Integrated Reservation and Scheduling Software Discussion of the

Integrated Reservation and Scheduling Software Discussion of the University of Connecticut’s web based operational software program Presented by Margaret Malmborg, Manager UConn Lodewick Visitors Center

Overview History/Background Program structure Component features Future plans Questions

In the beginning…. Printed paper copies of student work schedules Time consuming to notify students of changes Ineffective process – could not update in a timely manner What we needed…. Ability to eliminate errors and constant revisions On demand access to most upto-date information

Barriers to Change Lack of vendor options Existing scheduling programs did not meet our needs Customized programs were cost prohibitive

How we changed. . . Created in-house by UConn’s Internet Services with student tech support Using same language as previous versions of our web based reservation and scheduling programs Development and enhancement is an ongoing process and student employees provide feedback

Husky. Trax Lodewick Visitor Center operational program Integrates both tour reservation and scheduling software programs into one dynamic program Automated functionality combined with customization functions Web based

The “Techno-jargon” Written in object oriented PHP 4. 3. 0. with 15, 000+ lines of code Uses My. SQL database backend HTML, CSS, Javascript Uses Redmine as an internal issue tracker Uses Subversion as a version control system

Husky. Trax structure Tour reservations component manages all functions of tour reservations Staff Scheduling component manages all functions relating to generating staff schedules Schedule component managing shifts and schedules

Tour Reservations Collect relevant information to email visitor a tour confirmation and a reminder to guests Automatically sends data to Admissions for import into Peoplesoft system Autolink to Google maps for customized directions and map After hours visitors self-registration

Monthly view of reservations

Visitor Reservation

Group Reservations

Colleague Functions

Colleague Availability

Generating Schedule Apply defined templates Set schedule date range Define # of staff per shift “Create shifts” function “Fill shifts” function

Template Functions

Colleague Schedule

Requesting Coverage Colleagues can request coverage or switch of shift thru Husky. Trax. Place a request on the Coverage Board and other Colleagues can respond Approval is done by Manager and automatically updates the work schedule to reflect changes.

Reports

Demonstration of actual program Husky. Trax is programmed by the Internet Services (division of University Communications) and used/designed by Lodewick Visitors Center managers The program is adaptable and has been modified for use for Residential Life and our Student Activities department.

Husky. Trax – The Next Generation Adding more fields for employee information such as majors, in/out of state, experience level that will be included when matching leaders for tour Using requested number of hours to fill desk/tour shifts Dashboard of updated info for students and administrators Information Services/University Directories integrated into the system Colleague tests