texas regional ad astra summit astra schedule: 10 tips for successful implementation presented by...
TRANSCRIPT
Texas Regional Ad Astra SummitAstra
Schedule:10 tips for successful
implementation
Presented by Becky Brecht, PMPBusiness Analyst, Concordia University Texas
Austin, TX
Texas Regional Ad Astra Summit
Tip #1• identify project team
o sponsor
o project manager
o trainer
o Astra Schedule super-users
• system administrator
• event administrator
• academic administrator
• calendar administrator
Texas Regional Ad Astra Summit
Tip #2• Identify customer groups
o Academic advising
o Admissions
o Athletics
o etc.
• identify roleso event requestors
o deans
o faculty
o general users
Texas Regional Ad Astra Summit
Tip #3• Identify process for ongoing customer support
(Helpdesk) and train support staffo Tier 1: Helpdesk
o Tier 2, 3: Ad Astra
Texas Regional Ad Astra Summit
Tip #4• Create a project schedule and identify
tasks/resources to perform taskso kick-off meeting: get info about people’s ooo schedules for the next
few months; can affect go-live date
o decide on how the team will communicate
o check in with team members and help eliminate barriers to success
o keep lines of communication open with your Ad Astra rep
Texas Regional Ad Astra Summit
Tip #5• Follow up to ensure project is on schedule; don’t
be afraid to push back schedule if neededo better to go ugly early
Texas Regional Ad Astra Summit
Tip #6• Make a communication plan
• Carefully consider timing of messages to different users/groupso Event Requestors
o Deans
o Faculty
• Consider delivery methodo email
o website
Texas Regional Ad Astra Summit
Tip #7• Make a training plan for the different groups;
carefully consider delivery method
• Pass out quick reference handout
• Record training for online viewing by new-hires
• Consider timing of training with communication plan
Texas Regional Ad Astra Summit
Tip #8• Room layouts
o Work with facilities folks and Astra Schedule Event Administrator and Academic Administrator to gain agreement on what room layouts will be loaded into the system for each room, and what the table and chair capacity is for each layout, for each room
o Ensure your room layouts adhere to the fire code
o Use photo and diagram, not same photo twice
Texas Regional Ad Astra Summit
Tip #9• Limit the scope
of your initial implementation
Texas Regional Ad Astra Summit
Tip #10• Know what browsers support your version of Astra
Schedule
• Communicate supported browsers to all users early & often
Texas Regional Ad Astra Summit
Summary1. Identify project team2. Identify groups/roles3. Identify process for ongoing customer support4. Create a project schedule and identify tasks/resources to perform
tasks5. Follow up to ensure project is on schedule; push back schedule if
needed6. Make communication plan; carefully considering the timing of
messages to different users/groups7. Make a training plan for different groups; carefully consider delivery
method8. Room layouts: create different room configs; consider fire code9. Limit scope of initial implementation10. Know & communicate your supported browsers
