the ending date is set to the last day of the current month This Year The starting date is set to 1 1 of the current year and the ending date is set to 12 31 of the current year This Year to Date The starting date is set to 1 1 of the current year and the ending date is set to the current day s date e Change the Starting Date Ending Date or both e Inthe Report Comment field enter a comment that will be printed on the query e Click Options and change the settings for specific room filter and or the number of records to return After you have run the query to your satisfaction you can then do one or both of the following To print the query results click Print An onscreen preview of the query results opens A variety of options are available from this preview including the options to print a hard copy of the query results to export the query results to a pdf and to email the query results Select the option or options that best fit your working needs To export the query results to an Excel spread
319. hannon 1 ACCT 508 02 141153 Advanced Commercial Law Lecture Freeman Morgan 7 ACCT 51001 141154 Accounting for Mergers and Acquisitions Lecture Franklin Nikki ACCT 52101 142150 Production Cost Analysis and Control Lecture Diaz Cameron I ACCT 521 02 142151 Production Cost Analysis and Control Lecture Diaz Cameron ACCT 530 01 142153 Advanced Income Tax Lecture Nash Grahm 7 ACCT 533 01 141155 Accounting and Tax Research Lecture Chapman Russel ACCT 53302 x 142154 _Accountina and Tax Research Lecture Weber Chris jee Co a Rooms can be processed without a room assignment In this case the course date is published in the TBD room that was specified when the term was published 481 Chapter 13 Academic Planning EMS Campus 482 6 Click Process A message opens asking you if you are sure that you want to process the selected course dates 7 Click Yes After processing is complete the message closes and the new courses are removed from the Course Updates window The courses are added in EMS To process a Room Capacity Violation post publish If the enrollment for a class violates the maximum capacity for its assigned room then the course is displayed on the Course Updates window with a change status of Room Capacity Violation 1 Select the course or CTRL click to select multiple courses 2 Do one of the following e To assign the course to a new room click Assign to open the Select a Room dialog box th
320. hapter 2 Reservations and Bookings e Change multiple display options for a reservation Click Options upper right hand corner of Reservation Book to open the Book Options dialog box and change multiple display options for a reservation Start Hour Daily start time for display Automatically Refresh tThe time interval at which the Reservation Book is automatically refreshed Display The information that appears in the middle bar for a reservation Time Display Interval Changes the granularity of the time display interval Maximum No of Rooms The maximum number of rooms to display in the book Booking Colors Based On The color of the bookings in the reservation Select one Status Event Type or Check in Status for EMS Workplace only Rooms without Bookings Whether to highlight rooms without bookings and if so the highlight color Room Display Display room code or room name for a reservation Building Display Display building code or building name for a reservation Go to Today on Startup lf selected the Reservation Book opens to the current day s date otherwise it opens to the last date viewed Always Prompt for Building on Startup Open the Buildings Views dropdown list from which you must select a building an area or a view to display the corresponding reservations A view is simply a user defined grouping of specific rooms See Defining your Views on page 354 If this option is not se
321. hat was submitted through VEMS for web process templates that are set to Request mode A request that has not yet been processed has a status of Pending Figure 5 8 Dashboard window Web Requests tab Dashboard Status 5 W all W Approved Y Declined Y In Progress V Pending Date Requested 8 9 2010 3 26 PM 8 9 2010 3 32 PM Building 19 a V all V no preference V City High School 4 Corporate Center East 7 Corporate Center West 7 Corporate Headquarters V Corporate Training Center Reminders Q Web Reservations Wait List Reconfirm Dates Building Hours Exceptions The tab is interactive You can 220 Group Event Name Tammy VanBoening Meeting Microsoft Meeting Status Start Date In Progress 8 10 2010 Approved 8 10 2010 Options Select options Status and Building on the left pane of the tab to filter the web requests that are displayed on the tab After you select or modify the filtering options click Refresh Edit a web request including processing it See To edit a web request on page 221 Delete a web request See To delete a web request on page 222 Print a web request See To print a web request on page 223 Chapter 5 EMS Dashboard To edit a web request 1 Select the web request that is to be edited and then click Edit The Web Request dialog box opens All of the information that was submitted for t
322. hat you selected e Copy Reminders e Copy Comments e Copy User Defined Fields e Copy Attachments e Copy Drawings Leave the appropriate options selected to copy the existing items as is or clear the option for each item that is not to be copied to the new reservation Copy Booking Details Select the booking details that are being copied CTRL click to select multiple details or to select all the details for copying click Select All Note By default only active booking details are displayed To show inactive booking details for copying click Show Inactive 4 Click Next The Select Bookings window opens This window displays all the bookings for the copied reservation Figure 3 21 Copy Reservation Wizard Select Bookings window Select Bookings Date Weekday 1 11 2011 Tue Tuesday 2 8 2011 Tue Tuesday 3 8 2011 Tue Tuesday 4 12 2011 Tue Tuesday 5 10 2011 Tue Tuesday lt Cancel 94 Hide Cancelled Bookings Reservation No 1458 Copy Reservation Start End Building Room Event Status Service Orde 4 30PM 9 00PM EC CR 100 Student Associates of the ACS Confirmed 4 30PM 9 00PM EC CR 100 Student Associates of the ACS Confirmed 4 30PM 9 00PM EC CR 100 Student Associates of the ACS Confirmed 4 30PM 9 00PM EC CR 100 Student Associates of the ACS Confirmed 4 30PM 9 00PM EC CR 100 Student Associates of the ACS Confirmed m Hide Old Bookings F Select Al Unselect Al lt Pr
323. he request through VEMS is displayed in the dialog box The dialog box always has a Description tab a Web Questions tab and an Audit tab If the request included resources or setup notes it also has a Services tab Figure 5 9 Web Request dialog box Be Wen Request Ce aes Description Services Web Questions Audit Date Requested 1 2 2008 9 39 AM Dates 1 Web User 1 9 2008 Wed Group susan killen Contact susan Phone 303 850 2623 Fax Email Address susan killen dea com Event Name Event1 Start Time 9 00 AM End Time 5 00PM Event Type Fundraiser Building no preference Room MU Ballroom All Setup Type no preference for 100 Reservation ID 0 Request Status v 2 Do one of the following Edit the request as necessary without processing it and then click OK When editing the request without processing it optionally you can do one or more of the following If you have questions about the request or want to confirm some information for example Will alcohol be served at the event before you process the request you can enter these questions or comments in the Notes field on the Description tab A web user can see these notes when viewing the request in VEMS and you can wait for a response before deciding whether to process the request In addition to indicate that you are reviewing the request before you process it you can set the status of the request to In Progress on the
324. he actual enrollment For automatic synchronizing to occur the EMS Campus Auto Sync Service must be installed and configured Refer to the EMS Installation manual for details To manually process courses post publish 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Manage Terms The Terms window opens Figure 13 57 Terms window a Terms Domain Main Campus Tem Code 5 Description 09 SPR 2009 SPRING OS FALL 2009 FALL 10 SPR 2010 SPRING 10 FALL 2010 FALL 11 SPR 2011 SPRING 476 v Phase Start Date PUBLISHED 1 12 2009 PUBLISHED 8 10 2009 PUBLISHED 1 11 2010 PUBLISHED 9 13 2010 PLANNING 1 10 2011 Active Scenario Scenario 2 Scenario 1 Scenario A Scenario A SIS Last Sync 10 17 2008 3 40 PM 1 15 2010 1 24 PM 2 22 2010 1 51 PM 8 17 2010 3 16 PM 12 16 2010 2 18 PM Chapter 13 Academic Planning EMS Campus 2 Select the term which requires post publish processing and then click Sync The Course Updates window opens The Course tab is the active tab This tab displays all the new courses new course dates changed courses or canceled courses from the SIS After processing it also lists Room Capacity Violations or courses in which the designated enrollment estimated or actual has surpassed the capacity of the room The Course Updates window also has a Crosslist Validation tab When EMS changes a crosslist parent to accommodate a new course course da
325. he resource then either you might be required to make selections for the resource or you have the option to make selections for the resource otherwise go to Step 8 Figure 3 59 Example of a Resource Selections dialog box AM Break Selections Selections Breakfast Items select at least 2 and no more than 3 ltem Notes Bagels Assorted Variety Donuts Glazed Krispy Kreme Donuts Fruit Muffins Pastries Yogurt Drinks select at least 2 and no more than 3 ltem Notes Coffee Fresh brewed columbian Orange Juice Pulp free Red Bull E Tea Assorted varieties Water 8 Click Next The Select Bookings window opens This window displays all the bookings for the selected reservation with a date greater than or equal to the current day s date and that do not already have the selected booking detail added See Figure 3 60 on page 138 137 Chapter 3 The Navigator Figure 3 60 Add Booking Details Wizard Select Bookings window Reservation No 1673 Add Booking Details Select Bookings Date Weekday Start End Building Room Event 10 11 2010 Mon Monday 9 00AM 4 00PM HC HCE North Audit 30th Annual Engineering Egg Throw Demonstratic 10 13 2010 Wed Wednesday 9 00AM 4 00PM HC HCE North Audit 30th Annual Engineering Egg Throw Demonstrati 10 15 2010 Fi Friday 9 00AM 4 00PM HC HCE North Audit 30th Annual Engineering Egg Throw Demonstratic 4 m Hide Cancelled Bookings Hide Old Bookings 7 Select
326. he user who made the change the field that was changed the old field value and the new field value The booking detail items for the selected booking detail are displayed in the Items pane the lower right pane of the Navigator A green check mark appears in front of each individual item that has been added to a booking If you select a booking details item in the left pane of the Navigator then the entire right pane of the Navigator is refreshed with three tabs a Properties that displays for the selected item a Selections tab that displays the selections for the booking detail item if applicable and a History tab that details the history of the item Figure 3 45 The Navigator window with a booking detail item selected Navigator IT Staff Meeting Reservation No 1314 Hooking No 6026 Service Order Mo 1113 fs foo Open Reservation Print Refresh Settings 5 1 1T Sleff Meeting esevebon Ho 1314 Picpeities Selections Hiicy AAAA L J nda Field Vakie Edi 7 3 00 AM Statue Regents 9 Sequence 200 y DADAM ToDo s 9 Resource AM Breck Quanity a 9 Unit Price 5 50 Q Pheing Methed Unt Discount 2 9 Tima In Use Aecewed Time 9 Notes Incudas coffae tea assorled bottled Micge and aesorled malline Speos Instructions 242 i intemal Ho MO Tus ZOTAN MA1 9 Dats Added 12 24 2010 3 51 AM Wed Q00 AM MA1 Added By Admin M0 Tha SO0AM MR 1 Dae Changed 12 24 20109 5 AM DIO Fi 200AM MA 1 9
327. he wizard with the template that you selected in the Group Reservation area displayed on the Hoteling Template dropdown list See Figure 2 29 on page 67 To create a Hoteling template see Configuring Hoteling Wizard Templates on y page 382 66 Figure 2 29 Reservation Wizard with Hoteling Template option ar Chapter 2 Reservations and Bookings rors _ Hoteling Template Short Term Workspace Reservation Options i a RE Ten RTE EON Sm i Calendar Selected Dates 5 Location Features lt lt lt January 2011 gt gt gt a Method Standard Best Ft Specific Room DME es a ees ss i a e ne TLADI erate Center Ene z af 3 4 A yz 8 ME Room Specifications w 6 B D w 2 2 u Type ne ae E P a 30 a 1 2 3 4 5 ve en _ Date Pattem Clear Month Clear All Setup Count 0 Time Status Start 6 00AM End 6 00PM G Status Confirmed v Reconfim B Time Zone Eastem Time Setup Teardown Use Defaut 7 Minutes Setup O Teardown 0 Caneel Reset Goupo Cre 4 Continue making the reservation as you normally would See Making a Reservation Using the Reservation Wizard on page 37 67 Chapter 2 Reservations and Bookings 68 Chapter 3 The Navigator The Navigator is a wind
328. i cust gali aaa a E AEA aa E aE EA E E yrange eee ae 73 Reservation TOMAS ie esis ey ial er ees bn he haa taneieea eli Verte Gate von bbb alice pape eee deed 73 To allocate charges to multiple billing reference numbers and or PO numbers 75 Booking folder a a tates isha ett eh st cit etek aa atte a att ta tee lett tae 76 Booking Detail folder sacs ce ee co ea cetaeedele autor Mes ae eee eM oe eee a eee 78 Navigator commandS ixhecte cs sia ated le indeed tdi pitas ade cere upsiesndtendate ecieltcataahainbines 78 Navidiator Options dialog DOK ee tc iii srein ennai eiia a aE ia 79 Other Navigator commands sianie a a a a a aE araa 82 Adding Bookings to a Reservation in the Navigator cccccccccccceceeeeeeeeeesseeeeseessteneeaees 84 To add bookings to a reservation ccccccesscecceeceeeeeeeeeeessseeeeeeeeeeeeeeneaaeeeeeeeeeeeeeeeeeeees 84 Editing a Reservation in the Navigator ccccccsscceeeeeeeeneceeeeeeeeeeeaaeeeeeeeeeeseneeeeeeeeee 85 To edit a reservation in the Navigator cccccceeeeecceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeessaaeeeees 85 Repricing Categories and Room Charges for a Reservation cccccccecceeeeeeeeeeeeeeeees 87 To reprice categories and room charges for a reservation eeeeeeceeeeeeeeeeeeeeees 87 Changing the Status for a Reservation from the Reservation Summary tab 89 To change the status for a reServatiOn cccccccccccccceeeeeeeeseeeeeeeeeeee
329. ic Planning EMS Campus To cancel a course in EMS Campus To cancel a course in EMS Campus you must find the course using the Academic Browser and then cancel the course in the Course Navigator 1 Set any other criteria academic unit subject and so on as needed to provide assistance in locating the course and then click Get Data The courses that meet your search criteria are displayed on the Results tab For detailed information about searching with the Academic Browser see wy Searching with the Academic Browser on page 507 2 Inthe search results double click the course that you are canceling The course opens in the Course Navigator For detailed information about working with the Course Navigator see Using y the Course Navigator on page 520 Figure 13 17 Course opened in the Course Navigator Course Navigator SIS Course Title Business Statistics Instructor Larson William Term 11 SPR 2011 SPRING Est Enrollment 30 CRN 160202 Act Enrollment 0O Cancel Course BUS 201 01 Credit Hours 3 Academic Unit School of Business Course State Edited Dates User Defined Fields 0 History 0 Course Type Start Date a End Date Days Start Time End Time Location State New Independent Study 1 10 2011 Mon 5 3 2011 Tue F 8 00 AM 10 00 AM unassigned New Edit Discussion Recitation 1 10 2011 Mon 5 13 2011 Fi MWF 8 00 AM 9 50 AM JEFF J 251 Edited Delete
330. ick Edit The Term dialog box opens The Term tab is the active tab Figure 13 69 Term dialog box Term tab 11 SPR 2011 SPRING Te ee Tem Excluded Dates Auto Sync Settings Audit Term Code 11 SPR Description 2011 SPRING Start Date 1 10 2011 End Date 5 3 2011 Last Synchronization 12 16 2010 2 18 PM Phase IPLANNING Notes Available To Academic Units Ea Active Scenario SIS X Post Publish Enrollment Estimated x Mode Read Only Define amp Edit Courses Set Preferences Fi race 4 speling P 3 On the Post Publish Enrollment dropdown list select Actual and then click OK The Term dialog box closes You return to the Terms window with the term still selected 4 Click Sync A Synchronizing progress dialog box opens After the synchronization is complete the Course Updates window opens If the actual enrollment for a class violates the maximum capacity for its assigned room then the course is displayed on the window with a Change Status of Room Capacity Violation See Figure 13 70 on page 488 487 Chapter 13 Academic Planning EMS Campus 488 Figure 13 70 Course Updates window showing rooms with capacity violations Course Updates pce C faa Courses Crosslist Validation Change Status 122 Notes Course Shares Space SIS XList CRN Course Title S BUS 201 01 150202 Business Statistics B Changed Room Capacity Violation PS 205 03 152760 Law a
331. igning Rooms After you have completed pre assignment of rooms and or room optimization four options are available to resolve room assignments Assign The Assign option lists all rooms regardless of availability or preferences It is intended to provide a means for the Domain Scheduler to quickly assign a room without going through the search process Search The Search option initially lists any preferences and requirements that were specified during the Set Preferences mode The Domain Scheduler can use these preferences as a basis for a room search or they can specify and or clear other criteria to complete the room search Unassign The Unassign option removes the Assigned status for a course You can then use the Assign option or the Search option to assign a different room to the course The Unassign option is available after you assign a room to a course or search for a room and then assign it to a course Swap The Swap option allows you to swap the room assignments of two courses The swap option is only available after selecting two courses that have identical meeting patterns and that have been assigned to rooms To assign rooms to courses Select the course to which a room is to be assigned On the Preassign Rooms window or the Resolve Room Assignments window click Assign The Room Selector dialog box opens Figure 13 47 Room Selector dialog box Room Selector o mE Building Building X Room Co
332. igured group is automatically selected in the window 240 Chapter 6 Groups and Contacts PO Numbers tab You use this tab to define a list of eligible PO numbers that are specific to the group 1 Open the PO Numbers tab and enter any PO numbers that are associated with the group Figure 6 8 Group dialog box PO Numbers tab Group o S es Group Biling Information Calculations Biling References PO Numbers Other Audt PO Number Description Notes Active l Delete Cancel Option Description PO Number The PO number that is associated with the group Description A description about the PO number Notes Any other comments or statements that are applicable for the PO number Active Select this option if this PO number is to be available when a reservation is made for the group 2 Continue with any other optional configuration for the group as needed otherwise click OK to close the Group dialog box and return to the Groups window The newly configured group is automatically selected in the window 241 Chapter 6 Groups and Contacts Other tab 1 Open the Other tab and enter any other identifying information as needed for the group Figure 6 9 Group dialog box Other tab Group gt tejes Group Billing Information Calculations Billing References PO Numbers Other Audit Network ID Personnel Number Badge Number Other ID
333. il preferences must also be configured Contact your EMS administrator if you need assistance with this See your EMS administrator or internal IT staff for information on how to enable SMTP email To send an email from within an EMS browser 1 Select a search result entry and then click Email to open a pre addressed SMTP email to the group that is associated with the selected reservation Figure 11 2 SMTP email from a browser a esr g 0 Attachments From Subject Attachments Header Message none oa Footer Message none X Message Times New Roman 16 4a Bi BIUALRY ZA ljEt E Ble s em Send Cancel 2 Enter the necessary information in the From Subject Message and other fields You can use the options on the Formatting toolbar to format the body of the email message 360 Chapter 11 Other Reservation Functions 3 Optionally to attach a file click Attachments at the top of the window 4 Click Send To send a confirmation or invoice using SMTP email 1 Click Email on the Confirmation dialog box or on the onscreen preview of the invoice An Email window that displays the confirmation or invoice in the body opens Figure 11 3 SMTP email window for a confirmation Email Y Spelling 0 Attachments From salles dea com User 5 Department E 1st Contact E 1st Contact Subject Reservation 1673 for Dr James Rouse beginni
334. illing Report on page 343 1 Do one of the following Open the reservation in the Navigator see Opening a reservation in the Navigator on page 71 and on the Transactions tab click New gt Invoice e On the menu bar click Billing gt Invoices gt Invoicing The Invoicing window opens Figure 9 1 Invoicing window Invoicing icf fa Date Range Buildings Categories Statuses Group Types Options Department Conference Services X Reservation No Starting Date oo Ending Date Use Specific Times Invoice Date 8 12 2010 6 amp Due Date 9 11 2010 Chapter 9 Billing 2 Enter the information for the invoice Field Description Date Range tab Department Select the department that is creating the invoices The department name and address will be printed at the top of the invoice Note This field is automatically populated if you have a default department assigned to your user account Reservation Number Automatically populated if you are generating an invoice from the Transaction tab otherwise enter a reservation number Starting Date Ending Date Automatically populated with the first starting booking date and the last ending booking date for the selected reservation when you are generating an invoice from the Transaction tab otherwise enter the date range of the bookings for which you are generating the invoice U
335. ime zone is automatically set to the value that your EMS administrator has configured for the selected building area or view and you cannot select a different value If you select all buildings areas or views all applicable time zones become available on the Time Zone dropdown list and you can select the appropriate time zone for the event If you carry out a specific room search the time zone is automatically set to the value that your EMS administrator has configured for the selected building room and you cannot select a different value In addition you can select a single room or multiple rooms for the event location A single location can actually be a combination room which is a room made of multiple rooms You have three options for selecting the event location which are indicated on the first window of the Reservation Wizard Search Method Description Standard Use this option to display a list of all the available rooms that meet all the requested dates See To search for a standard room on page 42 Best Fit Use this option if no one room can meet all the requested dates The system lists rooms along with the number of bookings for which you can reserve the room You can piece together the entire reservation using Best Fit or just part of it See To search for a best fit room on page 44 Specific Room Use this option to confirm the availability and reserve of one specific room for the scheduled event See
336. imported After the import is complete a message opens indicating this 3 Click OK to close the message and return to the Schedule tab The imported patterns are displayed on the Schedule tab 4 Select an individual pattern or CTRL click to select multiple patterns and then click Edit to open the Final Exam Schedule Days dialog box and assign the final exam day of the week and the final exam start and end times 5 Click OK to close the Final Exam Schedule Days dialog box and return to the Schedule tab 6 Click OK on the Final Exam Schedule Template dialog box The dialog box closes You return to the Final Exam Schedule Templates window with the newly configured final exam schedule template automatically selected If any meeting patterns are left without a corresponding final exam time then courses that fit that meeting pattern in the term will not have a final exam scheduled for them 493 Chapter 13 Academic Planning EMS Campus To specify final exam settings for a specific course 1 Open the specific course in the Course Navigator through either the Academic Browser the Academic Book or the Navigator Figure 13 77 Course opened in the Course Navigator Course sro Course Title Business Statistics Instructor Larson William Edit Tem 11 SPR 2011 SPRING Est Enrollment 30 CRN 2 Act Enrollment 0 Cancel Course BUS 201 01 Credit Hours 3 Acad
337. in Campus Term Code 5 Description 09 SPR 2009 SPRING 09 FALL 2009 FALL 10 SPR 2010 SPRING 10 FALL 2010 FALL 11 SPR 2011 SPRING Copy Preferences To Domain Main Campus Term Code 1 Description 11 SPR 2011 SPRING X Phase Start Date PUBLISHED 1 12 2009 PUBLISHED 8 10 2009 PUBLISHED 1 11 2010 PUBLISHED 9 13 2010 PLANNING 1 10 2011 m v Phase Stat Date PLANNING 02 Active Scenario Scenario 2 Scenario 1 Scenario A Scenario A SIS Active Scenario SIS Last Sync 10 17 2008 3 1 15 2010 1 2 2 22 2010 1 5 8 17 2010 3 1 12 16 2010 2 Last Sync 12 16 2010 2 1 mae m 3 Inthe Copy Preferences From pane select the domain and term from which you want to copy room preferences and requirements 4 Inthe Copy Preferences To pane select the domain and term fo which you want to copy your room preferences and requirements Ta A term can be displayed in the To pane only if it is in Set Preferences mode 5 Click OK A message opens informing you that copying preferences will overwrite any existing preferences and asking you if it is OK to continue 6 Click Yes The message closes After the preferences are copied you return to the Terms window 431 Chapter 13 Academic Planning EMS Campus To use the Academic Browser Set Course Preferences tool 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Academic Browser The Academic Browser opens
338. in the Daily display 4 Inthe Time Grid next to the room click and hold the left mouse button drag the mouse to schedule the room and time and then release the mouse button to open the Reservation Wizard As you drag the mouse the cursor changes to a double headed arrow and a blue horizontal bar is displayed Figure 2 25 Making a new reservation in the Reservation Book S Reservation Book Building City High School 11 3 2010 Wed Empty Building City High School Date 11 3 2010Wed Today 7 Rooms 10 k bajes Refresh Options Day 4 gt Week 4 gt Month 4 gt Year 4 gt Filter Wednesday November 03 2010 1 2 3 4 5 6 7 8 9 aT City High School Auditorium Base Field 1 Conference Room 17 Gymnasium Library Outside Venue Pool Science Lab 5 Continue to Making a Reservation Using the Reservation Wizard on page 37 62 Chapter 2 Reservations and Bookings To edit an existing reservation 1 On the toolbar click the Book icon The Reservation Book opens in the Daily view See Figure 2 9 on page 52 Optionally when the Reservation Book first opens before you view edit or make a reservation you can change the Reservation Book view so that it better suits your working needs See To change the Reservation Book view on page 54 2 Optionally you can do one or more of the following to edit an existing reservation Step Action Change the setup time for a e
339. inal Exam Session Description Start Date E Published On Unpublished 4 In the Description field enter a name or description for the session for example Fall Finals 2011 Ta The name or description can be a maximum of 30 characters including spaces 5 Select a start date for the final exam session The final exam session will start on this date Use the final exam template day of the week to schedule specific final exam dates EMS can accommodate up to a two week final exam session 6 Open the Rooms tab and select the rooms that are available to host final exams by doing the following On the Building dropdown list select all buildings or select a specific building On the Room Type dropdown list leave the default value of all or select a specific room type In the Available list select the room or CTRL click to select multiple rooms and then click the Move gt button to move the rooms to the Selected list If needed you can repeat these steps for specific buildings until you have selected y all the rooms in specific buildings that can host a final exam 500 Chapter 13 Academic Planning EMS Campus Click OK The Final Exam Session dialog box closes You return to the Final Exam Sessions window with the newly configured session automatically selected Continue to To publish the final exam session To publish the final exam session 1 If
340. inders queries web requests and group and contact information and generic emails You can also view the contents of sent emails and print sent emails To view a history of sent emails 1 On the main menu click Reservations gt Other gt Email History 2 The Emails window opens The From field is automatically populated with the email address for your user account but you can always change this value Figure 11 5 Emails window r Emails nc fmt Dae Set Bi Soure fall 7 From sales dea com To CC BCC Subject Body Date Sent 0 From To cc BCC Subject Attachment Email ID 3 Enter the search criteria for the emails and then click Display The Report option collectively refers to invoices reminders queries web requests y and group and contact information All of the emails that meet the search criteria are displayed in the bottom pane of the Emails window 4 Optionally do one or more of the following e To view an email select the mail in the search results list and then click View e To print the complete results list click Print gt List e To print the contents of one or more emails in the results list select the mail CTRL click to select multiple emails and then click Print gt Emails 363 Chapter 11 Other Reservation Functions Generating Multiple Confirmations A confirmation is a document that details the critical information for a reservation the
341. indow Help ge ro O SHAO O Book Calendar Wizard Navigator Browser Web Reservations Clients Email Dashboard Manage Services Z Visitors Academic Import Academic Import Utiity Title bar The name EMS and the version number of the application appear in the title bar across the top of the EMS main window Figure 1 4 Title bar 29 Chapter 1 Getting Started with EMS Menu bar Toolbar 30 The menu bar is set up in a standard Windows menu format with menu commands grouped into menus File Settings Reservations and so on across the menu bar Some of these menu commands are also available in the Main Menu Figure 1 5 Menu bar File Settings Reservations Reports Billing Configuration System Administration Window Help The toolbar provides quick access to the commonly used EMS functions Book Calendar Wizard Navigator Browser Web Reservations Clients Email Dashboard and Manage Services Some of these functions are also available from the Main Menu You can customize the appearance of this toolbar to best suit your business needs Figure 1 6 Toolbar ur xO SP O FRO O Book Calendar Wizard Navigator Browser Web Reservations Groups Email Dashboard Manage Services To customize the toolbar 1 Right click the toolbar and click Customize The Customize Toolbar dialog box opens Figure 1 7 Customize Toolbar dialog box Customize Toolbar Toolbar Icons Large Icons Small Icons Hide Butto
342. indow is already open otherwise on the toolbar click the Groups icon 8 Groups The Groups window opens Figure 4 15 Groups window Groups Starts With Go Search By Group Type al X Options Group 59 City State Group Type Biling Reference Extemal Referenc g Academic Affairs Arvada co Intemal g Administration intemal g Aidan Parish Greenwood Village CO Intemal 4589 6321 8546 g A Greene Greenwood Village CO Intemal 4589 6231 4587 g Micia Keys Greenwood Village CO Intemal 4589 2563 7456 g Athletic Department Denver co intemal g Bankruptcy amp Reorganization Law New York NY intemal g Big Brothers Charity Denver co Etemal g Bryan Sorrentino Greenwood Village CO Extemal g Chess Club Denver co intemal g College of Education Denver co intemal g Colorado Association of Geologists Rifle co Extemal GF Coporate Marketing Greenwood Village CO intemal 4589 7532 1258 GF Coporate Tax Law New York NY Intemal 111 2589 g Dean Evans amp Associates Inc Greenwood Village CO Extemal g Dr James Rouse Denver co Extemal amp Environmental Law New York NY intemal 111 9898 s Finance Dept Intemal af Eai Ministry Enalewood CO intemal e Displayed Active Groups Active Contacts Future Reservations 195 Chapter 4 Search Tools 2 For your search criteria do one or more of the following e Inthe Starts With field enter the string by which to filter your search and then click Go
343. ing Building no preference Required Ghatboard e e Required Projection System Do Not Use v Smart Board Do Not Use TV DVD VCR Do Not Use Whiteboard Do Not Use v Room Type imit by course type X Required Window s Do Not Use Notes C Indicate whether the preferences that you set are to override any existing preferences or whether they are to be added to existing preferences Set your preferences for the selected courses Optionally do one or both of the following e Inthe Notes field enter any pertinent or supporting information that substantiates or explains your preferences e By default the preferences requirements that you specify are applied to all course dates for all selected courses If the preferences requirements are applicable for only specific course dates open the Selected Course Dates tab select the course dates for which these preferences requirements are not applicable and then click Remove Click OK Two results are possible e Ifnone of the selected courses are cross listed and or share space then a message opens indicating whether the selected preferences will override any existing preferences or be added to existing preferences and asking you if it is OK to continue Go to Step 12 e If any of the selected courses are cross listed and or share space and you did not select the corresponding cross listed shared space courses then a Related Course Dates dialog box opens Th
344. ing EMS Campus Searching with the Academic Browser You can use the Academic Browser to search for courses or course dates The results are displayed in a list view When you carry out a search in the Academic Browser you can carry out a basic search or an advanced search A basic search is based on the basic information that you specify for a course when you first create it such as the domain the term the academic unit the subject and so on An advanced search is a field level search that is carried out at the course level the course dates level or the preference level or for published terms at the reservation booking or booking detail levels For example in an advanced search you can specify criteria as granular as courses with credit hours greater than 3 0 After the search results are returned you have a variety of options for working with the results including sorting and grouping information or using the Tools menu to perform functions The actions that you can carry out in the Academic Browser depend upon the mode Read Only Define and Edit Courses or Set Preferences that is enabled for the academic term with which you are working in EMS Campus To carry out a search in the Academic Browser 1 Do one of the following to open the Academic Browser e On the EMS Campus toolbar click the Academic Browser icon e On the EMS Campus menu bar click Academic Planning gt Configuration gt Academic Browser The first ti
345. ing information for the groups that are displayed in the Groups window Figure 6 16 Group print options List Export List To Excel Contact Summary Status Exceptions Import Format Transaction Report Statements Voided Transaction Report Ageing Report General Ledger Distribution For some options after you request to print group information an onscreen preview of the printed information opens A variety of options are available from this preview including the options to print the information to export the information to a pdf and to email the printed information Figure 6 17 Example of an onscreen preview of printed group information Groups fot fa fi Email Export Prin Ala a lla a Ge aani o EMS Professional Demo 7 Group Address Phone 1 Phone2 Email Address Pricing Plan P none H OU Alumni Association none Z Registrar none i Sarah Colley 123ems land 303 912 7677 sarah colley deacom none Denver CO 80218 External z H Big Brothers Charity 3551 So Harlan St 555 555 6002 555 555 7894 heatherfres ddd com External Non e Denver CO 80235 li Bryan Sorrentino 5613 DTC Parkway Suite 1250 888 288 3770 303 796 7429 bryan sorrentino dea com External For 3 Greenwood Village CO 80111 Colorado Association of 3023S Penn Ave 303 555 1232 303 555 4322 geologists deacom External Non Geologists 2 Rifle CO 80212 2 Dean Evans amp Associates Inc 5613 DTC Parkway Suite 12
346. ing Groups Check In Check Out Statuses on page 377 e Configuring Hoteling Wizard Templates on page 382 375 Chapter 12 EMS Workplace 376 Chapter 12 EMS Workplace Managing Groups Check In Check Out Statuses Employees referred to as groups in this section can check in using a variety of active and passive EMS Workplace methods including Virtual EMS the EMS Kiosk and your security badge system You use the Group Check In Status tool to view the status of all employees with or without bookings that have checked into your building In addition options are available to check in check out an individual and to manually no show employees that either have not checked in or have checked into another building To manage groups check in check out statuses 1 On the menu bar click Reservations gt Hoteling gt Check In Status The Group Check In Status window opens If this is the first time that you have opened this window then go to Step 2 to set the default values for your building and home city otherwise go to Step 3 Figure 12 1 Group Check In Status window Group Check ln Status a ee Ootens Buldrg Cenver Floor all X Vitore Oriy Gioup Type jal Room Type all E Nol Checked In Only Evant Type jal X Multiple Bookings Univ Find Name Dae 121 2010 Wed With Bookings Withoul Bookings Grew 5 Group Type Ciy State Dates Tims Soulce Buiking Fiat Booking Mule Boo
347. ing Scenarios and Optimization on page 442 Some preferences might have been marked as Required by some academic units during the Set Preferences mode Select Ignore Requirements as needed for any and all of the preferences 449 Chapter 13 Academic Planning EMS Campus 6 Open the Excluded Rooms tab and specify the rooms that should not be assigned to a course in this scenario for example rooms that have previously been assigned using a pre assignment scenario by doing the following e On the Building dropdown list select all buildings or select a specific building e On the Room Type dropdown list leave the default value of all or select a specific room type e Inthe Available list select the room or CTRL click to select multiple rooms and then click the Move gt button to move the rooms to the Selected list If needed you can repeat these steps for specific buildings until you have selected y all the rooms in specific buildings that should be excluded 7 Click OK The Scenario dialog box closes You return to the Scenarios window with the newly created scenario automatically selected 8 Click Optimize The Run Scenario dialog box opens This dialog box lists all the academic units that have courses for the selected term and domain Figure 13 45 Run Scenario dialog box e Run Scenario Scenario A fo x Select Academic Units Available 6 Description gt gt Selected 0 De
348. ing keepo eiere raias eana a 27 EMS main window Menu DaV ceeeceeeeseeresereereneeeee 30 SUUCTUNG aa errre 29 title baranan 29 tOOND ar aharien tal es 30 Event Calendar report 284 event date specifying in the Reservation Wizard osano iyen 38 event information specifying in the Reservation event location specifying in the Reservation WAZA OE EAE 42 event name setting the default value to use in the Reservation Wizard 349 Event Schedule report 284 event status setting the default value to use in the Reservation Wizard 349 event time defied hoeners ai 36 setting the default value to use in the Reservation Wizard 349 event time and status specifying in the Reservation WAZA opeliereehestaelieetelvsdenciceeet 41 event type setting the default value to use in the Reservation Wizard 349 Event Type Analysis report 292 Exceptions reports Booking Conflict Analysis 296 Building Hours Exceptions 296 Inactive Groups with Reservations ccccecceeees 297 Inactive Room with Bookings 297 Inactive Web Process Templates 298 Invalid Billing References 298 Invalid Service Orders 297 Status Reminder report 295 Undefined Setup e 295 Wait List xciexiesteeeds telat 296 F final exam schedule creating a template for 489 defining
349. ing to sort by the heading 9 Continue to Assigning Rooms on page 453 For detailed information about working with the Course Navigator see Using the Course Navigator on page 520 447 Chapter 13 Academic Planning EMS Campus To create an optimization scenario 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Optimization Scenarios The Scenarios window opens This window lists all the scenarios pre assignment and optimization that are currently configured in your EMS database Figure 13 43 Scenarios window Scenarios babas Domain Main Campus m Tem 2011 SPRING Scenarios 2 Active Scenario Scenario A Scenario B 2 On the Domain dropdown list select the domain for which you are creating the scenario and on the Term dropdown list select the term The remainder of this procedure describes how to create an optimization scenario from scratch You can also create an optimization scenario by copying an existing scenario Select the scenario that you want to copy and then click Copy Remember a common approach for using scenarios to optimize room assignments is to first create a pre assignment scenario to partially complete the assignment of rooms to courses for a term You would then copy this pre assignment scenario and modify it as needed to make an optimization scenario 448 Chapter 13 Academic Planning EMS Campus 3 Click New
350. ion Confirmation Title Appears bold and centered at the top of the confirmation Header Message Footer Message Pre configured blocks of text that appear in the header and footer of the confirmation Note Your EMS administrator configures these values Contact your administrator if you need assistance with adding or modifying a value Paper Size The size of the paper on which the confirmation is printed Values are Letter Legal and A4 Print Comments Include the reservation s comments in the printed confirmation Print Reminders Print Cancel Reasons Include the reservations reminders in the printed confirmation Include reasons for cancellation in the printed confirmation Print User Defined Fields Include user defined fields and their values in the printed confirmation Print Room Phone Include the phone number for the room in which the event is being held in the printed confirmation Print Building Notes Include any notes about the building in the printed confirmation Print Billing Reference Allocation Include the billing reference numbers for the event as well as the percentage of charges that is allocated to each number in the printed confirmation Suppress Reserved Time Hide the reserved time for the booking and show only the event time Suppress Location Hide the location for the reservation in the printed confirmation Suppress Pricing D
351. ion Date 0 Reservation ID Group Group Type 1st Contact Event Name Notification Rule 6 N Fumiture Notification o MY Web Request 0 Retesh NY Web Request of Show ewe w F Old v Unreviewed Reminders Q Web Reservations Web Requests C Wait List f Reconfirm Dates 4 Building Hour wil Analytics IEA At A Glance When the Notifications tab first opens all the notification rules that include you are listed in the Notification Rule pane upper left pane of the tab Next to each rule the number of new notifications notifications with the current day s date is displayed The tab is interactive You can Select a rule to view all unreviewed notifications for future bookings Select a rule and under Show select Reviewed to view all reviewed notifications for future bookings Select a rule and under Show select Old to view all notifications for past bookings Select a notification to view detailed information about the notification such as new bookings the changes made to a booking and the users who were notified of the changes in a pane at the bottom of the window Select Show New Only to show only new notifications notifications with the current day s date for the notification rules Select a notification and then click Reviewed to mark a notification as Reviewed Chapter 5 EMS Dashboard Select a notification and then click Go To to open the item to which the notification r
352. ion is moved to the Filter Summary list wt To filter the list of available fields in the Field Search field enter a search string g Your search is limited to the exact order of the characters in the string but the string can appear anywhere in the search results For example if you enter add search results can include Added by Date Added and Group Address Line 1 wt Ifyou have specific fields and or values by which you always want to carry out a Q search then you do not have to filter the list of fields on the All Fields every time you carry out a search Instead you can select each of these fields on the All Fields tab and then click Add to Favorites to add the field to the Favorite Fields tab or after you enter a value or define the limits for a field you can click Save Value on the Filter dialog box The next time that you carry out a search you can simply open the Favorite Fields tab or the Saved Values tab to open your customized list of search fields 200 Chapter 4 Search Tools w To view a Selected field option in its entirety in the Filter Summary list rest the mouse pointer on the entry A tooltip showing the complete field option information opens Figure 4 21 Viewing a selected field option in the Filter Summary list ind Booking Booking Date between 12 17 2009 and 12 24 2009 12 00 AM Booking Status equals Cancelled 3 Click Get Data or Refresh The search results a
353. ions in a single location The information that is displayed on this window provides you with the necessary input to manage your work in the EMS application By default when the window first opens it has nine tabs Notifications Reminders Web Reservations Web Requests Wait List Reconfirm Dates Building Hours Exceptions Analytics and At A Glance If any tab on the window has at least one record displayed on it then by default when you log into the EMS application the Dashboard window opens and the Dashboard icon on the main toolbar flashes briefly Also an asterisk appears to the right of the tab name You can change the default behavior of the Dashboard in the Dashboard Options dialog box See Dashboard options on page 210 You can also click the Dashboard icon at any time to open the Dashboard window Figure 5 1 Dashboard window i Dashboard babaka Options E Show New Only Notification Date 0 Reservation ID Group Notification Rule 6 N Fumiture Notification i MY Web Request NY Web Request 4 m Group Type 1st Contact Event Name Refresh Show Old ee Reviewed fy Notifications V Unreviewed Reminders yoo co Q Web Reservations Web Requests 3 Wait List P Reconfirm Dates Building Hour will Analytics IEA At A Glance 209 Chapter 5 EMS Dashboard Dashboard options The appearance and functioning of your Dashboard window are determined
354. is dialog box lists all the related courses that have not been selected Go to Step 11 433 Chapter 13 Academic Planning EMS Campus Figure 13 33 Related Courses Dates 434 Apply Changes To Related Course Dates Checked Items Will Be Changed Course CRN Course Title Instructor Start Date End Date Start Time MATH 25001 160100 Math Tools for Economics Bolten Michael 1 10 2011 Mon 5 13 2011 Fi 12 00 PM MATH 38001 162100 Economic Data Analysis Bolten Michael 1 10 2011 Mon 5 13 2011 Fi 12 00 PM End Time 1 20 PM 1 20 PM m Location unassigned unassigned 11 Optionally select any or all of the related courses for which you want to set the same preferences requirements or do not select any of these related courses and then click 12 OK A message opens indicating whether the selected preferences will override any existing preferences or be added to existing preferences and asking you if it is OK to continue Click Yes The message closes and another message opens indicating that the preferences were set successfully 13 Click OK to close the second message and return to the Academic Browser To use the Course Navigator Chapter 13 Academic Planning EMS Campus 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Academic Browser The Academic Browser opens 2 Ifneeded open the Filter tab Figure 13 34 Academic Browser Filter tab
355. is optional Chapter 9 Billing Table 9 4 Search criteria Field Description Show Paid Invoices Leave this option selected to include paid invoices in the search If you want to void an invoice against which payments have been made then this reminder serves to prompt to you to first void the payments before you void the invoice See To void a transaction on page 341 2 Select the invoice that is to be voided in the lower left Invoice pane CTRL click to select multiple invoices and then click the Move button gt Remember you can select an invoice for voiding only if payments have not been y applied to the invoice A Void Reason dialog box opens Figure 9 12 Void Reason Void Reason Void Reason Ca 3 Enter a reason for voiding the invoice and then click OK The Void Reason dialog box closes The invoices are displayed by number in the lower right Invoice pane 4 Do one of the following e To review an invoice before you void it go Step 5 e To void an invoice without reviewing it go to Step 6 5 Optionally before you void a selected invoice you can review it to ensure that it is indeed an invoice that you want to void Select the invoice in the lower right Invoice pane CTRL click to select multiple invoices and then click Preview An onscreen preview of the selected invoices opens The preview is titled Invoices The preview window contains options for printing
356. it is limited to the exact order of characters in the string and the string must begin with the information for which you are searching For example if you enter 10 as the search string results can include invoice numbers 1000 1017 and so on Reservation ID Leave the default value set to 0 to search for a transaction regardless of reservation ID otherwise enter the exact value of the reservation ID Amount Leave the default value set to 0 00 to search for transactions regardless of the transaction amount otherwise enter the exact amount of the transaction 2 Optionally click Options and edit the default value the Number of Records to Return search option 3 Click Get Data or Refresh The search results are displayed on the Results tab Figure 9 15 Browse Transactions window Results tab F Browse Transactions Collee Browse For Transactions Print Export Email Refresh Options i Diz I Results Drag a column header here to group by that column Transaction Date Type Invoice Number Group Amount Reservation ID Void 11 16 2010 Tue Invoice 1000 OU Department of Chemistry 100 00 11 24 2010 Wed Invoice 1001 OU Department of Chemistry 100 00 1463 11 24 2010 Wed Payment 1001 OU Department of Chemistry 100 00 1463 3 Records Close Filter 331 Chapter 9 Billing 332 4 Optionally do one or more of the following e To group results by a specific
357. iting Booking Detail Item Charges in the Navigator on page 145 To edit booking detail items 1 Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 Inthe left pane of the Navigator expand the folder structure for the reservation until the appropriate booking details item folder is visible and then do the following e Select the folder for the booking details item that you are editing e In the Items pane select the item that you are editing The item cannot be invoiced If the item is invoiced the Edit button is not available To edit an invoiced item you must first void the invoice See To void an invoice on page 324 3 Continue to one of the following e To edit a booking detail item from a non resource category on page 142 e To edit a booking detail item from a catering service order or resource category on page 142 141 Chapter 3 The Navigator To edit a booking detail item from a non resource category 1 Click Edit The lt Booking Detail gt dialog box opens 2 Edit the item as necessary and then click OK to close the lt Booking Detail gt dialog box and return to the Navigator For detailed information about editing a booking detail item fr
358. itional information as needed after you select a pricing method Pricing Method Additional Fields Unit Unit Price Half Day Full Day Event Time e Half Day Price e Full Day Price e Hours Half Day Full Day Reserved Time e Half Day Price e Full Day Price e Hours Hourly Event Time Hourly Price e Minimum Charge e Maximum Charge e Initial Flat Charge Hourly Reserved Time e Hourly Price e Minimum Charge e Maximum Charge e Initial Flat Charge Hourly Specific e Hourly Price e Minimum Charge e Maximum Charge e Initial Flat Charge 5 Optionally enter a discount percent and or a reservation discount 6 Click OK The Room Charge dialog box closes The booking detail and its items are displayed as folders under the Booking folder in the Navigator window for the first time to a booking Room Charge is no longer an available option on the Booking Details dropdown list To add more charges to the booking select the Room Charge folder for the booking or click a Room Charge in the Items pane and then click New Ta If you must add multiple room charges to a booking then after you add charges 128 Chapter 3 The Navigator To add a booking detail from a service order catering or resource category e Ifyou select a service order or catering category a Service Order dialog box opens with at a minimum options for Service Reviewed Service Start Time and End Time If a catering
359. itle Mr Ms Dr and so on of the contact Group Populated with the name of the group that you selected on the Groups window You cannot change this value Address Populated with the address of the contact If the contact address is the same as the group address then select Use Group Address to populated the address fields with the group address International Not applicable if Use Group Address is selected Select this option to drop the State and Zip fields from the address for an international contact 261 Chapter 6 Groups and Contacts Field Description Phone The phone number and fax number for the group Fax Note The Phone and Fax fields have a dropdown list available on which you can select a different value Phone Fax Mobile or Other for the field label or you can enter a user defined value To enter a user defined value double click the current field label to select it and then enter the user defined value over the selected label Email Address The email address for the contact Note If your computer is connected to a network click the Search icon 2 to open a Global Address Lookup dialog box and search for the email address External Reference Links the contact to an outside program if needed Notes Any other information that is pertinent for the contact Set as Default Select this option if the contact is to be the default contact for the selected group Note If a default conta
360. itor dialog box opens Figure 11 11 New Visitor dialog box New Visitor Colle kE Building Name Company Name Email Address Notes 370 Chapter 11 Other Reservation Functions 6 Enter the information for the new visitor and then click OK The Visitor dialog box closes You return to the Visitors window with the group and newly configured visitor automatically selected Ta All fields on this dialog box are required fields The Building field should be automatically populated with the name of the building in which the event is scheduled however if you have set your preferences for buildings such that this building is not available to you then the Building field cannot be populated with the correct value and you cannot add the new visitor See Setting User Preferences and Default Values on page 349 Repeat Step 5 and Step 6 as needed to add all the unregistered visitors to the event Unregistered Visitor is displayed in the Event column for each unregistered visitor that is added to an event The date and time that you add an unregistered visitor to an event is used as the Check In date and time for the visitor To check out an unregistered visitor select the visitor and then click Check Out To print visitor badges 1 On the menu bar click Reservations gt Other gt Visitors The Visitors window opens Locate the attendee as described in To manage registered attendees
361. justment defined cceseccsseneeeernreeeeres 329 entering for an invoice 339 Searching for ec eeeeeeeeeeereee 329 VOIA iniesta tirnar inini 341 Ageing report sssssssseeesseeerrnerrneeees 345 Analytics tab on the Dashboard WINDOW eatea R aa 227 Arrivals and Departures report 299 Assumptions for the manual 23 At A Glance tab on the Dashboard WINGOW 0000ceececeeeeeeccceeeeeeeeees 230 attachment adding to a QrOup eeeeeeeeee 246 adding to a reservation or booking in the Navigator eee 168 defined iaei en nta 168 deleting from a reservation or booking in the Navigator 168 editing for a reservation or booking in the Navigator eee 168 viewing for a reservation or booking in the Navigator 168 attendance recording for a booking 359 attendees visitors adding to an event see booking details and items adding checking in if registered 367 checking in when unregistered 0 0 ee eeeeeeeeneeeeeeee 367 checking out if registered 367 checking out when unregistered 367 importing a list of for an event 367 printing badges for 367 searching for if registered 367 badges printing for attendees visitors 367 Banquet Event Orders report 288 best fit room searching for in the Reservation Wizard eiee ainni e 44 billing in EMS OVEIVIEW Of cceceececeeeeeeeeeeeee 315
362. k a course entry in the Academic Book to open the course in the Course Navigator For detailed information about working with the Course Navigator see Using ty the Course Navigator on page 520 Figure 13 98 Course opened in the Course Navigator Business Statistics Instructor Larson William 11 SPR 2011 SPRING Est Enrollment 30 CRN 160202 Act Enrollment O Course BUS 201 01 Credit Hours 3 Academic Unit School of Business Course State Edited Dates User Defined Fields 0 History 0 Course Type Start Date End Date Days Start Time End Time Location State New Independent Study 1 10 2011 Mon 5 3 2011 Tue F 8 00 AM 10 00 AM Edit unassigned New Discussion Recitation 1 10 2011 Mon 5 13 2011 Fi MWF 8 00 AM 9 50 AM JEFF J 251 Edited Preferences Final Exam Settings History 0 Preference Vale Required Copy 519 Chapter 13 Academic Planning EMS Campus Using the Course Navigator The Course Navigator is a window in EMS Campus that you use to view and manage all aspects of a course including editing and canceling courses adding editing and canceling course dates specifying room preferences for a course and so on You can access the Course Navigator from the Academic Browser the Academic Book and the EMS Navigator Different tabs and panes on the Course Navigator provide different information about a course a
363. k the Search icon 2 to open the Groups window and search for a specific group See Searching for Reservations by Group on page 195 e 1st Contact e Reservation Event Name Enter a search string by which to filter your search The search is not case sensitive but it is limited to the exact order of characters in the string and the string must begin with the information for which you are searching For example if you enter ed as the search string results can include Ed Edward Eddie and so on but not Ted or Fred Chapter 4 Search Tools Field Description Building Select a specific building area or view Room e If you select a specific building then all rooms in the building are selected by default You can select a specific room in the building e If you select a view then Room is left blank however you can select a specific room to search Category The default value is set to all You can leave this value as is or you can select a specific category booking detail Resource Available only if you select a category that is a resource The default value is set to all You can leave this value as is or you can select a specific resource item The default value is set to all You can leave this value as is or you Booking Status can select a specific booking status 3 Optionally click Options and edit the default values for one or more additional search op
364. king Process again results in a message opening indicating this By clicking OK you merely acknowledge that the room is in conflict with another room and the course date is placed in a conflict status New bookings that are added manually in EMS or created through the final exam scheduling process are not impacted To process a new course date post publish 1 2 Select the new course dates or CTRL click to select multiple new course dates If rooms have already been assigned to the course dates in the SIS and you want to keep these rooms then go to Step 5 otherwise click Assign to open the Select A Room dialog box and then go to Step 3 Figure 13 60 Select A Room dialog box Select A Room ce fot mesa Building Building all Room Type all X Features Feature Built in Sound Video Chalkboard Projection System Smart Board Tv DVD VCR Whiteboard Window s Ignore Room Capacity 479 Chapter 13 Academic Planning EMS Campus 3 Specify your search criteria and then click Next A list of rooms that meet your search criteria is displayed The list includes any TBD rooms that have been configured 4 Select the room that is to be assigned to the new courses and then click Finish The Select a Room dialog box closes and you return to the Course Updates window with the new courses still selected Rooms can be processed without a room assignment In this case the course date is publishe
365. kings Muliple Bulinge Check In Beno Susan Staff Densi CheckedIn 124 2010347FM Badoe 12 1 2010 5 09AM heck Out Evans Deen Patre Denver Checkedin 127 2010317 PM Kiosk 2 1 2010 5 0 AM rm Newin Wendy Staff Chicago Checkedin 127 2110317 FM Phone 105 00 4M oo Nowek Ed Maraoe Diecier Derweil Checkedin 1271 2010314 PM Virtual Derval 2 1 2010 5 00AM Piin Ramch Kevin Pare Derwer Checkedin 1271 2010 3 17PM Client Derwer 12 1 2010 5 00AM Oese 2 Inthe upper right hand corner of the window click Options to open the Options dialog box and select the default values for your home building and home cities Figure 12 2 Options dialog box aaa Ses Check In Check Out Building fall v Home Cities _ Cancel 377 Chapter 12 EMS Workplace separate multiple cities by commas for example Denver Chicago Atlanta If Ta The home building is the building that selected groups are checked in to You must Visitors Only is checked as one of the search options then when you search for groups to verify their check in check out status the groups that have an address using any of these home cities are not returned in the search results Only groups that do not have an address using any of these home cities and that meet all the search criteria are returned in the search results 3 Specify the search criteria to search for the groups that are to be checked in to checked out of a building Option Description
366. l 2 rata Drag a column header here to group by that column Smoga Sate 7 all Bae E Canceled State Reviewed Date Group Building Room Category Service TimeStart TimeEnd Dat L eviewed _ T Confimed Unreviewed F Shared Space Open T Tentative pay Refresh V Wait List 7 Web Request 203 Chapter 4 Search Tools 2 Click Options The Options dialog box opens Figure 4 25 Options dialog box Options babaka Automatically Refresh Never Every Time Display for Resources w o Service Orders None Event Time Reserved Time Highlight Changes Within hours 0 hours Show Deleted Service Orders Items v 3 Modify the display options as needed for the Manage Services window and then click OK to apply these changes 4 To filter the search results do one or more of the following e Leave the Date set to the default value the current day s date or select a different date e On the Building dropdown list leave the value set to the default value all buildings or select specific building area or view e On the Category dropdown list select the category by which to search e In the Status pane select one or more specific booking statuses or select all statuses 5 Click Refresh A list of all bookings that meet your search criteria is displayed in the upper pane of the window e Ifstates are assigned to any of the resources in a booking then the name of the state and if ap
367. lar resource and determine how much of the resource that is how many individual items is needed for a specific day or month in a specific year For example how many slices of key lime pie are needed in November 2010 You can use the results of the search to assist you in managing the counts of the resources that your organization must ensure are available for scheduled events When you carry out a search in the Resource Calendar you can carry out a basic search or an advanced search A basic search is based on the basic information that you specify for a resource item when you first create it such as its category and status An advanced search is a field level search that is carried out the booking level the booking detail level the booking detail item level the reservation level the service order level or any combination of these For example in an advanced search you can specify criteria as granular the date that the service order reminder was added You can open a resource item that has been returned in the search results in the Navigator and edit the item if needed To carry out a search in the Resource Calendar 1 On the menu bar click Reservations gt Reservations gt Resource Calendar The first time that the Resource Calendar opens the Filter tab is set by default to a basic search otherwise the Filter tab is set to the search type Basic or Advanced that you last carried out Figure 4 17 Resource Calendar Basic search
368. lect multiple requests and then click Delete A message opens asking you if it is OK to delete the selected web requests 2 Click Yes The message closes The selected web requests are deleted 222 Chapter 5 EMS Dashboard To print a web request 1 Select the web request that is to be printed CTRL click to select multiple requests and then click Print An onscreen preview of the selected requests opens A variety of options are available from this preview including the options to print a hard copy of the requests to export the requests to a pdf and to email the requests Figure 5 11 Print preview for a web request Gh emai Export arin BS QAGB seau 2 a a errs EMS Professional Demo RequestID Status Group Contact StartTime EndTime Location Event Setup Event Type Web Us A 1 InProgress susan killen 9 00AM 5 00PM Ballroom EastWest no preference 100 i susan 303 850 2623 Eventi Fundraiser hi Notes Dates 1 9 2008 Services Audio Visual 2 1 30 LCDTV m 2 Select the option or options that best fit your working needs 223 Chapter 5 EMS Dashboard Wait List Tab The Wait List tab provides you a way of monitoring wait listed reservations It also provides an indicator when the requested room becomes available Figure 5 12 Wait List tab Z Dashboard kabaka Options Status 1 View Thru Today X 5 z V Wait List Date 1 Start End Building Room Room Ty
369. lected then all reservations for all rooms in all buildings are displayed Hide Current Time Indicator Show or hide the vertical bar that indicates the current time Show all in Building List Show the all option on the Building dropdown list otherwise a user must select a specific building Show Capacity Show the minimum and maximum capacities next to the room description Figure 2 15 Book Options dialog box Book Options adba General Tool Tip Display _ Start Hour 7 00 AM B Automatically Refresh Never v Display Rooms Without Bookings Event Name Setup Type Group Highlight Rooms Highlight Color Time Display Interval Room Display 15 Minutes 10 Minutes 5 Minutes Room Code Room Description Maximum No of Rooms Building Display 100 250 500 Building Code Building Description Booking Colors Based On Status Event Type v Go To Today On Startup Always Prompt For Building On Startup Hide Current Time Indicator V Show all in Building List V Show Capacity ok _ cacai 56 Chapter 2 Reservations and Bookings e Select which items to include in the tooltip that opens when you rest the mouse pointer on an event in the Reservation Book Figure 2 16 Book Options dialog box Tooltip Display tab lt O a Event Name Reserved Time Event Time Setup Infomation Status Reservation ID Booking ID
370. lick OK If the room is configured as an override room go to Step 3 otherwise go to Step 4 In the Location field enter the location of the override room and then click Next to continue to To specify the event information on page 48 Click Next Two results are possible If the event is scheduled for a single date and the room is available then continue to To specify the event information on page 48 In all other cases for example the event is scheduled for a single date but the room is not available or it is a multiple date event the Available tab opens This tab lists all the event dates for which the specific room is available Continue to Step 5 a You can open the Conflicts tab to view the list of dates for which the specific room is not available as well as list of the events that are scheduled for the room 47 Chapter 2 Reservations and Bookings 5 Optionally before you move a date to the Selected list click Building Hours to open the Building Hours dialog box which displays the hours that the selected room building is open on the selected date otherwise do one of the following e Ifthe specific room is available for all the event dates then click the Move All button gt gt to schedule the room for all the event dates e Ifthe specific room is not available try another approach such as reserving a different specific room or using the Standard or Best Fit search method 6
371. lished and then click Edit The Term dialog box opens The Term tab is the active tab See Figure 13 51 on page 464 463 Chapter 13 Academic Planning EMS Campus Figure 13 51 Term dialog box Term tab 11 SPR 2011 SPRING gt tejes Tem Excluded Dates Auto Sync Settings Audit E Tem Code 11 SPR Description 2011 SPRING Start Date 1 10 2011 End Date 5 3 2011 Last Synchronization 12 16 2010 2 18 PM Phase PLANNING Notes Available To Academic Units v Active Scenario SIS X Post Publish Enrollment Estimated X Mode Read Only Define amp Edit Courses Set Preferences E Inactive Y speling Cancel 4 Do the following e Make sure that the Mode is set to Read Only and if the academic unit level users are to have View access to the term make sure that Available to Academic Units is selected e On the Active Scenarios dropdown list select the scenario that is being published The SIS scenario publishes room assignments that were previously defined in the SIS 5 Optionally in the Phase field and the Notes field enter any information that is pertinent to the published schedules for example Published in the Phase field 6 Open the Excluded Dates tab 7 Select the dates that should be excluded during the publishing process This would include any dates where regularly scheduled classes do not take place for example breaks holidays and if
372. log box closes The newly created reminder is not attached to an item It might or might not be displayed in the Reminders list depending on the values that you have set for filtering the display To edit a reminder I On the Reminders list select the reminder that is to be edited and then click Edit The Reminder dialog box opens The dialog box is populated with the current information the reminder Modify the reminder as needed Optionally click Spelling to spell check the reminder before you save the modified reminder Click OK The Reminder dialog box closes If the reminder is attached to an item such as a reservation then the reminder remains attached otherwise it is saved as an unattached reminder To delete a reminder You can delete any reminder attached or unattached regardless of its due date and regardless if it is completed 1 On the Reminders list select the reminder that is to be deleted and then click Delete A message opens asking you if it is OK to delete the reminder Click Yes The message closes and the reminder is deleted 217 Chapter 5 EMS Dashboard To print a reminder 1 On the Reminders list select the reminder that is to be printed and then click Print An onscreen preview of the reminder opens The preview window contains options for printing a hard copy of the reminder for emailing the reminder and so on Figure 5 6 Onscreen preview for a printed reminder
373. ltiple Bookings in the Navigator Four wizards are available for editing the when and where information for multiple bookings in a reservation e The Change Booking Date Time Wizard e The Change Booking Status Wizard which includes canceling multiple bookings in a single step e The Change Rooms Wizard e The Change Miscellaneous Booking information Wizard which includes type setup type and setup count To edit billable information for a booking see Editing Booking Detail Item wy Charges in the Navigator on page 145 Remember you can also edit certain booking information in the Reservation Book y See To edit an existing reservation on page 63 To edit multiple bookings in the Navigator 1 Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 Inthe left pane of the Navigator select the reservation for which the bookings are being edited and in the Bookings pane click Tools 3 Continue to the following as appropriate e To edit the booking date and or time on page 100 e To edit the booking status on page 103 e To change rooms for a booking on page 105 e To edit miscellaneous booking information on page 112 99 Chapter 3 The Navi
374. lumn settings 1 On the menu bar click Settings gt Reset Column Settings The Column Settings dialog box opens Figure 10 4 Column Settings dialog box Column Settings i Column settings successfully reset 2 Click OK 3 If necessary restart your EMS application 353 Chapter 10 User Settings Defining your Views A view is simply a user defined grouping of specific rooms When searching for rooms in which to schedule events you can select all buildings to search a specific building an area or a view If your job entails making multiple reservations for groups that always book events in specific rooms or locations then to make your room search easier and more efficient you can define the views that best meet your working needs For example if you are making multiple reservations for your school district s athletic teams then you could define a view called School District 1 Athletic and this view would contain the following event locations Baseball Field 1 Baseball Field 2 Gym 1 Gym 2 Pool and so on To define your views 1 On the menu bar click Settings gt My Views The My Views window opens This window lists all the views that you have defined Figure 10 5 My Views window My Views ic C fsa My Views 1 New High School Rooms Delete Print se 2 Click New The View dialog box opens The View tab is the active tab See Figure 10 6 on page 355
375. ly those changes that were not successful on a wizard Results page Confirmation Always prompt When you click Confirmation opens a Confirmation filter which you can use to change the default filter options for a confirmation before generating it Print Preview When you click Confirmation opens an onscreen preview of the confirmation Email When you click Confirmation opens an email of the confirmation Print When you click Confirmation prints an immediate confirmation Booking Display Time Reserved Time Show the total time for which the space is reserved This time is the event time plus the setup teardown times Event Time Show only the event time for which the space is reserved Invoiced Items Highlight Color The color with which invoiced items are highlighted in the Navigator window Service Orders Show Pricing Show pricing on a service order Show Item Notes Show item notes on a service order Show Item Special Instructions Show special instructions for items on a service order Highlight Changes Made Within Highlight any changes that have been made to a service order days within the specified number of days 80 Chapter 3 The Navigator Table 3 1 Options on the Navigator Options dialog box continued Field Description Footer Message Show a reconfigured blocks of text that appear in footer of a service order for example a Cancell
376. m was successfully changed See Figure 3 33 on page 109 Chapter 3 The Navigator Figure 3 33 Change Room Wizard Results window P Reservation No 1671 Change Rooms Results on Date Stat End TimeZone Building Room Event 8 16 2010 Mon 6 00PM 9 00PM CTC 101 Incoming Engineering Students 8 18 2010 Wed 6 00PM 9 00PM cTc 101 Incoming Engineering Students cic 101 Incoming Engineering Students 8 20 2010 Fi 6 00PM 9 00PM m 4 E Show Unchanged Only To view the details for a specific booking that was changed select the booking and then click Go To 9 Click Close to close the Change Room Results window and return to the Navigator If you reserve a resource and then edit the date time location or status of a booking and there is a resource inventory conflict a Resource Inventory Conflicts report opens onscreen If you close this report you can manually run an Resource Inventory Conflict check In the Bookings folder of the Navigator select Tools gt Resource Inventory Conflict 109 Chapter 3 The Navigator To select a specific room When you search for a specific room you can search for a room within your facilities or you can search for an override room which is a room that is within your facilities but that is not typically scheduled for events or it is outside of your facilities If you specify an override room for an event you must manually specify the location for the event
377. mails to EMS groups otherwise to email a group from within EMS using the SMTP option your user account must have an email address and the group must have an email address defined for it See your EMS administrator or internal IT staff for information on how to enable SMTP email To email a group 1 Optionally to confirm that an email address has been set up for the group select the group and then click Edit The lt Group gt dialog box opens populated with the current information for the group 2 Ifthe group has an email address click OK to close the Group dialog box and continue to Step 3 otherwise in the Email Address field add the group s email and then click OK to close the lt Group gt dialog box and continue to Step 3 3 On the Groups window click More and then click Email A pre addressed SMTP email opens The To field is populated with the email address that is defined for the group but you can edit this value if needed Figure 6 15 SMTP Email window Email coo fa V U Attachments From bryan dea com continuinged dea com accam Bcc Subject Attachments Message Times New Roman 16 H X dB BruARY ZA OlEEE N ahlil whl 4 Complete and send the email as you would normally 250 Chapter 6 Groups and Contacts Printing and Exporting Group Information The Print button next to the Group window opens a list with a variety of options for print
378. mber Allocation tab By default the charge for a booking detail can be allocated to a single purchase order PO number On the PO Number Allocation tab you can allocate the charge for a reservation to multiple billing PO numbers by percentage See To allocate charges to multiple billing reference numbers and or PO numbers on page rey Chapter 3 The Navigator Your EMS administrator must enable the Use PO Number Allocation parameter for this tab to be displayed See EMS System Parameters in the EMS Setup Guide If the selected booking detail requires a service order or catering category then the following four tabs are also displayed User Defined Fields The User Defined Fields tab displays the additional fields that store custom data for the booking detail Your EMS Administrator configures the types of fields that are available as well as the allowed values for these fields See Working with User Defined Fields in the Navigator on page 164 Reminders tab The Reminders tab displays any reminders that were created for the selected booking detail See Working with Comments and Reminders in the Navigator on page 158 Comments The Comments tab displays any comments that were made for the selected booking detail See Working with Comments and Reminders in the Navigator on page 158 History The History tab displays the history for the booking detail the date that a change was made to the detail the ID of t
379. mber in the database If any of the new bookings are in conflict with existing bookings this conflict is indicated in the Navigator 95 Chapter 3 The Navigator Editing a Booking in the Navigator When you edit a booking in the Navigator you are working with the when and where information for the event the event time the event location and so on To edit a booking you must have the appropriate security access For example you cannot move a booking to a room if your EMS administrator has not granted you access to the room Likewise you cannot change the status for a booking from tentative to confirmed if your EMS administrator has not granted you access to the confirmed status Under certain circumstances bookings or booking details in EMS can become locked Locked items are displayed in EMS but you cannot edit or cancel the items This locking can affect the basic booking information date time room and so on or the details for the booking catering equipment and so on Locks are typically independent of one another Just because one item is locked does not mean other items in the reservation are locked Bookings can be locked in the following situations e Insufficient security To edit a booking you must have access to the room and status and as well as the correct security processes assigned to your user account Ta Contact your EMS administrator for assistance e Old bookings A booked event is locked a certain nu
380. mber of days after it has taken place Your EMS administrator sets the value for this system parameter Old bookings are locked to prevent you and other users from changing the facts for a past event which could cause discrepancies between documents printed for the event and the information in EMS When a booking is locked because it is old all its details are also locked You cannot edit or delete existing details and you cannot add new details e Invoiced bookings When you create an invoice for a booking you can bill for the entire booking the room fee plus all the fees for all the booking details or for only certain items that you choose for example the room fee and the equipment fees but not the catering fees In either case if a booking has one or more invoiced items the booking is locked This means that you cannot edit or delete the booking which includes changing the booking status and editing and deleting invoiced resources You can however still add more details to the bookings For rooms this means you cannot edit the room charge You also cannot move bookings that are invoiced to a new or existing reservation You can however still copy these bookings to a new or existing reservation To edit billable information for a booking see Editing Booking Detail Item y Charges in the Navigator on page 145 Remember you can also edit certain booking information in the Reservation Book y See To edit an existi
381. me that the Academic Browser window opens the Filter tab is set by default to a basic search otherwise the Filter tab is set to the search type Basic or Advanced that you last carried out Figure 13 86 Academic Browser Basic Search options Academic Browser l 46 Browse For New Section New Course Refresh Options Filter Results Domain Main Campus v Reset Advanced gt Tem 2011 SPRING X Scenario SIS v Active Scenario Academic Unit fall m Subject fall X Instructor fall X Preferences Exist fall X Modified Courses Only 507 Chapter 13 Academic Planning EMS Campus 2 Click the Basic Advanced toggle to select the type of search that is to be carried out and then continue to one of the following e To carry out a basic search in the Academic Browser below e To carry out an advanced search in the Academic Browser on page 510 To carry out a basic search in the Academic Browser 1 On the Browse For dropdown list select the item for which to search 2 Enter the search criteria Field Description Domain The domain for the course or course date Term The term for the course or course date Scenario Displays results for the specific optimization scenario selected The SIS scenario displays room assignment information from your SIS Academic Unit The academic unit for the course or course date Subject The subject for the course or co
382. mes Format By Date 7 Report Comment Chapter 8 Reports and Queries 2 On the lt Report gt Setup dialog box click Setups The Memorized Report Setups dialog box opens This dialog box lists all the memorized report setups for which you are the owner and therefore can edit the name and or delete the report Administrative users can edit and delete all memorized reports in the system See Managing Memorized Reports in the EMS Setup Guide Figure 8 6 Memorized Report Setups dialog box Memorized Report Setups Memorized Report Setups 1 Owner Available To All Users Edt Corporate Facilities Confirmed Events Jennifer Ward Yes Delete 3 Select a memorized report setup and then do one of the following e To delete the report click Delete and then click Yes in the message that asks you if you are sure that you want to delete the selected report e To edit the name of the report click Edit to open the Memorize Report Name dialog box and edit the name of the report in the Description field Ta The description or name can be a maximum of 30 characters including spaces 283 Chapter 8 Reports and Queries Daily reports Report Description Options Event Schedule A summary of the events that are 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 You typically print
383. mic Unit fall X Subject fall X Instructor fall X Preferences Exist fall X Modified Courses Only Cose 3 On the Domain dropdown list select the appropriate domain and on the Term dropdown list select the appropriate term 4 Set any other criteria academic unit subject and so on as needed to provide assistance in locating the shared spaces courses and then click Get Data The courses that meet your search criteria are displayed on the Results tab For detailed information about searching with the Academic Browser see y Searching with the Academic Browser on page 507 415 Chapter 13 Academic Planning EMS Campus 5 CTRL click to select the parent course and the child courses 6 On the Tools menu click Change Shared Space parent The Shares Space Change Parent dialog box opens This dialog box lists the parent class and all its child classes that share space Figure 13 20 Shares Space Change Parent dialog box Shares Space Change Parent x Course Shares Space SIS XList CRN Course Title Course Type Instructor Days Start Time HIST 300 01 Parent Yes 160304 Greek History Lecture Knox Aaron MWF 11 00 AM HUM 31001 HIST 30001 Yes 160350 Greek History Lecture Knox Aaron MWF 11 00 AM HUM 33001 HIST 30001 Yes 162350 Impact of Literature on the Renaissance Lecture Knox Aaron MWF 11 00 AM Cancel Set Parent 7 Select the class that is to be the new parent and then click S
384. mits for a field you can click Save Value on the Filter dialog box The next time that you carry out a search you can simply open the Favorite Fields tab or the Saved Values tab to open your customized list of search fields To view a selected field option in its entirety in the Filter Summary list rest the mouse pointer on the entry A tooltip showing the complete field option information opens Figure 13 89 Viewing a selected field option in the Filter Summary list Filter Summary Booking Booking Booking Date between 12 17 2009 and 12 24 2009 12 00 AM Boolladg Booking Status equals Cancelled 4 Optionally click Options and edit the default value for the additional search option Number of Records to Return Click Get Data or Refresh The search results are displayed on the Results tab If you have searched for courses then the results include courses without course dates meeting patterns Multiple is displayed for those courses with more than one course date If you have searched for course dates courses without course dates are suppressed while courses with multiple meeting patterns are expanded EMS schedules rooms only for courses with course dates See Figure 13 90 on page 512 511 Chapter 13 Academic Planning EMS Campus Figure 13 90 Academic Browser window Results tab E 512 Academic Browser eco me Browse For Courses Print Export Tools Refres
385. mple Query Results Info nce t faa Booking Date Time Options Starting Date 5 6 2008 B Ending Date 5 6 2008 B Report Comment Results Booking Date 1 Event Name Event End Event Type Item Unit Price 5 6 2008 Tue Weekly Report Review 5 00 PM Meeting 25 00 2 Optionally on the Query Results dialog box do one or more of the following and then click Get Data to rerun the query according to the modified definition e Select the date for which the data in your EMS database is to be queried Option Description Custom The starting date is set to the first day of the month and the ending date is set to the last day of the month but you can modify one or both of these dates Note For some queries if you select Custom a Use Specific Times option becomes available If you enter the same date for the starting date and ending date you can select Use Specific Times and then enter a starting time and ending time to query the data for in specific time range on the same day Last Month The starting date is set to the first day of the previous month and the ending date is set to the last day of the previous month 311 Chapter 8 Reports and Queries 312 Option Description Last Quarter This Quarter This Quarter To Date Quarters are based on a calendar year e First quarter is 1 1 through 3 31 e Second quarter is 4 1 through 6 30 e Third quarter is 7 1 through 9 30 e Fourt
386. n adding an attachment to in the Navigator sseeseeeeeeenerrnrennenns 168 adding bookings to in the Navigatie niir namirin 84 adding multiple comments to 162 adding multiple reminders to 162 allocating the charge for across multiple billing reference and or PO NUMDbEIMS cccceeesteeeerees 75 applying a discount to in the Navigator eeeeeeeseeeeeneeereneee 149 attaching a drawing to in the Navigator u s 168 172 copying in the Navigator 93 creating for a group from the Groups WINdOW eeeeeeeees 248 defined peintes edp aaia a 35 deleting an attachment from in the Navigatori noina 168 detaching a drawing from in the Navigator s is 168 172 determining if resources for are in CONIC iaa siie 175 editing a drawing for in the NaviQatOr eeeeeeeeeees 168 172 editing an attachment for in the Navigator sseeseeeeeeeeeerrnernnenns 168 editing in the Navigator 85 editing in the Reservation Book 63 entering a deposit for 335 making for a group 0 0 eee 64 making for a group using a hoteling wizard template eee 66 making using the Reservation Wizard te raoe a e 37 opening directly in the Navigator go 71 opening in the Reservation opening through a group 72 reassigning for a group 248 repricing categories and room charges for in the Navigator 87 searching for by group 195 searching for wi
387. n If you need assistance in generating a report contact your EMS administrator for assistance To generate a report 1 On the menu bar click Billing to open the Billing menu and then on the Billing menu click the option for the report that you are generating For example to generate the Billing Worksheet report click Billing gt Invoices gt Billing Worksheet 2 On the Setup dropdown list do one of the following e To generate the report according to the filter settings that you want parameters options and so on leave user specified selected then go to Step 3 e To run the report with filter settings that have been saved or memorized select the memorized report and then go to Step 4 For detailed information about memorized reports see Memorized report on y page 278 3 Specify the report parameters options and format See e Invoices reports on page 345 e Reports on page 345 4 Optionally do one or both of the following e Click Print Preview A preview of the report opens onscreen e To print a hard copy of the confirmation specify the number of copies that are to be printed and then click Print 343 Chapter 9 Billing 344 Click Close Unless you change the setup all subsequent reports will be generated and printed according to the parameters and options that you have specified and in the format that you specified If you want to save certain settings so that you do n
388. n drag the column header as indicated on the Results tab e To open an event in the Navigator double click the event entry on the Results tab e Click Print to print the search results e In the Reservation view select a search result entry and then click Email to open a pre addressed SMTP email to the group that is associated with the selected reservation Complete and send the email as you would normally See Sending Email from EMS on page 360 e Click Export to export the search results to a Microsoft Excel spreadsheet e Click Outlook to download the search results to your personal calendar Your EMS administrator must set a system parameter to enable this function If y this function is not available contact your EMS administrator for assistance e Inthe Service Orders view to mark a service order as Reviewed select the service order or CTRL click to select multiple service orders and then click Review gt Mark as Reviewed Conversely to mark a service order as Unreviewed click Review gt Mark as Unreviewed e Inthe Service Orders view to change the state of a service order in a booking select the appropriate booking in the Results list and then click Change State A Change State dialog box opens The dialog box lists all the available states for the service order Select the new state for the service order on the State dropdown list For more information about reviewing service orders and selecting states
389. n aio eat glad a a entn in eahs 30 To customize the toolbar cas sicb reece sdeesctnsetecexe ot eet eea vignette eet aerate aay 30 IVI eisiea eiia Siaa e aa aioe enti a bee BN ats E aa he hina ieee 31 Chapter 2 Reservations and BOOKingG ccccccceceeeeeeeeeeeeeeeeeeees 33 Reservation OUUIClUINGs nus Aine iain ial Ath lain denial at abe a ake 35 Reservation and bookings cceeeeeeeeeeeeeeeeeeeeeeaaaeeeeeseseneaaeeeeeeeeeaaaeeeeeessenenaeaeeees 35 Bo king detailS ssc aa Ap a a SE ewan Bead cued E EDALE annA aed 35 Event TIMENE enie E a aa AAEE E A AEE 36 Making a Reservation Using the Reservation WiZard ccccccceeeeeeeeeeeeeetteeeeeeeeeee 37 To specify the event Cake sect St tie a ease eA iat Ne a tt led te 38 To specify the event time and Status eccccceeeeeeececeeeeeeeeeeeeeeeeeeeeeeaaaeeeeeeeeseeeneeeeeees 41 To select the event location ssssesssensressertrnrtettrtttrnetttrttnnsttttnttnnsetettttnnseennnnn nenet 42 To Search fora standard OONN skinin aa aa a R E EEA 42 Tossearch for a best fit roomse sir ves caste ees eae EAA EO EAER E eas Seer EDE 44 TO Search fora SPECI IC TOON sonerii e aa KEE T gente 46 To specify the event IniOrmaliOnina 1 50 anin ania Meta nen alana 48 Viewing and Editing Reservations in the Reservation Book cceessseeeeeeeeeeeeees 52 Reservation BOOK iia ako oo elas ce enh aie ine ohana ce Aas he ats 52 To change the Reservation Book View
390. n any combination as necessary to best suit their working needs 1 Pre assignment The Domain Scheduler manually assigns a selection of courses to rooms Typically the manual assignment takes place if these rooms are to be excluded in an optimization scenario after pre assignment For instance if only a swimming course should be assigned to Pool then the Domain Scheduler could manually pre assign Swimming and then exclude the pool in the optimization scenario See About Creating Scenarios and Optimization on page 442 and Creating Scenarios on page 445 Optimization The EMS system automatically assigns rooms to courses based on room preferences requirements and weighted criteria See About Creating Scenarios and Optimization on page 442 and Creating Scenarios on page 445 Locking In Assignments After carrying out an optimization scenario the Domain Scheduler locks in desired room assignments and then re optimizes the remaining portion of the optimization scenario See Assigning Rooms on page 453 procedures however the Domain Scheduler can carry out any of the procedures either separately or in any combination as necessary to best suit their working needs This allows the Domain Scheduler to test a number of potential scenarios and compare placement results using various tools before choosing their final scenario for publishing Ta The information in this section is presented as an ordered se
391. n page 266 It also contains options for generating a print preview of the confirmation and for manually printing or emailing the confirmation If you want to automatically generate a printed or emailed confirmation according to your confirmation settings then you must modify the Confirmation setting on the General tab of the Navigator Options dialog box To manually generate a confirmation 1 Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 Inthe left pane of the Navigator do one of the following e Select the reservation for which you are generating the confirmation e Select the reservation for which you are generating the confirmation and then in the Bookings lower right pane select the booking for which you are generating the confirmation 3 Do one of the following e If you are generating a confirmation for a reservation then open the Reservation Summary tab or Properties tab in the upper right pane of the Navigator and then click Confirmation e If you are generating a confirmation for a selected booking then open the Booking Summary tab in the upper right pane of the Navigator and then click Confirmation The Confirmation dialog box opens The dialog box has the same tabs as the
392. n the Copies to Print field the default value is 1 and then click Print A Print dialog box opens in which you can specify information such as the printer to use the page range and so on Click Print in this dialog box to manually generate the printed confirmation Before you print the confirmation you can click Print Preview to open an onscreen preview of the printed confirmation A variety of options are available from this preview including the options to email the confirmation to export the confirmation to a pdf and to print the confirmation To automatically generate a confirmation If you want to always automatically generate a printed or emailed confirmation based on your confirmation settings then you must modify the Confirmation setting on the General tab of the Navigator Options dialog box 1 Open any reservation in the Navigator See Viewing and Editing Reservations in the Reservation Book on page 52 Opening a reservation directly in the Navigator on page 71 Opening a reservation through a group on page 72 Chapter 4 Search Tools on page 177 In the upper corner of the Navigator window click Settings gt Options The Navigator Options dialog box opens The General tab is the active tab See Figure 7 4 on page 272 271 Chapter 7 Confirmations Figure 7 4 Navigator Options dialog box General tab Gives ope SS General At A Glance Highlight Categories
393. n the Results tab and then click Preview to run the query immediately and view the results on the tab You can then click OK to close the Query Builder Filter dialog box and save the named query The named query is displayed on the Reports menu under the Queries option You can run this query at any later date when needed Filter tab Figure 8 10 Query Builder Filter dialog box Filter tab Query Builder Filter Query Builder Fiter Display Fields Fiter Sort Chart_ Users Field Search aam Booking Actual Attenc Booking Added By Booking Area Booking Booking Date Booking Booking Day Booking Booking ID Booking B B B B B Jooking Building Jooking Building Code ooking Building Bte Jooking Building Note 300king Building Print Danleine 1 Open the Filter Fields tab and then do one of the following For each field that is to define the query select the field and then click the Move button gt In the Find field enter the string by which to filter your search for available fields For each field that is to define the query select the field and then click the Move button gt For each field that you select a dialog box opens in which you must specify the allowed values for the field After you specify the values and click OK the dialog box closes and the selected field is moved to the Filter Summary list 305 Chapter 8 Reports a
394. n the printed confirmation Print Billing Reference Allocation Include the billing reference numbers for the event as well as the percentage of charges that is allocated to each number in the printed confirmation Suppress Reserved Time Suppress Location Hide the reserved time for the booking and show only the event time Hide the location for the reservation in the printed confirmation Suppress Pricing Do not show the reservation s room charges or resource charges in the printed confirmation 365 Chapter 11 Other Reservation Functions Table 11 1 Options on the Confirmation Settings dialog box continued Field Description Suppress Logo Do no show your organization s logo in the printed confirmation Suppress Item Notes Do not show notes for any booking items in the printed confirmation Suppress Item Special Do not show special instructions for any booking items in the printed Instructions confirmation Print PO Number Include the PO numbers for the event as well as the percentage of Allocation charges that is allocated to each number in the printed confirmation Limit Bookings to Those Show only those bookings in the printed confirmation that contain details With Details in Selected for the categories that are selected on the Categories tab Categories 3 Do one or more of the following e Click Memorize to save the settings as a memorized report so that you do n
395. na Time Zone m Add To Favorites X X Eeto Refresh Options Reset lt Basic Active Scenario Riter Summary rR Tem Domain equals Main Campus Tem Term equals 2011 SPRING v A q Building Print Notes On Confirmation l Close 1 On the Browse For dropdown list select the item for which to search 2 Select a domain term and or scenario to search 510 Chapter 13 Academic Planning EMS Campus 3 For each field level option by which to carry out the search Select the field level option and then click the Move button gt When prompted enter a value or define the limits for the option and then click OK The option is moved to the Filter Summary list To filter the list of available fields in the Field Search field enter a search string Your search is limited to the exact order of the characters in the string but the string can appear anywhere in the search results For example if you enter add search results can include Added by Date Added and Group Address Line L Iz If you have specific fields and or values by which you always want to carry out a search then you do not have to filter the list of fields on the All Fields every time you carry out a search Instead you can select each of these fields on the All Fields tab and then click Add to Favorites to add the field to the Favorite Fields tab or after you enter a value or define the li
396. nable this function If y this function is not available contact your EMS administrator for assistance e Inthe Service Orders view to mark a service order as Reviewed select the service order or CTRL click to select multiple service orders and then click Review gt Mark as Reviewed Conversely to mark a service order as Unreviewed click Review gt Mark as Unreviewed 190 Chapter 4 Search Tools e Inthe Service Orders view to change the state of a service order in a booking select the appropriate booking in the Results list and then click Change State A Change State dialog box opens The dialog box lists all the available states for the service order Select the new state for the service order on the State dropdown list For more information about reviewing service orders and selecting states see wy Searching with the Service Order Management Browser on page 203 e Click Filter to return to the Filter tab make any necessary changes to the search criteria and repeat the search e Click Refresh to requery the database based on the current search criteria 5 Click Close Any changes that you made to the search results columns position and width remain in effect for any other searches that you carry out If you want to reset the columns to their default values see Resetting Column Settings on page 353 To carry out an advanced search in the Calendar Figure 4 11 Calendar window Advanced search options
397. ncluding e Changing the display date e Changing the view of courses by room e Changing the view of courses by instructor e Settings options that specify such things as what is to be displayed in the book when it first opens mouse actions in the book and so on e Viewing information about a specific course in a course tooltip e Opening a course in the Course Navigator Chapter 13 Academic Planning EMS Campus To change the date display e On the Date field click the dropdown arrow to open the Calendar Use the scroll features lt and gt at the top of the calendar to change the month or year To select a different date for a month click the date Figure 13 92 Academic Book calendar Date 1 19 2010Tue Tc 4 January 2010 gt SM TWTF S 27 28 29 30 31 1 2 3456789 10 11 12 13 14 15 16 17 18 BER 20 21 22 23 24 25 26 27 28 29 30 31 123 4 5 6 Today Close e Use the scroll features at the top of the reservation book display to scroll to a different day week month year or any different combination of these Figure 13 93 Academic Book calendar scroll features Day 4 gt Week 4 gt Month 4 gt Year 4 gt Friday January 29 2010 You can also manually enter a new date into the field In all cases the date that you choose specifies the start of the week that you are viewing To view a full week always select a Monday 515 Chapter 13 Academic Planning EMS Campus To change
398. nd Bookings Field Description Virtual tab Web User To specify the web users who can view manage this reservation in VEMS click the Search icon 2 to open the Web Users dialog box and search from a list of registered web users You can search by User Name or Email Address e To search a list of all available web users leave the Search field in the Web Users dialog box blank and then click Display To search for a specific web user enter a search string in the Search field and then click Display Note The string is not case sensitive but your search is limited to the exact order of characters in the string and the string must begin with the information for which you are searching For example if searching by Email Address a search string of bb returns bbosworth dea com but not dbobbett dea com To return this field to the no change value at any time click Reset Web Process Template The web process template that defines the functions that are available for the selected web user Note A web user might be assigned to more than one web process template so make sure to select the template that is applicable for this reservation User Defined Fields tab User defined fields are additional fields that store custom data for a reservation Your EMS Administrator configures the types of fields that are available as well as the allowed values for these fields To enter or modify a value f
399. nd Justice il Room Capacity Violation ACCT 101 01 150150 Intro to Accounting Asin Room Capacity Violation ACCT 101 02 150151 Intro to Accounting Share Room Capacity Violation ACCT 202 01 150153 Corporate Financial Accounting Il r Room Capacity Violation ACCT 252 01 150156 Auditing I Room Capacity Violation ACCT 301 01 150154 Cost Management l Room Capacity Violation ACCT 41001 151156 Govemmental and Nonprofit Accounting 1 Room Capacity Violation ACCT 440 01 151150 Enterprise Resource Planning Systems Room Capacity Violation ACCT 440 02 151151 Enterprise Resource Planning Systems Room Capacity Violation ACCT 470 01 152152 Accounting Theory Room Capacity Violation ACCT 508 01 151152 Advanced Commercial Law Room Capacity Violation ACCT 51001 151154 Accounting for Mergers and Acquistions Room Capacity Violation ACCT 52101 152150 Production Cost Analysis and Control I 5 010 9 52AM Bryan Peck Start Time 9 00 AM 2 00 PM 5 28 2010 9 52 AM _ Bryan Peck End Time 9 50 AM 2 50 PM 5 28 2010 9 17 AM Bryan Peck Room JEFF 251 JEFF 254 To assign the course to a new room click Assign otherwise go to Step 8 The Select A Room dialog box opens Specify your search criteria and then click Next A list of rooms that meet your search criteria is displayed The list includes any TBD rooms that have been configured Select the room that is to be assigned to the new courses and then click Finish The Select a
400. nd Queries a If you are copying an existing query then when the Filter Summary tab opens the Filter Summary list is already populated You can select one or more of the fields in the Filter Summary list and then click the Remove button lt to move these fields back to the Available list If you want to use the same Filter Summary fields in the new query but with different values you cannot change the values directly You must move the appropriate fields back to the Available list then select the fields again to change their values 2 Continue with any other configuration for the query as needed or do one of the following Click OK to close the Query Builder Filter dialog box and save the named query The named query is displayed on the Reports menu under the Queries option You can run this query at any later date when needed Open the Results tab and then click Preview to run the query immediately and view the results on the tab You can then click OK to close the Query Builder Filter dialog box and save the named query The named query is displayed on the Reports menu under the Queries option You can run this query at any later date when needed Sort tab Figure 8 11 Query Builder Filter dialog box Sort tab Query Builder Filter an Eon Ex Query Builder Fiter Display Fields Fiter Sot Chart Users Resuts Audt Level Field Level Field Move Up v Actual Atten
401. nd course dates The actions that you can carry out in the Course Navigator depend upon the mode Read Only Define and Edit Courses Set Preferences that is enabled for the academic term with which you are working in EMS Campus To access the Course Navigator To access the Course Navigator from the Academic Browser for an unpublished course double click the course in the search results to open the course in the Course Navigator To access the Course Navigator from the Academic Book for a published course double click the course entry in the Academic Book to open the course in the Navigator and then click Course on the Course Info tab to open the course in the Course Navigator e To access the Course Navigator from the EMS Navigator do the following e On the toolbar click the Navigator icon to open the Open Navigator dialog box e On the Open dropdown list select Course to open a Domain dropdown list and a Term dropdown list Figure 13 99 Open Navigator dialog box Open Navigator fo Open Domain Main Campus X Tem 2011 SPRING X CRN Course Title Browse 160150 Intro to Accounting 160151 Intro to Accounting 160152 Corporate Financial Accounting 160153 Corporate Financial Accounting II i e Select a domain and a term e Inthe CRN field enter the CRN course reference number for the course e Click OK to open the course in the Course Navigator 520 Chapter 13 Academic Plannin
402. ndalone functions to assist you in managing and maintaining reservations and bookings in your system as well as managing your general work requirements This chapter covers the following topics e Recording Actual Attendance Numbers for Bookings on page 359 e Sending Email from EMS on page 360 e Viewing a History of Sent Emails on page 363 e Generating Multiple Confirmations on page 364 e Managing Attendees and Visitors on page 367 357 Chapter 11 Other Reservation Functions 358 Chapter 11 Other Reservation Functions Recording Actual Attendance Numbers for Bookings You use the Attendance Entry tool to view and record the actual attendance for bookings The tool does not address reservation level attendance The actual attendance numbers that you enter do no replace the setup count i e the estimated attendance that you entered prior to an event Reports that provide attendance information typically provide both the estimated attendance and the actual attendance To record actual attendance numbers for bookings 1 On the main menu click Reservations gt Other gt Attendance Entry The Attendance Entry window opens Figure 11 1 Attendance Entry window Attendance Entry ke 6 Date x Building fall X Status fall X Date Start End Group Event Building Room Status Setup Count Actual Attendance 8 6 2010 Fri 1 45PM 5 15PM _ Al Greene Meeting CTC 101 Wai
403. neeceeseeeeeeeeeeeeeeeeess 89 EMS User s Manual Copying a Reservation in the Navigator cccscccccccccccceeeeeeeeeeeeeeeeesseeeeeeeeensaaaeeeeeees 93 To copy a reservation in the Navigator ccccccccccccccccceeeeeeeeeeeeeeeeeeseeeeeeeeenenstaeeeeeees 93 Editing a Booking in the NaviQatOr cccececeeeeeeeeeeeneeeeeeeeeeeeeaeeeeeeseeaaeeeeeeeteeeeneeeeees 96 To edit a booking in the Navigator 0 soa ek ee ee ee ei ee hls ieee A 97 Editing Multiple Bookings in the NaviQatOr c ccccceeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeteeee 99 To edit multiple bookings in the NAaVIGAtOR icccssesisascdcccsessgicvertacndncnadestnessadsiderdewesiavonavs 99 To edit the booking date and or timMers is0 a leasipecthtaas dhe eeians aoe ria eeesteees 100 Tovedit the BOOKING SlalwS i e moea es ees ate eel nae cer i sacl ulead daa eles 103 To change rooms for a DOOKING ccceeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeaaeeeeeeeseiaeeeeeeeeeees 105 To search for LOOM St asa a tcc tala arin ein weaned el anes 106 To select a specific TOON cccteee see Ateecertecee ered creer ioe terete vetanoaey eee bdneeae te 110 To edit miscellaneous booking information ccccceeeeeeeeeceeeeeeeeeneeeeeeeeeeeseneeeees 112 Moving Bookings to a Different ReServation c cccccceeeeeeeeeeeeeeeeeeeeeeeeeeseeenneaeeeees 114 To move bookings to a different reServatiOn ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenaaees 11
404. neeeeeeeeeeeeeeeeeeeeeeeeaaees 151 Deleting Booking Detail Items for Multiple BOOKINGS cccceeeeeeeeeeeeeeeeeeeeeneeeeeeees 153 To delete booking detail items for individual DOOKINGS ceeeeeeeeeeeeeeeeeeeeeeeeees 153 Deleting Booking Details from Multiple BOOKINGS cccesceeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeees 156 To delete booking details from multiple bookings cccceeeeeeeeeeeeeeeeeeeeeeeeeesetaeees 156 Working with Comments and Reminders in the Navigator cccceeceeeeeereeeeeeeees 158 To work with a comment or reminder in the NavigatOr cccccceeeeeeeeeeeeeeeeeeeeees 158 THO AGG ACOMINICM a hecset et eb ead eat bel T aao st eee hee a eae secs EEEE 159 IO edita COM MMIGIVE castes ee ter cece rac ad ec cess ec Aani n aaO tu ee KNEAD EEEN A an NAESER TGN 160 To delete a comment iis erecleccieves we leeecet Aes etree Ave eee ee eee 160 To the view history for a COMMENM ccceeeceseeceeeeeeeeeeeeeeeeeeeeseaaeeeeeeeseeeenneeeeeees 161 Adding Multiple Comments and Reminders to a Reservation ccceeeeeeeeeeeeseeeeees 162 To add multiple comments and reminders to a reservation cesssseeseeeeeeeeees 162 EMS User s Manual Working with User Defined Fields in the Navigator cccccccccceeeeeeeeeeeeeeeeeeeeeeeeees 164 To work with user defined fields in the Navigator ccccccesceeeeeeeeeeeeeeeeeeeeeeeeeeees 164 To
405. ng 10 11 2010 Attachments Message i Times NewRom 3 BAB ZU QA t i lt P gt I want this in lt STRONG gt lt FONT color f0000 gt Red lt FONT gt lt STRONG gt lt P gt Conference Services 1000 Main Street Denver CO 80111 303 771 0110 303 796 7429 T 4 w 2 Select the recipients for the email and if needed attach any files to the email 3 Click Send 361 Chapter 11 Other Reservation Functions To send a generic email 1 On the toolbar click the Email icon f A generic email form opens The From field is automatically populated with the email address specified for your user account Figure 11 4 Generic email form m Email babaka V O Attachments From salles dea com Subject Attachments Message TimesNewRom 3 amp BH BU MA HEH F222 EE 2 Enter the necessary information in the To Subject Message and other fields You can use the options on the Formatting toolbar to format the body of the email y message 3 Optionally to attach a file click Attachments at the top of the window 4 Click Send 362 Chapter 11 Other Reservation Functions Viewing a History of Sent Emails You can use the Email History function to review a list of all emails that have been sent from within your organization s EMS system via SMTP not via Microsoft Outlook including confirmation emails report emails which includes invoices rem
406. ng a hard copy of the invoices for exporting the invoices to a pdf emailing the invoice see Sending Email from EMS on page 360 and so on Select the option or options that best fits your working needs Figure 9 6 Onscreen preview of an invoice selected for reprinting 2 Invoice e e h Email Export Pin S A a a ela a mM aaa o a Tie eee LEE TELL LE LT eT eee 282 Conference Services H ems Ep 1000 Main Street Denver CO 80111 Professional 303 771 0110 303 796 7429 Invoice m Group aaam Dr James Rouse Dr James Rouse 4564 Broadway Denver CO 80210 USA Bookings Details Invoice Date Due Date Event Name Reservation No Invoice Number 1006 8 12 2010 9 11 2010 30th Annual Engineering Egg Throw Demonstrations 1673 Quantity Price Amount Thanks for selecting our facility to host your upcoming event Please take a moment to review the details outlined below and make any necessary changes and fax them back to us at 303 796 7429 Monday October 11 2010 9 00 AM 4 00 PM 30th Annual Engineering Egg Throw Demonstrations Confirmed HCE North Audit Furniture Podium Food Service 12 00 PM 1 00 PM Lunch Finger Cakes Assorted Variety Serves 8 1 100 00 100 00 30 15 85 475 50 321 Chapter 9 Billing To search for invoices to reprint 1 On the menu bar click Billing gt Other gt Reprint Invoices The Reprint Invoices dialog
407. ng reservation on page 63 96 To edit a booking in the Navigator 1 Open the reservation in the Navigator See Chapter 3 The Navigator Viewing and Editing Reservations in the Reservation Book on page 52 Opening a reservation directly in the Navigator on page 71 Opening a reservation through a group on page 72 Chapter 4 Search Tools on page 177 In left pane of the Navigator expand the folder structure for the reservation until the appropriate booking folder is visible Select that booking that is being edited and on the Booking Summary tab or on the Properties tab click Edit The Booking window opens A message is displayed at the top of the window that indicates the hours for the building that contains the selected room If the booking has any type of booking detail assigned to it then This Booking has Service Orders is displayed at the top of the window Figure 3 22 Booking window Booking No 11251 Sc Booking Audit ee Building Event Center Open All Day Booking Date Status Confirmed X Reserved 430PM x to 9 00PM x _____ Update Reservation Status Room Conference Room 100 4 Event Setup Time 5 00 PM to 9 00PM e Type none m Count 0 Name Student Associates of the ACS TEER 0 Type Meeting EMS Regics URL Booking No 11251 97 98 Chapter 3 The Navigator 4 On the Booking tab edit the information f
408. ng these values 3 Open the Defaults tab and set the default values for the indicated items Reservation Source Time Zone Field Description Building You can select all buildings a specific building or a specific view or area The value that you select here automatically populates the Building dropdown list in the Reservation Wizard and other EMS client windows for example the Visitors window Status The values that you select here automatically populate the appropriate Event Type fields in the Reservation Wizard and other EMS client windows Event Name Note The event name can be a maximum of 30 characters including i spaces Event Time Default Drawing Application Click the Search icon 2 to open the Find Drawing Application dialog box and select the program that is to open all drawings png jpg gif and so on that are attached to bookings in the Navigator 4 Click OK to close the Preferences dialog box and apply your modified preferences and default values Chapter 10 User Settings Changing your Password When your EMS administrator first sets up your user account they define your password for you You can change this password if you want To change your password 1 On the menu bar click Settings gt Change Password The Change Password dialog box opens Figure 10 2 Change Password dialog box Change Password Old Password New Password Re enter New Passwor
409. ng with the Academic Browser see Searching with the Academic Browser on page 507 Chapter 13 Academic Planning EMS Campus Figure 13 23 Academic Browser search results showing Shared Space designation a amp Academic Browser os S js Browse For Courses Export Tools New Secton New Course Refresh Options Fitter Results E Course Shares Space CRN Course Title Course Type Instructor CHEM 10202 ACCT 10101 160002 Lab Lab Braaksma Mindy CHEM 10203 ACCT 10101 160003 Lab Lab Lipscomb Jennifer CHEM 10204 160004 Lab Lab Rich Jennifer CHEM 10205 160005 Lab Lab Myers Jesse CHEM 10206 160006 Lab Lab Hormuth Kelly CHEM 10207 160007 Lab Lab TBD CHEM 102 08 160008 Lab Lab TBD CHEM 150 01 161001 General Chemistry Lecture Lawson Ruth CHEM 15102 161002 General Chemistry Laboratory Lab Bryant Paul CHEM 15103 161003 General Chemistry Laboratory Lab Chelios Chris CHEM 15104 161004 General Chemistry Laboratory Lab Armstrong Lance CHEM 15105 161005 General Chemistry Laboratory Lab Carpenter Susan CHEM 15106 161006 General Chemistry Laboratory Lab Taylor Lawrence CHEM 20101 161009 Analytical Chemistry I Draper Kris CHEM 20101 160009 Organic Chemistry I Nowak Ed CHEM 20102 160010 Organic Chemistry I Nowak Ed CHEM 202 01 160011 Organic Chemistry II Meyers Chris CHEM 202 02 160012 Organic Chemistry II Meyers Chris CHEM 212 02 161010 Analytical Chemistry I Draper Kris CHEM 21301 1610
410. ngineering Egg Throw Demonstrati 10 15 2010 Fi Friday 9 00AM 4 00PM HC HCE North Audit 30th Annual Engineering Egg Throw Demonstrati m r Hide Cancelled Bookings F Hide Old Bookings 7 Select All Unselect All Cancel lt Previous To show canceled bookings clear Hide Cancelled Bookings Conversely to hide canceled bookings select Hide Cancelled Bookings To show all bookings regardless of date clear Hide Old Bookings 9 CTRL click to select the bookings to which the details are being added or click Select All to select all the displayed bookings in a single step and then click Finish A message opens asking you if you want to add more booking details 10 Click No A message opens indicating that the changes were made successfully 11 Click OK to close the message and return to the Navigator The booking detail attendees and its items individual attendees Vvisitors are displayed as folders under the Booking folder in the Navigator window 373 Chapter 11 Other Reservation Functions 374 Chapter 12 EMS Workplace Organizations with a mobile workforce or flexible work arrangements often adopt a hoteling or hot desking strategy allotting workspace on an as needed basis to accommodate more people in less space EMS Workplace is a facility scheduling system for managing hoteling requirements as well as the booking of meeting event space and resources This chapter covers the following topics e Manag
411. nment header footer and marker style and size 3 Continue with any other configuration for the query as needed or do one of the following Click OK to close the Query Builder Filter dialog box and save the named query The named query is displayed on the Reports menu under the Queries option You can run this query at any later date when needed Open the Results tab and then click Preview to run the query immediately and view the results on the tab You can then click OK to close the Query Builder Filter dialog box and save the named query The named query is displayed on the Reports menu under the Queries option You can run this query at any later date when needed 307 Chapter 8 Reports and Queries Users tab Figure 8 13 Query Builder Filter dialog box Users tab Query Builder Filter Esm Query Builder Fiter Display Fields Fiter Sot Chat Users Resuits Audit Available 3 gt gt Selected 0 Performing Arts Restricted View Tammy Van Boening L 1 Open the Users tab and in the Available list select the user or CTRL click to select the multiple users who can run this query and then click the Move gt button to move the selected users to the Selected list By default all administrative users can run any query that any user creates These users are listed in the Administrative list You cannot remove any administrative users from this list 2 Co
412. nning EMS Campus Reviewing and Verifying Room Preferences After room preferences and requirements are set the Domain Scheduler reviews the individual course preferences and verifies that the preferences are complete and quantifies these preferences The Domain Scheduler can also run the Course Preferences report and the Course Preferences Summary report to assist in this task Preferences Summary reports and the information that is contained in each report Ta For detailed information about generating the Course Preferences and Course see Generating Academic Reports on page 523 Prior to reviewing or reporting on preferences you can make the term unavailable to the academic units See Enabling Disabling a Term for Set Preferences Mode on page 426 To review and verify room preferences 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Academic Browser The Academic Browser opens 2 If needed open the Filter tab Figure 13 37 Academic Browser Filter tab Academic Browser tejbe aA Browse For Courses E New Section New Course Refresh Options Filter Results Domain Main Campus X Reset Advanced gt Tem 2011 SPRING X Scenario SIS v Active Scenario Academic Unit all Subject fall X Instructor fall Preferences Exist fall Modified Courses Only 3 On the Domain dropdown list select the appropriate domain and on th
413. ns gt gt Show Buttons Book Calendar A Wizard a Navigator Ss gt Browser W Web Reservations 3 Clients Email Dashboard Oo Manage Services Chapter 1 Getting Started with EMS 2 Do one or more of the following e To display the toolbar icons as large icons select Large Icons otherwise click Small Icons e To hide an icon from the toolbar display in the Show Buttons panel select a button CTRL click to select multiple icons and then click the Hide button lt Conversely to show an icon on the toolbar display in the Hide Buttons panel select a button CTRL click to select multiple icons and then click the Show button gt You can also move a toolbar icon between the Hide and Show panels by wy double clicking the icon To move all icons from one panel to another in a single step you do not have to select any icons Instead click the appropriate Hide All button lt lt or Show All button gt gt e To change the order from left to right in which the icons are displayed on the toolbar select the icon and then click Move Up or Move Down as needed 3 Click OK The Customize Toolbar dialog box closes The toolbar display is updated to reflect the changes that you made Main menu Every time you open EMS the main menu opens in the EMS main window You can access the primary EMS system functions Reservations Reports Billing Configuration and System Administration
414. nt e Average actual enrollment Final Exam Settings Description Options This report outlines any final exam settings marked on e Show all courses Displays all courses and their corresponding courses for preparation of publishing the final exam settings schedule x Show Final Exam Not Required Limits the report to those courses that had No Exam Required specified e Show Special Common Exams Limits the report to only those courses with special common exams settings 530 Final Exam Schedule Chapter 13 Academic Planning EMS Campus Description Options This report displays a list of courses with their corresponding final exam date time and room as assigned by the final exam session All Assigned All courses that have been assigned to a room by the final exam session Different Rooms All courses that have been scheduled in room that was not the same that was used all semester for the course for the final exam Unassigned All courses that have not been scheduled in a room for the final exam Final Exam Not Scheduled All courses for which no final exam was scheduled 531 Chapter 13 Academic Planning EMS Campus 532 index A academic term see term Academic Book accessing the Course Navigator using to view courses by room or IMSUHUCION peipei sariei aveia 514 Academic Browser accessing the Course Navigator using to search
415. nt Status Setup Count 10 11 2010 Mon 9 00AM 4 00PM HC HCE North Audit 30th Annual Engineering Egg Throw Demonstrations Confirmed 250 E 10 13 2010 Wed 9 00 AM 4 00 PM HC HCE North Audit 30th Annual Engineering Egg Throw Demonstrations Confirmed 250 ee ee Sa aa ee _ EEE E TE Category Food Service X Booking Details items Close Select the booking for which the count information is to be edited On the Category dropdown list select the booking detail category for which the count information is to be edited The Booking Details middle pane is refreshed with the information for the selected category If the category is a resource with a service order then the pane displays the service type and the start and end times for the category If the category is catering then the pane also displays the estimated count guaranteed count and actual count for the booking detail In the Booking Details pane select the booking detail that contains the items for which the count information is to be modified The Items lower pane is refreshed with a list of all the non invoiced items for the selected detail To modify the count information for any booking detail or detail item click in the appropriate field and make the necessary edits To edit the count information for multiple bookings repeat Step 4 through Step 7 as needed for each booking Click Close The edits are made You return to the Navigator Chap
416. ntinue with any other configuration for the query as needed or do one of the following e Click OK to close the Query Builder Filter dialog box and save the named query The named query is displayed on the Reports menu under the Queries option You can run this query at any later date when needed e Open the Results tab and then click Preview to run the query immediately and view the results on the tab You can then click OK to close the Query Builder Filter dialog box and save the named query The named query is displayed on the Reports menu under the Queries option You can run this query at any later date when needed 308 Chapter 8 Reports and Queries To edit a query 1 On the menu bar click Reports The Reports menu opens On the Reports menu click Queries gt Query Builder The Query Definitions dialog box opens The dialog box displays by name any queries that have been previously defined in your EMS application See Figure 8 7 on page 301 Select the query that is to be edited and then click Edit The Query Definitions dialog box opens All of the tabs are populated with the information for the selected query Edit the query as necessary including one or more of the following e Renaming the query e Changing the fields that are to be displayed in the query results e Changing the fields that define the query Do one of the following e Click OK to close the Query Builder Filter dialog box and save the modifie
417. nts Auditorium Incoming Engineering Students Auditorium Incoming Engineering Students m E Show Unchanged Only Chapter 3 The Navigator Optionally to view only the bookings for the selected reservation that were NOT successfully changed select Show Unchanged Only To view the details for a specific booking that was changed select the booking and then click Go To 7 Click Close to close the Change Status Results window and return to the Navigator If you reserve a resource and then edit the date time location or status of a booking and there is a resource inventory conflict a Resource Inventory Conflicts report opens onscreen If you close this report you can manually run an Resource Inventory Conflict check In the Bookings folder of the Navigator select Tools gt Resource Inventory Conflict To change rooms for a booking 1 Click Change Room Wizard The Change Room Wizard opens Search for Rooms is selected by default Figure 3 29 Change Room Wizard fi Reservation No 335 Change Rooms Search For Rooms Specific Room 2 Do one of the following To search for rooms click Next and then continue to To search for rooms on page 106 To select a specific room select Specific Room and then continue to To select a specific room on page 110 105 Chapter 3 The Navigator To search for rooms 1 Click Next The Change Room Wizard Selec
418. nual Engineering Egg Throw Demonstrations 1673 m USA Bookings Details Thanks for selecting our facility to host your upcoming event Please take a moment to review the details outlined below and make any necessary changes and fax them back to us at 303 796 7429 Quantity Price Amount Monday October 11 2010 9 00 AM 4 00 PM 30th Annual Engineering Egg Throw Demonstrations Confirmed HCE North Audit Furniture Podium 1 Food Service 12 00 PM 1 00 PM Lunch Finger Cakes Assorted Variety Serves 8 30 100 00 100 00 15 85 475 50 323 Chapter 9 Billing To void an invoice You can void an invoice if the invoice has not been paid If payments have been made against an invoice you must first void the payments You can void invoices for only one department at a time When you void an invoice the invoice is removed from the Ageing report and its associated bookings are unlocked You can specify the invoices that are to be voided or you can search for invoices that meet specific criteria and then select specific invoices to void from the list of search results You can also void an invoice from the Transactions tab when a reservation is selected in the Navigator See Folder structure in Chapter 3 The Navigator on page 69 To specify invoices to void 1 On the menu bar click Billing gt Other gt Void Invoices The Void Invoices dialog box opens Figure 9 9 Void Invoices dialog box
419. nvoices The preview window contains options for printing a hard copy of the invoices for emailing the invoices see Sending Email from EMS on page 360 and so on Select the option or options that best fit your working needs See Figure 9 3 on page 319 e To change the criteria for the invoices click Filter to return to the Invoicing window After change the criteria you can generate the invoices again 318 Chapter 9 Billing Figure 9 3 Onscreen preview of an in progress invoice 5 ema coon bron A D GH S Q a OE ea 2 o eee re E T ee es y Conference Services ems tH 1000 Main Street DenverCO 80111 Professional 303 771 0110 303 796 7429 Invoice Preview Group dnvoice Number mmm Dr James Rouse Invoice Date 8 12 2010 Dr James Rouse Due Date 9 11 2010 4564 Broadway Event Name 30th Annual Engineering Egg Denver CO 80210 Throw Demonstrations USA Reservation No 1673 Bookings Details Quantity Price Amount Thanks for selecting our facility to host your upcoming event Please take a moment to review the details outlined below and make any necessary changes and fax them back to us at 303 796 7429 B Monday October 11 2010 9 00 AM 4 00 PM 30th Annual Engineering Egg Throw Demonstrations Confirmed HCE North Audit Furniture Podium 1 100 00 100 00 Food Service 12 00 PM 1 00 PM Lunch Finger Cakes Assorted Variety Serves 8 30 15 85 475 50 5 To post an invoice s
420. o Bad then reservations cannot be made for the group Chapter 6 Groups and Contacts Option Description Billing Reference You can manually enter data into the field or you can click the Search icon LQ to open a master list of billing references and select a billing reference Note To define a list of eligible billing references that are specific to the group enter the values on the Billing References tab See Billing References tab on page 240 PO Number External Reference You can manually enter data into the field or you can click the Search icon A to open a master list of PO Numbers and select a PO number Note To define a list of eligible PO numbers that are specific to the group enter the values on the PO Numbers tab See PO Numbers tab on page 241 Links the group to an outside program or website if needed 2 Continue with any other optional configuration for the group as needed otherwise click OK to close the Group dialog box and return to the Groups window The newly configured group is automatically selected in the window Calculations tab 1 Open the Calculations tab and on the Available list select the additional calculation or CTRL click to select multiple calculations that are to always apply to this group and then click the Move button gt to move the selected calculations to the Selected list Figure 6 6 Group dialog box Calculations tab 6
421. o daana kaadaa aani c 217 To piintareminder eirette e i aa ahh eieiei aara ie 218 To go to the item to which a reminder is attached ccccceeeeeeeeeeseeeeeseneeneeaeeeeees 218 To complete a reminder cccccceseesseseenennnnnnaeeeeeeeeeeeeeeeeeeeeeeeesesseeeeecenaaaaaaaeeeeeeees 218 Web R s rvatons Tapii renina a aeaa eA E ides a aa E eE 219 Web Regquests TaDiesareei ae e ee Saute a r a aaa Naaa 220 WO Gita web teges oaie a ae e a a a a ap aa iaaa aAA 221 To delete a web request nnsesesseeneteesettttnserttttttntstrrttntteeettttnnnesettnnntnneeeen nnen eet 222 To print a web request tric ovo aie eek et el ae aa ee Abel lad oA 223 EMS User s Manual Wait Eist T b sh test ee eek asses oe Ai tal wee DS Se iets iat aeea ad e eta da oars abi lee hada bee 224 Re onfirm Dat s Tab saeco screeds eral a ce tafe erence ave ears eee Aaa NA EEr nTa 225 Building Hours Exceptions Tab gue ccteetcccei te uiehactceeatetie ee eis eles ae cette tan 226 Nare AARE 2 Renata eater ae CR Woe PRE RMT Por ra Maleate A WHI OEE RIE aR UACE nt AOR OPC NCA Core EET 227 AtA Glance Tabi easter epee ae haat alae a ke ts ce 230 Chapter 6 Groups and Contacts cesccceeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 231 Overview of the Groups WINKOW cccceeeeeeeeceeeeeteeeeaeeeeeeeeeseesaeeeeeeeeneeaaeaeeeeseeeeeaees 233 To change the display in the Groups WiINKOW cccceeeeeeeeeeeeeeeeeteeeeeeeeeeeeenaeeeees 235 T
422. o made the change to the booking and information field that was changed for the booking 77 Chapter 3 The Navigator Booking Detail folder If you can expand a booking folder this indicates that details have been added to the booking Booking details which are also called categories are the services catering A V equipment and so on notes attendees or activities that you can assign to a booking Figure 3 6 Navigator window with a booking detail folder selected Navigator EMS Training Reservation No 1319 Booking No 6838 Service Order No 1141 ee A Open Reservation Print Refresh Settings S EMS Training Reservation No 1319 PO Number Allocation lt Reminders 0 Comments 0 Z User Defined Fields 0 Histon g 177 2011 Fri 7 45AM 101 L Food Service Summary Properties Billing Reference Allocation 5 a Audio Visual 7 J Data Projector 1 Date 17772011 Fri Category Food Service Edit om Location CTC 101 Service Standard J AM Break 1 Status Confirmed Time 8 00 AM 9 00 AM Pint 5 a Food Service 12 00 PM SONo 1141 v Box Lunch 5 5 id Room Charge 7 100 5 a Setup Notes L J 12 31 2010 Fri Items 1 Ww 1 14 2011 Fri 7 45 AM 101 ss Audio Visual Sequence Resource Quantity Notes New Food Service 8 00 AM 100 AM Break 1 Includes coffee tea assorted bottled juices and assorl Edit Food Service 12 00 PM
423. o not show the reservation s room charges or resource charges in the printed confirmation Suppress Logo Do no show your organization s logo in the printed confirmation Suppress Item Notes Do not show notes for any booking items in the printed confirmation Suppress Item Special Instructions Do not show special instructions for any booking items in the printed confirmation Print PO Number Allocation Include the PO numbers for the event as well as the percentage of charges that is allocated to each number in the printed confirmation Limit Bookings to Those With Details in Selected Categories Show only those bookings in the printed confirmation that contain details for the categories that are selected on the Categories tab Email Options tab Format settings for the body of an emailed confirmation Header Message Footer Message Pre configured blocks of text that appear in the body of the emailed confirmation Note Your EMS administrator configures these values Contact your administrator if you need assistance with adding or modifying a value 267 Chapter 7 Confirmations Table 7 1 Options on the Confirmation Settings dialog box continued Field Description Email Format e None Opens a blank email form e Detail The confirmation appears in its entirety in the email body e Mobile Friendly The confirmation appears in a condensed version that is viewabl
424. o search for a group in the Groups WINGOW cccceeeeeeeeeeeeeeeeeeeneeeeeeeeeeeennneeees 235 Adding Editing and Deleting Groups ai cec sess le ae eee ee 236 Toadd anew LOUD eniem a tate te E A E 236 Groupia Oireen oats eae coca EE ates Ua E EAEN 237 Billi nglnformaton tabenan a aa 238 Calculations tabra ik imn e aa eee a ee et EEE ee in aa 239 Billing References 1A co 2 2 2 5 cee enka te ededyst cthedehnsd Sebibee tested nieateoetit Seeetieheeedocetieded 240 PO N mbers 1a suse ort a tle Tne eae a eae ain hae 241 Other Teal rors ipanga a a a a Ea E cual eedsasorunc busy ER EE 242 To edit the information for a grouUp sssessesssssseernesesrrrnressserrrrrnnsstrtnnnnnsserrnnnnnnseern nnn 243 Todelete AiO UD scener iaraa a etnii te taaa a aE aaa Esanda ani aE Nat 243 Adding Comments and Reminders to a Group eeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenaaees 244 To add a comment TO a POU stash La ak cate a he te ae ee ennn 244 To add a reminder to a group ccccceeeeeeeseeeeeeeeeeeaeeeeeeeeeeseaaaeeeeeeeenaaaaeeeeeeenessaaeeeees 245 Adding Att chments to a GO Pix eck os ce sete ees eee aaa eds eased a ace aa 4 tected 246 To add an attachment to a Grouper icicctet cea in ctor tite cree onigadrees acdc neeletere tore 246 Adding User Defined Fields to a Group 0 ccceeceeeeeeeeeeeeeeeeeeeeneteeeeeeeeeeeeeeeneeeeeeteeeea 247 To add user defined fields to a group cceeceeeeeeeeeeeeeeeeeeeeeeaneeeeeeeeeeee
425. o the following 1 2 Select the queries that you want to run and then click OK pa Dashboard Select Queries Query Options Queries 6 a AV TECH Assignments 7 Billing Transactions f Bookings per Room Catering Browser en ree Notifications Reminders Q Web Reservations Web Requests 3 Wait List Reconfirm Dates Building Hour IEA At A Glance In the upper left corner of the Analytics tab click Select Queries Booking Date Time Dates This Month Starting Date 11 1 2010 Ending Date 11 30 2010 Report Comment Results B B Eme Options Print J Epot GetData Close The Queries dialog box opens This dialog box lists the queries that have been defined using the Query builder and to which you have access The Queries dialog box closes The selected queries are displayed in the Queries pane upper left on the Analytics tab 227 Chapter 5 EMS Dashboard 3 In the Queries pane select the query that you want to run and then select the date for which the data in your EMS database is to be queried Option Description Custom The starting date is set to the first day of the month and the ending date is set to the last day of the month but you can modify one or both of these dates Note For some queries if you select Custom a Use Specific Times option becomes available If you enter the same date for the starting date and ending
426. oice in the lower right Invoice pane CTRL click to select multiple invoices and then click Preview An onscreen preview of the selected invoices opens The preview is titled Invoices The preview window contains options for printing a hard copy of the invoices for exporting the invoices to a pdf and so on See Figure 9 11 on page 326 Select the option or options that best fit your working needs For example before you void an invoice you might want to email a copy of the invoice to a colleague to confirm that the invoice should be voided See Sending Email from EMS on page 360 325 Chapter 9 Billing Figure 9 11 Onscreen preview of an invoice selected for voiding Invoice ee rr er ee ems EE Professional Dr James Rouse Dr James Rouse 4564 Broadway Denver CO 80210 USA h Email Export Print D 2 Q Q amp De 13 Group m TELAT YTETE Conference Services 1000 Main Street Denver CO 80111 303 771 0110 303 796 7429 Invoice Invoice Date Due Date Event Name Reservation No B B12 k nvoic rz 1006 8 12 2010 9 11 2010 30th Annual Engineering Egg Throw Demonstrations 1673 Bookings Details Quantity Price Amount Thanks for selecting our facility to host your upcoming event Please take a moment to review the details outlined below 5 and make any necessary changes and fax them back to us at 303 796 7429 Monday October 11 2010 2 9
427. om Properties Specific Rooms Floor none X Room Type none v Capacity Room Availability All Rooms Rooms Without Bookings Rooms With Bookings 54 Chapter 2 Reservations and Bookings e Change the list of rooms that are displayed in the Reservation Book based on a specific room or rooms Above the Rooms list click Filter to open the Filter Rooms dialog box and select Specific Room Select the room or CTRL click to select multiple rooms on the Available list and then click the Move gt button to move the selected rooms to the Selected list The Reservation Book is updated to show bookings only for the selected rooms Figure 2 13 Filter Rooms dialog box Specific Room selected gt Filter Rooms f o Es Filter Type Room Properties Specific Rooms Available 9 Room Descri Selected 0 Room Description CHS Auditorium Auditori CHS Base Field 1 Base CHS Gym Gymna lt lt CHS Library Library CHS Lobby Lobby CHS Outside Venue Outside CHS Pool Pool CHS Science Lab Scienci CHS Soccer 1 Soccer 4 m b 4 w e Change the Reservation Book view On the View dropdown list select Daily Weekly or Monthly Figure 2 14 View dropdown list View Daily F Date DED Weekly Filter Monthly Note Although you can view currently scheduled reservations in either the daily weekly or monthly view you can make a new reservation only in the daily view 55 C
428. om a non resource category see e To add setup notes on page 124 e To add attendees on page 125 e To add an agenda activities on page 126 e To add a room charge on page 127 To edit a booking detail item from a catering service order or resource category 1 Click Edit The lt Resource gt dialog box opens The Resource tab is the active tab If selections are available for the resource then the dialog box also has a Selections tab Figure 3 62 lt Resource gt dialog box Resource tab Food Service o S e Resource Selections Audit Resource PM Break X Quantity 10 00 Sequence 100 Reserved Time Notes Includes various snack and drink items Special Instructions Intemal Pricing Pricing Method Unit v Unit Price 0 00 Discount Percent 0 Reservation Discount 0 7 sere oe Coe 142 On the Resource tab edit the information as necessary Chapter 3 The Navigator e The sequence number determines the order in which the items for example juice muffins and so on are displayed in the list in the Items pane in the Navigator when the booking detail for example Catering is selected for a booking The Time in Use indicates the time that the resource is to be available for the booking Ta For a definition of Event Time or Reserved Time see Event Timeline on page 36 Service Order Time is available only for resources with a service order
429. ommand variable information is indicated by alphanumeric characters enclosed in angle brackets for example lt Room Type gt Do not type the angle brackets when you specify the variable information A new term or term that must be emphasized for clarity of procedures is italicized Page numbering is online friendly Pages are numbered from 1 to x starting with the cover and ending on the last page of the index Although numbering begins on the cover page this number is not visible on the cover page or front matter pages Page numbers are visible beginning with the first page of the table of contents This manual is intended for both print and online viewing e If information appears in blue it is a hyperlink Table of Contents and Index entries are also hyperlinks Click the hyperlink to advance to the referenced information Preface EMS User s Manual Assumptions for the manual The EMS User s Manual assumes that You are familiar with windows based applications and basic Windows functions and navigational elements Organization of the manual In addition to this Preface the EMS User s Manual contains the following chapters and appendices Chapter 1 Getting Started with EMS on page 25 details the procedures for opening and logging on to the EMS application as well as an overview of the major functional areas in the application including the title bar the main window the toolbar and the main m
430. oms Results window and return to the Navigator 111 Chapter 3 The Navigator 112 If you reserve a resource and then edit the date time location or status of a booking and there is a resource inventory conflict a Resource Inventory Conflicts report opens onscreen If you close this report you can manually run an Resource Inventory Conflict check In the Bookings folder of the Navigator select Tools gt Resource Inventory Conflict To edit miscellaneous booking information Miscellaneous information that you can change for multiple bookings includes the event name the event type the type the setup type the setup count and the attendance 1 Click Change Miscellaneous Booking Information Wizard The Change Miscellaneous Booking Information Wizard opens Figure 3 37 Change Miscellaneous Booking Information Wizard r Reservation No 1671 Change Miscellaneous Booking Information Event Name Event Type E Setup Type E Setup Count Attendance Cancel 2 Select the information that you want to change enter the new values for the selected information and then click Next The Select Bookings window opens This window displays all the bookings for the selected reservation with a date greater than or equal to the current day s date See Figure 3 38 on page 113 Chapter 3 The Navigator Figure 3 38 Change Miscellaneous Booking Information Wizard Select Bookings window Select Bookings
431. on Status Required field Select the status for the user e Active The web user can log in to VEMS Pending The web user cannot log in to VEMS and are informed that he she must check back at a later time e Inactive The user cannot log in to VEMS and are instructed to contact the EMS administrator Security Template Required field This determines the user s access to the system the menu items that the user can see and the information that the user can view when rolling over an event in VEMS 3 Open the Process Templates tab and on the Available list select the web process template or CTRL click to select multiple templates to which this user is to be assigned and then click the Move button gt to move the selected templates to the Selected list A web process template defines the functions that are available to each type of web user in VEMS when the user is submitting a request for a reservation or actually booking an event 4 Open the Groups tab and do one of the following to specify the groups on whose behalf the web user can view and make reservations in VEMS By default the web user is selected as a group You can leave this group in the Selected list or you can select the group and click the Remove button lt Leave the Find field blank leave the Group type set to the default of all or select a specific group type and then click Display to open a list of all currently active g
432. on resource category A booking detail that is from a non resource category can be setup notes attendees agenda activities or a room charge To add setup notes Figure 3 48 Setup Notes dialog box Setup Notes Note Aut Sequence 100 Notes Intemal Y speling ok Cancel 1 Enter the sequence number for the setup notes The sequence number determines the order in which the notes are displayed in the Items pane in the Navigator when the booking detail Setup Notes is selected for a booking 2 Enter the appropriate notes or comments 3 Optionally if these notes are to be printed on internal reports only the notes would be excluded from external reports like a confirmation then select Internal 124 Chapter 3 The Navigator 4 Click OK The Setup Notes dialog box closes The booking detail and its items are displayed as folders under the Booking folder in the Navigator window If you must add multiple setup notes to a booking then after you add setup notes for the first time to a booking Setup Notes is no longer an available option on the Booking Details dropdown list To add more setup notes to the booking select the Setup Notes folder for the booking or click a Setup Note in the Items pane and then click New To add attendees Figure 3 49 Attendees dialog box lt Attendees Attendee Audit Name Company Name Email Address Phone Note
433. onday 5 30PM 9 00PM CCE MR 301 Lab Prep Confirmed Yes 1 24 2011 Mon Monday 5 30PM 9 00PM CCE MR 301 Lab Prep Confirmed Yes Hide Cancelled Bookings Hide Old Bookings Select All Unselect All Cancel lt Previous canceled bookings select Hide Cancelled Bookings To show all bookings Ta To show canceled bookings clear Hide Cancelled Bookings Conversely to hide regardless of date clear Hide Old Bookings 7 CTRL click to select the bookings that are being recreated in the new reservation or click Select All to select all the displayed bookings in a single step and then click Finish A message opens indicating that the changes were made successfully reservation In addition the copied bookings are scheduled according to the same pattern as the existing reservation For example if the existing reservation has three bookings and each booking was scheduled every seven days 12 14 12 21 and 12 28 and the start date for the new reservation is 12 15 then the new reservation has three bookings with dates of 12 15 12 22 and 12 29 Ta The start date that you specified becomes the date of the first booking for the new When you copy multiple bookings the bookings are simply copied and pasted as is the bookings are not moved to different location If you need to move a booking to a different location see To change rooms for a booking on page 105 8 Click OK to close the message and return to the Navigator Bo
434. ook on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 In the left pane of the Navigator select the reservation from which the bookings are being moved 3 In the Bookings pane click Tools and then click Move Bookings Wizard The Move Bookings Wizard opens The option to copy to an Existing Reservation is selected by default Figure 3 39 Move Bookings Wizard Reservation No 1673 Move Bookings Move Bookings to Existing Reservation New Reservation Cancel Next gt 114 Chapter 3 The Navigator 4 Do one of the following e In the Existing Reservation field enter the reservation number for the existing reservation to which the bookings are to be moved e Click New Reservation 5 Click Next The Select Bookings window opens This window lists all the bookings for the selected reservation that do not have invoiced items Figure 3 40 Move Bookings Wizard Select Bookings window rc Reservation No 1671 Move Bookings Select Bookings Date Weekday Start End Building Room Event Statu 8 16 2010 Mon Monday 6 00PM 9 00PM CTC Aud A Incoming Engineering Students Welcome Events Acade 8 18 2010 Wed Wednesday 6 00PM 9 00PM CTC Aud A Incoming Engineering Students Welcome Events Acade 8 20 2010 Fri Friday 6 00PM 9 00PM CTC Aud A Incoming Engineering Students W
435. ooking detail select the Phones grouping 5 Optionally in the Filter field enter a search string by which to filter your search Your search is limited to the exact order of the characters in the string but the string can appear anywhere in the search results For example if you enter co search results can include coffee service conference phone and mini copier 6 Inthe Quantity field leave the default value of 1 00 otherwise enter a new value 136 Chapter 3 The Navigator 7 Select the needed item in the Items list CTRL click to select multiple items and then click the Move button gt a a Your EMS administrator might have configured an override resource also known as an override description so that you can book a resource that has not been configured in your EMS database For example the administrator might have configured an override resource named Other If you select the Other resource then a Description field is displayed on the Resource Selection dialog box You must enter a description or name for the override resource EMS does not track availability of override resource items however EMS reports on override resource items just like any other resource item Use the Move Up and Move Down options to order the selected items To edit a selected item before you add it to multiple bookings click the item and then click Edit If your EMS administrator configured selections for t
436. ooking details charge allocation for a reservation booking or booking detail across multiple billing reference and or PO NUMDEINS ccceereeeeeeees 75 charges editing for booking detail items in the Navigator n se 145 Check In Statistics report 300 Classroom Utilization report 529 column settings COfING vajni 353 FOSCULING iesirea 353 combination room appearance of in the Reservation combination room components appearance of in the Reservation Book acheter bein 53 commands in the Navigator 78 comment adding multiple comments to a reservation 0ceceeeeeeestereeeee 162 adding to a group sses 244 adding to a reservation booking or service order in the NEN 0 0 pn 158 defied aneia 158 deleting from a reservation booking or service order in the Navigator eee 158 editing for a reservation booking or service order in the Navigator 158 viewing the history of for a reservation booking or service order in the Navigator 158 confirmation defined a aseeeeeeeaeeeeee 265 364 generating a single confirmation at a time automatically 2 269 generating a single confirmation at a time manually eee 269 generating multiple confirmations at the same time eee 364 specifying the settings for a single confirmation 0 eee eect eeereee 266 contact ACdING PAP ele 253 creating a web user for
437. oom Capacity Violation post publish on page 482 processing should be carried out cancellations changes new course dates new Ta The following procedures are presented in the order in which the post publish courses and then Room Capacity Violations 477 Chapter 13 Academic Planning EMS Campus To process a canceled course post publish 1 2 Select the canceled course or CTRL click to select multiple courses Click Process A message opens asking you if you are sure that you want to process the selected course dates Click Yes After processing is complete the message closes and the canceled courses are removed from the Course Updates window The courses are canceled in EMS To process a changed course post publish A course is listed as changed if there has been a change to a day of the week the start or end time and or the room in the SIS iF 3 Select the changed course or CTRL click to select multiple courses The change history for the selected courses is displayed on the History tab in the lower pane of the Course Updates window Optionally if the Change Status for any of the selected courses resulted in a room not being available for a course select the course and then click Conflicts to view the conflicts for the course Do one of the following e If the Change Status for all the selected courses is simply Changed then go to Step 6 e If the Change Status for any of the selected
438. or a booking or booking detail to multiple billing reference numbers and or PO numbers as well 1 Fora selected reservation open the Billing Reference Allocation tab and then click Edit The Billing Reference Allocation dialog box opens By default when this dialog box first opens it displays the charge for the reservation allocated 100 to a single billing reference number Figure 3 3 Billing Reference Allocation dialog box Billing Reference Allocation keJ D A Applies To EMS Training Reservation No 1319 Billing Reference Percent l New 12345 100 Edt Delete cancel 2 Click New The Split Billing Add dialog box opens Figure 3 4 Split Billing Add dialog box Split Billing Add ee Billing Reference A 0K Cance 75 Chapter 3 The Navigator 3 Enter a new billing reference number to which to allocate the reservation charge and then click OK The Split Billing Add dialog box closes You return to the Billing Reference Allocation dialog box with the newly added billing reference numbers displayed with a 0 allocation Repeat Step 2 and Step 3 until you have added all the needed billing reference numbers For each new billing reference number double click to select the percent and then change the percent to the appropriate value Click OK to close the Billing Reference Allocation dialog box and return to the Billing Reference Allocation tab All the billing refe
439. or a field select the field and then click Set Value To clear a value for a field select the field and then click Clear Value Note If a user defined field is not required here you can always supply a value for it at a later date in the Navigator See Working with User Defined Fields in the Navigator on page 164 2 Click Finish The Navigator window opens The reservation information appears in the window You use this window to add booking details and to make any needed modifications to the reservation and its bookings See Chapter 3 The Navigator on page 69 until you click Finish Although unlikely it is possible for another user to select i A reservation is not complete and rooms are not removed from the Available list and reserve a room during the time period after you have selected the room but before you have finalized the reservation If this occurs after you click Finish a message opens stating that your reservation conflicts with an existing reservation 51 Chapter 2 Reservations and Bookings Viewing and Editing Reservations in the Reservation Book The Reservation Book provides a graphical view of all the confirmed reservations the reserved time as well as the room for which the reservation is scheduled for your organization Cancelled bookings are not shown You use the Reservation Book to the view information for a reservation to edit an existing reservation and to make a new res
440. or messages N A Building Hours Exceptions Lists events for a date or date range that fall outside of the configured building hours Either event time or reserved time is checked based on the Validate Building Hours on Event Time parameter The report also shows the start and end times group event name location reservation number and booking number You can select Use Specific times and then enter range of times to limit the report to bookings that occurred within this specified time range You can enter information about the report or a name or description for the report in the Report Comment field N A 296 Chapter 8 Reports and Queries Report Description Options Inactive Room With Bookings Lists the bookings for a specified date or date range that are scheduled in inactive rooms You can select Use Specific times and then enter range of times to limit the report to bookings that occurred within this specified time range You can enter information about the report or a name or description for the report in the Report Comment field You can click View to open the booking for viewing and editing changing the status of the booking and or emailing the group N A Inactive Groups With Reservations Lists the reservations for a specified date or date range that are scheduled for inactive groups You can click View to go to the reservation for viewing and editing including
441. or the booking as needed and then click OK a If you have been granted the appropriate security access you change the status of a booking which includes cancelling a booking Two results are possible If you edited anything other than the date time or location for a booking the Booking window closes and you return to the Navigator which now shows the updated information for the booking a If you cancel a booking a Cancel Status dialog box opens in which you must identify the user who canceled the booking and provide notes for example a cancellation reason about the cancellation If you change the status for a booking you can select Update Reservation Status to have the reservation level status changed as well If you edited the date time or location for a booking a dialog box opens warning you that critical booking information has changed and asking you if you want to continue 5 Click Yes The Booking window closes and you return to the Navigator which now shows the updated information for the booking If you reserve a resource and then edit the date time location or status of a booking and there is a resource inventory conflict a Resource Inventory Conflicts report opens onscreen If you close this report you can manually run an Resource Inventory Conflict check In the Bookings folder of the Navigator select Tools gt Resource Inventory Conflict Chapter 3 The Navigator Editing Mu
442. orium 250 an 52 Chapter 2 Reservations and Bookings If an event is scheduled for a room that is a component of a combination room then the reservation text is displayed in black A duplicate reservation is also shown for the combination room however the reservation text is displayed in gray to indicate that a component of the combination room is currently booked for the indicated time and therefore the combination room is not available Figure 2 10 Components booked and combination room unavailable Event scheduled for a combination A s Lab MAC MSI j room component Text is black Lab MAC PC lt q Combination room Text is gray Event scheduled for a combination Lab PC MSI E m4100m component Text is black Conversely if an event is scheduled for a combination room then the reservation text for the combination room is displayed in black and the reservation text for each component is displayed in gray This reversed color coding indicates that the component room is currently booked for the selected time and that none of the components is available Figure 2 11 Combination room booked and components unavailable Event scheduled for a combination Lab MAC ace room Text is gray Combination room booked Text is Lab MAC PC aMSI lt tc Try Event scheduled for a combination Lab PC rom component Text is gray You can carry out the following actions in the Reservation Book e Change the Reservation Book vi
443. ormation about the reminder e Click Spelling to spell check the reminder before you save it 8 Click OK 245 Chapter 6 Groups and Contacts Adding Attachments to a Group The term attachment is used to describe any file that you can add to or store on a group An attachment is actually stored in the EMS database with the group record To add an attachment to a group 1 Open the Groups window 2 Select the group to which you are adding the attachment 3 Open the Attachments tab and then click New The Attachment dialog box opens Figure 6 12 Attachment dialog box Attachment EE ka z Attachment Audit Description Attachment a Notes seg Ca 4 Inthe Description field enter a description for the attachment If you leave this field blank then the Description field is populated with the name y of the file after you add it to the booking 5 Click the Search icon a The Find Attachment dialog box opens 6 Scroll to and select the file attachment that is to be added to the reservation or booking and then click Open 7 Optionally do one or both of the following e The name of the attached file is used by default for the file description and you can edit this if needed e Click Spelling to spell check the description before you attach the drawing to the booking 8 Click OK 246 Chapter 6 Groups and Contacts Adding User Defined Fields to a Group User d
444. ort Show Bookings on Start Date Only lf a booking is scheduled overnight then only the start date of the booking is displayed in the report For example a booking exists for 3P Thursday through 10A Friday If this option is selected then the booking is displayed only for Thursday in the report Keep Detail Together If an event has booking details the details are kept together on one page instead of being split across two pages Show Holidays Holidays are displayed in the report Show Building Hours Building hours that are associated with each building are displayed in the report Show Item Notes Any notes that have been entered for a booking detail item are displayed in the report Show Item Special Instructions Any special instructions that have entered in VEMS for a booking detail item are displayed in the report Show User Defined Fields Any user defined fields and their answers for a reservation are displayed in the report Show Booking Changes Only Bookings that have been edited within the specified number of days are displayed in the report 286 Chapter 8 Reports and Queries Report Description Options Service Order Schedule Lists the service orders that are scheduled for a date or date range Produced by category Use Page Breaks lf this report is run across multiple days then each day starts on a new page Show Details Booking item details that associated with each event a
445. ost Publishing phase ss cis eet SS th aE A I hi A cide ee 388 Overview of Importing an Academic Term ccccecceeeeeeeeeeeeeeeeeneeeeeeeeeeneeeeeeeeeneenaaees 391 Synchronizing an Academic Tete cse esac ciertadeve cass Neecvede eee tudee eels each edie ach chewedewadioced 392 To synchronize an academic Otitis ust pane dicrccie eesti ewsmastientaduassat 392 Synchronizing GOURSES ae ee sites ees ete a alae elas Cele Naat ead ec hee etic dates alee 393 To synchronize COuUrSeS o c8 cn cdcdencredansSheahocbatyiatethephileuiad cS pecp lenis thie re sbeoaclttcabiliatdatbies 393 Overview of Defining and Editing Courses ccceeseccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeesneaeees 397 Enabling Disabling a Term for Define amp Edit Mode eeeeceeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeees 398 To enable disable a term for Define and Edit MOde ccceeeeeeeeeeeeeeeeeeeeeeeeetanees 398 Reviewing and Modifying Courses cccccessecceeeeeeeeeeeeaceeeeeeeeeeeeeeeeeseseeaeeeeeeeeeeeea 401 To review and modify Courses i cccdscslivs sp avecus series nee dior cer eb ied necene ae benee edie 401 To add a new course in EMS Campus cecceeeeeeeeeeeeeeeeeeeeeeeeeecaaeeeeeeeeeeeeeeeeeees 402 To add a new section for a COUISC ccccceeeeeeeeeeeeeeeeeeeaaeeeeeeeeeeecaaeeeeeeeeeseeneeeeeeees 403 To add a course date in EMS Campus ceeceeceeeeeeeeeeeceeeeeeeeeeeeaeeeeeeeeeeeeneeeeeeees 404 To edit a course in
446. ot Checked In Only Event Type al Mutide Bookings Only Find Name Date 12420 OWed ey With Bookings Without Bookings Group E Group Type City Status Date Time Sowes Buidra Fret Booking Multiple Bookings Mukicle Buldngs Check In Bono Susan Stalf Dower OreckedIn 12 1 2010 3 17 PM Badge Derwer 12 1 20 0 5 00 AM Chek Dut Evare Dean pi CreckedIn 12 1 2010 3 17PM Kiosk panes 12 1201 D 6 00 No show _ Nowak Ed Manager Director Denver Checkedin 12 71 2010 3 14PM Virtual Derwer 12 1 20 0 5 00 AM Print E Fain Bastene Mame Menabodie INIA Minni R 19n Aen enn nsa e To check in a group select the group and then click Check In Checked In is displayed in the Status column for the group on the With Bookings tab the Date Time column are updated with the date and time that you clicked Check In and Client is displayed in the Source column Remember the group is checked in to the building that you set as your Home y building and the name of this building is displayed in the Building column 379 Chapter 12 EMS Workplace To check out a group select the group and then click Check Out Checked Out is displayed in the Status column for the group on the With Bookings tab the Date Time column are updated with the date and time that you clicked Check Out and Client is displayed in the Source column 380 If your EMS client is integrated with VEMS or EMS Kiosk then employees can also be check
447. ot have to specify the settings every time you generate multiple confirmations If you save the confirmation settings as memorized report you can make the report public available to all users in your EMS database or private available only to you e Click Print Preview to open an onscreen preview of the printed confirmation A variety of options are available from this preview including the options to to export the confirmation to a pdf and to print the confirmation Figure 11 7 Print preview of multiple confirmations Evaluation Spectrum Writing LLC 3068 Deer Creek Ranch Loop Parker CO 80138 7 Confirmation Chen Yu Event Name MSI Final Exam 4512 Wisconsin Street Phone 555 555 5555 Box 4587 Fax 555 555 5556 Anytown CO 80154 Event Type Academic Class Bookings Details Quantity Price Amount Thanks for selecting our facility to host your upcoming event Please take a moment to review the details outlined below and make any necessary changes and fax them back to us at 303 796 7429 Monday April 05 2010 8 00 AM 5 30 PM MSI Final Exam Web Conflict Lab MAC Reserved 7 00 AM 6 30 PM e To manually print the confirmations modify the number of copies to print as needed in the Copies to Print field the default value is 1 and then click Print A Print dialog box opens in which you can specify information such as the printer to use the page range and so on Click Print in this dialog box to manually print the
448. ot have to adjust the filter settings every time you run the report you can memorize the report See Memorized report on page 278 Invoices reports Chapter 9 Billing Report Description Options Billing Worksheet Provides information on how bookings are to be invoiced The report can include bookings within a date range bookings within a reservation or bookings within a date range inside a reservation The report breaks down the charges in the same way as an invoice The report also provides options for printing heading footer messages and the detail for zero dollar items See Options tab in To generate an invoice on page 316 Reports Report Description Options Ageing Report A list of outstanding invoices Current invoices are listed first followed by past due invoices organized by age Ageing Reports are based on department e Show Unapplied Deposits Deposits that are applied to reservations that have not been invoiced are displayed on the report Statements A list of outstanding invoices for a selected group Current invoices are listed first followed by past due invoices organized by age e Report Title Can create a title that is displayed at the top of the statement e Header Message Select a message from the pre configured messages that is displayed at the top of every page of the statement e Include Transactions On Zero Balance
449. other comments or statements that are applicable for the group 237 Chapter 6 Groups and Contacts Billing Information tab 1 Open the Billing Information tab and set the default billing information for the group Figure 6 5 Group dialog box Billing Information tab ace ees Group Biling formation Calculations Biing References PO Numbers Other Aut Pricing Plan none X Account none X Payment Type none Salesperson none v Event Coordinator none X Sales Category none v Status OK X Biling Reference a PO Number a Extemal Reference Cancel All the values that you select on this tab are the default values that are applied y when a new reservation is made for the group A user can change these values Event Coordinator Sales Category Option Description Pricing Plan If the values that you want to assign as the default values the group are Account not available for any of these options contact your EMS Administrator Payment Type Salesperson Status 238 The status is a way to indicate the standing or ranking of the group for example in your organization the OK status could indicate that the group is current in payments due If a group status is set to Warning then a warning message opens when you make a reservation for the group It does not however prevent a reservation from being made for the group If a group status is set t
450. ow in EMS that you use to view and manage all aspects of a reservation including bookings and booking details This chapter covers the following topics Navigator Overview on page 71 Adding Bookings to a Reservation in the Navigator on page 84 Editing a Reservation in the Navigator on page 85 Repricing Categories and Room Charges for a Reservation on page 87 Changing the Status for a Reservation from the Reservation Summary tab on page 89 Copying a Reservation in the Navigator on page 93 Editing a Booking in the Navigator on page 96 Editing Multiple Bookings in the Navigator on page 99 Moving Bookings to a Different Reservation on page 114 Copying Multiple Bookings in the Navigator on page 116 Booking Details and Items Overview on page 119 Adding Booking Details and Items to Individual Bookings on page 123 Adding Booking Details and Items to Multiple Bookings on page 132 Adding Booking Detail Items to Multiple Bookings on page 139 Editing Booking Detail Items for Individual Bookings on page 141 Editing Booking Detail Item Charges in the Navigator on page 145 Editing Count Information for a Booking in the Navigator on page 147 Applying a Reservation Discount on page 149 Copying Booking Details between Bookings on page 151 Deleting Booking Detail Items for Multiple Bookings on page 153 Deleting Bookin
451. p 2 through Step 5 to assign a room to the course e Courses that were pre assigned are listed as Locked In To re optimize any portion of the course assignments select one or more assigned courses CTRL click to select multiple courses and then click Lock In to lock in these additional courses and then rerun your optimization scenario e To swap the room assignments of two courses CTRL click to select two courses with identical meeting patterns and then click Swap Resolve on the Scenarios window The system does not require all courses to be assigned to rooms Those courses that are left unassigned are placed in a special TBD room when publishing and can be assigned post publish Ta You can open the Resolve Room Assignments window at any time by clicking Chapter 13 Academic Planning EMS Campus To search for rooms to assign to a course Select the course to which a room is to be assigned On the Preassign Rooms window or the Resolve Room Assignments window click Search The Room Search dialog box opens The preferences or requirements that the academic unit specified for the selected course during the Set Preferences mode are displayed at the top of the dialog box By default these preferences are included in the search criteria Figure 13 48 Room Search dialog box Room Search ice C fea Original Preferences Preferences Preference Value Required Building JEFF Yes Room Type Classroom Notes E
452. p or groups in VEMS For example by setting up an administrative assistant who works for XYZ Corporation as a web user this user can create reservations for XYZ Corporation in VEMS When you create a web user you can also specify one or more delegates for the web user A delegate is a web user who can create and view reservations on behalf of another web user This following procedure addresses the creation of a web user at the time that you are creating a group or contact in EMS Configuration of web users as part of the overall configuration of your VEMS module is discussed in the EMS Setup Guide You can create only one web user for a group or contact 1 Click Create Web User The dialog box for creating the web user opens The Web User tab is the open tab The User Defined Fields tab displays the questions that a web user was required to answer when the user requested to create an account through VEMS and is not relevant to the procedure detailed here 257 Chapter 6 Groups and Contacts 258 Figure 6 20 Dialog box for creating a web user Web User tab Al Greene o Sea Web User Groups Delegates User Defined Fields Audit Name Password Email Address agreene org net Phone Fax 303 555 7412 303 555 7452 Notes Extemal Reference Network ID Email Opt Out Status Active X Security Template authenticated administrator X seeing Cancel _ 2 Enter the information for the web user
453. pane the lower right pane of the Navigator From this point on in the manual categories that contain resources but do not require service times are referred to as resource categories Categories that contain resources and that require service times are referred to as service order categories Categories that are used to manage food service are referred to as catering categories Categories that are used to manage miscellaneous notes setup notes agenda items attendees visitors or room charges are referred to as non resource categories Figure 3 43 The Navigator window with a booking folder selected Navigator EMS Training Reservation No 1319 Booking No 6838 n Reservation a EMS Training Reservation No 131 9 a 5 1 Audio Visual Y Data Projector 1 S Food Service 8 00 AM VAM Break 1 S Food Service 12 00 PM Y Box Lunch 5 S g Room Charge y 100 El g Setup Notes Y 12 31 2010 Fri S k 1 14 2011 Fri 7 45 AM 101 amp Audio Visual Food Service 8 00 AM Food Service 12 00 PM Room Charge Setup Notes 1421 2011 Fri 7 45 AM 101 1 28 2011 Fri 7 45 AM 101 E3 bodka Print Refresh Settim Reminders 0 a Comments 0 ZA Attachments 0 ili 8 Drawings 0 i History Wi Booking Summary amp Properties _ Biling Reference Allocation PO Number Allocation Date 1 7 2011 Fri Event Name EMS Training Edi
454. pe Group G 8 6 2010 Fi 1 45PM 5 15PM CTC 101 Classroom AGreene Ini Refresh 4 m Building 26 Descinti ml V Building other V Building City High V Building Corporate V Building Corporate V Building Corporate 7 Building Coporate 4 m Reminders Q Web Reservations Web Requests wp Wait List Reconfirm Dates Building Hours Exceptions 7 iT r The tab is interactive You can e Select options Status and Building Area View on the left pane of the tab to filter the reservations that are displayed on the tab You can also select a different view on the View dropdown list The default value is Thru Today To filter the reservations based on a specific time range on the View dropdown list select user specified and then enter at least a starting date in the available date fields An ending date is optional After you select or modify the filtering options click Refresh e Select the reservation in the Reservations list and then click Go To open the reservation in the Navigator 224 Chapter 5 EMS Dashboard Reconfirm Dates Tab The Reconfirm Dates tab displays reservations that have been booked in a status that requires the Reconfirm Date option for example a Tentative or Hold status You use this tab as a reminder to reconfirm such reservations Figure 5 13 Reconfirm Dates tab gt rs Options Status 1 View Thru Today X x V Tentative Dat
455. pens The name description of the attachment is displayed in the Description field Any notes that have been entered for the attachment are displayed in the Notes field Do one of the following e Edit the description as needed e Click the Search icon 2 to open the Find Attachment dialog box and scroll to and select a different attachment e Edit the notes as needed Optionally click Spelling to spell check the description before you attach the drawing to the booking Click OK The Attachment dialog box closes The Attachments tab remains open Chapter 3 The Navigator To view an attachment for a reservation or booking Your computer must have the appropriate application installed to view attachments of a specific type For example to open an docx that is attached to a booking Microsoft Word must be installed on your computer 1 Select the attachment that is to be opened 2 Click Open The file opens in the appropriate application 3 Close the application after viewing the attachment or if the application allows it edit the attachment as needed and then save the attachment The next time you open the attachment in the Navigator you can see the changes that you made 171 Chapter 3 The Navigator Working with Drawings in the Navigator The term drawing is used to describe a file text based or image file that is stored on your organization s network that you can reference in a booking Typically a dr
456. plicable its color is displayed in the State column for the booking If a resource for a booking is of the type to which states can be assigned but none has been assigned then none is displayed in the State column for the booking e Ifaresource has been reviewed for a booking then Yes is displayed in the Reviewed column for the booking e If your Options are set to show deleted service orders items then an x appears next to the booking for which the orders items were deleted and a single line through the booking is displayed See Figure 4 26 on page 205 204 Chapter 4 Search Tools Figure 4 26 Service Order Management window with results amp Service Order Management Date 12 23 2010 Thu Building Building all Category Food Service Tentative Wait List Retesh Stoha 7 Drag a column header here to group by that column Change State v all SEN d zate Reviewed D chent Buldin Room service tine start Reviewed _ a Corpo adquarters Meeting Room1 Standard 11 00AM Unreviewed oraaa adquarters Meeting Room 2 Standard 2 00 PM T Shared Space X 123010 Thu Ja Coporali Sinai Matliea Room Si oor Open 7 7 7 Web Request lt m r 3Records State 3 Fi s 5 al Assigned Out for Delivery Sequence Resource Quantity Price Notes w 100 Box Lunch 5 725 Choice of ham chicken or roast beef sandwich Includes side item ard a Items Changes
457. plied against invoices not reservations e Ifyou selected Pre payment as the transaction type then the field is automatically populated if you opened the Payment Entry dialog box from the Transaction tab in the Navigator otherwise you must enter a reservation number or click the Search icon te to open the Reservations window and search for a reservation Invoice No lf you selected Pre payment as the Transaction Type then this field is not available as pre payments are applied before an invoice is generated e Ifyou selected Payment as the Transaction Type then you must enter an invoice number in this field or click the Search icon g to open the Invoices window and search for an invoice Notes Optional Enter any other comments or statements that explain or clarify the payment 3 Click OK The Payment Entry dialog box closes The transaction information is displayed on the Transactions tab for the reservation 338 Chapter 9 Billing To enter an adjustment for an invoice 1 Do one of the following e Open the reservation in the Navigator see Opening a reservation in the Navigator on page 71 and on the Transactions tab click New gt Payment e On the menu bar click Billing gt Payments gt Payment Entry and then on the Payment Entries window click New The Payment Entry dialog box opens Figure 9 21 Payment Entry dialog box Payment Entry Conference S
458. pter 4 Search Tools Searching with the Service Order Management Browser You use the Service Order Management browser to search for and view the resources with and without service orders for all bookings on a particular day as well as the current state of the resources and their Reviewed status After viewing resources if applicable you can change the state for a resource You can review a resource or you can mark a resource as unreviewed You can also open a resource in the Navigator and edit it if necessary resource in the category through your organization s processes for example Unassigned Assigned Out for Delivery In Prep and so on Your EMS administrator configures the states that are specific to your organization Contact your EMS administrator for assistance with states Ta A category state is a process phase or state that describes the movement of a To search with the Service Order Management browser 1 On the menu bar click Reservations gt Reservations gt Manage Services The Service Order Management window opens When this window first opens the display is static and you must manually refresh it If you want to set options for automatically refreshing the window s display go to Step 2 otherwise go to Step 4 Figure 4 24 Service Order Management window Service Order Management Co ee Options Date 11 30 2010 Tue Building Building all Category al
459. ption for the report that you are memorizing For example to memorize the Event Schedule report click Reports gt Daily gt Event Schedule to open the Event Schedule dialog box 278 Chapter 8 Reports and Queries Figure 8 1 Event Schedule report dialog box E Event Schedule Setup user specified Memorize Setups Options Date Range Buildings Statuses Event Types Group Types Options _ Starting Date B Ending Date B Use Specific Times Format By Date v Report Comment Close Copies To Print 1 Print l Print Preview 2 On the lt Report gt dialog box click Options and then select the Date Time filter by which to generate the report 3 Specify the report parameters options and format 4 On the lt Report gt dialog box click Memorize The Memorize Report Setup dialog box opens Figure 8 2 Memorize Report Setup dialog box li Memorize Report Setup Description Public Available To All Users ox _ _ ances 5 In the Description field enter a name or description for the report Ta The description or name can be a maximum of 30 characters including spaces 6 Ifyou are an administrative user and the report is to be available to all users then select Public Available to All Users otherwise if the report is to be available only to you the owner then leave this option blank If you are not an administrative user then only your
460. pus wide space management package referred to as EMS Campus This chapter covers the following topics e Overview of the Academic Scheduling Process on page 386 e Importing an Academic Term on page 389 e Defining and Editing Courses on page 395 e Specifying Room Preferences on page 423 e Assigning Room Preferences and Optimizing on page 439 e Publishing a Term on page 459 e Post Publishing Phase on page 471 e Using the Academic Tools on page 505 e Generating Academic Reports on page 523 385 Chapter 13 Academic Planning EMS Campus Overview of the Academic Scheduling Process The academic scheduling configuration process is a multi step process for enabling online communication between the Domain Scheduler and academic units optimizing academic space use and creating reservations in EMS Campus for academic courses To use the full functionality of EMS Campus it is important that you understand the academic scheduling specific terms that are used in EMS Campus and that you have a high level understanding of the academic scheduling configuration process Academic scheduling specific terms used in EMS Campus While meeting event scheduling and academic scheduling have many features in common EMS Campus uses terms that are specific to the academic scheduling configuration process Term Definition SIS Generic acronym that is used in EMS Campus to repre
461. r count you can change this information after you complete the reservation See To edit a booking in the Navigator on page 97 or Editing Multiple Bookings in the Navigator on page 99 5 Optionally open the Features tab and on the tab select the feature or CTRL click to select multiple features that the room must have 6 Click Next Two tabs are available The Available tab which is the active tab opens with two lists The list in the left pane is a list of all the rooms that meet some or all of your event criteria The list in the right pane is a list of all the event dates that must be fulfilled The Conflicts tab lists all the rooms that are not available for the requested dates Optionally you can open the Conflicts tab to view the list of rooms that were not available for scheduling for the event as well as list of the events that are scheduled for each room See Figure 2 6 on page 46 45 Chapter 2 Reservations and Bookings Figure 2 6 Example of best fit room search results Reservation Wizard koaj Options Available Available 104 Room Description Building Days Available Max Dates 3 Rooms 0 Arena Arena AA 3 1000 8 2 2010 0 CR 100 Conference Room 100 AA 3 60 8 4 2010 Q CR 110 Conference Room 110 AA 3 60 8 6 2010 Exhibit Hall Exhibit Hall AA 3 3500 LD Loading Dock AA 3 LRM Locker Room Men s AA 3 LR W Locker Room Wom AA 3 MR 301 Meeting Room 301 CCE 3 12 MR 302 Meeting
462. r a manual search 7 Optionally in the Notes field enter any information that is pertinent to the course or final exam 8 Click OK The Related Courses Dates dialog box opens This dialog box lists all the courses that you selected on the Results tab of the Academic Browser Figure 13 81 Related Course Dates dialog box SS SSS Related Course Dates Loes Apply Changes To Related Course Dates Checked Items Will Be Changed Course CRN Course Title Instructor Start Date End Date Start Time End Time Location E CHEM 10202 160002 Lab Braaksma Mindy 1 10 2011 Mon 5 13 2011 Fri 1 00 PM 4 00 PM COOL C 112 E CHEM 10203 160003 Lab Lipscomb Jennifer 1 10 2011 Mon 5 13 2011 Fri 1 00 PM 4 00 PM COOL C 112 E HIST 35001 161802 American Military History Fields Valerie 1 10 2011 Mon 5 13 2011 Fi 1 00 PM 2 50 PM GRNT G 151 E HIST 35101 161803 U S Naval History Kelley Gene 1 10 2011 Mon 5 13 2011 Fi 3 00 PM 4 50 PM ADMS A 102 Select Al Unselect Al 9 Select the courses to which the final exam settings are to be applied or click Select All to select all the courses in a single step and then click OK A message opens indicating that any final exam settings that exist for the selected courses will be overwritten and asking you if it is OK to continue 10 Click Yes A second message opens indicating that the final exam settings were successfully set 11 Click OK to close the second message and the Related Course Da
463. r tab make any necessary changes to the search criteria and repeat the search e Click Refresh to requery the database based on the current search criteria 6 Click Close Any changes that you made to the search results columns position and width remain in effect for any other searches that you carry out If you want to reset the columns to their default values see Resetting Column Settings on page 353 199 Chapter 4 Search Tools To carry out an advanced search in the Resource Calendar Figure 4 20 Resource Calendar Advanced search Resource Calendar ke 6 x Options Fiter Resuts Month November v Category v Reset lt Basic Year 2010 X All Fields Favorite Fields 5 Saved Values 5 Field Search eS Booking Booking Date between 10 31 2010 and iaz e Ge Booking Actual Attendance Booking Added By lt lt Area Booking Day Of The Week Booking ID Booking Status Building Building Code Building Etemal Reference Building Notes Jooking Building Print Notes On Confirmation b Add To Favorites Close 1 Leave the Month and Year set to the default values current month and year or optionally enter different values as needed 2 For each field level option by which to carry out the search e Select the field level option and then click the Move button gt e When prompted enter a value or define the limits for the option and then click OK The opt
464. ra College Algebra Topics in Contemporary Mathematics Topics in Contemporary Mathematics Intro to Economics Principles of Microeconomics Introduction to Financial Markets an Introduction to Business Personal Finance Human Resource Management World History World History II Winetd Lisans Lecture ee ae 4 E Unassigned Only m Instructor Larson William Raasch Kevin Raasch Kevin Diaz Cameron Diaz Cameron Davis Sharl Davis Shary Sorrentino Bryan Sorrentino Bryan Healey Kevin Healey Kevin Freeman Morgan Freeman Morgan Wall Chris Walker Chelsea Simpson Bart Brockbank Christine Wallace Rasheed Tucker Marshall Shea Stacy Anderson Scott Chas Come Days MWF MTWRF MTWRF MTWRF MTWRF MTWRF MTWRF MTWR TWRF MTWR TWRF MTWR TWRF MWF MWF MWF MWF MWF MWF MWF MWF ma Start Time 9 00 AM 9 00 AM 3 00 PM 10 00 AM 3 00 PM 9 00 AM 3 00 PM 12 00 PM 3 00 PM 12 00 PM 10 00 AM 12 00 PM 1 00 PM 10 00 AM 10 00 AM 10 00 AM 9 00 AM 2 00 PM 11 00 AM 2 00 PM 12 00 PM ann am 8 Optionally do one or both of the following e To view a course in the Course Navigator double click the course a e To filter this list do one or more of the following e On the Academic Unit dropdown list select an academic unit e On the Subject Dropdown list select a subject e At the bottom of the window select Unassigned Only e Click on a column head
465. ranklin Nikki 1 10 2011 5 13 201 ACCT 52101 162150 Production Cost Analysis and Control Lecture Diaz Cameron 1 10 2011 5 13 201 ACCT 52102 162151 Production Cost Analysis and Control Lecture Diaz Cameron 1 10 2011 5 13 201 ACCT 530 01 162153 Advanced Income Tax Lecture Nash Grahm 1 10 2011 5 13 201 ACCT 53301 161155 Accounting and Tax Research Lecture Chapman Russel 1 10 2011 5 13 201 218 Records x 4 J Optionally do one or more of the following To sort the search results click any column heading To rearrange the search results drag a column to a new location using the column heading To group results by a specific column drag the column header as indicated on the Results tab To open an course in the Course Navigator double click the course entry on the Results tab Click Print to print the search results Click Export to export the search results to a Microsoft Excel spreadsheet In Define amp Edit mode the New Course and New Section options are enabled Select a course or CTRL click to select multiple courses and depending on the mode the following options are available on the Tools menu e Set Preferences mode Set Course Preferences see Specifying Room Preferences Requirements on page 429 and Clear Course Preferences Click Clear Course Preferences to clear all the current preferences requirements for the selected courses in a single step e All Modes including Read Only Set Shared Space
466. rating overview of 316 FOPFINTING eeecceeserereeeeneseres 320 VOJIN iinn ieira 324 Invoice Detail report 346 L location see room locked booking defined ena e ernier 96 insufficient security 96 invoiced booking eee 96 old DOOKING 2 cceeeeeseeeeeeees 96 M main menu SUUCTUNG i 2 se iesisercdvetcaveceebatpede s 31 Manage Terms Copy Preferences tool using to specify room preferences oo eee cece 430 memorized report creating by copying 278 creating from scratch 278 GOING eeii secede 278 deletingi irecord 278 COMING eaat ate 278 menu bar for the EMS main WNIM inaia a ae aseran 30 Navigator accessing the Course Navigator MOM ra enaa aree 520 adding a booking to a reservation T AEE EEE 84 adding booking detail items to multiple bookings in 139 adding booking details and items to individual bookings in 123 adding booking details and items to multiple bookings in 132 adding bookings to a reservation Weed ca E oa ce E edece seh Soe 84 applying a discount to a reservation in cccceeeeee 149 changing the room for multiple DOOKINGS io eee eeeeeeeeeeeeeeee 105 COMMANGG 2 cccceeeereeeeteeeee 78 commands available on a context MON ieee radians atodi A cts 82 copying a reservation in 93 copying details between bookings e r h 151 copying multiple bookings in
467. rces 20 Resources Drag a column header here to group by that column Date Reserved Start ReservedEnd EventStart EventEnd Time Zone Building Room OU Physical Sciences Building Physical Sciences Lab Seniors OU Physical Sciences Building Physical Sciences Lab Seniors OU Physical Sciences Building Physical Sciences Lab Seniors Event Center Conference Room 110 Event Center Conference Room 110 Event Center Conference Room 110 Event Center Conference Room 110 rae omen e To sort the search results click any column heading e To rearrange the search results drag a column to a new location using the column heading e To group results by a specific column drag the column header as indicated on the Results tab e To open an event in the Navigator and edit the resource item as needed double click the event entry on the Results tab e Click Print to print the search results e Click Export to export the search results to a Microsoft Excel spreadsheet e Click Filter to return to the Filter tab make any necessary changes to the search criteria and repeat the search e Click Refresh to requery the database based on the current search criteria 5 Click Close Any changes that you made to the search results columns position and width remain in effect for any other searches that you carry out If you want to reset the columns to their default values see Resetting Column Settings on page 353 202 Cha
468. rders view to mark a service order as Reviewed select the service order or CTRL click to select multiple service orders and then click Review gt Mark as Reviewed Conversely to mark a service order as Unreviewed click Review gt Mark as Unreviewed In the Service Orders view to change the state of a service order in a booking select the appropriate booking in the Results list and then click Change State A Change State dialog box opens The dialog box lists all the available states for the service order Select the new state for the service order on the State dropdown list For more information about reviewing service orders and selecting states see Searching with the Service Order Management Browser on page 203 In the Browse for field select a different item for which to search The Results tab is refreshed with the search results based on the item that you selected and the search criteria on the Filter tab Click Filter to return to the Filter tab make any necessary changes to the search criteria and repeat the search Click Refresh to requery the database based on the current search criteria Click Close Any changes that you made to the search results columns position width and so on remain in effect for any other searches that you carry out If you want to reset the columns to their default values see Resetting Column Settings on page 353 Searching with the Calendar Chapter 4 Search Tools You
469. re displayed in the report Highlight Changes Made Within days Changes that have been made within the specified number of days are highlighted in the report Show Pricing Any pricing that is associated with an item is displayed in the report Show Item Notes Any notes that have been entered for a booking detail item are displayed in the report Show Item Special Instructions Any special instructions that have entered in VEMS for a booking detail item are displayed in the report Service Orders Separate pages for each service order in a date range The report provides information on the event and the items or services needed Produced by category Highlight Changes Made Within days Changes that have been made within the specified number of days are highlighted in the report Footer Message Used to specify the Footer message that is displayed on each page of the report Show Item Notes Any notes that have been entered for a booking detail item are displayed in the report Show Item Special Instructions Any special instructions that have entered in VEMS for a booking detail item are displayed in the report 287 Chapter 8 Reports and Queries Report Description Options Banquet Event Orders Separate pages for each booking that occurs on a date or within a date range that has the Primary Category specified Service orders resource information notes and information for r
470. re displayed on the Results tab in a calendar view The total number of resources in all bookings that meet the search criteria is indicated in red on the dates on which the events occur Figure 4 22 Resource Calendar window Results tab Print Export Email Outlook Review Change State Results lt lt lt January 201 Chapter 4 Search Tools 4 Optionally do one or more of the following e To view a list of bookings for a date click the date on the calendar The information for the bookings appears in the lower pane of the Results tab Figure 4 23 Resource Calendar window Results tab with list of events for selected dates 1 11 2011 Tue 8 00 AM 1 11 2011 Tue 8 00 AM 1 11 2011 Tue 8 00 AM 1 11 2011 Tue 4 30 PM 1 11 2011 Tue 4 30 PM 1 11 2011 Tue 4 30 PM 1 11 2011 Tue 4 30 PM 7 Records 4 Cose 4 30 PM 4 30 PM 9 30 PM 9 30 PM 9 30 PM 9 30 PM 8 00 AM 8 00 AM 8 00 AM 5 00 PM 5 00 PM 5 00 PM 5 00 PM 4 30 PM 4 30 PM 9 30 PM 9 30 PM 9 30 PM 9 30 PM 3433443 m Sea ears Resource Calendar kalkaj Print Export Refresh Options Filter Results lt lt lt January 2011 gt gt gt M 1 F S 26 27 29 0 31 1 40 Resources 2 5 6 z 8 9 10 12 13 14 15 23 Resources 16 17 19 20 21 22 23 Resources 23 Resources 64 Resources 23 24 26 27 28 29 23 Resources 23 Resources 20 Resources 30 31 2 3 4 5 23 Resources 23 Resou
471. referred to simply as the Navigator or the Reservation Book referred to simply as the Book to manage it just like any other EMS reservation and or booking The Course Info tab on the Navigator displays the course and the course date records for the course as it exists in your SIS If you open a course in the Navigator that is cross listed or shares space with another course the Navigator displays both sets of reservations and bookings You can review the reservations that have been made for a course and if needed change the course room location for one or more of its bookings If courses have an identical meeting pattern you can also swap rooms locations between courses If you select a course date record on the Course Info tab and then click Course the course opens in the Course Navigator Figure 13 56 Navigator with reservation and bookings for a course Navigator ACCT 251 01 Auditing I Reservation No 896 Open Reservation E o Print Refresh Settings a ap re I Mtachments 0 Z User Defined Fields 0 C Transactions 0 Histoy Emails 0 3 11 2006 Non 1004 12579 I sen Samay WR Come to Proton Rennes 0 Corwen D 13 2006 Wec 00 AM J 25 9 15 2006 Fri 11 00 AM J 254 Term 2006 FALL Academic Unit School of Business 9 18 2006 Mon 11 00 AM CRN 10155 Instructor VanHousen Rebecca 9 20 2006 Wed 11 00 AM Cours
472. rence numbers and their percent allocation are displayed on the tab Booking folder Booking folders contain the where and when information for the reservation If you can expand a booking folder this indicates that details have been added to the booking The booking details for the selected booking are displayed in the Booking Details pane the lower right pane of the Navigator A green background for a booking detail folder indicates that one or more booking detail items have been invoiced for the booking Figure 3 5 Navigator window with a booking folder selected z Navigator EMS Training Reservation No 1319 Booking No 6838 Foo Open Reservation Print Refresh Settings 76 a ENG Tisia MeseivaibnNb 1319 Renindes 0 Commens A attachments 0 8 Drawings O Hitoy sA z al J T AM 101 Mi Booking Summary Properties Biling Reference Allocation PO Number Allocation udio Visual Data Projector 1 Date 1 7 2011 Fri Event Name EMS Training Edit 2 a Food Service 8 00 4M Reserved 7 45 AM 5 15 PM Location CTC 101 Vj AM Break 1 Event 8 00 AM 5 00 PM Event Type none Confirmation a Food Service 12 00 PM Setup Type Standard As Is Status Confirmed feetiinal Y Box Lunch 5 Booking No 6838 Setup Count 5 Elek 5 Room Charge g 100 o Setup Notes VY 12 31 2010 Fri Booking Details 5 E 1 14 2011 Fri 7
473. ri Items 1 a a 1 14 2011 Fri 7 45 AM 101 m Audio Visual Sequence Resource Quantity Notes New E Food Service 8 00 AM Z 100 AM Break 1 Includes coffee tea assorted bottled juices and assorl Edt Food Service 12 00 PM e Room Charge Delete Setup Notes Toos 1 21 2011 Fri 7 45 AM 101 1 28 2011 Fri 7 45 AM 101 4 uu Close lt Booking Detail gt Summary tab The Summary displays information about the selected booking detail including the event date the event location and the event status Properties tab The Properties tab also displays information about the booking detail including the date that it was added to the booking who added the detail and if applicable the date that the detail was changed and who made the change If the booking detail has a price charge associated with it for example a room charge then the following two tabs are also displayed Billing Reference Allocation tab By default the charge for a booking detail can be allocated to a single billing reference number On the Billing Reference Allocation tab you can allocate the charge for a reservation to multiple billing reference numbers by percentage ee To allocate charges to multiple billing reference numbers and or PO numbers on page 75 120 Your EMS administrator must enable the Use Billing Reference Allocation parameter for this tab to be displayed See EMS System Parameters in the EMS Setup Guide PO Nu
474. ries of standalone 441 Chapter 13 Academic Planning EMS Campus About Creating Scenarios and Optimization You create scenarios to test room assignments that have been given to courses for a term In EMS you can create two types of scenarios a pre assignment scenario and an optimization scenario A pre assignment scenario is a scenario in which a selection of courses are manually assigned to rooms typically because the assigned rooms are to be excluded in an optimization scenario In pre assignment scenarios the assignments are automatically considered locked in An optimization scenario is a scenario in which EMS automatically assigns rooms to courses based on room preferences requirements and weighted criteria The EMS optimization process can support 100 optimization incremental optimization by academic unit and or a combination of pre assignment and automated optimization Figure 13 39 Weight criteria for an optimization scenario G A senno Scenario Excluded Rooms Audit Description Locked Preferences Include Preference Importance Importance Ignore Requirements Instructor importance v Enrollment 10 Course Length 10 Building 10 Room 10 Feature Built in Sound Video 10 Room Type Classroom 10 eJejeJe JARRE Y y S sano C Coe The optimization process assigns rooms to courses in three passes The first optimization pass queries the term for all courses with requirements These
475. rime Time Usage on page 530 Preferences Summary on page 527 Classroom Utilization on page 529 Final Exam Settings on page 530 Unmet Preferences on page 527 Hourly Classroom Utilization on page 529 Final Exam Schedule on page 531 Instructor Back to Back on page 527 523 Chapter 13 Academic Planning EMS Campus 4 Optionally do one or both of the following e Click Print Preview A preview of the report opens onscreen e To print a hard copy of the confirmation specify the number of copies that are to be printed and then click Print 5 Click Close Unless you change the setup all subsequent reports will be generated and printed according to the parameters and options that you have specified and in the format that you specified If you want to save certain settings so that you do not have to adjust the filter settings every time you run the report you can memorize the report See Memorized report on page 278 524 Course List Chapter 13 Academic Planning EMS Campus Description Options Provides a list of courses and course dates Note This report is often sent out to academic units for review when the Domain Scheduler is finished with room assignments There are options to include courses without room assignments and to print User Defined Fields that are associated with courses Formats incl
476. rking with Attachments in the Navigator The term attachment is used to describe any file that you can add to or store on a reservation or booking Unlike a drawing which is simply referenced an attachment is actually stored in the EMS database with the reservation or booking record You can also delete an attachment from a booking and view and edit an attachment To work with attachments in the Navigator 1 168 Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 In the left pane of the Navigator select the reservation or expand the folder structure for the reservation until the appropriate booking folder is visible and then select the booking folder In the right pane of the Navigator open the Attachments tab Continue to one of the following e To add an attachment to a reservation or booking on page 169 e To delete an attachment from a reservation or booking on page 170 e To edit an attachment for a reservation or booking on page 170 e To view an attachment for a reservation or booking on page 171 Chapter 3 The Navigator To add an attachment to a reservation or booking 1 Click New The Attachment dialog box opens Figure 3 82 Attachment di
477. rmat organization of the confirmations By Booking Date By Date Added or By Date Changed Buildings tab Select the specific buildings that are to be included in the confirmation Categories tab Select the specific booking details that are to be included in the confirmation Statuses tab Select the specific statuses that are to be included in the confirmation Options tab Format settings for a printed confirmation Confirmation Title Appears bold and centered at the top of the confirmation Header Message Footer Message Paper Size Pre configured blocks of text that appear in the header and footer of the confirmation Note Your EMS administrator configures these values Contact your administrator if you need assistance with adding or modifying a value The size of the paper on which the confirmation is printed Values are Letter Legal and A4 Print Comments Include the reservation s comments in the printed confirmation Print Reminders Include the reservations reminders in the printed confirmation Print Cancel Reasons Include reasons for cancellation in the printed confirmation Print User Defined Fields Include user defined fields and their values in the printed confirmation Print Room Phone Include the phone number for the room in which the event is being held in the printed confirmation Print Building Notes Include any notes about the building i
478. ronmental Law New York NY intemal 111 9898 F Finance Dept intemal amp Footprints Ministry Englewood co Intemal _ s 4 1 r Close Displayed Active Groups Active Contacts Future Reservations 2 Select the group for which you are making the reservation If needed you can use the search features at the top of the Groups window to y search for the correct group See Searching for Reservations by Group on page 195 Seven tabs Contacts Properties Reminders Comments Attachments User Defined Fields and Reservations appear on the lower part of the Groups window See Figure 2 27 on page 65 64 Chapter 2 Reservations and Bookings Figure 2 27 Group windows with additional tabs Starts With Go Search By Group Type all JF New Reservation Group 59 a Cty State Group Type Biling Reference Btemz i Academic Club co Intemal E ra Academic College of Education Denver co intemal g Academic Rotary Clubs Intemational Evanston IL Extemal 8 Academic Affairs Arvada co Intemal 8 Academic Athletic Department Denver co Intemal 8 Academic Music Department Intemal g Academic Sigma Chi Omega East Lansing MI Intemal amp Academic Societv of Professional Students Denver co Intemal x S Contacts i Properties Reminders Comments 7 Attachments User Defined Fields lil Reservations Contacts 2 a Title Phone 1 Phone 2 Email Address Default Contact
479. rooms in a building or just in a specific room in the building The report which shows event start and end times event name group name and room can be generated for a range of dates The report can generated in one of two formats by Date or by Building Use Page Breaks A new page is generated for each date or for each building Show Bookings on Start Date Only If a booking is scheduled overnight then only the start date of the booking is displayed in the report For example a booking exists for 3P Thursday through 10A Friday If this option is selected then the booking is displayed only for Thursday in the report 285 Chapter 8 Reports and Queries Report Description Options Setup Worksheet An 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 required resources user defined fields special instructions and resource item notes Use Page Breaks If this report is run across multiple days then each day starts on a new page Highlight Changes Made Within days Changes that have been made within the specified number of days are highlighted in the report Limit Bookings To Those With Details In Selected Categories Only bookings with a booking detail from the specified categories are displayed in the rep
480. roups with the indicated group type in the Available list Select the group CTRL click to select multiple groups and then click the Move button gt to move the selected groups to the Selected list In the Find field enter the string by which to filter your search for currently active groups and then click Display Select the group CTRL click to select multiple groups and then click the Move button gt to move the selected groups to the Selected list The string is not case sensitive but your search is limited to the exact order of characters in the string and the string must begin with the information for which you are searching For example a search string of dea returns Dean Phillips but not Evans Dean 259 Chapter 6 Groups and Contacts 5 Open the Delegates tab and on the Search by dropdown list do one of the following to specify the delegates for the web user e Leave the Find field blank and then click Display to open a list of all currently available web users Select the user CTRL click to select multiple users and then click the Move button gt to move the selected users to the Selected list e On the Search By dropdown list select the option by which to search Email Address or User Name and in the Find field enter the string by which to filter your search and then click Display Select the user CTRL click to select multiple users and then click the Move button gt to move the selecte
481. rs on page 75 Your EMS administrator must enable the Use Billing Reference Allocation parameter for this tab to be displayed See EMS System Parameters in the EMS Setup Guide PO Number Allocation tab By default the charge for a reservation can be allocated to a single purchase order PO number On the PO Number Allocation tab you can allocate the charge for a reservation to multiple billing PO numbers by percentage See To allocate charges to multiple billing reference numbers and or PO numbers on page 75 Your EMS administrator must enable the Use PO Number Allocation parameter for this tab to be displayed See EMS System Parameters in the EMS Setup Guide Reminders tab The Reminders tab displays any reminders that were created for the selected reservation See Working with Comments and Reminders in the Navigator on page 158 Comments The Comments tab displays any text entries that were made for the selected reservation See Working with Comments and Reminders in the Navigator on page 158 Attachments tab The Attachments tab displays any attachments files that have been saved with the reservation See Working with Attachments in the Navigator on page 168 User Defined Fields The User Defined Fields tab displays the additional fields that store custom data for a reservation Your EMS Administrator configures the types of fields that are available as well as the allowed values for these fields
482. rt and so on Select the option or options that best fit your working needs Figure 5 17 Onscreen preview of query results that are charted graphed Bookings per Room n Email Export deh Print G5 Ep Gly QA ge 100 B Bia Q O m tee Pa ek Ei TUNG ea e orient ue Pa Oga a ee Tee e He Ra eie pra i o EMS Enterprise Demo f Reporting Period 1 1 2004 thru 12 27 2010 i Bookings per Room 35 m 254 t 054 ER t 229 Chapter 5 EMS Dashboard At A Glance Tab The At A Glance tab provides quick access to high level booking statistics for events at your organization or facility You can select to show booking statistics by category by event type by group type by reservation source by room type or by status Figure 5 18 At A Glance tab i Z Dashboard babaka Options Status 6 lt Date B 11 22 2010 Mon Bi Today Reservations 0 Bookings 0 Z Confirmed Type By Category X 4 m r Service Orders Building 24 Desc V Area Camp 7 Building other 4 m r amp Notifications Reminders Q Web Reservations Web Requests OQ Wait List Reconfirm Dates 4 Building Hour gi Analytics Pe At A Glance By default when the tab first opens the date is set to the current day s date and category is the selected display type To view booking statistics for your facility on a given date do the following 1 Select options S
483. ru Today includes xx Indicates how far into the past that reminders are to be displayed in Days Prior to Today the Thru Today view The default value is seven 210 Chapter 5 EMS Dashboard Option Description Activate Flashing Indicator For e Notifications e Reminders e Web Reservations e Web Requests Set on a per tab basis Indicates when the Dashboard button on the toolbar is to flash if at least one item is displayed on any tab Values are e Automatically Immediately when there is at least one record that is displayed on the indicated tab even when you are working in EMS At Startup Only Never Activate Flashing Indicator For e Wait List e Reconfirm Date Reminders e Building Hours Exceptions Set on a per tab basis Indicates when the Dashboard button on the toolbar is to flash if tasks on the tab require your attention Values are At Startup Only e Never 211 Chapter 5 EMS Dashboard Notifications Tab 212 Your EMS administrator can configure notification rules to alert you or groups of which you are a member when additions or modifications have been carried out in the EMS database such as the creation or modification of a booking the creation or modification of a service order the creation of a new web account and so on Figure 5 3 Dashboard window Notifications tab Dashboard ba ba e Options E Show New Only Notificat
484. rvation booking or service order in the Navigator You can also edit a comment reminder delete a comment reminder and view the history for a comment reminder A reminder that you add to a reservation booking group or booking details is called an attached reminder To work with unattached reminders see Reminders Tab in Overview of the EMS Dashboard and Dashboard Options on page 209 To work with a comment or reminder in the Navigator The following procedures are written from the perspective of working with a single y comment By analogy you can follow these procedures to work with a single attached reminder To add multiple comments and or reminders to a reservation in a single step see Adding Multiple Comments and Reminders to a Reservation on page 162 1 Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 Inthe left pane of the Navigator select the reservation booking or service order and then in the right pane of the Navigator open the Comments tab 3 Continue to one of the following e To add a comment on page 159 e To edit a comment on page 160 e To delete a comment on page 160 e To the view history for a comment on page 161
485. rvice order in the Navigator 164 viewing the history of for a reservation or service order in the Navigator ge 164 user preferences CONMGD css aise teen erties 349 SOTUING aiir aint 349 Using the manual 21 V view changing for the Reservation BOOK iep ai eaaa 54 defining ipii e 354 Visitor report ee eee eeeeeeeeeees 299 Voided Transaction report 346 W Wait List report eee 296 Wait List tab on the Dashboard WINGOW teiccissleiieenesielelienea 224 web requests working with on the Dashboard Web Requests tab on the Dashboard window 0 220 web reservation searching for with the 13 0 51 gt eee 179 searching for with the Reservation TO a a eorne 179 Web Reservation Tool using to search for a booking 179 using to search for a query 179 using to search for a reservation cccceeeeeeeeeeeeees 179 using to search for a resource 179 using to search for a service OLDS li Sse EE E 179 using to search for a web reservation cccccccceeeeeeeeeeeee 179 Web Reservations tab on the Dashboard Window 0000 219 web user assigning a group to 257 creating for a group or CONAC oeira cesses 257 defined aaa 257 window layout Course Navigator eee 521 windows coordinates Celine eeri 352 ESENG esiin aaro 352 EMS User s Manual 543 EMS User s Manual 544
486. ry 12 25 2010 11 47 AM Admin Reviewed No Yes gi m r Chose e Make any necessary changes to the search criteria and then click Refresh to repeat the search based on the new search criteria 7 Click Close Any changes that you made to the search results columns position and width remain in effect for any other searches that you carry out If you want to reset the columns to their default values see Resetting Column Settings on page 353 206 Chapter 5 EMS Dashboard The Dashboard is a window that centralizes critical information about reservations in a single location The information that is displayed on this window including notifications reminders web reservations and so on provides you with the necessary input to manage your work in the EMS application This chapter covers the following topics Overview of the EMS Dashboard and Dashboard Options on page 209 Notifications Tab on page 212 Reminders Tab on page 214 Web Reservations Tab on page 219 Web Requests Tab on page 220 Wait List Tab on page 224 Reconfirm Dates Tab on page 225 Building Hours Exceptions Tab on page 226 Analytics Tab on page 227 At A Glance Tab on page 230 207 Chapter 5 EMS Dashboard 208 Chapter 5 EMS Dashboard Overview of the EMS Dashboard and Dashboard Options The Dashboard is a window that centralizes critical information about reservat
487. s Visitor Jau Cancel 1 Enter the information for the attendee At a minimum you must enter the attendee name 2 If the attendee is a visitor that is not registered for the event then select Visitor 3 Click OK The Attendee dialog box remains open 4 Repeat Step 1 through Step 3 until you have added all the needed attendees Vvisitors to the booking 125 Chapter 3 The Navigator 5 Click Cancel The Attendees dialog box closes The booking detail and its items are displayed as folders under the Booking folder in the Navigator window attendees visitors to the booking then Attendees is no longer an available option on the Booking Details dropdown list To add more attendees visitors to the booking select the Attendees folder for the booking or click an attendee visitor in the Items pane and then click New Ta If you close the Attendees dialog box before you have added all the needed To add an agenda activities Figure 3 50 Agenda dialog box 2 ees Activity Audit Start Time End Time afa Description Notes 1 Enter the start time the end time and a description for the agenda 2 Optionally in the Description field enter a description or name for the agenda Ta The description or name can be a maximum of 30 characters including spaces 3 Optionally if these notes are to be printed on internal reports only the notes would be ex
488. s Q Web Reservations Web Requests wait List Building Hours Exceptions wil Analytics IEA At A Glance 485 Chapter 13 Academic Planning EMS Campus To process courses post publish for enrollment Typically you publish your term in EMS prior to registration beginning As a result estimated enrollment is the most relevant value for searching for rooms with appropriate capacities Closer to the start of the term however actual enrollment might become more relevant and you might need to change the setting so that EMS uses this value when searching for new rooms in the Navigator wizards and Course Updates window 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Manage Terms The Terms window opens Figure 13 68 Terms window pe Tem Domain Main Campus X Tem Code 5 Description Phase Start Date a Active Scenario Last Sync Edit 09 SPR 2009 SPRING PUBLISHED 1 12 2009 Scenario 2 10 17 2008 3 40 PM Print O9 FALL 2009 FALL PUBLISHED 8 10 2009 Scenario 1 1 15 2010 1 24 PM 10 SPR 2010 SPRING PUBLISHED 1 11 2010 Scenario A 2 22 2010 1 51 PM Syne 10 FALL 2010 FALL PUBLISHED 9 13 2010 Scenario A 8 17 2010 3 16 PM Admin 11 SPR 2011 SPRING PLANNING 1 10 2011 SIS 12 16 2010 2 18 PM Publish Unpublish 486 Chapter 13 Academic Planning EMS Campus 2 Select the term which requires post publish processing and then cl
489. s appropriate for new edited and or canceled courses and mark those courses that share space See Reviewing and Modifying Courses on page 401 and Working with Shared Space on page 413 3 The Domain Scheduler generates and reviews the Course Change report enters the needed modifications into the SIS and resynchronizes the courses See Synchronizing Courses on page 393 4 The Domain Scheduler reviews and or indicates the shared space settings See Working with Shared Space on page 413 397 Chapter 13 Academic Planning EMS Campus Enabling Disabling a Term for Define amp Edit Mode After the Domain Scheduler has imported a term and synchronized the courses for the term they can set the mode to Define amp Edit and make the term available to the academic units To enable disable a term for Define and Edit mode 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Manage Terms The Terms window opens Figure 13 3 Terms window G Z Terms Domain Main Campus X Tem Code 5 Description Phase Start Date 09 SPR 2009 SPRING PUBLISHED 1 12 2009 09 FALL 2009 FALL PUBLISHED 8 10 2009 10 SPR 2010 SPRING PUBLISHED 1 11 2010 10 FALL 2010 FALL PUBLISHED 9 13 2010 11 SPR 2011 SPRING PLANNING 1 10 2011 Active Scenario Scenario 2 Scenario 1 Scenario A Scenario A SIS Last Sync 10 17 2008 3 40 PM 1 15 2010 1 24 PM 2 22 2010 1 51 PM 8 17 2010 3 16 PM 12 16 2010 2 18
490. s indicated on the Results tab To sort the search results click any column heading To rearrange the search results drag a column to a new location using the column heading Click Print to print the search results Click Export to export the search results to a Microsoft Excel spreadsheet Select a search result entry for an invoice and then click Email to open a pre addressed SMTP email to the group that is associated with the invoiced reservation Complete and send the email as you would normally The invoice is sent as an attachment See Sending Email from EMS on page 360 Click Filter to return to the Filter tab make any necessary changes to the search criteria and repeat the search Click Refresh to requery the database based on the current search criteria 8 Click Close Any changes that you made to the search results columns position and width remain in effect for any other searches that you carry out If you want to reset the columns to their default values see Resetting Column Settings on page 353 334 Chapter 9 Billing Working with Transactions Working with transactions in EMS consists of entering the transaction correctly and if needed voiding a transaction You can e Enter a deposit and void a deposit e Enter a payment and void a payment e Enter an adjustment and void an adjustment e Enter a refund and void a refund The steps for entering the different types of transactions are
491. s populated with the email address that is defined for the contact but you can edit this value if needed Figure 6 19 SMTP Email window Email cee I Attachments From bryan dea com continuinged dea com Subject Attachments Message Times New Roman 16 il a A B N Ic 3 gt E ARE SX Xp 4 Complete and send the email as you would normally 256 Chapter 6 Groups and Contacts Additional Configuration of Groups and Contacts At the time that you are configuring a group you can also create a web user for the group create a contact from the group and assign the group to a web user To carry out additional configuration of groups and contacts 1 Open the Groups window 2 Select the group or contact for which you carrying out additional configuration click More and then continue to one of the following e To create a web user for a group or contact below e To create a contact from a group on page 261 e To assign a group to a web user on page 263 To create a web user for a group or contact A web user is a registered user who can submit requests for reservations in VEMS When you add a new group in your EMS database you decide the level of the group that you are adding For a group that is added at the personnel employee level you might also need to create a web user for the group This user can then create and view reservations on behalf of a grou
492. s to the booking you can Select the Booking Detail folder for the booking or you can click a booking detail item in the Items pane and then click New 131 Chapter 3 The Navigator Adding Booking Details and Items to Multiple Bookings You use the Add Booking Details Wizard to add booking details and items to multiple bookings in a single step The steps that you follow depend on the category type Also you can add multiple occurrences of a booking detail to bookings only for catering and service order categories If the booking detail is not from a catering or service order category and the detail is already added to the bookings you cannot add the detail again to the bookings You can however add more items to the bookings See Adding Booking Detail Items to Multiple Bookings on page 139 another To copy a booking detail right click on the booking detail that is to be copied and on the context menu that opens click Copy Right click on the booking to which the booking detail is is being copied and on the context menu that opens click Paste Ta You can also manually copy booking details and items from one booking to To add booking details and items to multiple bookings 1 Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72
493. sage opens asking you if you are sure that you want to void the selected invoices 7 Click Yes A message opens indicating that the invoices have been voided 8 Click OK The message and the Void Invoices dialog box close The Void column is set to Yes on the Transactions tab for each of the voided invoices in the Navigator 328 Chapter 9 Billing Searching for Transactions A transaction in EMS can be one of four types a deposit deposit and damage deposit a payment an adjustment or a refund Transaction Description Type Deposit A deposit is the dollar amount paid in advance of a meeting or event before invoicing occurs e A deposit is added to a reservation After you invoice the reservation all outstanding deposits are applied to the invoice to reduce the balance due A damage deposit is used to a collect a deposit that is not applied to an invoice and therefore does not reduce the balance due Instead if the customer does not damage the room any reserved equipment and so on then you must return the damage deposit to the customer by voiding the damage deposit transaction Payment A payment is the dollar amount that is applied to an invoice to reduce the balance due A pre payment is similar to a deposit and is applied to a reservation Adjustment An adjustment is a modification that is made to the amount due on an existing invoice For example if you send out an invoice to a group for 202 00 and
494. schedule for multiple courses 489 specifying final exam schedule TOT onairea aree aat atte 489 specifying the room preferences for caveats ceeeeeeeeeeeeeeeeees 429 swapping its room 453 473 synchronizing s es 393 unassigning the room for 453 undoing the shared space for 417 viewing in the Academic BOOK ii eda 514 Course Changes repott 526 course date adding to a course 401 CANCELING ccceccceeserereetereeeeee 401 defined 2 2 cite ieties 387 edges isunei iiaia 401 searching for with the Academic SONE viseec ia cesses ietesenises 507 Course List report eee 525 Course Navigator ACCESSING eseneeeereerenereeteseee 520 available actions in 522 OVEIVIEW Of ooo eee eeeeeeeeneeerenee 520 window layout assesseer 521 course type CITING Gt AN ooo 386 536 courses reviewing the shared space designation for cee 418 cross listed courses changing the parent for 415 CETINGO i ereere non a 387 D Daily reports Activity Schedule 285 Banquet Event Orders 288 Event Calendar ceeeee 284 Event Schedule 284 Resource Schedule 0 288 ROOM Cards eceeeeeeeseeesereee 285 Service Order Schedule 287 Service Orders eeeeeeeeeees 287 Dashboard window Analytics tab eee eeeeeeeeeeee 227 At A Glance tab
495. scription Options Sales by Group Type Lists the sales for each group type for a date or date range Display Amount Select from Net Sales Gross Sales or Discount Include Report Criteria The filter settings for the report are displayed in the report Show Zero Amounts Group Types with zero sales discounts are displayed in the report Sales by Group Lists the sales for each group divided by group type for a date or date range Display Amount Select from Net Sales Gross Sales or Discount Include Report Criteria The filter settings for the report are displayed in the report Show Zero Amounts Group Types with zero sales discounts are displayed in the report Sales by Category Lists the revenue generated by each resource category for a date or date range Display Amount Select from Net Sales Gross Sales or Discount Include Report Criteria The filter settings for the report are displayed in the report Show Zero Amounts Group Types with zero sales discounts are displayed in the report Sales by Resources Lists the sales for each resource item for a date or date range Display Amount Select from Net Sales Gross Sales or Discount Include Report Criteria The filter settings for the report are displayed in the report Show Zero Amounts Group Types with zero sales discounts are displayed in the report Sales by Reservation Lists the reservations that have bookings for a
496. scription CHEM Chemistry ENG English Studies HUM Humanities MATH Math Department lx PS Political Science Department BUS School of Business Optimized 0 ks 9 Inthe Available list select the academic unit for which to run the optimization scenario or CTRL click to select multiple units and then click the Move gt button to move the units to the Select List 10 Click Run A message opens informing you that optimizing will set this term to Read Only for the selected academic units and asking you if it is OK to continue 450 11 Click Yes Chapter 13 Academic Planning EMS Campus The message closes and an Initializing Scenario progress dialog box opens After the scenario is initialized the progress dialog box closes An Optimization Results dialog box opens on top of the Resolve Room Assignments window This dialog box indicates that the optimization was complete and it also indicates the number of courses assigned the percent of total courses assigned and the number of exceptions the number of courses that could not be assigned Ta At any time if you need to review this information click Print gt Scenario Results 12 Click OK The Optimization Results dialog box closes and the Resolve Room Assignments window is now the active window By default this window lists only those courses for which rooms could not be assigned Courses can remain unassigned for the following reasons e Conflicts
497. se Specific Times If only a specific time for the bookings is to be invoiced for example the bookings are from 8 am to 5 pm and you want to invoice the booking from only 8 am to noon then click Use Specific Times and then enter a specific time period Invoice Date The default value is the current day s date You can leave this value as is or enter a different date Due Date The system default value is 30 days from the current day s date Your EMS Administrator might have configured a different default value for this field You can leave in the field as is or you can enter a different date Buildings tab Categories tab Statuses tab Group Types tab list Open the appropriate tab on the window and select the buildings resource categories booking statuses and group types that are to be invoiced This information is displayed on the invoice Note To select a building category and so on select the item in the Available list CTRL click to select multiple items and then click the Move button gt to move the items to the Selected Options tab Header Message Footer Message Select the header message and footer message that is to be printed on the invoice By default the header and footer messages are printed on every page of the invoice To print the header only on the first page of the invoice clear the Print Header on Each Page option Print Comments Print Reminders Print User Defined
498. seeneesenernernnens 168 editing count information for in the Navigator sseseeieeesienerrnernnenns 147 editing in the Navigator 96 editing miscellaneous information for multiple bookings in the Navigator sseeseeneeeenerrneennens 112 editing multiple bookings in the Nayigaton aiurria 99 editing the status for multiple bookings in the Navigator 89 103 locked defined eee 96 moving to a different reservation in the Navigator s s s 114 recording attendance for 359 searching for with the BrOWS l 2 ih alitiiene aks 179 searching for with the Calendat cccceccceesseeeeseeeees 187 searching for with the Web Reservation Tool 2005 179 working with comments for in the Navigator oe 158 working with reminders for in the Navigator sseiseeeeeeienerrneennenns 158 Booking Conflict Analysis KODOML EEA EE EREET 296 booking detail allocating the charge for across multiple billing reference and or PO numbers eeeeeeeeeeeeeeeeeeees 75 booking detail folder defined sssrini 78 structure seseeeseeeeeeeeeeeeeee 78 119 booking detail items adding to multiple bookings in the Navigator seisesieeesienerrneennenns 139 defined ra coi aes 119 deleting for multiple bookings in the Navigator cesses 153 editing charges for in the Navigator iridioa 145 editing for individual bookings in the Navigator eeeeeeeeee 141 booking details
499. sent a Student Information System A system parameter controls the term SIS and typically your EMS administrator changes it to the system specific term that your organization uses for example PeopleSoft Banner Colleague and so on Academic Term Defines a set of courses that is taught for a specific time period and is synchronized from the SIS Instructors Instructors are imported from your SIS Instructors determine who is teaching a course They are also referred to as a contact after publishing Subject Subjects are imported from your SIS Subjects describe the topic of the course offered for example Math or English Subjects are assigned to domains and academic units to designate who manages the courses that are taught within a subject Course Type A course type is imported from your SIS Course types categorize offerings for example a lecture or a lab Course types are used for limiting the types of rooms in which a course can be taught and for reporting Domain A level of organization within the institution that defines scheduling responsibility The subjects defined within a domain determine the courses that are listed for the domain The rooms that are defined within a domain determine all spaces that are potentially available for the courses Functions such as synchronizing optimizing and running reports are carried out on a per domain basis A user who has this type of acc
500. ses sd New Section New Course Refresh Options Filter Resutts Domain Main Campus ta C Reset o Advanced gt Tem 2011 SPRING X Scenario SIS v Active Scenario Chapter 13 Academic Planning EMS Campus 3 On the Domain dropdown list select the appropriate domain and on the Term dropdown list select the appropriate term 4 Set any other criteria academic unit subject and so on as needed to provide assistance in locating the courses that are to be reviewed and then click Get Data The courses that meet your search criteria are displayed on the Results tab Use the information in the State column to identify the change made to each course that is listed For detailed information about searching with the Academic Browser see Searching with the Academic Browser on page 507 Figure 13 25 Academic Browser search results with State column shown 2 Academic Browser bo la Browse For Courses Print Export Tools New Course Refresh Options Fitter Resuts Drag a column header here to group by that column 2 Days Start Time End Time Location Est Enroll ActE Credit Hours State Preferences Exist Fina MTWRF 9 00 AM 10 50 AM unassigned 100 0 3 New MTWRF 3 00 PM 4 50 PM unassigned 100 0 3 MWF 11 00 AM 11 50 AM unassigned 30 0 3 Yes mR 3 00 PM 4 50 PM unassigned 30 o 3 Yes MWF 11 00 AM 11 50 AM unassigned 30 0 4 Yes R 5 00 PM 6 20 PM unassigned 30 o 4 Yes MWF 2 00 PM 2 50PM unassigned 30
501. sheet or to an XML file click Export and then click Excel or XML as appropriate Chapter 9 Billing Accurate and timely billing is critical to ensuring a successful experience for organizations that schedule events at your facilities EMS provides a variety of functions for working with invoices and transactions for reservations and bookings as well as reporting on this information This chapter covers the following topics e Overview of Billing in EMS on page 315 e Working with Invoices on page 316 e Searching for Transactions on page 329 e Working with Transactions on page 335 e Generating an EMS Billing Report on page 343 313 Chapter 9 Billing 314 Chapter 9 Billing Overview of Billing in EMS In EMS at a high level billing is a two step process e The first step is to generate invoices See Working with Invoices on page 316 You can generate invoices based on reservation number date range or both For example you could generate invoices for all bookings in Reservation 1829 that occurred last month After you have generated the invoices EMS tracks the amount due and the age of the invoices Generating an EMS Billing Report on page 343 You use this report to review the dollar amounts for the bookings for which you intend to create invoices You can correct any discrepancies that you note in the report by editing the bookings or booking items in question
502. source Inventory Conflict Chapter 3 The Navigator To edit the booking status If you have been granted the appropriate security access you can change the status of a booking which includes canceling a booking If you change the status for a booking you can leave the option of Update Reservation Status selected to have the reservation level status changed as well 1 Click Change Booking Status Wizard The Change Booking Status Wizard opens This is the same Wizard that opens if you select a reservation in the Navigator and then on the Reservation Summary tab click Change Status See Changing the Status for a Reservation from the Reservation Summary tab on page 89 Figure 3 26 Change Booking Status Wizard Reservation No 1671 Change Booking Status Status v Curent Reservation Status Confirmed Update Reservation Status Vv 2 On the Status dropdown list select the new status for the bookings If you select any type of Canceled status then three additional fields Reason Who Cancelled and Notes are displayed on the Change Booking Status window You must enter data in all three of these fields before you can continue in the Wizard 3 Enter a Reconfirm Date if it is required for the new status that you selected 4 Optionally leave Update Reservation Status selected to have the reservation level status changed as well 103 Chapter 3 The Navigator 5 Click Next 104 The
503. source as reviewed Click Yes to close the message Yes is displayed in the Reviewed column for the booking e To reverse the Reviewed status for a resource in a booking select the appropriate booking and then click Unreviewed A message opens asking you if you are sure that you want to mark the selected resource as unreviewed Click Yes to close the message Yes is cleared from the Reviewed column for the booking e To view the changes made to the resources for a booking select the booking and then open the Changes tab in the lower pane of the window Figure 4 28 Viewing changes to a resource Service Order Management ka 6 LX Options Date 12 23 2010 Thu x Building Building all v Category Food Service Status 7 Drag a column header here to group by that column Change State State V all j ps all Stace Reviewed Date Clicnt Building Room Service Time Start _ Reviewed 7 Carcelled Fl Corfimed Yes 12 23 2010 Thu Amy Cardelo Corporate headquarters Meeting Room1 Standard 11 00AM Urreviewed Cortines Yes 12 23 2010 Thu Michael Brady Corporate Headquarters Meeting Rocm2 Standard 2 00 PM T Shared Space x 223A bu H5iaud CoporaieHaadquatas Masting foam Standud LOLPM Gren v Tertative T Wah i fete J Web Request Ch m r 3 Records State 3 all Assgred Items Changes Out for Deliver Date Changed By Field Old Yake New Value 12225 2010 11 50 AM Admin Stale none Out for Delive
504. specific resource item Booking Status The default value is set to all You can leave this value as is or you can select a specific booking status 2 Optionally click Options and edit the default values for one or more additional search options Date Time Filter Number of Records to Return Get Data when Calendar Opens and Specific Room Filters 3 Click Get Data or Refresh The search results are displayed on the Results tab in a calendar view The number of bookings that meet the search criteria is indicated in red on the dates on which the events occur Figure 4 9 Calendar window Results tab Calendar kabal Browse For Bookings Print Export Refresh Options Filter Results lt lt lt November 2010 gt gt gt S T w T F S 31 1 3 4 5 6 7 8 9 10 11 12 13 14 E 15 16 17 3 18 19 20 21 22 23 c 24 25 26 27 28 29 30 1 2 3 4 5 z 6 7 8 9 10 11 1 2 Date Reserved Start 0 Reco Close Drag a column header here to group by that column ReservedEnd EventStart EventEnd TimeZone Building Room EventName EventType Booking Stz Filter 189 Chapter 4 Search Tools 4 Optionally do one or more of the following e To view a list of bookings for a date click the date on the calendar The information for the bookings appears in the lower pane of the Results tab Figure 4 10 Calendar window Results tab with list of events for selected dates
505. specified time range N A Reservation Summary A summary of reservations that occurred within a specific data range The report also lists complete reservation information reservation number event name group contact person and so on and booking dates User defined fields can also be printed in this report You can select Use Specific times and then enter range of times to limit the report to reservations that occurred within this specified time range N A 294 Exceptions reports Chapter 8 Reports and Queries Report Description Options Undefined Setups Lists the bookings on the selected date or date range for which no setup count has been entered The report lists the following information for the bookings the event name time and location contact name and phone number booking status and ID number You can select Use Specific times and then enter range of times to limit the report to bookings that occurred within this specified time range You can enter information about the report or a name or description for the report in the Report Comment field e Show Bookings on Start Date Only If a booking is scheduled overnight then only the start date of the booking is displayed in the report For example a booking exists for 3P Thursday through 10A Friday If this option is selected then the booking is displayed only for Thursday in the report Status Reminder Report
506. sseeeeeseeeees 197 searching for with the Service Order Management browser 203 searching for with the Web Reservation TOol 2 0 179 Resource Calendar using to search for resources 197 Resource Schedule report 288 Resource Statistics report 292 Resource Utility Conflicts tool running to determine if resources for a reservation are in COMIC 2s sist eeisene coe tlie 175 room assigning to a course 453 changing for a course DOOKING iiair iniii 473 swapping between courses 453 473 unassigning for a course 453 Room Availability report 292 room capacity violation defined ccceeeeecesereeeeeneeeeeees 482 Room Cards report eeeeeee 285 room charges see also booking details repricing for a reservation in the NEN 0 0 oe 87 Room Occupancy Summary Felele n D ET 298 room preferences caveats for specifying for a COULSC PA EET 429 Clearing All eee eeeeeeeeee 507 overview of specifying for a COUV Se reana eitia eE 425 reviewing and verifying for a COUPS Eiso aa iaa 437 specifying using the Manage Copy Preferences tool 22 200 430 Room Statistics report 291 Room Utilization report 291 S Sales by Billing Reference reporto leet 290 Sales by Booking reportt 290 Sales by Category report 289 Sales by Group repott 289 Sales by Group
507. st find the course using the Academic Browser and then modify the course date and other pertinent information in the Course Navigator 1 Set any other criteria academic unit subject and so on as needed to provide assistance in locating the course and then click Get Data The courses that meet your search criteria are displayed on the Results tab For detailed information about searching with the Academic Browser see y Searching with the Academic Browser on page 507 404 Chapter 13 Academic Planning EMS Campus 2 Inthe search results double click the course to which you are adding a course date The course opens in the Course Navigator For detailed information about working with the Course Navigator see Using ay the Course Navigator on page 520 Figure 13 9 Course opened in the Course Navigator Course Navigator SIS Course Title Business Statistics Instructor Larson William Tem 11 SPR 2011 SPRING Est Enroliment 30 CRN 160202 Act Enrollment O Course BUS 201 01 Credit Hours 3 Academic Unit School of Business Course State Edited Dates User Defined Fields 0 History 0 Course Type Start Date a End Date Days Start Time End Time Location State Independent Study 1 10 2011 Mon 5 3 2011 Tue F M ec Discussion Recitation 1 10 2011 Mon 5 13 2011 Fi MWF 8 00 AM 9 50 AM JEFF J 251 Edited Preferences Final Exam Settings History 0 Preference V
508. st time that the Browser window opens the Filter tab is set by default to a basic search otherwise the Filter tab is set to the search type Basic or Advanced that you last carried out See Figure 4 1 on page 180 179 Chapter 4 Search Tools Figure 4 1 Browser window Basic search options babas Browse For Service Orders X Refresh Options Fiter Resutts Starting Date Ending Date UE Advanced gt i Include Cancelled Group 53 1st Contact Reservation Event Name Building all X all X Category Booking Status fall X Close Get Data 2 Click the Basic Advanced toggle to select the type of search that is to be carried out and then continue to one of the following e To carry out a basic search in the Browser e To carry out an advanced search in the Browser on page 183 To carry out a basic search in the Browser 1 On the Browse For dropdown list select the item for which to search 2 Enter the search criteria Field Description 180 Starting Time Ending Time Both are optional Use Specific Times Available only if the Starting Date is the same as the Ending Date Include Cancelled By default search results are not set to show canceled reservations Select this option to search for canceled reservations as well Group If the pre defined list of groups is too extensive to scroll then clic
509. stimated Enrollment 30 Actual Enrollment Search Preferences Building Room Type Seat Fill Percentage Features Available 5 Chalkboard Projection System Smart Board Whiteboard Cance Ignore Room Capacity o Building Jefferson X Classroom X 100 Selected 0 3 Inthe Search Preferences lower pane of the dialog box modify the search criteria as needed and then click Next The Room Search dialog box is updated with a list of rooms that meet your search criteria Rooms that have been excluded from the scenario because of pre assignment or a conflict are marked with an asterisk See Figure 13 49 on page 456 455 Chapter 13 Academic Planning EMS Campus Figure 13 49 Room Search dialog box Room Search Available Building Room Code Room Min Capacity Max Capacity Jefferson J 250 JEFF 250 15 40 Jefferson J 251 JEFF 251 15 40 Jefferson J 252 JEFF 252 15 40 Jefferson J 253 JEFF 253 20 40 Jefferson J 254 JEFF 254 20 40 4 Optionally to view information about a room select the room and then click Room Info otherwise go to Step 5 The Room Info dialog box opens The dialog box displays information about the room including the room s properties the setup type the room s features and so on After you are done viewing the room s information click Close to close the Room Info dialog box 5 On the Room Search dialog box select the room
510. t New 8 Don Trump Advisor 303 555 1221 303 555 1232 dontump dea com Yes Melissa Leffingwell 303 555 3212 303 555 0984 melissa dea com Close f Displayed Active Groups Active Contacts Future Reservations Each tab serves a distinct purpose for a group You can add edit and delete contacts for a group on the Contact tab You can also set the default contact for the group from this tab You can view the properties for a group name address group type billing references payment types and so on for group on the Properties tab You can also set the default contact for the group from this tab You can add edit and delete reminders for the group on the Reminders tab You can add edit and delete comments for the group on the Comments tab You can add edit and delete user defined fields for the group on the User Defined fields tab You can add and delete attachments files for the group on the Attachments tab You can manage reservations for the group on the Reservations tab including creating new reservations viewing and editing existing reservations in the Navigator and reassigning existing reservations to another group Chapter 6 Groups and Contacts To change the display in the Groups window Do one or more of the following e On the Type dropdown list at the top of the Groups window select a different Group type to display e In the upper right hand corner of the Groups window click Options
511. t Personne none 9841 10 15 2010 Fri HC HCE North Audit Fumiture none 9842 10 15 2010 Fri HC HCE North Audit Personnel none 9842 Select All Unselect All 149 Chapter 3 The Navigator 150 4 Leave the Category set to the default value of all or optionally to apply a discount to all the items in a specific category on the Category dropdown list select a category The Apply Reservation Discount window is updated with the bookings that have the selected category Enter the discount percentage Optionally enter any notes that are relevant about the discount CTRL click to select the bookings to which the discount is to be applied or click Select All to select all the displayed bookings in a single step and then click Finish A message opens indicating that the changes were made successfully Click OK to close the message and return to the Navigator After you apply a reservation discount you can view it and or edit it when you are editing the reservation on the Billing Information tab of the Reservation window in the Navigator See Editing a Reservation in the Navigator on page 5 Chapter 3 The Navigator Copying Booking Details between Bookings You use the Copy Booking Details Wizard to copy the details from one booking in a reservation and paste them into other bookings for the same reservation or for a different reservation To copy booking details between bookings 1
512. t Reserved 7 45 AM 5 15 PM Location CTC 101 Se Event 8 00 AM 5 00PM Event Type none Confirmation Setup Type Standard As Is Status Confirmed Outlook Booking No 6838 Setup Count 5 _ Outook Booking Details 5 Category Service Start End New Audio Visual none Edit Food Service Standard 8 004M 9 00 4M Delete at Food Service Standard 12 00PM 1 00 PM lat Room Charge none Tools las Setup Notes none mR Print Close 119 Chapter 3 The Navigator If you select a booking detail folder in the left pane of the Navigator the tabs that are displayed in the upper right pane of the Navigator depends on the type of booking detail that is selected Figure 3 44 The Navigator window with a booking detail folder selected Navigator EMS Training Reservation No 1319 Booking No 6838 Service Order No 1141 Open Reservation baaka Print Refresh Settings a Pe ee eer Ni 1313 PO Number Allocation Reminders 0 Comments 0 Z7 User Defined Fields 0 Hitoy T u teem kn TABAMA ld Food Service Summary Properties Billing Reference Allocation a Audio Visual J Data Projector 1 Date 1 7 2011 Fri Category Food Service Edit om Location CTC 101 Service Standard n y AM Break 1 Status Confirmed Time 8 00 AM 9 00 AM it J J Food Service 12 00 PM SONo 1141 Vj Box Lunch 5 a Room Charge v 100 a a Setup Notes i 12 31 2010 F
513. t the estimated count guaranteed count and actual count for a booking detail with a category type of catering and the counts for non invoiced booking detail items You can edit the counts for all bookings in a reservation or for just a selected booking Much of the information that you can edit using the Edit Counts tool is also available for editing in other areas of the application The purpose of this tool is simply to collate all the count information in a single location for editing To edit counts 1 Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 In the left pane of the Navigator do one of the following e Select the reservation e Expand the reservation folder and under the reservation folder select a specific booking 3 In the Bookings pane click Tools and then click Edit Counts The Edit Counts window opens If you selected the reservation then the Bookings top pane of the window lists all the bookings for the selected reservation otherwise the pane lists just the selected booking See Figure 3 64 on page 148 147 Chapter 3 The Navigator Figure 3 64 Edit Counts window 148 Edit Counts Reservation No 1673 Bookings Date Start End Building Room Eve
514. t Bookings winodw opens with a list of all the bookings for the selected reservation with a date greater than or equal to the current day s date Figure 3 30 Change Room Wizard Select Bookings window Reservation No 1671 Change Rooms Start End Building Room Number Of Bookings 6 00 PM 9 00 PM CHS Auditorium 3 Hide Cancelled Bookings Hide Old Bookings Corca To show canceled bookings clear Hide Cancelled Bookings Conversely to hide canceled bookings select Hide Cancelled Bookings To show all bookings regardless of date clear Hide Old Bookings 2 Select the time room combination with which to work For example an 8 a m event and a 2 p m event in the same room are displayed as two separate items however multiple 10 a m bookings in the same room on different dates are displayed as a single item The Change Rooms window is refreshed with options for changing the building the room the status or any combination of these See Figure 3 31 on page 107 106 Chapter 3 The Navigator Figure 3 31 Change Rooms Wizard with location and status options Reservation No 21231 Change Rooms DEN 02 113 1 00 PM to 300 PM Locetion New Status Features Date 5 Evert Name Satus ae 12 27 2010 Mon Meebtng Confirmed Buiding New York ad 12 28 2010 Tue Meeting Confined Ree 12 29 2010 Wod Meeting Confirmed A 12 20 2010 Thu Meeting Confimed Tye fall 12 31 2010 Fi Meetng Confimed me l Setup Type
515. t List 5 0 Close 2 Inthe Date field select a date for which to record the booking attendance Ta The date must occur on or before the current day s date 3 Optionally specify a building and or a booking status to filter the list of booking results 4 For each booking as needed scroll to the Actual Attendance column double click in the column to select the currently displayed value and then enter the actual attendance number in the column 5 Click Close 359 Chapter 11 Other Reservation Functions Sending Email from EMS Multiple email options exist within EMS to email confirmations or invoices to groups or miscellaneous information to your EMS users If your organization uses Microsoft Outlook you can continue to use your respective email system within EMS to send confirmations and invoices or any other individual emails to EMS users or groups To send bulk emails to groups within a browser basic advanced transactions calendar and so on however you must use something called SMTP email In addition if your organization does not use Microsoft Outlook SMTP email is used to send all email from EMS EMS also provides an emailing function that you can use to send generic emails emails that are not tied to a reservation confirmation invoice reminder and so on to any recipient of your choice To send a generic email your user account must be configured with an email y address and your user ema
516. t have the appropriate application installed to view drawings of a specific type For example to open an vsd file that is attached to a booking Microsoft Viso must be installed on your computer 1 Select the drawing that is to be opened 2 Click Open The file opens in the appropriate application 3 Close the application after viewing the drawing or if the application allows it edit the drawing as needed and then save the drawing The next time you open the drawing in the Navigator you can see the changes that you made 174 Chapter 3 The Navigator Running the Resource Utility Conflicts Tool Resource conflicts can occur if bookings for the same date and time require the same resource and insufficient quantities of the resource to accommodate all the bookings When you reserve any resource for which the inventory is maintained for example equipment personnel and so on EMS checks the available quantity and automatically notifies you in an Inventory Conflict message if there is insufficient quantities of the selected resource to accommodate your event Figure 3 84 Inventory Conflict message Inventory Conflict 23 Inventory for this Resource is 40 This will commit 50 Is it OK to proceed Tye Eine You have the option of dismissing this message and over committing the resource however although you are aware that the resource has been over committed other users will not necessarily be aware of this fact
517. t meet your search criteria is displayed The list includes any TBD rooms that have been configured Select the room that is to be assigned to the new course and then click Finish The Select a Room dialog box closes and you return to the Course Updates window with the new course still selected 5 Ifthe course is meant to share a room with another course then click Share to open the Course Selector dialog box select the course with which to share the room and then go to Step 6 otherwise simply go to Step 6 Figure 13 63 Course Selector dialog box Course Selector Course a Shares Space SIS XList CRN Course Title Course Type Instructor s ACCT 101 01 140150 Intro to Accounting ACCT 101 02 140151 Intro to Accounting Lecture Raasch Kevin Ga ACCT 201 01 140152 Corporate Financial Accounting Lecture Evans Dean ACCT 202 01 140153 Corporate Financial Accounting II Lecture Evans Dean J ACCT 251 01 140155 Auditing Lecture VanHousen Rebecca ACCT 252 01 140156 Auditing II Lecture VanHousen Rebecca ACCT 301 01 140154 Cost Management Lecture Mulvey Sean ACCT 41001 141156 Govemmental and Nonprofit Accounting Lecture Chapman Russel 7 ACCT 44001 141150 Enterprise Resource Planning Systems Lecture Davis Sharyl ACCT 440 02 141151 Enterprise Resource Planning Systems Lecture Davis Sharyl I ACCT 47001 142152 Accounting Theory Lecture Nash Grahm ACCT 508 01 141152 Advanced Commercial Law Lecture Langmeier S
518. t to review these shared space settings before working with shared space To assign shared space to courses 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Academic Browser The Academic Browser opens 2 If needed open the Filter tab Figure 13 18 Academic Browser Filter tab Academic Browser ba ba e Browse For New Section New Course Refresh Options Riter Results Domain Main Campus H Reset Advanced gt Tem 2011 SPRING X Scenario SIS v Active Scenario Academic Unit all Subject all X Instructor all X Preferences Exist all X Modified Courses Only 3 On the Domain dropdown list select the appropriate domain and on the Term dropdown list select the appropriate term 413 Chapter 13 Academic Planning EMS Campus 4 Set any other criteria academic unit subject and so on as needed to provide assistance in locating the courses that are to share space and then click Get Data The courses that meet your search criteria are displayed on the Results tab For detailed information about searching with the Academic Browser see ay Searching with the Academic Browser on page 507 5 CTRL click to select the courses that are to share space 6 On the Tools menu click Shares Space A message opens asking you if you are sure that the selected courses are to share space 7 Click Yes The message closes and you return to the Academic Browser
519. t you carry out a search you can simply open the Favorite Fields tab or the Saved Values tab to carry out a search based on your customized list of search fields vy To view a selected field option in its entirety in the Filter Summary list rest the mouse pointer on the entry A tooltip showing the complete field option information opens Figure 4 5 Viewing a selected field option in the Filter Summary list Filter Summary Booking Booking Date between 12 17 2009 and 12 24 2009 12 00 AM Booking Status equals Cancelled 5 Optionally click Options and edit the default values for one or more additional search options Date Time Filter Number of Records to Return and Specific Room Filters 184 Chapter 4 Search Tools 6 Click Get Data or Refresh The search results are displayed on the Results tab Figure 4 6 Browser window Results tab ee Browse For Reservations Print Export Email p Revie Change State Refresh Options Fiter Results header here to group by that column Group Group Type Ist Contact Event Name Event Type First Booking Last Booking 4 Academic Affairs Internal Scotty Bowman Welcome Transfer Students Reception 1 3 2011Mon 1 3 2011 Mon 1315 Academic Affairs Internal Scotty Bowman Welcome Transfer Students none 1 3 2011Mon 1 3 2011 Mon 1316 Academic Affairs Internal Scotty Bowman Welcome Transfer Students none 1 3 201
520. tall r 0 Statue Status Confirmed Update Reservation Status Select Al Unselect Al 3 Inthe left pane of the Change Rooms window CTRL click to select the bookings that are being moved to a new room or to select all bookings in a single step click Select All 4 Inthe right pane change the building the room specifications the status the room features or any combination of these as needed for the selected bookings and then click Next Optionally if you change the booking status you can select Update Reservation Status to have the reservation level status changed as well The Change Room Wizard is refreshed with an Available tab and if applicable a Conflicts tab The Available is always the active tab e The Available contains two panes The left pane lists all the rooms that meet some or all of your event criteria The right pane lists all the event dates that must be fulfilled e The Conflicts tab lists all the rooms that are not available for the requested dates Optionally you can open the Conflicts tab to view the list of rooms that were not available for scheduling for the event as well as list of the events that are scheduled for each room The Conflicts tab is displayed only if there are any rooms that are not available for the requested dates based on your room search specifications If no rooms are in conflict then the tab is not displayed See Figure 3 32 on page 108 107
521. tatus and Building on the left pane of the tab to filter the results that are displayed on the tab 2 Change the date and or the display type as needed to view the bookings statistics for a selected date 230 Chapter 6 Groups and Contacts A group is an entity for which reservations are made at your facilities A group can be as granular as a single person or it can represent an entire organization or department of people for example an Academic Affairs group A contact is a person who serves as the coordinator or focal point for a group You can add new groups and contacts in your EMS database edit information for existing groups and contacts send emails to groups and contacts delete a group or a contact and print and export information for groups This chapter covers the following topics e Overview of the Groups window on page 233 e Adding Editing and Deleting Groups on page 236 e Adding Comments and Reminders to a Group on page 244 e Adding Attachments to a Group on page 246 e Adding User Defined Fields to a Group on page 247 e Working with Reservations for a Group on page 248 e Emailing a Group on page 250 e Printing and Exporting Group Information on page 251 e Managing Contacts on page 253 e Additional Configuration of Groups and Contacts on page 257 231 Chapter 6 Groups and Contacts 232 Chapter 6 Groups and Contacts Overview of th
522. te or change that is being processed the cross listed courses are displayed on the Crosslist Validation tab The Crosslist Validation tab is for informational purposes only so that the Domain Scheduler is kept abreast of parent changes If you are satisfied with the parent assignments you can simply click Reviewed and the cross listed courses are cleared from the tab otherwise a Set Parent option is available Figure 13 58 Course Updates window Courses tab r Course Updates keka x Courses Crosslist Validation Change Status 3 Notes Course Shares Space SIS List CRN Course Title Instructor Days Start Process New Course PS 205 03 152760 LawandJustice Reid Dan TR 9 137 Cancelled BUS 225 02 151201 Personal Finance Wallace Rasheed TR 9 137 a Room not available BUS 201 01 150202 Business Statistics Larson Wiliam MWF 9 13 Assign Select All Unselect All Print Refresh 4 m History Preferences Date Changed By Field Old Value New Value 5 28 2010 9 524M Bryan Peck Start Time 3 00 AM 2 00 PM 5 28 2010 9 52 4M Bryan Peck End Time 9 50 AM 2 50 PM 5 28 2010 9 17 AM Bryan Peck Room JEFF 251 JEFF 254 Close 3 Continue to one of the following e To process a canceled course post publish on page 478 e To process a changed course post publish on page 478 e To process a new course date post publish on page 479 e To process a new course post publish on page 480 e To process a R
523. tems in a catering service order or resource category see Editing Count Information for a Booking in the Navigator on page 147 144 Chapter 3 The Navigator Editing Booking Detail Item Charges in the Navigator You can edit resource quantities and billing information price pricing method and so on for individual items see Editing Booking Detail Items for Individual Bookings on page 141 or you can edit this information for multiple non invoiced items using the Edit Charges tool To edit the billing information for invoiced items you must first void the invoice See To void an invoice on page 324 To edit booking detail item charges in the Navigator 1 Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 In left pane of the Navigator do one of the following e To edit all billable items in all the bookings for a reservation select the reservation e To edit only the billable items in a selected booking expand the reservation folder and under the expanded reservation folder select the booking that contains the items that are being edited 3 In the lower right pane of the Navigator click Tools gt Edit Charges The Edit Charges window opens If you selected
524. ter 3 The Navigator Applying a Reservation Discount You use Apply Reservation Discount Wizard to apply a reservation discount to details in a booking The discount is applied as a percentage of the total charge for an item and it is added to any existing discounts that have already been applied to the item To apply a reservation discount 1 Open the reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 In the left pane of the Navigator select the reservation to which the discount is being applied In the Bookings pane click Tools and then click Apply Reservation Discount The Apply Reservation Discount window opens All the bookings for the selected reservation with their categories that have not been invoiced are displayed Figure 3 65 Apply Reservation Discount window Reservation No 1673 Apply Reservation Discount Reservation Discount 0 Discount Notes Category fall hd Select Booking Details to receive discount Date Service Start Service End Building Room Category Service Booking ID 10 11 2010 Mon HC HCE North Audit Fumiture none 9840 10 11 2010 Mon HC HCE North Audit Personne none 9840 10 13 2010 Wed HC HCE North Audit Fumiture none 9841 10 13 2010 Wed HC HCE North Audi
525. ter date To do so select the group on the Groups window then on the Contacts tab select the contact that is to be the default contact click More gt Set Default and then click Yes at the prompt to set the selected user as the default contact Inactive Leave this option blank to add the contact as an active contact Select this option to inactivate the contact 3 Optionally click Spelling to spell check the contact information before you add the contact to the group 254 Chapter 6 Groups and Contacts 4 Click OK The Contact dialog box closes The contact is added to the group contact See Additional Configuration of Groups and Contacts on page 257 Ta At the time that you are creating a contact you can also create a web user for the To edit a contact 1 Select the contact that is being edited and then click Edit The Contact dialog box opens populated with the information for the selected contact Edit the information as needed for the contact Optionally click Spelling to spell check the contact information before you save the edited information Click OK The Contact dialog box closes The edited contact is saved contact See Additional Configuration of Groups and Contacts on page 257 Ta At the time that you are editing a contact you can also create a web user for the To delete a contact You can delete a contact only if there are no reservations that reference
526. tes dialog box You return to the Results tab of the Academic Browser with the courses still selected on the tab 498 Chapter 13 Academic Planning EMS Campus Publishing a Final Exam Session After the Domain Scheduler has created the final exam schedule template for the term and updated any final exam settings they must publish the final exam session Publishing a final exam session is a two part process First the Domain Scheduler must create a final exam session and specify a start date for the session Second the Domain Scheduler must then apply a final exam schedule template to the final exam session and then they can publish the session To create a final exam session 1 On the EMS Campus menu bar select Academic Planning gt Courses gt Final Exam Session The Final Exam Sessions window opens The window lists all the final exam sessions that have been published in your EMS database Figure 13 82 Final Exam Sessions window Final Exam Sessions ee Domain Tem 2011 SPRING Final Exam Sessions 0 New 2 On the Domain dropdown list select the campus for which you are publishing the final exam session and on the Term dropdown list select the term 499 Chapter 13 Academic Planning EMS Campus 3 Click New The Final Exam Session dialog box opens The Final Exam Session tab is the active tab Figure 13 83 Final Exam Session dialog box Final Exam Session tab i F
527. th the BOWSED o entet 179 searching for with the Calend t eirin 187 searching for with the Web Reservation Tool 0000008 179 SUCIU Eiee 35 viewing for a group n 248 viewing in the Reservation BOOK eede a 59 working with comments for in the Navigator gn 158 working with reminders for in the Navigator gp 158 Reservation Book changing its VieW eee 54 defined acters tener 52 editing an existing reservation I sSieodk te NAAT AAE STT 63 opening a reservation in 72 SUWUCTUIG 8 fists Fete ent 52 reservation folder defined ideiei podpirat 73 SIUMUCTU NC nie aarin tececs beaded bao 73 reservation source setting the default value to use in the Reservation Wizard 349 Reservation Summary report 294 Reservation Wizard appearance of acombination room ern e the ete caveat 53 appearance of component rooms I E SEEN S EEEE 53 searching for a best fit room in 44 searching for a specific room in 46 searching for a standard room specifying the event date in 38 specifying the event information 42 specifying the event time and StAtUs Mises iiia nede 41 using to make a reservation 37 reserved time d fie diyer 36 resource see also booking detail items defined uiine 119 determining if in conflict for a reservation oo eee eeeeeeeeeeeeeeeeee 175 searching for with the BrOWSe nennir 179 searching for with the Resource Calendar ccssccce
528. th the existing reservation and the new reservation are now displayed in the left pane of the Navigator If you moved the bookings to a new reservation then the new reservation that is created is assigned the next available reservation number in the database If any of the new bookings are in conflict with existing bookings this conflict is indicated in the Navigator 118 Chapter 3 The Navigator Booking Details and Items Overview Booking details which are also called categories are the services catering A V equipment and so on notes attendees activities or room charges that you can assign to a booking Booking detail items also called resources are the individual items coffee sandwich projector and so on that you assign to a booking detail When you add a resource to a booking for example coffee various selections might be available or required for example regular decaf Italian roast breakfast blend and so on Depending on how your EMS administrator has configured your categories a resource might require service order times to be specified a Your EMS Administrator can configure buildings and categories so that a particular category can be used only in a particular building or buildings This means that when you are adding booking details to a reservation some booking details categories might not be displayed as an option The booking details for a selected booking are displayed in the Booking Details
529. the group sends you a check for 200 00 you can make an adjustment of 2 00 to close out the invoice Refund A refund is the return of funds that have been applied to an invoiced reservation You can use the Browse Transaction function to search for any of these transaction types The results are displayed in a list view When you carry out a search in the for a transaction you can carry out a basic search or an advanced search A basic search is based on the basic information that you specify for a transaction when you first create it such as the group to which the transaction applies the department that generated the transaction and so on An advanced search is a field level search that is carried out the reservation level the transaction level or a combination of these For example in an advanced search you can specify criteria as granular as the Bill To Contact at the reservation level You can find all transactions for a reservation on the Transactions tab in the Navigator See Folder structure in Chapter 3 The Navigator on page 69 329 Chapter 9 Billing To search for a transaction 1 On the menu bar click Billing gt Other gt Browse Transactions The Browse Transactions window opens The first time that the Browse Transaction window opens the Filter tab is set by default to a basic search otherwise the Filter tab is set to the search type Basic or Advanced that you last carried
530. the Floor dropdown list Setup Type is the physical layout or arrangement of a room for example theater style rounds of 6 Leave Setup Type set to the default value of all to search for all pre configured setup types or select the setup type from the Setup Type dropdown list Setup count is the anticipated attendance for the event If you selected a specific setup type then you must enter the setup count The selected setup type and setup count are applied to all the bookings that you add to this reservation If any of the bookings require a different setup type or count you can change this information after you complete the reservation See To edit a booking in the Navigator on page 97 or Editing Multiple Bookings in the Navigator on page 99 5 Optionally open the Features tab and on the tab select the feature or CTRL click to select multiple features that the room must have 6 Click Next Two tabs are available The Available which is the active tab lists all the rooms that meet all your event criteria If you have selected the Available All Day Indicator the rooms that are available all day are marked with an asterisk The Conflicts tab lists all the rooms that are not available for the requested dates times Optionally you can open the Conflicts tab to view the list of rooms that were not available for scheduling as well as list of the events that are scheduled for each room See Figure 2 5
531. the contact however if necessary you can inactivate the contact 1 Select the contact that is being deleted and then click Delete If there any reservations reference the selected contact an error message opens indicating this and the contact is not deleted otherwise a message opens asking you if it is OK to delete the selected contact Click Yes The message closes and the contact is deleted 255 Chapter 6 Groups and Contacts To send emails to a contact If your organization uses Microsoft Outlook you can continue to use your respective email system within EMS to send emails to EMS group contacts otherwise to email a contact from within EMS using the SMTP option your user account must have an email address and the contact must have an email address defined for it See your EMS administrator or internal IT staff for information on how to enable SMTP email 1 Optionally to confirm that an email address has been set up for the contact select the contact and then click Edit The Contact dialog box opens populated with the current information for the contact 2 If the contact has an email address click OK to close the Contact dialog box and continue to Step 3 otherwise in the Email Address field add the contact s email and then click OK to close the Contact dialog box and continue to Step 3 3 On the Contact window click More and then click Email A pre addressed SMTP email opens The To field i
532. the view of courses by room To change the view of courses by room change any and all of the available display options Domain Term Scenario SIS by default or an Optimization scenario if optimization has taken place the Building Domain View and or the Time Zone Figure 13 94 Academic Book courses grouped by room Academic Book cre C aa Main Campus 2011 SPRING Scenario SIS oa Time Zone Mountain Time Refresh Options Room Instructor Building Grant Date 1 10 2011Mon Today Day 4 gt Week 4 gt Month 4 Print Room GRNT Auditorium Tuesday Wednesday Thursday Friday Rooms 1 11 2011 1 12 2011 1 13 2011 1 14 2011 Grant 7 a GRNT 150 AUD GRNT 151 8 GRNT 152 9 i es fe E a 11 To change the view of courses by instructor To change the view of courses to that by Instructor click Instructor and then change any and all of the available display options Domain Term Subject and or Time Zone To filter the list by a specific instructor enter a search string in the Name field and then click Go Click the name of an instructor in the left pane to see a list of courses that are scheduled for the instructor search is not case sensitive and the string can appear anywhere in the search results For example if you enter and search results can include Anderson Scott Sanders Barry and so on T Your search is limited to the exact order of the characters in the string but the
533. time the location the scheduled resources and so on You send a confirmation to the group who is sponsoring or hosting the event as verification that the reservation has been correctly setup the time and location are correct all the necessary resources have been scheduled and so on You can also use the confirmation to inform the group of any outstanding issues related to the reservation such as a balance due and to provide other information that is not necessarily reservation specific such as your organization s cancellation policies your organization s alcohol policies and so on You can generate a confirmation for all the bookings in a reservation or just for a selected booking in a reservation This chapter covers the following topics e Specifying your Confirmation Settings on page 266 e Generating a Single Confirmation at a Time on page 269 Remember a fast way to view reservations is through the Reservation Book See Viewing and Editing Reservations in the Reservation Book on page 52 This chapter details the generation of a single confirmation at a time To generate confirmations for multiple reservations in a single step see Generating Multiple Confirmations on page 364 265 Chapter 7 Confirmations Specifying your Confirmation Settings The Confirmation Settings dialog box provides a variety of options that you can specify for manual and automatic generation of a confirmation for
534. tion or name for the override resource EMS does not track availability of override resource items however EMS reports on override resource items just like any other resource item Click Select If your EMS administrator configured selections for the resource then either you might be required to make selections for the resource or you have the option to make selections for the resource see Figure 3 54 on page 131 otherwise go to Step 9 Chapter 3 The Navigator AM Break Selections fo S peal Selections Breakfast Items select at least 2 and no more than 3 ltem Notes Bagels Assorted Variety Donuts Glazed Krispy Kreme Donuts Fruit Muffins Pastries Yogurt Drinks select at least 2 and no more than 3 ltem Notes Coffee Fresh brewed columbian Orange Juice Pulp free Red Bull Tea Assorted varieties Water 9 Repeat Step 4 through Step 8 until you have added all the necessary booking detail items for the selected booking 10 Click Close The Resource Selection dialog box closes The resource and its items are displayed as folders under the Booking folder in the Navigator window a If you close the Resource Selection dialog box before you have added all the needed resource items to the booking and the booking detail is not from a catering or service order category then the booking detail is no longer an available option on the Booking Details dropdown list To add more resource item
535. tions Date Time Filter Number of Records to Return Specific Room Filters and Show Service Order Items 4 Click Get Data or Refresh The search results are displayed on the Results tab Figure 4 2 Browser window Results tab E Browser babade Browse For Reservations Print Export Email Refresh Options ter Resuts De Drag a column header here to group by that column Reservation ID Group Group Type 1st Contact Event Name Event Type First Booking Last Booking 1314 Academic Affairs Internal Scotty Bowman Welcome Transfer Students Reception 1 3 2011Mon 1 3 2011 Mon 1315 Academic Affairs Internal Scotty Bowman Welcome Transfer Students none 1 3 2011Mon 1 3 2011 Mon 1316 Academic Affairs Internal Scotty Bowman Welcome Transfer Students none 1 3 2011Mon 1 3 2011 Mon 1453 OU Department of Chemistry none none Qual Quant Recitation Academic Class 1 10 2011Mon 5 23 2011 Mon 1458 OU Department of Chemistry none none Student Associates of the ACS Meeting 1 11 2011 Tue 5 10 2011 Tue 1459 Academic College of Education Internal Brendan Shanahan NTA Students Association none 1 5 2011 Wed 5 18 2011 Wed 6 Records 4 gt Cose Fiter 5 Optionally do one or more of the following e To sort the search results click any column heading e To rearrange the search results drag a column to a new location using the column heading 181 Chapter 4 Search Tools 182 e To group results by a specific colum
536. to check for available space for an event and to make a reservation for the event You can search for rooms that are available for a particular time 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 but multiple rooms To make a reservation using the wizard you must e Specify the event date and time information See To specify the event date on page 38 e Specify the event time and status See To specify the event time and status on page 41 e Select the event location See To select the event location on page 42 e Specify the event information See To specify the event information on page 48 for the required and optional fields If your job entails making multiple reservations that require the same information the building the event time zone the event status the event type the event name the event time and or the reservation source then you do not have to select a value for these fields every time you make a reservation Instead you can set default values for these fields See Setting User Preferences and Default Values on page 349 Ta The following procedure describes how to make a reservation by selecting values 37 Chapter 2 Reservations and Bookings To specify the event date ie 1 On the toolbar click the Wizard icon ke The Reservation Wizar
537. to open the Group Options dialog box and select the settings as appropriate Figure 6 3 Group Options dialog box Group Options foal 7 Show Active Groups J Show Active Contacts Show Inactive Groups Show Inactive Contacts Show Old Reservations Number Of Records To Retum 1000 5000 10000 To search for a group in the Groups window To search for groups in the Groups window do one or more of the following e Inthe Starts With field enter a search string and then click Go The string is not case sensitive but your search is limited to the exact order of characters in the string and the string must begin with the information for which you are searching e On the Search By dropdown list select the option by which to search Contact or Group e On the Type dropdown list select the group type by which to search The Groups window is updated with the results that meet your search criteria 235 Chapter 6 Groups and Contacts Adding Editing and Deleting Groups A group is an entity for which reservations are made at your facilities A group can be as granular as a single person or it can represent an entire organization or department of people for example an Academic Affairs group You can add new groups edit the information for existing groups and delete groups Before you add a new group you can first search for the group to confirm that the group has not already been added To add a new group
538. to the Terms window After you synchronize the courses you can review them in the Academic Browser See Searching with the Academic Browser on page 507 393 Chapter 13 Academic Planning EMS Campus 394 Defining and Editing Courses Section Contents e Overview of Defining and Editing Courses on page 397 e Enabling Disabling a Term for Define amp Edit Mode on page 398 e Reviewing and Modifying Courses on page 401 e Working with Shared Space on page 413 395 Chapter 13 Academic Planning EMS Campus 396 Chapter 13 Academic Planning EMS Campus Overview of Defining and Editing Courses After the Domain Scheduler has imported a term and synchronized the courses for the term they have the option of selecting the mode for the term Each mode is optional but each mode provides mode specific functionality so that the mode can be carried out Organizations use the Define amp Edit Mode to solicit information about new changed or canceled courses or course dates for a term Additionally courses that share space can be indicated After the academic units enter this information the Domain Scheduler can run reports and based on the information in the reports make the selected modifications in the SIS 1 The Domain Scheduler enables Define amp Edit Mode See Enabling Disabling a Term for Define amp Edit Mode on page 398 2 Academic units review the course schedule data make change requests a
539. ton gt to move the selected fields to the Selected list In the Find field enter the string by which to filter your search for available fields Select the field CTRL click to select multiple fields and then click the Move button gt to move the selected fields to the Selected list If you are copying an existing query then when the Display tab opens the Selected list is already populated with a list of fields You can select one or more of these fields in the Selected list and then click the Remove button lt to move these fields back to the Available list As you enter the search string the Available Fields list is dynamically updated with a list of fields that meet the search criteria Your search is limited to the exact order of characters in the string and the string must begin with the information for which you are searching The string is not case sensitive 2 The fields are displayed in the query results in the order in which they are listed in the 304 Selected list Optionally to change the order of the fields select a field and then click Move Up Move Down as needed Chapter 8 Reports and Queries 3 Continue with any other configuration for the query as needed or do one of the following Click OK to close the Query Builder Filter dialog box and save the named query The named query is displayed on the Reports menu under the Queries option You can run this query at any later date when needed Ope
540. ttendee visitor s record e Click Check Out to check out the attendee or visitor from the event A date and timestamp is added to the attendee visitor s record Check Out is available only if the selected attendee visitor has been checked into wy the event e On the Tools menu click Undo Check In to reverse the Checked In status for the attendee The Check In date and timestamp is removed from the attendee s visitor s record and if needed the attendee visitor can be checked in again Conversely if an attendee or visitor has been checked out click Undo Check Out to reverse the Checked Out status for the attendee Vvisitor e On the Tools menu click Export to export the list of attendees visitors to a Microsoft Excel spreadsheet 368 Chapter 11 Other Reservation Functions e On the Tools menu click Print to generate an onscreen preview of the list of attendees visitors A variety of options are available from this preview including the options to email the list to export the list to a pdf and to list the confirmation Figure 11 9 Onscreen preview of a registered attendee visitor list rr ren EMS Enterprise Demo Attendee 7 Company Visitor Name Craig Ferguson L Joanne McNamara Mary Ann 2 Wells Maynard Krebs Mh Email Export cat Print aD Ge oe 100 EEEIEE Group ou Department of Chemisty ou Department of Chemisty ou Department of Chemisty ou Dep
541. type or room type Note A customer can be checked in via the EMS Kiosk the EMS desktop client or VEMS 300 Chapter 8 Reports and Queries Working with a Query A query is the primary mechanism for retrieving information from a database A query consists of questions that are presented to the database in a predefined format A Query Builder function is available from the Reports menu You can use this function to create queries for retrieving information from your EMS database When you create a query you can name and save the query so that you can run the query at any time that you choose You can create a query from scratch or you can create a query by copying an existing query and modifying the copied query as needed You can also edit a query delete a query and view and print a query To create a query 1 On the menu bar click Reports The Reports menu opens 2 On the Reports menu click Queries The Queries menu opens This menu always contains the Query Builder option It also contains options for any queries that have been previously defined in your EMS database 3 Click Query Builder The Query Definitions dialog box opens The dialog box displays all the queries that have been previously defined in your EMS database Figure 8 7 Query Definitions dialog box ff Query Definitions keJ Guay Deinos 3 e AERES Lee J Cancelled Bookings Xavier Hall oo Info Dete Tentativ
542. ublishing process adds the final exam as a separate booking in the course s reservation To create a final exam schedule template 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Final Exam Schedule Templates The Final Exam Schedule Templates window opens This window lists all the final exam schedule templates that are currently configured in your EMS database Figure 13 71 Final Exam Schedule Templates window i Final Exam Schedule Templates Co Ca eE Final Exam Schedule Templates 1 New Standard tiene Delete Print Close 489 Chapter 13 Academic Planning EMS Campus 2 Click New The Final Exam Schedule Template dialog box opens The Final Exam Schedule Template tab is the active tab Figure 13 72 Final Exam Schedule Template dialog box Final Exam Schedule Template tab Final Exam Schedule Template Schedule Audit Description 3 Inthe Description field enter a name or description for the final exam schedule template for example Fall Finals Ta The name or description can be a maximum of 30 characters including spaces 4 Open the Schedule tab Figure 13 73 Final Exam Schedule Template dialog box Schedule tab Final Exam Schedule Template Schedule Audit Days StatTime EndTime Final Exam Day Of Week Final Exam Stat Final Exa La
543. ude By Course By Instructor By Day of Week By Location By Estimated Enrollment By Start Time By Subject By Course Type 525 Chapter 13 Academic Planning EMS Campus Course Changes Description Options Used during Define and Edit Mode to capture changes made by the academic units to courses and course dates so that the Domain Scheduler can data enter these changes into the SIS e Format Choices All changes for term when selected all changes for the term even changes that have possibly already been data entered into the SIS will be included on the report e Changes since last synchronization When checked the report will include only changes that have been made since the last time that the term has been synchronized Show Room Changes If selected the report includes changes to rooms post publish only e Show Cancelled Courses Only If selected the report includes only cancellations e Show New Courses Only If selected the report includes only new courses e Show Edited Courses Only If selected the report includes only changes e Show Latest Changes Only If this option is selected and a single value has been changed multiple times the report includes only the most recent change for the field e Hide Change Details If selected audit trail details are hidden on the report e Show All Courses If selected all courses even those without changes are shown in th
544. ue 12 Click Yes A Publishing progress dialog box opens After the term is published the progress dialog box closes and a message opens indicating that the term was published successfully 466 Chapter 13 Academic Planning EMS Campus 13 Click OK to close the message and return to the Terms window a If any errors are encountered during the publishing process or if the EMS Campus system parameter Manually Update SIS ERP System After Publishing is set to Yes then you can access your course list and manually update the course locations in your SIS See Manually Updating Course Locations in the SIS on page 468 467 Chapter 13 Academic Planning EMS Campus Manually Updating Course Locations in the SIS If any errors are encountered during the publishing process or if the EMS Campus system parameter Manually Update SIS ERP System After Publishing is set to Yes then you can access your course list and manually update the course locations in your SIS To manually update course locations in the SIS 1 On the EMS Campus menu bar click Academic Planning gt Courses gt Manage Terms The Terms window opens Figure 13 53 Terms window z Terms re t fata Domain Main Campus X Tem Code 5 Description Phase Start Date Active Scenario Last Sync Edit 09 SPR 2009 SPRING PUBLISHED 1 12 2009 Scenario 2 10 17 2008 3 40 PM Print 09 FALL 2009 FALL PUBLISHED 8 10 2009 Scenario 1 1 15 2010 1 2
545. ue is carried forward to this field otherwise the field is blank You can enter a value in this field Billing tab Pricing Plan Indicates what type of pricing is to be used for the event Billing Reference e The internal alphanumeric billing code that is associated with the group Sales Category e How the group is sorted for purposes of tracking sales figures for example local regional national and so on Payment Type e Indicates how the group paid for the event cash check charged and so on PO Number The internal alphanumeric purchase order number that is associated with the group Salesperson The user who sold the event to the group Note Depending on the group that you select one or more of these fields might be automatically populated with default values You can edit these default values but any modifications that you make apply to this reservation only The next time you or anyone else creates a reservation for the same group these fields are again automatically populated with the default billing information Other tab Event Coordinator Estimated Event Attendance The Event Coordinator who is assigned to the event The estimated number of people who are expected to attend the event Calendar Style Dropdown list of all the available formats for printing this event on the Event Calendar and Event Schedule reports Chapter 2 Reservations a
546. uilding Room Event New w 1 7 2011 Fri 7 45AM 515PM_ MT TE 101 EMS Training Edit i 1214 2011 Fri 7 45AM 5 15PM MT CTC 101 EMS Training E 1 21 2011 Fri 7 45AM 5 15PM MT cic 101 EMS Training s 1 28 2011 Fri 7 45AM 5 15PM MT ETE 101 EMS Training Tools Details Confirmation lt i r Close A reservation folder contains the who and the what information for the reservation With a reservation folder selected in the left pane of the Navigator the following tabs are displayed in the upper right pane of the Navigator e Reservation Summary tab The Reservation Summary displays information about the selected reservation including the event name the group for which the reservation was made the group contact name the group contact phone number and the reservation number e Properties tab The Properties tab displays not only the same information as the Reservation Summary tab but also information such as the event type the second group contact the date that the reservation was added the date that the reservation was changed and so on 73 Chapter 3 The Navigator 74 Billing Reference Allocation tab By default the charge for a reservation can be allocated to a single billing reference number On the Billing Reference Allocation tab you can allocate the charge for a reservation to multiple billing reference numbers by percentage See To allocate charges to multiple billing reference numbers and or PO numbe
547. ummary report 527 Prime Time Usage repott 530 Q query CKOALING eeseccueevesce ei veyesseteveciedese 301 Celeting cececcccesereesserenees 309 COILING cie e ah 309 PNN Gennanio 310 TUNING iata 311 searching for with the BrOWSOM iari seerde 179 searching for with the Web Reservation Tool 2 06 179 VIQWING inini irnia 310 EMS User s Manual R Reconfirm Dates tab on the Dashboard window 0 225 refund defied airi cavers tee aed 329 OMUSING kiiin iiia 340 searching for eeeeeeeseeeeee 329 VOIGING ena aa eters 341 reminder adding multiple reminders to a reservation cseseeeeeeeeeteenees 162 adding to a QrOUp eee 245 adding to a reservation booking or service order in the Navigator eieeeeeeneeerrrereenne 158 deleting from a reservation booking or service order in the NEN 0 0 158 editing for a reservation booking or service order in the Navigator ecnin 158 viewing the history of for a reservation booking or service order in the Navigator 158 working with on the Dashboard WINDOW 000 ooeeeeeeeeeeeeeeeteeeeeeeeeeeees 214 reminder attached defined 22 eeeeeeeeeees 158 216 reminder unattached defined irirna 216 Reminders tab on the Dashboard WINKOW nsesssssissesinesrrerinrerinnernneeen 214 reports see also Billing reports generating 0 eee eeeeeeeneeeeeeee 277 540 reservatio
548. up Count Analysis report 292 setup hours Celine Aatiedesie ave owientte 36 Setup Worksheet report Daily reports Setup Worksheet 25 286 shared space assigning to courses 413 changing the parent for 415 defined 2 eceeeereeeee 387 413 reviewing for Courses 418 undoing for Courses 417 SIS defied i e cipisteesecetieteieeese 386 manually updating course locations IN eeeeeeeeeeeeeeees 468 Special information about the manuals esen ap neern rn 21 specific room searching for in the Reservation Wizard osa en enr Ea 46 standard room searching for in the Reservation WIZANG EPEN EPEA A EE 42 Statements report Billing reports StateMents ceeeeeeseeees 345 Statistics reports Event Type Analysis 292 Group Statistics 0 292 Hourly Resource Inventory Utilization report ee 292 542 Hourly Room Uutilization 291 Resource Statistics 0 0 0 292 Room Availability 292 Room Statistics oe 291 Room Utilization ee 291 Seat OCCUPANCY eeeeeeeee 293 Setup Count Analysis 292 status changing for multiple bookings in the Navigator eee 103 Status Changes by Booking ODOM recs pei re 290 Status Changes by Reservation OPOPA eiden forira 290 Status Reminder report 295 structure EMS main menu cc00 31 EMS main window 0 6
549. uping to limit the display to only those items in the grouping e Select Delete Empty Categories if you want to delete those categories booking details for which no resource items have been selected 6 On the Resources list select the resource item or CTRL click to select multiple resource items that are to be deleted 7 Click Next The Select Bookings window opens This page lists all the bookings for the selected reservation with a date greater than or equal to the current day s date that have the resource items that were selected for deletion See Figure 3 70 on page 155 154 Chapter 3 The Navigator Figure 3 70 Delete Item Wizard Select Bookings window Select Items Date a Stat End Building Room Resource Quantity 1 10 2011 Mon 5 30PM 9 00PM CCE MR 301 Chairs 10 00 1 17 2011 Mon 5 30PM 9 00PM CCE MR 301 Chairs 10 00 MR 301 Chairs 10 00 1 24 2011 Mon 5 30PM 9 00PM CCE Select Al Unselect All lt Previous Frist CTRL click to select the bookings from which the resource items are to be deleted or 8 click Select All to select all the displayed bookings in a single step and then click Finish A message opens indicating that the changes were made successfully 9 Click OK to close the message and return to the Navigator 155 Chapter 3 The Navigator Deleting Booking Details from Multiple Bookings You use the Delete Booking Details Wizard to delete one or more booking
550. ur EMS administrator might have configured an override room named Other Area in the Engineering building To book an event in Dr Wilson s office which is a room that is not defined in EMS in the Engineering building you can select the Other Area room and specify Dr Wilson s Office for the location EMS does not track availability for events booked in override rooms however EMS reports on events that are scheduled in an override room just like any other event scheduled for any other room 46 Chapter 2 Reservations and Bookings 1 Select Specific Room The Room Selector dialog box opens Figure 2 7 Room Selector dialog box f Room Selector Ea Building all X Room Code 106 Room Name Building 2 101 101 cTc E 102 102 cTc 103 103 cTc 104 104 cTc Arena Arena AA Art Room Art Room Kidd Bem Aud A Auditorium A cTc Aud B Auditorium B cTc Auditorium Auditorium CHS Auditorium Auditorium cTc Auditorium Auditorium UB Auditorium Auditorium PAC Auditorium Auditorium TIHS Cancel _ Do one of the following To select a room from a list of all rooms in all available buildings select all on the Building dropdown list select a room and then click OK If the room is configured as an override room go to Step 3 otherwise go to Step 4 To select a room from a list of rooms in a specific building select the building on the Building dropdown list select a room and then c
551. ure 7 5 on page 273 is an example of the SMTP email window that opens 272 Chapter 7 Confirmations Figure 7 5 SMTP email window for a confirmation User Department 1st Contact 2nd Contact Group Web User 1st Contact 2nd Contact Group Web User Subject Reservation 1673 for Dr James Rouse beginning 10 11 2010 Attachments No Fles Attached Message TimesNewRom 3 a AB 7z Ul QA Zz E S Bee lt P gt want this in lt STRONG gt lt FONT color f0000 gt Red lt FONT gt lt STRONG gt lt P gt Conference Services 1000 Main Street Denver CO 80111 303 771 0110 303 796 7429 273 Chapter 7 Confirmations 274 Chapter 8 Reports and Queries EMS contains six different categories of general reports to assist you in monitoring and maintaining your organization s reservation records and associated transactions The application also contains a Query Builder function which you can use to define custom criteria for searching for information in your organization s EMS database This chapter covers the following topics e Generating an EMS Report on page 277 e Working with a Query on page 301 Reports that are specific for the Billing function in EMS are detailed in Chapter 9 wy Billing on page 313 275 Chapter 8 Reports and Queries 276 Chapter 8 Reports and Queries Generating an EMS Report All EMS reports are availa
552. urs 0 00 Notes Course Type none X Start Date 1 10 2011 Bi Start Time B End Date 5 3 2011 z End Time B Su M u W h F Sa Chapter 13 Academic Planning EMS Campus 3 Complete the required information title course number section subject instructor estimated enrollment credit hours course type and meeting pattern information on the Course tab e An optional Notes field is provided for the academic units to communicate miscellaneous information about the course to the Domain Scheduler e Make sure to select Room Not Required if the course does not require a room for example an independent study class a research class and so on 4 Open the User Defined Fields tab and for any user defined questions that are displayed on the tab do the following e Select the question and then click Set Value to open a dialog box in which you can enter the answer to the question e Click OK to close the dialog box and return to the User Defined Fields tab User defined fields or UDFs are typically used by a Domain Scheduler to solicit additional user supplied information about a course See the EMS Setup Guide for more information about UDFs 5 Click OK to close the New Course dialog box and return to the Academic Browser 6 Click Refresh New is displayed for the course state To add a new section for a course To add a new section of an existing course you must copy an existing cours
553. urs 3 Academic Unit School of Business Course State Edited Dates User Defined Fields 0 History 0 Course Type Start Date a End Date Days End Time Location State unassi Discussion Recitation 1 10 2011 Mon 5 13 2011 Fri MWF 9 50 AM JEFF J 251 Edited Preferences Final Exam Settings History 0 Preference Value Required 6 Inthe middle pane of the Navigator select the specific course date for which you are setting preferences requirements and then click Edit The Course Dates dialog box opens Figure 13 36 Course Dates dialog box Course Dates Final Exam Settings Audit Stat Date MA Stat Time 77 00AM _ Course Type lab End Date 5 13 2011 e End Time 11 50AM z SIS Room JEFF J 250 Su M Tu W Th F Sa BUARAFA A Seat Fill Percentage 100 Assigned Room JEFF J 250 Room Not Required ial Required Room 1 no preference v Required no preference bi Built in Sound Video ho preference imit by course type C Required Use SIS Location 7 Set the preferences requirements for the course as needed and then click OK The Course Dates dialog box closes and you return to the Course Navigator The preferences requirements that you set for the course date are displayed on the Preferences tab in the lower pane of the Navigator 436 Chapter 13 Academic Pla
554. urse date Instructor The instructor for the course or course date Preferences Exist Used to identify the rooms for the courses course dates that have do not have room preferences requirements specified Modified Courses Only Used during the Define and Edit mode to identify courses or course dates that have changed new canceled and or modified courses course dates 3 Optionally click Options and edit the default value for the additional search option Number of Records to Return 4 Click Get Data or Refresh The search results are displayed on the Results tab If you have searched for courses then the results include courses without course dates meeting patterns Multiple is displayed for those courses with more than one course date If you have searched for course dates courses without course dates are suppressed while courses with multiple meeting patterns are expanded EMS schedules rooms only for courses with course dates See Figure 13 88 on page 510 508 Chapter 13 Academic Planning EMS Campus Figure 13 87 Academic Browser window Results tab a Academic Browser Browse For Courses Print Export Tools p Refresh Options Filter Results Drag a column header here to group by that column Course Shares Space SIS XList CRN Course Title Course Type Instructor Start End Date ACCT 10101 Parent 160150 Intro to Accounting Raasch Kevin 1 10 20
555. user defined field that is being deleted and then click Delete A message opens asking you if it is OK to delete the selected field 2 Click Yes The selected field is deleted The User Defined Fields tab remains open To the view history for a user defined field 1 Select the user defined field for which you viewing the history and then click Edit The User Defined Field dialog box opens The field type and field value are displayed in the dialog box Figure 3 80 User Defined Field dialog box with field type and value User Defined Field lo taJmm User Defined Field History Audit Field Food X Value Yes Please contact me 2 Open the History tab The tab displays the following information for each change that was made to the field the date of the change the login ID for the user who made the change and the old and new values for the field You can use the scroll feature at the bottom of the dialog box to view all the history for a selected change or you can click a change and then click View Figure 3 81 User Defined Field dialog box History tab User Defined Field o EE User Defined Feld History Audit Date Changed By Feld Old Vali ew 8 3 2010 12 12 PM Admin Value Yes Ple 166 Chapter 3 The Navigator 3 Click OK The User Defined Field dialog box closes The User Defined Fields tab remains open 167 Chapter 3 The Navigator Wo
556. vation Book which shows all rooms one day at a time The Academic Book shows only classes during the Planning phase of academic scheduling but it shows both classes and events post publish To open the Academic Book do one of the following e On the EMS Campus toolbar click the Academic Book icon e On the EMS Campus menu bar click Academic Planning gt Courses gt Academic Book Figure 13 91 Academic Book BEE PRIN 2008 Serio SIS Tame Zone Mourtan Time Refresh Options Inetuctor a Today Oey Week Month Pret Room Room E101 Tan Tino Monday Tuneday Wedresday Thursday Fada 171472009 171572008 171672008 171772008 1718 2008 BANC pT 7 a Room B401 Man West Shred Lebet i LabE1s2 LE M Evans AusStonun sme Roce E102 baoe misa Tu E101 ORasech Kevin Bot 101 02 10 00 AM to 11 20AM IMT PKE MT Setup Type Cissus 30 oom 2 lt a a Room SUGOT Room L201 Room L202 1 TBO IMT To Be Determined lt gt When the Academic Book first opens if you are working with a future term then the date is set to the first Monday of a full week of the term otherwise if you are working with a current term then the date is set to the first Monday of the current week In both cases the display is filtered by Room and Building You have many options available for working with the Academic Book and changing its default view to better suit your working needs i
557. vation was made The confirmation is generated based on the system confirmation settings that you have specified See Specifying your Confirmation Settings on page 266 90 Chapter 3 The Navigator 6 Click Next The Select Bookings window opens This window displays all the bookings for the selected reservation with a date greater than or equal to the current day s date and that do not have invoiced items By default all the bookings are selected Figure 3 18 Select Bookings window Select Bookings Date a Weekday 1 10 2011 Mon Monday 5 30PM 9 00PM CCE MR 301 Lab Prep Confirmed Yes 1 17 2011 Mon Monday 5 30PM 9 00PM E MR 301 Lab Prep Confirmed Yes 1 24 2011 Mon Monday 5 30PM 9 00PM CCE MR 301 Lab Prep Confirmed Yes een eran Hide Old Bookings V Select All Unselect All To show canceled bookings clear Hide Cancelled Bookings Conversely to hide canceled bookings select Hide Cancelled Bookings To show all bookings regardless of date clear Hide Old Bookings 7 Select the booking or CTRL click to select multiple bookings that are to have their status changed and then click Finish The Change Booking Status Results window opens This window displays a list of all the selected bookings whether the status change was successful or not Figure 3 19 Change Booking Status Results window Z Reservation No 1325 Change Booking Sta 2s Dat
558. versely to hide canceled bookings select Hide Cancelled Bookings To show all bookings regardless of date clear Hide Old Bookings 101 Chapter 3 The Navigator 102 4 CTRL click to select the bookings that are being edited or click Select All to select all the displayed bookings in a single step and then click Finish The Change Booking Date Time Results window opens This window displays a list of all the selected bookings whether the date time change was successful or not Figure 3 25 Change Booking Date Time Results window Reservation No 335 Change Booking Date Time Results eo Date Stat End TimeZone Room Event Status Results GoTo 4 18 2010 Sun 8 00AM 7 00 PM Lounge MSI Final Exam Web Conflict Change Successfi 4 m r E Show Unchanged Only Optionally to view only the bookings for the selected reservation that were NOT successfully changed select Show Unchanged Only To view the details for a specific booking that was changed select the booking and then click Go To 5 Click Close to close the Change Booking Date Time Results window and return to the Navigator If you reserve a resource and then edit the date time location or status of a booking and there is a resource inventory conflict a Resource Inventory Conflicts report opens onscreen If you close this report you can manually run an Resource Inventory Conflict check In the Bookings folder of the Navigator select Tools gt Re
559. voice the message Items have been invoiced is displayed in red text on the Reservation Summary tab in the Navigator The message is also displayed on the lt Booking Detail gt Summary tab The booking detail folder in which the invoiced items reside now has a green background in the Booking Details pane and the icon for each invoiced item also has a green background in the Items pane After you post an invoice the invoice is permanently saved and you cannot edit it You can make changes to the balance due for a reservation only by creating an adjustment or by voiding the invoice and regenerating it after you edit the booking information Because invoiced bookings are locked and cannot be edited you must void the invoice before you can edit the bookings To reprint an invoice You can reprint both non voided and voided invoices You can reprint invoices for only one department at a time Reprinting an invoice does not recalculate the invoice The invoice is simply printed as it appeared when it was first generated You can specify the invoices that are to be reprinted or you can search for invoices that meet specific criteria and then select specific invoices to reprint from the list of search results You can also reprint an invoice from the Transactions tab when a reservation is selected in the Navigator See Folder structure in Chapter 3 The Navigator on page 69 To specify invoices for reprinting 1 On the menu bar
560. w Figure 3 76 Comment dialog box History tab Comment gt Ses Comment History Audit Date Changed By Field Old Value New Value View 11 19 2010 Fri Admin Alert Users Yes No V speling Cancel 3 Click OK The Comment dialog box closes The Comments tab remains open 161 Chapter 3 The Navigator Adding Multiple Comments and Reminders to a Reservation When you add a comment or a reminder to a reservation from the Comments tab or Reminders tab respectively then you can add only a single comment or reminder at a time To add multiple comments or reminders to a reservation in a single step you must use an option on the context menu for reservations in the Navigator option is to select from a pre configured list of comment types and reminder types Ta When you add multiple reminders and comments to a reservation your only To add a user specified comment type or reminder type you must add each comment or reminder individually See Working with Comments and Reminders in the Navigator on page 158 To add multiple comments and reminders to a reservation 162 1 Open the reservation to which you are adding multiple comments and or reminders in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapt
561. w reservation group click New to open the Reservation Wizard See Making a Reservation Using the Reservation Wizard on page 37 e To view and edit an existing reservation for the group select the reservation and then click Open to open the reservation in the Navigator See Chapter 3 The Navigator on page 69 e To reassign a reservation select the reservation and then click Reassign to open the Reassign Group Contact on Reservation dialog box Continue to Step 5 Figure 6 14 Reassign Group Contact on Reservation dialog box 248 Reassign Group Contact On Reservations coe fet fata Group Contacts Group Uz Web User no change Reset Chapter 6 Groups and Contacts 5 Enter the information for the group to which the reservation is being assigned Option Description Group f mA f Click the Search icon 2 to open the Groups window and select the group to which the reservation is being reassigned Note To search for the group in the Groups window see To search for a group in the Groups window on page 235 1st Contact The contact for the group to which the reservation is being reassigned 2nd Contact Note If none of the pre configured contacts is appropriate then select temporary contact and in the Temp Contact field enter the name of the temporary contact Phone The phone fax and email address for the contacts for the group to Fax which the reservation is being
562. wer pane of the Results tab Figure 4 14 Calendar window Results tab with list of events for selected dates Date 4 a Reserved Start 12 18 2009 Fi 8 00 AM 12 22 2009 T 8 00 AM 12 22 2009 T 8 00 AM 12 22 2009 T 11 00 AM Reserved End Event Name 5 00 PM 7 30 PM 5 30 PM 2 30 PM Semester Planning MSI Final Exam Second Semester Plan e To sort the search results click any column heading 193 Chapter 4 Search Tools 194 e To rearrange the search results drag a column to a new location using the column heading e To open an event in the Navigator double click the event entry on the Results tab e Click Print to print the search results e Click Export to export the search results to a Microsoft Excel spreadsheet e In the Reservation view select a search result entry and then click Email to open a pre addressed SMTP email to the group that is associated with the selected reservation Complete and send the email as you would normally See Sending Email from EMS on page 360 e Click Outlook to download the search results to your personal calendar Your EMS administrator must set a system parameter to enable this function If wy this function is not available contact your EMS administrator for assistance e Inthe Service Orders view to mark a service order as Reviewed select the service order or CTRL click to select multiple service orders and then click Review gt
563. wizard fi Reservation No 1673 Add Booking Details Select Category Categories 12 ACME Production Company Agenda Audio Visual Food Service Fumiture Personnel Room Charge Setup Notes Staff Resources Third Party Catering Vehicles VIP List Cancel 5 Select Attendees and then click Next The Add Booking Details wizard opens with a blank row for adding an attendee visitor to the event 372 Optionally you can click Print Format to see the required format for the tab delimited file Chapter 11 Other Reservation Functions 6 Click Import The Open File dialog box opens 7 Browse to and select the attendee import file and then click Open to import the file The Add Booking Details wizard is updated with the imported attendee visitor information Each imported attendee Vvisitor is a separate line entry in the wizard 8 Click Next The Select Bookings window opens This window displays all the bookings for the selected reservation with a date greater than or equal to the current day s date and that do not already have the selected booking detail added Figure 11 13 Add Booking Details wizard Select Bookings window Reservation No 1673 Add Booking Details Select Bookings Date Weekday Start End Building Room Event 10 11 2010 Mon Monday 9 00AM 4 00PM HC HCE North Audit 30th Annual Engineering Egg Throw Demonstrati 10 13 2010 Wed Wednesday 9 00AM 4 00PM HC HCE North Audit 30th Annual E
564. would and then click Finish You can include variables in the subject line as described in the Legend For example 2 is the code for the group name so Notification for 2 would result in Notification for Academic Affairs being displayed in the subject line To change the status for the group s booking select Change Status and then on the Status dropdown list select a new status and then click Finish 381 Chapter 12 EMS Workplace Configuring Hoteling Wizard Templates You configure hoteling wizard templates to streamline the reservation making process in the Reservation Wizard for common group reservation scenarios for example short term versus long term workspace reservations You can specify various default settings on a hoteling wizard template including start end times search method Standard or Best Fit status room type event name and type reservation source and setup type In addition you can specify the number of days that should be automatically selected in the Reservation Wizard after you specify the start date for an event To configure a hoteling wizard template 382 1 On the menu bar click Reservations gt Hoteling gt Hoteling Wizard Templates The Hoteling Wizard Templates window opens This window lists all the hoteling wizard templates that are currently configured in your EMS database and that have a status of Active Figure 12 6 Hoteling Wizard Templates window
565. wser on page 507 You might want to move these bookings to another location See To change the course rooms locations for one or more bookings below Courses that were left unassigned Use the Academic Browser to search for bookings in the TBD room See Searching with the Academic Browser on page 507 You might want to move these courses to an actual room See To change the course rooms locations for one or more bookings below To change the course rooms locations for one or more bookings 1 474 Open the course reservation in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 Chapter 13 Academic Planning EMS Campus 2 Do one of the following e To update a course location for a single booking see To edit a booking in the Navigator on page 97 e To update course locations for multiple bookings see Editing Multiple Bookings in the Navigator on page 99 that are specific to a meeting pattern 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 select the course date record on the Navigator Course Info tab and then click the Update button
566. yments deposits or adjustments that were voided on a specific date or within a date range Lists the group event name reservation ID transaction date and type invoice number if applicable check number and amount N A Invoice Detail Report Provides detail for all invoices that were generated within a given date range N A General Ledger Distribution Shows the totals for invoices that were generated within a given date range Entries are broken down by account invoice rate plan or invoice You can also generate this report in a Summary format Invoices With Payments Only Only invoices where payment has been received are posted on the report e Show Applied Deposits Prepayments Applied deposits and prepayments are posted on the report An applied deposit is a deposit on a reservation that has been invoiced 346 Chapter 10 User Settings As an EMS user you can manage many aspects of your account to better suit your working needs This chapter covers the following topics e Setting User Preferences and Default Values on page 349 e Changing your Password on page 351 e Resetting Window Coordinates on page 352 e Resetting Column Settings on page 353 e Defining your Views on page 354 347 Chapter 10 User Settings 348 Chapter 10 User Settings Setting User Preferences and Default Values Preferences like system parameters are settin
567. you want to view See To change the Reminders tab view on page 215 Create an unattached reminder To create an unattached reminder on page 216 Edit a reminder To edit a reminder on page 217 Delete a reminder To delete a reminder on page 217 Print a reminder To print a reminder on page 218 Go to the item to which a reminder is attached See To go to the item to which a reminder is attached on page 218 Complete a reminder See To complete a reminder on page 218 Chapter 5 EMS Dashboard To change the Reminders tab view By default when the Dashboard window first opens the Reminders tab displays all the reminders for which you are the responsible user and that by default have a due date through the current day s date You can do one or more of the following to change this view e To view the reminders for which other user s are responsible simply select the user or users in the Responsible User pane e To view only a specific group of reminders for which you or others are the responsible users change the viewing criteria Option Description View View reminders that have the indicated due date The default value is Thru Today If a value from the pre configured list does not meet your needs then select user specified and in the Date Due fields enter at least a Starting due date The Ending due date is optional Reminder Type The default value is all Atta
568. zard to delete the item You can delete each item on an individual basis or you can delete all the items for a booking detail in a single step To delete booking detail items for individual bookings 1 Open the reservation for which you are deleting booking detail items in the Navigator See e Viewing and Editing Reservations in the Reservation Book on page 52 e Opening a reservation directly in the Navigator on page 71 e Opening a reservation through a group on page 72 e Chapter 4 Search Tools on page 177 2 Inthe left pane of the Navigator select the reservation 3 In the Bookings pane click Tools and then click Delete Item Wizard The Delete Item Wizard opens The first window that opens is the Select Categories window Figure 3 68 Delete Item Wizard Select Categories window fi Reservation No 1325 Delete Items Select Category Items Category X 153 Chapter 3 The Navigator 4 Select the category booking detail from which you are deleting the items and then click Next The Select Categories Items window opens Figure 3 69 Delete Item Wizard Select Categories Items window Reservation No 1325 Delete Items Select Category ltems Category X Grouping fall X Resource Resources 3 Podium Round Table 60 Select Al Unselect All Delete Empty Categories Carca 5 Optionally do one or both of the following e Select a specific gro

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