series 25 – users training manual - campus operations · series 25 – users training manual...

SERIES 25 – USERS TRAINING MANUAL

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Temple UniversityD f S M

Kristen Watkins Tamara Johnsonk i ki @ l d j@ l d

Department of Space Management

[email protected] [email protected] 215-204-6124

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Lesson IndexThe Basics:Lesson 1: How to Access Citrix and Resource 25……………………………Slide 4Lesson 2: Getting Acquainted with Resource 25……………………………..Slide 9

Event Scheduling:Lesson 3: How to Create a One-Time Event………………………………….Slide 18Lesson 4: How to Locate and Edit an Existing Event………………………..Slide 50L 5 C i S h d R i R 25 Slid 68Lesson 5: Creating Searches and Reports in Resource 25……………………Slide 68Lesson 6: Managing Workflow Tasks in Resource 25………………………..Slide 83

Academic Scheduling:L 7 O i f B d R 25 Slid 102Lesson 7: Overview of Banner and Resource 25………………………………Slide 102Lesson 8: How to Assign a Room to a Section………………………………...Slide 116Lesson 9: How to Create Useful Searches for Section Data…………………..Slide 170Lesson 10: Useful Tips…………………………………………………………..Slide 201

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LESSON 1LESSON 1:HOW TO ACCESS CITRIX & RESOURCE 25 (R25)

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How to Access Citrix and Resource 25 (R25)

1. Using Internet Explorer go to cherry.temple.edu

2. Select the ‘Client’ application hyperlink for your operating system if you do not have Citrix installed on your computeryour computer .

3. After the Client has been selected, click Run. The Citrix Online Plug‐in will download.

4. Select Run again to activate download. This will take a few minutes.

S E R I E S 2 5 – U S E R S T R A I N I N G M A N U A L5


5. The Citrix online plug‐in will install. 6. Click OK and log‐in with your Accessnet ID and Password.



7. To access Resource 25, select the R25 Integrated Event Scheduling icon the Applications Menu. (Do not double‐click the icon or two sessions will download.)


Lesson 1: How to Access Citrix and Resource 25 (R25)

7. To activate R25, you will need to log in again withneed to log in again with your AccessNet Username and Password.

You are now in Resource 25!



LESSON 2LESSON 2:Gett ing Acquainted with R25

2 • My R25 Homepage• Menu bar and Toolbar • Directories

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Lesson 2: Getting Acquainted with R25 - Menu Bar

By default, the My R25 form opens when you log into R25.

Each drop‐down menu in the R25 menu barmenu bar provides access to a set of related options.

See the “R25 Menu Bar” Handout forHandout for more info.


Lesson 2: Getting Acquainted with R25 - Toolbar

The buttons on the R25 toolbar provide

k hquick access to the forms and functions you will use most frequently.

You can choose to show or hide the toolbar by going to O i ShOptions >Show Toolbar.

See the “R25 Toolbar” HandoutToolbar Handout for more info.

11S E R I E S 2 5 – U S E R S T R A I N I N G M A N U A L

Lesson 2: Getting Acquainted with R25 - My R25 Homepage

Quick Search allows you to enter all or part of the name of the item you want to find.

Workflow items provide a summary of the tasks assigned to you.

Expand this section to access any new shortcutyou’ve createdyou’ve created.

See the “CreatingShortcuts in R25”Handout for more info.

Shortcuts are created automatically in your session history as you work. Clicking a shortcut will return to a form

S E R I E S 2 5 – U S E R S T R A I N I N G M A N U A L

you’ve visited.

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Exercise 1: Creating Shortcuts

Exercise 1: Create a shortcut to the Capacities tab of the Space Directory.


Lesson 2: Getting Acquainted with R25 - Directories

There are 6 user directories in R25: Events, Spaces, Resources, Organizations, Contacts, and Reports. Data relative to each directory name is stored and accessed in these directories.

Click a section label in this column to go to the directory.

See the “Directories” Handout for more info.

Click the “New” icon in a section bar to create a


section bar to create a new item of that type.

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The buttons on a directory toolbar provide quick access to the tasks you can perform in that directory.

See the “Directory Toolbar” H d t f i fHandout for more info.



Th di t t b l tThe directory tabs let you view data organized in different ways.

One way that data can be organized is by Favorites. You can make any item a favorite by using the Addfavorite by using the Add Favorite icon.

See the “Favorites” Handout for more info.


Exercise 2: Creating Favorites

Exercise 2: Create favorite spacesExercise 2: Create favorite spaces.

*SUGGESTION: Make all the spaces in your Partition your favorites.**



LESSON 3LESSON 3:How to Create a One-Time Event From My R25

a) Introducing Speedbookb) How to Create a One-Time Eventc) Searching for and Assigning Spacesd) Reviewing and Saving an Eventd) Reviewing and Saving an Evente) Emailing an Event f) Event Relationships

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Lesson 3a: Introducing Speedbook

Speed Book is the set of orksheets o ill se to sched le e entsSpeed Book is the set of worksheets you will use to schedule events. To open Speed Book for a new event, do one of the following:

1

2

Click on Scheduling / Speed Book in the menu bar.Click on the Speed Book icon in the tool bar.

3 Click on the 3new event icon in the Events bar.

4 Or… just press F7 on your key board!



The buttons in the Speedbook/Edit Event

lb ltoolbar let you access event calendar views and functions.

S th “S db kSee the “Speedbook Toolbar” Handout for more info.

The event header fields identify the event.



This is “Page 1” of the reservation worksheet whereworksheet where you specify the times and date(s) for a reservation.

h b h f k hUse these buttons to move among the four worksheet pages.PAGE 1: Define Date(s) and Time(s)PAGE 2: Assign Space(s)PAGE 3: Assign Resources (Not developed at this time)


g ( p )PAGE 4: Review/Modify Reservation

Lesson 3b: How to Create a One-Time Event From My R25

1. Open Speedbook.

2. Enter an Event Name in the Namefield to replace the defaultdefault.

3. The Event Title field is OPTIONAL. It can be used to conveybe used to convey additional information about the event.



4. In the Type field, select Other Type. When the Event Types window opens,Types window opens, choose the appropriate event type, and click OK.



4. Make sure the event Statefield is set to Tentative.



About Event States….

Draft: Lets you save event information without committingDraft: Lets you save event information without committingit to the event structure.

Tentative: Is the default event state. Space and resourceassignments are saved in this state.

Confirmed: Has the same effects in R25 as Tentative, butdesignates that the event is completeddesignates that the event is completed.

Sealed: Prevents anyone for editing the event. NOTRECOMMENDED.

Cancelled: Lets you cancel an event while keeping in theevent directory for historical purposes.



6. Click the Organization Directory icon ybeside the Primary Org field.

When the Select OrganizationsOrganizations window opens, choose the appropriate organization for the event by double‐clicking the org name OR selecting the org name and clickingname and clicking ADD.

Click OK when you are finished.



7. Open the Requestor pull down menu and select “Myself” to yidentify yourself as the requester.

Note: Only contacts ywithin the selected Primary Organization will be listed. If you have established favorite contacts, they will also be listed.



8. Enter the start and end time of the reservation. You may l t ti falso set options for Setup time, Pre‐event Time, Post‐event Time and Take down.

9. Enter the first date of the reservation.



10. If the event is recurring, check the Repeat Dates option and complete the information needed.

See the ‘Events with Different Meeting Patterns’ Handout for more info.

h b h f h11. At the bottom right of the worksheet, click the Assign Spaces Button to go to the next page.


Lesson 3c: Searching for and Assigning Spaces

This is the Assign Spaces worksheet. There are multiple ways to search for available spaces. This example shows how to search for space using “Starts With” to search for available rooms within a specific building.

12. In the Check For field, select ‘Starts With’ in the drop‐down box Enter updown box. Enter up to six characters of the name of the building that you wish to search forto search for.

See the “Checking for Available Space” Handout for more info.



13 Enter the Expected13. Enter the Expected Head Count. To ensure requirements for capacity and availability also checkavailability, also check the “Enforce Min. Capacity” and “Don’t Show Spaces with Conflicts” boxesConflicts boxes.

14. Click ‘Check’ to generate a list of available spacesavailable spaces.



R25 will retrieve rooms that rate highest to the indicated expected head count.

15. Choose a space with the appropriate capacity and is available for all required dates. When a space and date is selected, click Assign.

Repeat this step, as needed, if you wish to assign more than one space.

This icon indicates the available dates without conflicts for the l t d


selected space.


The Assign Space form opens.

16. Click OK to complete the space assignment.

NOTE: A default layout is automatically entered You may change the layout if otherentered. You may change the layout if other layouts are available.

NOTE: The attendance or headcount are shown and can be modified but should notshown and can be modified, but should not exceed the room capacity.

Caution: Checking the “Allow Sharing?” box will permit other events to use this room atwill permit other events to use this room at the same time.



NOTE: If you do not own the room that you are assigning to the event, you will be prompted by a notification box stating that the space may be requested for assignment. This will initiate workflow (see Lesson 5 for more information).g ( )

Click Cancel.

If you wish to request a space, contact theScheduling Office.


Lesson 3d: Reviewing and Saving an Event

After completing the space assignment or request, you are returned to the Assign Spaces Worksheet.

17 If the event is pending17. If the event is pending approval for space, leave the state as Tentative. If the space has beenspace has been approved, change the state to Confirmed.

18 Click the18.Click the Review/Modify Reservation button to go to the next page of the reservationthe reservation worksheet.



19 Click the Save icon

This icon indicates

19. Click the Save icon to save the event.

This icon indicates that a space has been assigned.

hNote: This icon indicates that a space assignment request is pending. p g



A form opens, either specifying the cabinet/folder location where thecabinet/folder location where the event will be saved or asking you to choose among several options.

This screen shows that R25 hasThis screen shows that R25 has chosen the context for you. Click OKif it’s what you want. Otherwise, cancel and modify the event type and/or organization as neededand/or organization as needed.



20. If you are given a choice y gof cabinet/folder locations, the Select Parent window will open Select the cabinetopen. Select the cabinet or folder that you want and click OK.

When the Confirm New Event window opens, click OK again.


Exercise 3: Create a One‐Time Event

Exercise 3: Create a one‐time event and assign one of your own spaces. When you are finished save the eventare finished, save the event.


Lesson 3e: Sending Email Using the Edit Event Form

In the event directory, email can be sent by right‐clicking an event and selecting the Email Event option OR opening the event and selecting the email icon in the Edit Event form.



When the email icon is selected, you have the ability to build your recipient list by clicking the Other button. The Event Contacts lists will be used for your recipients. The event confirmation and/or summary can be attached as well as other documents.


Th E t S i l b d t i th d t il f t Th il ti


The Event Summary icon can also be used to view the details of your event. The email option can be used here, by right‐clicking the summary form. An email form will open after the selection is made.


Exercise 4: Email Your Event

Exercise 4: Send an email from the an event reservation you have created.


Lesson 3f: Event Relationships

After saving an event, you may want to link your reservations in meaningful ways. You can do this through event relationships. There are 3 relationships that can be established in R25:that can be established in R25:

• Content Relationships

• Friend Relationships

• Binding Reservations

See the “Event Relationships” Handout for more info, including stepsSee the Event Relationships Handout for more info, including steps on how to establish event relationships.



Content Relationships: Identify reservations that are part of the same event. They are informational only; serving as reminders about the event ith t ff ti f th d twithout affecting any of the data.

Reservation 1:AM lecture

Reservation 2:Breakout Sessions

Reservation 3:Lunch

Reservation 4:PM lecture



Friend Relationships: Identify events that are independent of each other, but have a common trait. They are informational only; serving as reminders about the event without affecting any of the data.

Biology Conference

EnglishConference

PsychC fConference Conference Conference



Binding Reservations: Enforce a relationship between 2 or more reservations so that a change to one reservation automatically changes all the reservations. NOTE:Binding reservations must share the same space assignment.

Fundraiser Table #1

Fundraiser Table #2

FundraiserFundraiser Table #3



To establish any of these relationships, you must be in therelationships, you must be in the Calendar View.

Select the type of relationship you bli h i h R l dwant to establish in the Related

Events window.

Click Link to locate the related event in the Event Directory.


Exercise 5: Establish a Friend Relationship

Exercise 5: Establish a Friend Relationship between two events you have created.



LESSON 4LESSON 4:How to Find an Event to View or Modify

E Di S h• Event Directory Searches• Quick Search by Event Name• Event Searches by Date, Room, or Contact• Modifying Dates/Times

M dif i S A i• Modifying Space Assignments

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Lesson 4: How to Locate and Edit an Existing Event

I only remember the event date…

I remember where it was stored…

I only remember the event name…

I remember the room I assigned… I remember

nothing…except that I created it!that I created it!


Lesson 4: How to Locate and Edit an Existing Event - Event Directory Searches

If you know where the event was stored….

1. Open the Event Directory.

2 Select the Cabinets tab Expand the2. Select the Cabinets tab. Expand the cabinet and folder that contains your event.

3 To edit the event right‐click the event3. To edit the event, right click the event name and select Edit Event from the drop‐down menu.


Lesson 4: How to Find an Event to View or Edit - Quick Searches by Event Name

If you know the event name…

Run a quick search from My R25 OR the Event Directory.

1. Select the search type (Event Name) from the drop‐down list.

2. In the text box, type the first few2. In the text box, type the first few words of your event name.

3. Click Go.

4 Wh th Di t S h i d4. When the Directory Search window opens, right‐click your event name and select Edit Event from the drop‐down menu.

Note: You can search by ‘Starts With’, ‘Is’, ‘Contains’, or ‘Ends With’. You can also choose to search by the event reference number.


Lesson 4: How to Locate and Edit an Existing Event – Event Searches by Date

If you know the date of your event…

1. Open the calendar and double‐pclick the date of your event.

2. When the list of events appears, d bl li k th fdouble‐click the name of your event and the Edit Event window will open.

Note: You can open the Calendar view from the R25 menu bar, toolbar, or by pressing F8 on your keyboard.


Lesson 4: How to Locate and Edit an Existing Event – Event Searches by Room

If you know the room assignment…

1. Select the room.

2. Select View Events from the drop‐down menudown menu.

3. Look through the room schedule until you find your event.

4. When you find your event, click the event name and the Edit Event window will openwindow will open.

Note: You can change the view by selecting Options.


Lesson 4: How to Locate and Edit an Existing Event – Event Searches by Contact

If you know who created the event…

1. Open the Contact Directory.p y

2. Right‐click the name of the contact.

3 S l t Vi E t f th d d3. Select View Events from the drop‐down menu.

4. Look through the calendar until you find your event.

5. Click the event name and the Edit Event window will openwindow will open.

Note: You can change the view by selecting Options.



O h l t d t it’ ti t dit!Once you have located your event, it’s time to edit!

When the Edit Event window opens, it will open in either the calendar view or the worksheet view, depending on your settings. To edit your event, it must be in the p g y g yworksheet view.

Click the worksheet view button found in the Speedbook toolbar.


Lesson 4: How to Locate and Edit an Existing Event - Modifying Dates and Times

To modify the date and/or time of your event…

1. Make the desired changes on page 1 of the worksheet.

Making a change to the date and/or time, may affect the availability of your space(s). R25 will display a dialog box stating that the dates and times must be mapped and re‐checked.mapped and re checked.

Click Continue.

NOTE: If you want to change the date of your event to a date that is not within the same FAMM Year as your original reservation, you must recreate th t

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the event.



After you complete your changes, go to the Assign Spaces Worksheet (Worksheet 2). The Map Occurrences for Reservation Form will open.

The original event date is shown here

The new “unmapped” event date ishere.

The original event time is shown

event date is shown here.

The new “unmapped”

here. event time is shown here.



If you changed the date, follow steps 2‐4. If you only changed the time, R25 will automatically map the new time and you do NOT need to do these steps.

2. Click the expand icon (+) to display the space assignment.

3. Highlight the original event date AND the new event date.

4. Click Map.



R25 checks the availability of your space for the new date(s) and/or time. The results are shown in the Mapped Event Dates window.

R25 will display Yes or No under the space assignment, indicating whether or not the space is available.

5. Click OK.



If the space is available…p

Go to page 4 of the worksheet to review your reservationreservation.

If the space is NOTavailable…

Go to page 2 of the worksheet to check for and assign a space that isand assign a space that is available.


Lesson 4: How to Locate and Edit an Existing Event - Modifying Space Assignments

To remove a space assignment…

1. Go to page 4 of the worksheetworksheet.

2. Select the name of the space to remove.



3. In the Event Date column, ,select the date(s) that will no longer use the space.

4 Right click and choose4. Right‐click and choose Remove Space Assignment.

5. Click OK in response to the confirmation message.



To add a space assignment…p g

1. Go to page 2 of the worksheet.

2. Follow the steps outlined in Lesson 3c: Searching for and Assigning Space.



After making your changesAfter making your changes…

6. Click the Close icon to close the event record.

Click Yes to confirm and save your changes.save your changes.

OR…

Just click the Save Button.


Exercise 6: Find and Modify your Event.

Exercise 6: Modify your reservation by changing the date, time, and/or room assignment.



LESSON 5LESSON 5:Creating Searches and Reports

• Quick Searches• Directory Searches• Creating and Saving Reports

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Lesson 5: Creating Searches and Reports – Quick Searches

R25 Quick Search allows you to retrieve an event, space, resource, organization, or contact from the database by full or partial name.

Quick Search in R25:

1. Go to the My R25 Homepage.

2. Select the item type in the Quick Search drop‐down list.

3. If you know just part of the name, you can y j p , ychange the default match method in the second drop‐down list to select which part.

4. In the text box, enter all or part of the name, , p ,or enter the reference number if you selected Event Reference.

Continue to the next slide…



5 Click Go If the item is unique it’s5. Click Go. If the item is unique, it s record is displayed. If more than one match is found for your data entry, a message informs you of know how many were found and asks whether you want to see them all.

Click Continue to display the resultsClick Continue to display the results in the directory search tab.



TIP: You can also quick search within the directorywithin the directory.


Lesson 5: Creating Searches and Reports – Directory Searches

The full searches you can create in directories give you the power to retrieve data based on virtually any of its characteristics. The Search tab is only present in the Event, Space, Organization, and Resource Directories.

Directory Search Tab:

1. Open the directory that you want to search within and Open the Search taband Open the Search tab.

2. Click ADD and select the criteria set you want to search for. A window pertaining to that criteria will open Select the appropriate itemsopen. Select the appropriate items.

3. Repeat step 2 until you defined all of you criteria sets.

Continue to the next slide…



4. Specify the “Match” option that you want to apply. You can choose to match All Criteria or Any Criteria.

5. OPTIONAL: You can rate each i i i d fcriteria set in order of

importance relative to the other criteria sets in the search by using the Weightings button.g g g



6. When you’ve defined all the ycriteria for your search, click Search! to run it.

The results will be displayedThe results will be displayed below.



When you run your search, you can y y , yeither clear the search from the system or store it as a saved search.

To clear the search click ClearTo clear the search, click Clear.

To save the search, click Save.

NOTE: Saved searches can be accessed from the directory search tab.



If you save the search, a window will open y , pprompting you to name it. Enter a descriptive name in the text box.

If you would like other R25 users to be able toIf you would like other R25 users to be able to see your search, check the box next to ‘Share Search with Other R25 Users’.

Click OK.

To learn how searches are used to generate reports, continue to the next slide…


Exercise 7: Create and Save a Search

Exercise 7: Create a search in a directory search tab and save it.


Lesson 5: Creating Searches and Reports - Reports

Most reports require user input by means of parameter fields. Most frequently, the parameters you need to complete will be a single date or dates in a date range, or a saved search.

To run a report from the Report Directory…

1. Open the Report Directory.

2. Find the report you want to run and highlight it.



Read the Description field to learn about a report’s contentslearn about a report s contents and parameters, and how the data is selected for report output.

h lYou can zoom into the sample to see what the report looks like.



3. Enter the values for any parameter fields listed in theparameter fields listed in the lower left area of the directory display.

NOTE: Some reports such as theNOTE: Some reports, such as the Contact Directory report, have no parameters.

If you want to run a report from a saved search, select (Other Search) in the Space Search drop‐down list.

The Select Search window will open. Highlight your search and click OK.



Preview the report by either double‐clicking the report name in the report list or clicking the

i t ipreview report icon.

The report will open in a new window.

Tip: If you want to print the report i h i i li k hwithout previewing, click the

print icon . To email the report, click the email icon .


Exercise 8: Create a Report

Exercise 8: Run a report from a saved search.



LESSON 6LESSON 6:Workflow Tasks in R25

U d di W kfl•Understanding Workflow•Learning R25 Tasks: To Dos, notifications, and assignments•Sending email in R25

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Lesson 6: Workflow Tasks in R25 – Understanding Workflow

R25 Workflow is not completely developed at this time. Much of the information presented on the following slides will be implemented in the future. However, sending email in Resource 25 IS fully functional.



WORKFLOW IS COMMUNICATION

In R25, workflow is an automated notification

COMMUNICATION,

and response process that allows R25 users totrack the status of tasks assigned bythemselves or others.



NOTES FOR OTHER

USERS

NOTES FOR YOURSELF

INFO ONLYSPACE ASSIGNMENTS

WORKFLOW

Hey, Jack I need a room! Of Course,

APPROVALS

Jill!


Lesson 6: Workflow Tasks in R25 – Learning R25 Tasks

Notification Policies

Assignment Policies To Dos

TASKSTASKS



Assignment Policies

Controls the assignment of spaces or resources betweenscheduling groups.

It is automatically generated when a R25 User attempts to assign a space or resource that does not belong to their school or college.

Brief Example:Education cannot assign a room that belongs to Health Professions, but they can request it.

Partitions in the Space Directory show room ownership or “the AssignmentPartitions in the Space Directory show room ownership or the Assignment Policy” for rooms.



So what are Resources and how are they assigned?

Housekeeping/Catering/Food items Classroom Supplies

Facilities Mgmt

Technical Equipment SecurityTechnician


Technician

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This policy automatically notifies individuals of particular aspects of an event.

Notification Policies

Notification Policies can be Approvals or Information only and can be defined for: SPACES, RESOURCES, ORGANIZATIONS, EVENT TYPES, or EVENT REQUIREMENTS.

i f lBrief Example:If a scheduler assigns a smart room to an event, a notification for INFO ONLY will be sent to Classroom Tech Support.

If food items are added to the event, an APPROVAL notification may be sent to Sodexo.



&Info Only Approvals

SPACESSPACESA smart room can be assigned to an event, but Classroom Tech Support may need to approve the space request if it’s hosted on the weekend.

RESOURCESCatering services may be assigned to an event, but Sodexo may need to approve the request.

ORGANIZATIONSA Student Group can request a classroom from an academic department,A Student Group can request a classroom from an academic department, but Student Operations may receive information about the organization.

EVENT TYPESA concertmay be held on Main Campus, but Security may need to be i f d d hinformed due to the event type.

EVENT REQUIREMENTSInsurancemay be needed for a vendor to host an event on campus, so an approval request may be sent to University Counsel.


pp q y y

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To Dos communicate with other individuals about eventrequirements.

To Dos

You may also create To Dos for yourself as a reminder for particularevent‐related tasks.

Brief Example:A scheduler from Pharmacy may request a room from the Center City campusA scheduler from Pharmacy may request a room from the Center City campus for Student Orientation.

As a follow‐up the scheduler will send a To Do task to the Center City scheduler asking for the room to be left unlock during the day.

The Pharmacy scheduler can also create a To Do for themselves, so they can remember to post a sign‐in sheet for students


remember to post a sign in sheet for students.

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To Dos are…

Notes for You & Others.

Time Sensitive tasks.

NOT email.

Optional & add additional event info.



All Workflow Tasks are apart of the event record.


Lesson 6: Workflow Tasks in R25 – Using the Task List

Workflow Notifications can be found on your My R25 page.

You can also access Workflow by going to the menu item Scheduling | Task List or using the toolbar icon.

To Dos can be created by clicking this icon.


Lesson 6: Workflow Tasks in R25 – Using the Task List

The task list will open to show any outstanding or unread tasks that you have queued. Tasksassigned to you or by you to others as well as notifications are listed in your message window.


Lesson 6: Workflow Tasks in R25 – Initiating Workflow Tasks

In this example, an event scheduler from Science & Technology requests a classroom at Ambler campus. The space assignment request kicks off workflow.


Lesson 6: Workflow Tasks in R25 – Initiating Workflow Tasks

The pending assignment can be viewed in the Review/Modify Reservation Worksheet. Workflow can be check directly in Speedbook/Edit Event Form by using the Workflow icon.

Workflow icon

Pending assignment


Lesson 6: Workflow Tasks in R25 – Sending email in R25

Email can be sent directly in R25. The email icon is listed on the My R25 toolbar; in Speedbook/Edit Edit form; and also found in the event, contact, and report directory. This indicates that email function is available.


Lesson 6 : Workflow Tasks in R25 – Sending email in R25

Recipients can be added by selecting the To or Cc buttons. By selecting either of these, the contact list will open. Only names listed in the contact directory are available for email. Attachments are also available for this feature.


Exercise 9: Sending Email via My R25

Exercise 9: Send an email using the My R25 Page.



LESSON 7LESSON 7:Overview of Banner & R25

H h ill b d f S h d li• How each system will be used for Scheduling• How R25 receives section information from Banner

102

Lesson 7: Overview of Banner & R25

The Big Question

What’s the difference betweendifference between

Banner and Resource 25?Resource 25?



• the Primary Student Information System (or NEW ISIS).• used to create & revise course section data.• used to create meeting days & times for a course.• used to assign instructors to a course.• used to create cross‐listed & multiple meeting sections.• not used for space assignments.• not used for special events.



Resource 25 is…• the University Event Scheduling System (or NEW ECA).• used to create & revise special eventsused to create & revise special events.• used to create user‐based searches & reports.• used to assign or unassign rooms to course sections.used to assign or unassign rooms to course sections.• not used to edit or delete section data.



Step 1. in BANNER, you will… Step 3. in R25, you will…

Scheduling process in Banner and R25

• Create the section schedule• Meeting days/times• Enrollments

• Conduct searches as needed• Assign sections to rooms• Prepare sections for export

Step 2. Sections are sent to R25

• Cross‐listed identifiers, etc.

• Step 5 Make changes as

to Banner

• Step 5 Make changes as

Step 4. Sections are returned to Banner

Step 5. Make changes as needed

Step 5. Make changes as needed

Step 6 Changes updatedStep 6. Changes updated in Banner/R25 via

Transactional Processing

106

T i l P iLesson 7: Overview of Banner & R25

Transactional Processing

When section information is created or edited in

Changes from Banner

Banner and saved, transactional processing will send the updates to R25.

When a room is added to a section the scheduler Changes from R25

must first complete “vCalendar To Dos” for transactional processing to send the updates

back to Banner.

107


Course section information originates in Banner, as shown here on the SSASECT form.



In Banner you have the ability to set enrollments, days & meeting times, etc., however you cannot set Building and Room data in the Meeting Location & Credits form.



When your section schedule is complete, courses are exported from Banner to R25 for room assignments.

In R25, sections will be stored in the Event Directory within the Academic Cabinets. The Cabinets are sorted per Campus by Semester. Each cabinet has folders for Schools and Colleges and their related departments.



1. Course Name & Title.

In R25, section information will already be present in the Speedbook/Edit Event Form.

1 2 3

4

2. Section‐Campus Location & Event State.

3. Banner Subject Code

5

3. Banner Subject Code

4. CRN (located on the Worksheet Tab & Reservation Name).

65. Start/End Times &

First day that the class meets in the semester.

6. Weekly Meeting Days & Last day of semester.



NOTE: Section information should not be edited h k h

NOTE: Section information should not be edited h k hin this worksheet.

All changes to section data must be made in

in this worksheet.

All changes to section data must be made inAll changes to section data must be made in Banner.All changes to section data must be made in Banner.



Room assignments are made in the ASSIGN SPACES form just as non‐credit bearing events.

The Expected Headcount will already be present.present.

DATE OCCURENCES



If a section has multiple meeting times, a special identifier (MMP) will be displayed in the name. MMP stands for Multiple Meeting Pattern. The Speedbook/Edit Event form will display a tab for each of the meeting times that the section has been given in Banner.



If a section is cross‐listed, then XL will be in the course name. The Edit Event form’scalendar view displays the cross‐listed sections, or binding reservations, in the RelatedEvents window. Cross‐listed info can also be found in Worksheet 4 (Review/Modify Page).



LESSON 8:H A i R S iHow to Assign Rooms to Sections

a) Single Meeting Pattern Sectionsb) Preparing Sections to go back to Bannerb) epa g Sect o s to go bac to a ec) Multiple Meeting Pattern Sectionsd) Cross-listed Sections and Cross-listed Sections with

Multiple Meeting Patterns

116

Lesson 8a: Scheduling Single Meeting Pattern Sections

In your My R25 y ypage, Open the Event Directory.



In the Event Directory, go to the Cabinets Tab. Select the appropriate Campus Cabinet and Semester Cabinet.



Select the appropriate College Folder within the Semester Cabinet, and choose a Department Folder to view all academic sections.



In the Department Folder, select a section. Double‐click the section to open the Speedbook/Edit Event Form.



In the Edit Event Form, click on the Worksheet View icon to go to the Define Date/Times Worksheet (Worksheet 1), which will show the meeting days and times.


Exercise 10: Opening a Section

Exercise 10: Go to the event directory and select a department folder. Open a course section and select the worksheet view.


In the Assign Space Worksheet (Worksheet 2) check for an appropriate space b sing a search


In the Assign Space Worksheet (Worksheet 2), check for an appropriate space by using a search method or your favorite spaces. (Hint: It is recommended to search by your favorite spaces. See the “Creating Favorites in R25” Handout to establish your favorite spaces).

To navigate between worksheet pages, use these icons.



The expected head count is automatically brought in from Banner.

Make sure ‘Enforce Min. Capacity’ and ‘Don’t Show Spaces With Conflicts’ are checked.

Click Check to produce a list of spaces that meet the criteria.



From the search results, select your preferred room and click Assign. The Assign Space form will open. Click OK to accept the space assignment.



After assigning a room, the icon will change in the Dates Checked window.

You can also review your room assignment on the Review/Modify Worksheet (Worksheet 4).



If you select a space that is not scheduled by your department, a message will appearinforming you that the space can be requested and requires approval from the roomowner. Select cancel and assign a room that you own.



If you click Continue, the assignment request will be sent to an unmonitored folder and you will not have a room assigned to the section.

If you see this message, and the room is in your Partition, please contact Space Management.

To request a space outside of your department please continue to followTo request a space outside of your department, please continue to follow current procedures and submit written requests to the Scheduling Office.



Once the room is assigned, change the Event State from Tentative to Confirmed. This will help you remember that you have finished working on the section. Save and close the Edit Event form.


Exercise 11: Assign a Room to a Section

Exercise 11: Assign a room to one of your sections.

Remember to change the event state from Tentative to Confirmed.Remember to change the event state from Tentative to Confirmed.


* FLASH BACK* Lesson 4: Modifying Space Assignments

*Remember, these steps are used for both events and class scheduling.

To remove a space assignment…

1. Go to the Review/Modify Worksheet (Worksheet 4)Worksheet (Worksheet 4).

2. Select the name of the space to remove.


*FLASH BACK* Lesson 4: Modifying Space Assignments

3. In the Event Date column, ,select the date(s) that will no longer use the space.

4 Right click and choose4. Right‐click and choose Remove Space Assignment.

5. Click OK in response to the confirmation message.


Exercise 12: Removing a Space Assignment

Exercise 12: Remove the original space assignment.

Assign a new room. Save and close the event.Assign a new room. Save and close the event.


Lesson 8b: Preparing Sections to go back to Banner

In the Event Directory, sections that have been assigned rooms can be identified by the Confirmed event state.

Now it’s time to prepare these sections to be sent back to Banner…Now it s time to prepare these sections to be sent back to Banner…



To send a section(s) back to Banner, first highlight the section(s), then right‐click to show the vCalendar Actions menu. In the menu select Complete To Dos.



When selected, the vCalendar To Do Completion Options window will open.

Select the ‘Event needs a space’ and ‘Event headcount exceeds room capacity’ To‐DoTo Do.

Then select ‘Only complete if the To‐Do is actually resolved’.

Click Process.



Now, highlight the section(s) again and right click to view the drop‐down menu. Select vCalendar Actions and then select Generate REPLY/COUNTER objects.



A message will appear. Click Generate to confirm.

Another message will appear informing you that the section(s) is ready to export. Click OK.

P C l !S E R I E S 2 5 – U S E R S T R A I N I N G M A N U A L

138

Process Complete!


In Banner, the room assignment will be located in the Meeting Location and Credits form.

BEURY 00164



l f k h ( h f / )• Do not alter any information in Worksheet 1 (The Define Date/Times Form).

• Change the event state to ‘Confirmed’ after assigning a room to a section.*Confirmed does not alter any section data in Banner. f y

• Always complete vCalendar Actions when assigning rooms to sections.


Exercise 13: vCalendar Actions

Exercise 13: Prepare your section to go back to Banner by completing the Vcalendar Actions.


Lesson 8c: Scheduling a Course Section with Multiple Meeting Patterns

In Banner, sections with Multiple Meeting Patterns are created in the SSASECT Meeting Time | Meeting Dates form.



In the Meeting Times | Meeting Location and Credits Room form, space assignments are needed for both meeting patterns.



When sections are sent to R25, Multiple Meeting Patterns are easily identified in the Event Directory. A symbol is indicated in th ith th l tt MMPthe course name with the letters MMP.



In the Edit Event form, a tab is present for each meeting pattern. The CRN is shown on each tab.

TAB 1 SHOWN



The second tab has a different meeting pattern that also needs a room assignment.

TAB 2 SHOWN



In Tab 1, go to the Assign Space worksheet and search for an appropriate room and assign it to the section. Do the same for Tab 2.



After room assignments are applied to both meeting patterns, change the event state to Confirmed. Click Save.


Exercise 14: Assign a Room to a MMP Section.

Exercise 14: If a MMP section is available in your department folder, select it and assign rooms to each meeting pattern.

Be sure to change the state from Tentative to Confirmed. Save and close.



As shown in the previous lesson, complete vCalendar Actions for the section.



In Banner, the room assignment will be located in the Meeting Location and Credits form.

BEURY 00301BEURY 00301


Exercise 15: vCalendar Actions for MMP sections

Exercise 15: Prepare the section to go back to Banner by completing the Vcalendar Actions.


Lesson 8d: Scheduling a Cross-listed Section in R25

In Banner, cross‐listed sections are created in the SSAXLST form. A cross‐listed section can have 2 or more sections attached, and each section can have more than one meeting pattern.



The example shows two cross‐listed Biology sections with Multiple Meeting Patterns in Banner.

BIOL 1111.001 CROSS‐LISTED SECTIONS

BIOL 1111.002



In R25, cross‐listed sections are easily identified in the Event Directory. A symbol is indicated in the course name with the l tt XLletters XL.

If the cross‐listed sections have multiple meeting patterns, then MMP will also be present.


A li t d ti i id d Bi di R ti I th C l d i th


A cross‐listed section is considered a Binding Reservation. In the Calendar view the “bound” or cross‐listed sections are shown in the Related Events window.



The related cross‐listed sections can also be found in the Review/Modify worksheet (Worksheet 4).


Exercise 16: Locate a Cross‐listed Section

Exercise 16: In the Event Directory, select a XL section or a MMP XL section. Open the Calendar view in the Edit Event form (Speedbook) to see the Binding Reservation.see the Binding Reservation.

Open the worksheet view and select worksheet 4 to view the additional info of the cross‐listed section.



To assign a room to a MMP XL section, follow the steps for scheduling a section with Multiple Meeting Patterns.


F XL ti th “b d” l t d ti ill t ti ll b i d t th


For XL sections, the “bound” or related sections will automatically be assigned to the same room. If the section has multiple meeting patterns, remember to assign a space to the additional tabs.

*When the room is d it i dremoved, it is removed

from all related sections.


When all room assignments ha e been made change the e ent state to Confirmed and Sa e


When all room assignments have been made, change the event state to Confirmed and Save.

The event state of the related cross‐listed section(s) will NOT be automatically updated to Confirmed. This needs to be changed manually.



Go to the Event Directory and open the related cross‐listed section.



The related cross‐listed section already has a room assignment, which is shown in Worksheet 4. In this example, there is an additional meeting pattern that also needs a space assignment.


Af h i ( b) h b i i h


After each meeting pattern (or tab) has been given a space assignment, change the event state to Confirmed and save the section.


Exercise 17: Schedule a Cross‐listed Section

E i 17 S h d l t th li t d ti If hExercise 17: Schedule a room to the cross‐listed section. If you have a MMP XL section, remember to schedule a room for all meeting times.

Change the event state to Confirmed. Save and close.g

Go to the Event Directory and open the related cross‐listed section. If it’s a MMP XL section remember to assign a room to the additional meeting patternpattern.

Change the state to Confirmed. Save and close.



Vcalendar Actions can be completed for multiple sections at once. Highlight the desired sections and complete the To Dos and Counter File actions.



A message will appear. Click Generate to confirm.

Another message will appear informing you that the section(s) is ready to export. Click OK.

P C l !S E R I E S 2 5 – U S E R S T R A I N I N G M A N U A L

167

Process Complete!


The room assignments are now updated for both sections in Banner.

BIOL 1111.001CROSS‐LISTED SECTIONS

BIOL 1111.002



When a room is assigned to a cross‐listed section, the “bound” or related cross‐listed section will automatically be assigned to the same room.

When the event state of a cross listed section is changed to confirmed theWhen the event state of a cross‐listed section is changed to confirmed, the event state of the related cross‐listed section is NOT automatically updated.

If it is a multiple meeting pattern cross‐listed section remember to assign a room to the additional tabs.

R25 does not calculate expected headcounts for cross‐listed sections, make sure your room capacity will accommodate all related sections


sure your room capacity will accommodate all related sections.


LESSON 9:H C U f l S h f S i DHow to Create Useful Searches for Section Data

• Learn what Searches are used for• How to Modify Admin Searches for your Scheduling Tasks

a) All School or College Sectionsb) All Sections that Exceed Headcountc) All Sections that Need vCal To Dosd) All Sections that have Missing Space Assignments

170

Lesson 9: How to Create Useful Searches for Section Data

SEARCHES AND REPORTS CAN BE USEFUL FOR:

Keeping track of new sections that are imported to R25.

‐or‐or

Checking for sections that do not have space assignments.

or‐or‐

Sections that have not been prepared to go back to Banner.

‐or‐

Sections with expected headcounts that exceed room capacity.


Lesson 9: How to create useful searches for section dataLesson 9: How to Create Useful Searches for Section Data

In the Search tab of the Event Directory the Admin folder has pre‐built searches that anyone can use for their School or College.

All searches can be modified to suit your needs.


y


All School or College Sections (Ex: 200936_BUS_All)

Definition: Shows campus sections for your school or college that are within a particular semester cabinet.



All Sections that Exceed Head Count (Ex: 200936_BUS_All_Exceeds_Head_Count)

Definition: Shows all campus sections that have an expected head count that exceeds the room capacityexpected head count that exceeds the room capacity.



All Sections that Needs vCal To Dos(Ex: 200936_BUS_All_Needs_vCal_ToDo)

Definition: Shows all sections that vCalendar Actions have not been completedhave not been completed.



All Sections that have Missing Space Assignments (Ex: 200936_BUS_All_Missing_Space)

Definition: Shows all sections that do not have room assignmentsassignments.


To modif the ‘All School or College Sections’ search select the appropriate search for o r

Lesson 9a: Modifying the ‘All School or College Sections’ Search

To modify the ‘All School or College Sections’ search select the appropriate search for your School or College from the Admin folder and click Copy.

The search will automatically be moved to the My Searches folder so you can modify it.


Lesson 9a: Modifying the ‘All School or College Sections ‘Search

Select the portion you want to change. Use the Edit button to modify the data. For this search, the Semester Cabinets can be changed as needed.

Select the semester cabinet you desire from the list.Select the semester cabinet you desire from the list. Click OK.



You may also modify what campus sections you want to include. Highlight the Event Types and select Edit to display the Event Types Menu.

In the event types window, select only the campus section type you desire to search for and click OKand click OK.



To run the search, click Search! The results will be displayed in the Matching Events window. You may also give a title to the new search by clicking the Rename button.



You can choose to share the search with other users or keep it for your own records. Once you’ve renamed the search click OK.


Exercise 18: Modify the ‘All Schools or Colleges Sections’ Search

E i 18 S l t th ‘All S h l C ll S ti ’ h f thExercise 18: Select the ‘All School or College Sections’ search from the Admin folder.

Create a copy and change the search criteria.py g

Run the search, then rename it for your records.



Searches can be made as favorites that will be available on your My R25 page.

Select ‘Temporary Search’ to create a new search from scratchSelect ‘Temporary Search’ to create a new search from scratch.

Be careful not to override your updated search by accidentally adding or removing criteria in the search window.


To modif the ‘All Exceed Head Count’ search select the appropriate search for o r

Lesson 9b: Modifying the ‘All Exceeds Head Count’ Search

To modify the ‘All Exceed Head Count’ search, select the appropriate search for your School or College from the Admin folder and click Copy.

The search will automatically be moved to the My Searches folder so you can modify it.


Lesson 9b: Modifying the ‘All Exceed Heads Count’ Search

Select the portion you want to change. Use the Edit button to modify the data. For this search, the Semester Cabinets can be changed as needed.

Select the semester cabinet you desire from the list. Click OK.


Lesson 9b: Modifying the ‘All Exceed Heads Count’ Search

You may also modify what campus sections you want to include. Highlight the Event Types and select Edit to display the Event Types Menu.





It’s not recommended to change the Outstanding Exceeds Headcount vCal To Dos.It s not recommended to change the Outstanding Exceeds Headcount vCal To Dos.


Exercise 19: Modify the ‘All Exceed Head Count’ Search

E i 19 S l t th ‘All E d H d C t’ h f th Ad iExercise 19: Select the ‘All Exceed Head Count’ search from the Admin folder.

Create a copy and change the search criteria.py g



The ‘Need vCal To Do Search’ sho ld onl be re ised for Event Cabinets and Event Types

Lesson 9c: Modifying the ‘All Needs vCal To Do’ Search

The ‘Need vCal To Do Search’ should only be revised for Event Cabinets and Event Types.This search will help you retrieve the sections that you did not process to go back to Banner.Select the admin search for your School or College and click Copy.

h h ill i ll b d h S h f ld dif iThe search will automatically be moved to the My Searches folder so you can modify it.



Select the Event Cabinets set and click Edit to modify the semester year.

Select the semester cabinet you desire from the list. Cli k OKClick OK.



To modify the campus section highlight the Event Types and select Edit to display the Event Types Menu.





It’s not recommended to change the Outstanding Needs Space vCal To Dos.It s not recommended to change the Outstanding Needs Space vCal To Dos.


Exercise 20: Modify the ‘All Needs vCal To Dos’ Search

E i 20 S l t th ‘N d C l T D ’ h f th Ad i f ldExercise 20: Select the ‘Needs vCal To Dos’ search from the Admin folder.

Create a copy and change the search criteria.



Lesson 9d: Modifying the ‘All Missing Space’ Search

The ‘All Missing Space Search’ sho s all sections that do not ha e a space assignment SpaceThe ‘All Missing Space Search’ shows all sections that do not have a space assignment. Space assignments can be dropped due to the ‘roll‐status’ or because of conflicts. To modify the searchselect the appropriate search for your School or College from the Admin folder and click Copy.

The search will automatically be moved to theMy Searches folder so you can modify itThe search will automatically be moved to the My Searches folder so you can modify it.



The ‘Missing Space Search’ is a slightly different from other searches because it only looks for event types that meet within a specific date range. To modify the search, first edit the Event Types to include any of the campus sections you want to review.

In the event types window select only theIn the event types window, select only the campus section type you desire to search for and click OK.



To modify the date range, select Missing space assignments between the preset dates and click Edit.

Set the date range for the Start and End date of the academic semester you are g yworking on and click OK. Click Search to retrieve the sections that have missing rooms.


Exercise 21: Modify the ‘All Missing Space’ Search

E i 21 S l t th ‘All Mi i S ’ h f th Ad i f ldExercise 21: Select the ‘All Missing Space’ search from the Admin folder.

Create a copy and change the search criteria.




LESSON 10:U f l TiUseful Tips

201

Lesson 10 : Useful Tips

When conducting a search, you can work on sections directly from the Events Found window.



S h b d i t t f i i i ti iliSearches can be made into a report for viewing, printing, or emailing purposes.

1. Open the Report Directory.

2. In the Index Tab, select the Academic Term Summary Report.

3. In the Event Search field, select Other Search.

4. When the Select Event Search window opens, select a search and click OK.

5. Click the Preview icon to open up report as a PDF document. It may take several minutes depending upon the size of the report.

Tip: If you want to print the report without previewing, click the print icon . To


email the report, click the email icon .


In R25, assign only 1 room to a course, per meeting pattern (or tab.)If you assign more than 1 room per tab, the room assignment will not export to Banner.p



If R25 prompts you to request a space, do not click Continue. If you do,the room assignment will be considered PENDING and will not be actedupon. In Worksheet 4 (Review/Modify Worksheet), a hallow cube iconill i di t d th t h t i d th i twill indicated that you have not received the assignment.



In R25, do not cancel a section. This action should ONLY be done in Banner.

When a section is cancelled in Banner it does not import to R25.



In R25, you can see who modified an event or section in the EventDirectory’s Modified By column. If the section has been updated by theR25/Banner interface you will see the code R25SISIF.



If you need help, use your resources!

Pressing F1 on your keyboard will open the R25 Help Menu.

The On‐Demand Web Tutorials and User Guide will be available until July 2011. Click the link of your My R25 Homepage. Username: temple_TTP. Password: templeOwls


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