VCCS Business Process Document Campus Community: Events

Transcription

1 VCCS Business Process Document Campus Community: Events Printed: 11/17/2006 Page 1 of 33

2 Table of Contents 1. INTRODUCTION PROCESS OVERVIEW CURRENT PROCESSING INFORMATION PROCESSING MOVING FORWARD OVERVIEW BENEFITS OF UTILIZING PEOPLESOFT EVENTS IMPLEMENTATION PEOPLESOFT SETUP TABLES EVENT TYPE TABLE EVENT RESOURCE CODE TABLE EVENT STAFF CODE TABLE EVENT TEMPLATE TABLE BUSINESS PROCESS DESIGN MAINTAINING EVENTS CREATE EVENT ID EVENT TEMPLATE ENTER MEETING DETAILS TRACK EVENT ATTENDANCE ENTER ATTENDEE FOR EVENT EVENT ATTENDEE ADDRESS SECURITY IMPLICATIONS REPORTS CAMPUS MEETING DISPLAY EVENT SUMMARY PERSON EVENT SUMMARY DATA LOAD IMPLICATIONS GAP ANALYSIS ATTENDEE COUNT LINK TO PS FINANCIALS FOR BILLING WEB REGISTRATION OF EVENTS WORKFLOW BOOK MULTI-ROOM EVENT Printed: 11/17/2006 Page 2 of 33

3 1. Introduction 1.1. Process Overview The Campus Community Events business process using the PeopleSoft (PS) Student Administration (SA) system was evaluated for VCCS during a demonstration session conducted by Jennifer Broome on April 19 and 20 th, Current Processing Information Currently each VCCS College has their own system for tracking events. A few colleges use PeopleSoft Events. Some colleges use Resource 25. Other colleges use their own homegrown system or a system as simple as an Excel spreadsheet or notebook. As a result there is no way to accurately report facility usage or the types of events sponsored by each college or as a system. There is also the potential for room conflicts when all scheduling is not entered in the same database. 3. Processing Moving Forward 3.1. Overview PeopleSoft Events will enable colleges to plan and manage campus events. Colleges and VCCS met in April 2006 to develop system standards that will provide an even and standardized delivery of the Events module to meet the current and future internal and external dictates. These dictates include mandates from the Governor and the Chancellor, as well as day-to-day functional needs of the students, faculties, administrators and constituents Benefits of utilizing PeopleSoft Events Standardized Event Types Standardized Event Template Room conflict checking performed Streamlined processing Eliminates duplicate effort by 23 colleges Provides ability to generate Facility Usage reports Provides ability to generate standard college and system reports Provides Workflow capabilities (future phase) Link to PeopleSoft Financials for customer billing (future phase) 8.9 release includes a NOTIFY icon that uses ad hoc workflow to send immediate and page link to any person in the system (i.e. staff, faculty and coordinators of events) notifying them of a new events created in the system Printed: 11/17/2006 Page 3 of 33

4 3.3. Implementation VCCS Campus Community Events module to be implemented in a phased approach: 1. Phase I Standardization of event types and their corresponding meetings 2. Phase II 3C s Checklists, Comments and Communication. Review customization requests. 3. Phase III Link Campus Community events to billing (via PS Financials). Print contracts. 4. Phase IV Build web registration (with online payment option) for events. Incorporate workflow for automatic notifications or assignments to staff regarding events Printed: 11/17/2006 Page 4 of 33

5 4. PeopleSoft Setup Tables 4.1. Event Type Table Navigation: Home Build Community Events Setup Event Type Table In an effort to promote standardization across the different colleges within VCCS the following Event Type values have been inactivated effective 09/01/06: o ALL o CHOI o CNTR o CNFR o CONC o F&S o GEN o GRAD o MTG o OPHS o PLAY o RSRV o SEMR o STU The following Event Types will become inactive effective 01/01/07. o COM o WKSP o Note: COM and WKSP should not be used for any Events added to PeopleSoft after 07/01/06. They are only remaining active to accommodate data already entered into the system. VCCS Standardized Event Types effective 07/01/06 o COLL VCCS College Event - to be used for faculty/staff, students and internal organizations o COMM Events provided in collaboration with external partners by the college to serve the cultural and educational interests of the local population o CORP This event type should be used only for outside corporation or government agency PeopleSoft Delivered Event Type o CRSE Used by Campus Community installation table as the default event type with standard class scheduling. Printed: 11/17/2006 Page 5 of 33

6 4.2. Event Resource Code Table Navigation: Home Build Community Events Setup Resource Code Table To track fees associated with events, a resource code of FEE will be added to the Event being entered into PeopleSoft. This resource code will only be used for reporting purposes. Phase III of Events implementation will provide the ability to actually enter the FEE and process the billing The following new resource codes were entered: AVP, CATER, FEE, HAND, OTHER, SOFTW and TECH 4.3. Event Staff Code Table Navigation: Home Build Community Events Setup Staff Code Table The following staff codes were entered: CATR, EREP, FACT, FASA, GSPK, MAIN, SECT, STAF and TECH This table was not currently being used for staff event tracking, but will be used moving forward to track staff associated with an Event Printed: 11/17/2006 Page 6 of 33

7 4.4. Event Template Table Navigation: Home Build Community Events Setup Event Template Event templates were set up for the following event types: COLL, CORP and COMM No resources or staff codes were entered for any of the 3 event types Event templates assist as defaults when creating the Event carrying over the event meetings and copying them into the actual event. Resources and Staff can be entered as defaults and added or removed when needed Sample Event Templates for VCCS (COLL, COMM and CORP) Event Template for COLL College Event Printed: 11/17/2006 Page 7 of 33

8 Event Template for COMM Community Event Event Template for CORP Corporate Event Printed: 11/17/2006 Page 8 of 33

9 Recommendation to create additional Campus Meeting Types Translate field name CAMPUS_MTG_TYPE Examples include: o Training o Open House o Play o Recreation/Sports o Rental o Event Printed: 11/17/2006 Page 9 of 33

10 5. BUSINESS PROCESS DESIGN 5.1. Maintaining Events Create Event ID Navigation: Home Build Community Events Use Events o o Click Add a New Value link to create new Event ID The Event ID is a system generated number based on a counter located on the Student Administration Installation table Printed: 11/17/2006 Page 10 of 33

11 Event ID: System generated number assigned as events are entered Description: Name of event or corporation Event Type: College, Community Event or Corporation Academic Institution: VCCS College Event Manager: Optional manager in charge of this event Primary Meeting: Once Event meeting(s) is entered this will display the primary meeting for the event Location: Pulls from the Event meeting page can be an on campus facility, external organization or other location Comment: Enter additional information for the event Printed: 11/17/2006 Page 11 of 33

12 Event Template Copy From Template Event ID: ID carries over from Event tab Event Type: Carries over from Event tab Mtg Type: Click the to identify the particular meeting type used for this event. You can copy 1 meeting or multiple meetings if you are holding multiple meetings for an event. To Meetings Event Mtg: Number is system generated for each meeting row you copy Description: Carries over from Mtg type this can be overridden Campus Meeting Type: carries over from Event meeting template Primary Mtg: Check this box if this is the primary meeting for the event To Resources and To Staff Default from Event template currently this is not being entered on the Event template Enter Meeting Details Navigation: Home Build Community Events Use Meetings Event meetings will be used to track specific details regarding the particular event. Details include: location, time, expected attendance, and event coordinator o You can search by Event Type, Institution, Description or Event ID (if known) Printed: 11/17/2006 Page 12 of 33

13 Event Meeting Page Event Meeting: Sequential number increments for each meeting Description: Comes in from event template, can be overridden if necessary Campus Meeting Type: Comes in from event template, can be overridden if necessary Meeting Date: Date of event Day of the Week: based on meeting date, this is automatically entered Meeting Start Time/End Time: Start time for event (must put in AM/PM) Contact Minutes: Automatically calculated by meeting start/end times Expected Attendance: Number of attendees expected for the event Printed: 11/17/2006 Page 13 of 33

14 Maximum Attendance: Max number of attendees meeting location will not let you book an on campus facility that cannot seat the maximum attendance. If you want to just capture the number of attendees, not attendee names for this event, enter the number of actual or estimated attendees in this field. Phase II of the Events implementation will analyze a customization to provide a field for entering the number of attendees. Comments: Additional information for the event or instructions Meeting Sponsor Campus Coordinator: Comes in from Event Manager field on Event page (person must have bio/demo record in they system) Department Sponsor: Can link an event to a specific department (pulls from department table) Org ID/Organization Contact: If an external organization is link to the event you can bring in the External Organization number and organization contact (if this is being tracked on the External Org table). Currently this is an optional field. Once the External Org table clean-up project is complete, this will become a required field. Other Coordinator: Can pull bio/demo record for any other Coordinator of the event. Person does not have to have a bio/demo record in PeopleSoft. Name: Can free form Last Name,First Name (exactly as shown) into this field Phone: Can free form phone number into this field do not need the / or for phone number, this will format automatically when the page is saved Printed: 11/17/2006 Page 14 of 33

15 Meeting Location Meeting Location Select a location type: Campus Facility pulls from the Facility table (will not let you pick a room that cannot hold the maximum attendance or is already being used for a class/event) External Org Facility If locations are being tracked for External Orgs in your system, can pull a location from that table Other Facility Can free form address Printed: 11/17/2006 Page 15 of 33

16 Meeting Resources Meeting Staff Rsrce Nbr: Sequential number increments for multiple resources Quantity: How many resources needed for the event Resource Code: Pulls from Resource Code table If tracking fee for event, will need code of FEE Description: Can free form specific description for resource code (include amount of fee charged for event) *** Can use + and signs to add multiple resource codes Staff Nbr: Sequential number increments for multiple resources ID: Can pull name from bio/demo pages (EmplID) Name: Can free form Last Name,First Name (exactly as shown) Staff Code: Pulls from staff code table Printed: 11/17/2006 Page 16 of 33

17 Task Description: Can enter specific description for the staff Hours Required: Based on Contact Minutes displays hours required (can be overridden) 5.2. Track Event Attendance Event attendance tracking is not required, but optional if you wish to maintain and report on event attendee information such as: name, address, meetings attending, guest and their relationship. You can also track the status of an attendee: invited, attended, not attend and will attend. Event attendance is currently not being tracked in PeopleSoft for any VCCS colleges. For some colleges, this information is being tracked in an excel spreadsheet or access database Enter Attendee for Event Navigation: Home Build Community Events Use Event Attendance Event ID: Event number you are assigning attendee to Campus Event Attendee: Defaults 0000 increments as attendees are added Academic Institution: VCCS College Event ID: Event number and description Attendee: Attendee number sequential number assigned as attendees are entered Printed: 11/17/2006 Page 17 of 33

18 ID: If attendee already has a bio/demo record, you can prompt on EmplID and the name will populate in the Name field Name: If you do not want to create a bio/demo record for every attendee for an event, you can free form the name (Last Name,First Name) exactly as shown External Org ID: If the attendee is linked to an external org, you can pull up the external org ID from the org table or you can free form the name of the external org Guest of Attendee: If attendee is a guest of another attend; pick the name of the attendee from the prompt box Guest Relationship: You can establish a relationship from one guest to another by indicating the type of relationship Relationships: Hyperlink to relationship pages where you can track specific relationship details and setup joint communications Guest List When you come back in to the event attendee pages, you will see all guests linked to the above attendee and their relationship Guest Name(s): Display only Guest Relationship: Display only Attendee Nbr: Display only Event Attendee Address Event ID: Displays event ID and name of event Attendee: Displays attendee number and name (last name,first name format) Phone Type: Type of phone number being entered Phone: Phone number do not need to enter / or system puts these in on save Country: Country Address 1, 2,3: Street address City: City County: County Postal: Postal Printed: 11/17/2006 Page 18 of 33

19 State: State Attendee s Phones: Hyperlink to additional phones for an attendee (person must have bio/demo record in system) Attendee s Addresses: Hyperlink to additional addresses for an attendee (person must have bio/demo record in system) Printed: 11/17/2006 Page 19 of 33

20 6. Security Implications Event Type Table and Campus Meeting type maintenance will be limited to VCCS staff. Colleges will determine security access to other pages. 7. Reports There are 3 delivered reports with the Events component: Campus Meeting Display, Event Summary and Person Event Summary 7.1. Campus Meeting Display Navigation: Home Build Community Events Inquire Campus Meeting Display The campus meeting display report is run by Facility ID to view all meetings (events) that are being held in this facility. Make sure to change the Meeting Date defaults to the system date (date you are in the system) 7.2. Event Summary Navigation: Home Build Community Events Inquire Event Summary The Event Summary report is run by Event ID or Event Type to get summary information regarding a particular event Event Meeting summary information including date of meeting, attendees, date of event, start time and meeting type Event attendee summary information Printed: 11/17/2006 Page 20 of 33

21 Event Meeting Attendees sort by Event meeting to see list of attendees and their status invited, attended, will attend, not attended. If there are multiple meetings Options for sorting by name and status 7.3. Person Event Summary Navigation: Home Build Community Events Inquire Person Event Summary Person Event Summary report is run by attendee and lists all of the meetings and event information for the attendee Options for sorting are: campus meeting, date/time and status (attend, will attend, not attend, invited) Printed: 11/17/2006 Page 21 of 33

22 8. Data load Implications Phase IV of this project will evaluate a data load from web registration of events to populate event pages in PeopleSoft. Printed: 11/17/2006 Page 22 of 33

23 9. Gap Analysis 9.1. Attendee Count Currently, there is no delivered field for just entering the number of attendees. PeopleSoft calculates the number of attendees based on Event Attendees entered. For many VCCS events, especially Community Service events, no attendee data is collected. Solutions Considered Modification: Create a new field on Event Meeting page for entering the number of attendees Link to PS Financials for Billing Currently, there is no delivered way to link event fees to PS Financials to bill customers. A future phase option will be to build a modification to link Campus Community events to PS Financials Solutions Considered Modification: Build bolt-on page to incorporate billing into events component this page should link to PS Financials either through interface or integration broker. Ability to print the contract for this event will also be included in this phase Web Registration of Events Currently, there is no delivered web functionality for web registration of events. A future phase option will be to incorporate a web page for customers to register for events online. Solutions Considered Modification: Web page should include ability register and pay event fees online and have this update both the Campus Community events pages and PS Financials for event fees 9.4. Workflow In a future phase, workflow will be incorporated to track work lists (assignments or tasks) regarding Campus Community Events to people, staff and event coordinators. Workflow is delivered with PeopleSoft Student Administration but requires additional setup to be implemented. Printed: 11/17/2006 Page 23 of 33

24 10. Book Multi-Room Event Book Multi-Room Event Option 1 (Creating 2 different meetings with 2 different facility IDs) 1. Step 1 Create Event ID Navigation: Home>Build Community>Events>Use Event Copy Event Type of Meeting twice for to book two different rooms for 2 different meetings within an event ***See Section and for detailed information on how to create Event and EventTemplate Printed: 11/17/2006 Page 24 of 33

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26 2. Step 2 Enter Meeting Details (Facility Ids) Navigation: Home>Build Community>Events>Use Meetings Printed: 11/17/2006 Page 26 of 33

27 Enter meeting details for both meetings (i.e. time, sponsor, expected/max attendance) 3. Step 3 Enter Meeting Location Printed: 11/17/2006 Page 27 of 33

28 You will receive the below error if you are attempting to book a facility that has already been assigned to another Event (either course or event). If you receive this error, you will need to pick another facility for this event. You will receive the below error if you are attempting to book a facility where the capacity is smaller than the expected attendance. Either modify the expected attendance or choose a larger facility ***See section for detailed information on entering meeting details Printed: 11/17/2006 Page 28 of 33

29 Book Multi Room Event Option 2 (Where Event that has 2 Meetings and same Facility ID is being used (partitioned) 1. Step 1 Create Event ID Navigation: Home>Build Community>Events>Use Event Printed: 11/17/2006 Page 29 of 33

30 ***See Section and for detailed information on how to create Event and EventTemplate Printed: 11/17/2006 Page 30 of 33

31 2. Step 2 Enter Meeting Details (Facility ID) Navigation: Home>Build Community>Events>Use Meetings Enter meeting details for both meetings (i.e. time, sponsor, expected/max attendance) *** See section for detailed information on entering meeting details Printed: 11/17/2006 Page 31 of 33

32 3. Step 3 Enter Meeting Location(s) Notice that only 1 meeting is assigned with a facility ID. If you try to enter the same facility ID for meeting 2 you will receive the event conflict error (see Option 1) Use Meeting Resources to handle same facility ID (partitioned room) Printed: 11/17/2006 Page 32 of 33

33 4. Step 4 Enter Meeting Resources Resource Codes PART1 and PART2 were setup to handle partitioned rooms. Enter further description (if necessary) Printed: 11/17/2006 Page 33 of 33