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General RequirementsComments
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Comprehensive scheduling system that serves to schedule multiple spaces in multiple campus sites for events and academic classes.
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Users can search for a room on campus that best fits their needs, including building, number of seats, room amenities, etc.
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System allows users (individuals seeking to reserve space) to place requests online pending confirmation.
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System allows for different request levels for those that are part of the institution and external customers. External customers should be able to submit requests for rooms and events.
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System allows for multiple administrators who have access to approve only those events occurring in their area of responsibility
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System allows multiple administrators to set parameters and approve room requests for use in their area of responsibility
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Identify room/space characteristics: Capacity, Equipment/Technology, Accessibility, Furniture, security, restriction type (building/department), room type (lab, fixed seating, tiered), availability
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Include images room/space
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Strong communication system to provide appropriate email enabled notifications as required to ensure that campus Schedulers, Caterers, Facilities, Public Safety, Media Technicians and all other personnel involved in supporting campus events are informed of building space use and needs
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Confirmation email is automatically sent upon approval of reservation
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System does not allow double booking but does provide conflict resolution
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Online Product Help
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User-friendliness:Quick learning curve, Little to no training required for basic room reservations, Intuitive interface, easy data entry, Easy to understand user guides and instructions,
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Fast Performance
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Strong reporting capability (canned reports and customizable)
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Ability to change/update/cancel room reservations/assignments as needed. Describe how change notifications are handled.
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Ability to identify special needs (contracts, fees, media equipment, catering, room use agreements etc.)
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Integrate charges for facilities into scheduling process
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Ability to review proposed results before assigning spaces.
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Ability to conduct “what if” planning scenarios for example in the event that scheduling changes are needed due to a building/floor/area being taken offline.
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Ability to track tax certificate for vendors that will be selling items, both at the city and state level
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Academic Scheduling Requirements
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Ability to assign and track course preferences for example:
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· Capacity
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· Equipment
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· Room type (lab, fixed seating, tiered, etc.)
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· Furniture
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· Audio visual and other classroom technology
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· Other
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Match Faculty or Department room requests to available rooms meeting those needs including technology equipment, special seating arrangements, maps/ charts etc.
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Ability to assign rooms to classes in batch process following import of academic schedule from Banner.
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Academic room schedule view can be available online to all non schedulers
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Ability to override restrictions
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Ability to roll (copy) course preferences and requirements from term to term.
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Software provides flexibility for different room scheduling for Final Exam Week (within term, but different from regular class schedule)
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Describe the capabilities of your software to perform analysis to determine the most effective combination of classroom space utilization and classroom assignment.
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Ability to grant priority to specific departments for specific rooms
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Software allows for moving a single session of a class (for example, moving a class to a computer lab for a single day)
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Events Scheduling Requirements
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Able to identify different set-up and teardown time for different rooms and venues.
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Administrators are able to deny a request for space
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Able to maintain separate inventory of equipment, including furniture (chairs and tables) and AV, for each area of administrator responsibility. As equipment is reserved, inventory notes number of remaining inventory available.
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System automatically notifies support services such as facilities, campus safety, and IT when appropriate event parameters are met. Describe how notification is accomplished.
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Automatic alert of room reservation request is sent to building administrator responsible for approving requests
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Automatic confirmation of reservation is sent to requester once reservation is approved.
Please add ability to generate user agreements/contracts
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Allows users to self-book some rooms while others submit a request pending confirmation.
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Ability to track and include event notes such as contacts, discussions, calls, etc.
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Allows for users to request a recurring event or event with multiple random dates.
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Allow administrators to assign status levels such as “tentative.”
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Allows users and/or administrators to identify user type such as “student group,” “administration,” “academic department,” etc.
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Potential integration with Digital Signage
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Standard catering menus can be loaded in the system with pricing for administrators to select item, quantity, etc.
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Allow set-up and teardown time to change depending on type of event.
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Users have a section to type special request, directions, etc.
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Ability to clarify for requesters advance notice needed for different venues, e.g. meeting rooms may be available immediately while a ballroom requires set-up
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Room Information for users can include pictures, set-up diagrams, set-up possibilities, occupancy, room policies, etc. as appropriate
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Building/room administrator can quickly view the status of building/room usage on any given day
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Technical Requirements
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Prebuilt two-way interface with Ellucian Banner
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· Describe how the interface works
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· Is it real time or batch?
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· What kind of changes can be sent from the scheduling software back to SIS and vice versa.
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· Provide specifications for all the fields that are sent in each direction
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· Describe the method(s) used for data transfer
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· Audio & Video Reservation system integration ( for example, Crestron, MXP, AMX, Magic Info)
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o List the A/V reservation systems with which you integrate.
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· Integration with Google Calendar (Rooms are in Google Calendar)
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Product preference is 100% web-based
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Describe the client software used in your product and list all plugins, web technologies, etc.. necessary for full functionality (e.g. HTML5, Flash, Java, ActiveX) Specify the minimum versions of these plugins if applicable.
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Describe API’s available for custom integration.
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Describe LDAP and/or Active Directory Authentication
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Software must have ability to export schedules and events to be imported in outside calendars
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List all supported server Operating System Platforms. Provide specific versions.
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List all supported Database Platforms. Provide specific versions.
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List all supported Web Server Platforms. Provide specific versions.
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Describe Hosted offerings (Cloud-based)
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