ASIMUT. online information system. timetabling & planning. event management. customised room booking

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1 ASIMUT online information system timetabling & planning event management customised room booking used by some of the world s best managed schools of music and performing arts

2 ASIMUT for schools of music and performing arts Online information system ASIMUT is an online information and planning system tailor-made for schools of music and performing arts. It is a web application which means you can access it on the internet from any computer, tablet or even smartphone. It is so simple that students and professors will start using it without any introduction, yet flexible and powerful enough to handle the complex timetabling and planning of a large music academy. Timetabling and planning Education in music and performing arts presents a unique planning challenge. Due to the mix of academic classes, individual tutoring, ensemble rehearsals and public performances, timetabling and planning become much more complex than at most other types of educational institutions. ASIMUT has proven its worth by years of successful use at some of the world s greatest academies of music and theatre schools. Event management Planning and executing public events successfully is a challenge in itself. ASIMUT will help you keep track of venue bookings and all the details of each event. It will ensure that everyone involved knows exactly what needs to be done and is kept up to date when something changes. Customised room booking Space for practising and rehearsing is always scarce. ASIMUT lets students and professors easily find and book available rooms online while enforcing rules to ensure fair and equal access. Each school has its own traditions and needs. ASIMUT has a number of different functions, each of which can be customised, individualised and adapted.

3 ASIMUT from a student s point of view I can log in anywhere and see my timetable, including classes, tutoring, rehearsals and concerts. I can see all the details - where and when it takes place as well as info about the teacher and fellow students. I can find and book a room for rehearsing between and after classes. When something changes or is cancelled, I get a message and my online timetable is updated right away. Ida Emily Spang-Hanssen, Student Royal Academy of Music, Aarhus At the RCM we are always looking for ways to put our students needs in focus and help them achieve the highest levels of artistic excellence. Online room booking and schedule information was at the top of the RCM Student Association s agenda, so we were delighted when we found ASIMUT. Nicholas Watkins, Head of ICT Royal College of Music, London Make better use of time and resources ASIMUT makes information available about activities, people and facilities, both online and through touch screens and info-displays in the buildings. Students will always know exactly where and when to attend - they will spend more time studying and rehearsing rather than going in vain to changed or cancelled classes. By giving everyone easy access to the information they need when they need it, your organisation will save time and make better use of available vacant resources.

4 ASIMUT from a professor s point of view Keeping track of all my appointments and students at the academy has become a lot easier since I can find everything on the website. Another useful feature is that I can send an to all the participants in a class by just clicking a link. No more keeping track of countless lists of phone numbers and addresses. Everything seems more flexible - it is much easier to get classes rescheduled, which is essential for me in order to combine my teaching with a career as a performing artist. Niels Ole Bo Johansen, Professor Royal Academy of Music, Aarhus An integrated part of your organisation ASIMUT has two primary interfaces: A public interface accessible to all students, professors and staff and an administrative interface for those working extensively with planning and timetabling. The public interface is integrated in the existing website of your school, aesthetically as well as functionally. Professors and students will regard it as part of your school s website. ASIMUT exists in multiple languages. If yours is not one of them, we would be delighted to add another translation. Managing absence Students and staff can report absence online and those people affected are automatically notified. When a student reports absence, it is automatically reflected on other participants schedules and on attendance registers.

5 ASIMUT from a performance manager s point of view Royal Northern College of Music is a busy concert venue with performances by external artists as well as by college staff and students. We chose ASIMUT because it combines the features we need to manage our concert venues and public events with the advanced timetabling capabilities needed for the academic planning. It was important to us that we would be able to see availability and instantly become aware of clashes when booking students, professors and locations. Clare Preston-Pollitt, Events Manager Royal Northern College of Music, Manchester Advanced event management features ASIMUT can help you manage events ranging from a student s public piano recital to big festivals and conferences spanning many days in multiple locations with hundreds of staff involved. Resources can be allocated and information about all aspects of the event is made available to the relevant people such as sound and light engineers, stage hands, caterers, cleaners etc. When a sound engineer logs in, he immediately knows what is happening and what he is involved in. He has access to all relevant information about each event, including schedule, participants, rider and stage plan. He is alerted if something changes and he can leave notes for other colleagues. When he takes action on a specific task, he may indicate this by clicking it, and immediately everyone will know that it has been taken care of. The event management features were developed in cooperation with Aarhus Concert Hall, the largest concert house in Northern Europe with seven separate venues and several thousand yearly events.

6 ASIMUT from an administrator s point of view Planning activities here at the Royal Academy of Music is a great puzzle. We are many people working on the timetable at the same time allocating the same rooms, professors and students in different contexts. Not only do we need to cooperate to merge all the pieces into a complete picture, we also have all kinds of special considerations to take into account. ASIMUT does not pretend to be able to do our job I can t imagine that any computer system ever could. Rather, it provides the information we need, and it makes it easy for us to collaborate and avoid clashes. It has made our lives a lot easier during the timetabling as well as during the semester. Whenever we need to make a change, we just reschedule - those affected get an and all timetables are updated. Jette J. Jensen, Timetabling Coordinator Royal Academy of Music, Aarhus / Aalborg A simple system for complex tasks ASIMUT is designed with simplicity and flexibility in mind. You can quickly create classes occurring throughout a semester, leaving out predefined holidays, project weeks etc. You can change any aspect of each individual occurrence or all the occurrences of a class in bulk, while previously entered exceptions are left unchanged. For example, you may remove individual students from a class on specific dates to accommodate other events that take precedence like orchestral rehearsals and performances. Modules exist for common tasks like online enrolment, booking reconfirmation, registering attendance etc.

7 ASIMUT from an it manager s point of view Initially we were concerned that we might not be able to integrate the ASIMUT system in our existing IT environment, which is based on Microsoft Sitecore technology and Novell Directory Services, but the people at ASIMUT software did a great job setting up LDAP synchronization. They worked together with the company that created our intranet, to integrate it seamlessly. Although it appears to users as a part of our intranet, it is being hosted by ASI- MUT software, and it is running without need for extra support or maintenance. Niels Augustenborg, Head of the Technical Department Royal Danish Academy of Music, Copenhagen IT managers checklist 99Fully hosted solution - high availability and no local maintenance 99Native web application - no client software maintenance 99Access to competent multilingual helpdesk 99Integrates with existing systems including student registry systems and ERP systems 99Scalable to meet demands of both small and very large institutions 99Compliant with open standards and compatible with major browsers on Mac, Windows, Linux, iphone, Android, etc. 99Single sign-on with a wide range of external authentication sources like Microsoft Active Directory, Novell Directory Services, LDAP etc.

8 PRINTED IN ACCORDANCE WITH NORDIC ECOLABEL STANDARDS ASIMUT software Tel: Fax: Web: Mail: sales@asimut.com Our primary mission at ASIMUT software is to provide and develop the ASIMUT system for institutions of music and performing arts. We take great pride in our customers and thrive on their feedback and suggestions. Thanks to their enthusiasm and involvement, ASIMUT is developing rapidly with new features and improvements being added every month. Do not hesitate to get in touch with us or visit our website to find out more about the latest developments. We are always delighted to show the system either by visiting your school or as a live online presentation. The best way to understand what ASIMUT can do for your organisation is to talk to some of our existing customers. We are happy to put you in touch with the relevant people or to arrange a meeting and demonstration on location. This brochure is available in several languages. Please enquire or download it from our website: Rhythmic Music Conservatory T H E R O Y A L D A N I S H A C A D E M Y O F M U S I C Kolding School of Design Photos in order of appearance: #1 Audience at Aarhus Concert Hall #2 RCM London, main entrance #3 Dennis Jung Møller, student at the Royal Academy of Music Aarhus #4 Professor Niels Ole Bo Johanssen #5 Jacob Lindemann Danielsen #6 Emma Anna Charlotta Axelsson, student at the Royal Academy of Music Aarhus #7 Electromusician Sofus Forsberg in concert #1, #4, #5, #7 by Martin Dam Kristensen #2 by David Iliff, licensed as CC-by-SA 3.0 #3, #6 by Nikolaj Lund