The Event Management Professional System exists to facilitate the coordination of events including booking rooms, documenting event attributes, inviting participants and obtaining feedback about the event. This System includes modules for entering events, event locations, additional information (attributes), participants and feedback questions and answers. This is the professional interface for entering events to be used by departments on campus. Room reservations are confirmed on confirmation screens by facility coordinators. Client interfaces allow invitees to RSVP and offer feedback.
The Event Scheduling Professional e-Services home page is http://www.depauw.edu/e/evt/professional/.
The Events Data Maintenance and Reporting section of the the home page is divided into 3 sections:
- Maintain Event Information. This section allows the user to create new or update existing records for specific activities.
- Enter an Event. This link will open the Event Menu page. Events can be updated or new records created.
Note: See Event Menu.
- Enter Additional Event Locations. This link will open the Event Location Menu. Information concerning scheduled events will be listed on this page. Links on this page allow viewing locations for scheduled events. Event locations can be updated or created.
Note: See Event Location Menu.
- Enter Event Attributes. This link will open the Event Attributes Menu. This page will display scheduled events and then list any additional information concerning the event (attributes). Attributes can be updated or created.
Note: See Event Attributes Menu.
- Enter Event Participants. This link will open the Event Participants Menu. This page will display the scheduled events and the participants invited to the event. Participants can be updated or new participants added.
Note: Edit/Add an Audience link will open the CRM Audience Menu. See CRM Audience Menu and Event Participants Menu.
- Set up a Feedback Form. This link will open the Event Feedback Menu. This page displays the records created to request feed back from event participants. Existing records can be updated and new feedback form records can be generated.
Note: See Event Feedback Menu.
- View Event Information. This section houses the Report Builder link. Clicking on this link will open the Report builder page so that custom reports can be generated.
Note: See e-Services Report Engine Overview. (Will add at later date)
- Event Lists (Excel). This section allows for pulling selected pre-built reports. These reports will be generated in Excel. The following links will generate the respective reports.
- Events
- Locations
- Attributes
- Participants
- Feedback
The Events Dashboard section will display the following counts:
The status of each event is displayed on the Event List.
- Pending. This status means that the event has been entered into the planning calendar, but the room is not reserved. The Facility Coordinator will receive an email alerting them to confirm the event.
- Confirmed. This status means that the event has been entered into the planning calendar and that the room has been reserved. No further action is necessary.
- Conflict. This status means that the event has been entered into the planning calendar, but it does not have a room reservation. The Facility Coordinator has marked it as a conflict. The requester needs to return to the Event Form and update it with a new room selection.
There are five levels of calendar access:
- University Calendar. This is the calendar of events that is open to the public and that is linked from the University Home Page.
- Planning Calendar. This calendar includes all public events on the University Calendar as well as events viewable only to faculty and staff. The intent of the Planning Calendar is to help event planners coordinate their occasion with other activities on campus. This coordination can avoid planning similar events at the same time that might draw from the same audience group.
- Organization. This calendar view includes events that are on the University Calendar, the Planning Calendar as well as events that are viewable to those individuals associated with a University Department. Only individuals in the same department need to see recurring departmental staff meetings.
- Individual. This calendar includes only those events that have been entered or sponsored by the individual logged in to e-Services.
- Do Not Display. Events with this designation will not be displayed on any calendar, but the room reservation will be logged so that no scheduling conflicts occur.
The following is a list of automated Emails sent by the Event Management system:
- Requester Reservation Email
- Facility Coordinator Email
- Planning Calendar Coordinator Email
- Requester Confirmation Email (Available)
- Requester Confirmation Email (Not Available)
- University Calendar Coordinator
- Service Provider Email
- Cancellation Email to Facility Coordinator
- Cancellation Email to Service Providers