Information Technology Services

New Event Scheduling System Brings Ease-of-Use to Dartmouth Community

Today, Information Technology Services (ITS) plays its part in rolling out the Dartmouth Event Management System (EMS). The new service, which is replacing the R25 scheduling system, allows students, faculty, and staff to manage meetings, complex events, and academic courses.

EMS will help Dartmouth maximize the use of existing space by providing members of the community with an easy-to-use interface for reviewing and requesting access to rooms across campus.

“With EMS, Dartmouth users will have an easy and fast online tool to search and request rooms,” says Jim Alberghini, Manager of Conferences & Events. “The ability to book rooms through Outlook will lead to increased collaboration.”

The new system provides one streamlined service for requesting space, media support, furniture setups, and even video capture.

Nancy Miller, Event Facilitator for Conferences & Events says EMS users will be able to see more upfront information about spaces they want to reserve: “It will give them different configurations for spaces and how those configurations will affect capacity. It will also allow them to see photos and diagrams of what the room will look like.”

ITS Collaboration

Members of Classroom Technologies, the Media Production Group, as well as Institutional Information Systems & Services (IISS) participated in the EMS project.

In IISS, the Application Infrastructure Team, Web and Academic Development Team, Database Administrators, and System Administrators had responsibilities of hardware and application setup and installation. The Packaged Applications team was part of the project from the needs assessment phase to implementation. Their diverse responsibilities included project management, system implementation, configuration, as well as training and testing.

Technical Project Manager Lori Corrette: “We’ve seen how EMS will streamline workflow processes between departments that use the system, from Conferences & Events to Classroom Technologies. We believe the new system will be a more user-friendly process for those who make web requests, as well as for facilitators who use the desktop application.”

 Andrew Faunce, Associate Director of Academic and Campus Technology Services was a member of both the EMS Project Management Team and the EMS Communications Team. The Classroom Technology Services team, which he leads, provides media support to campus events: “What we hope we have done by introducing EMS is radically improved while simplifying the process by which our community accesses its physical spaces and the support they need within those spaces. I think it is a great improvement.”

A Better Way

Andrew convened A&S and professional school technology service providers to see how EMS could provide a better way for event planners to request services. The previous service, R25, required triangulated coordination between Conferences and Events, the customer (the faculty or department requesting the event), and Andrew’s team.

Now, EMS will allow each service provider to list its room’s features and a catalog of services available in each room.  This helps customers schedule the best location and then select from a list of services available at that location. Communications are facilitated by workflows where it’s easy to see the status of an event and quickly determine what information is needed to reach agreement.

“The EMS customer confirmation and our work orders have the same user-friendly service descriptions and instructions for technicians and customers alike, so everyone can be on the same page,” Andrew says. “We’re excited to be using EMS. We expect it will make it easier to satisfy common event services needs so that we can spend more time on truly novel academic and event opportunities.”

Michael Murray, Associate Director of Media Production, was on the project’s configuration team, which worked to adapt EMS to the Dartmouth environment.

The Media Production Group, which provides video services in Dartmouth spaces, had not used R25 when it was available.

Michael believes EMS will provide an opportunity for the department to integrate its service offerings with other service providers on campus. “Hopefully, this will make it easier for our customers to navigate the event scheduling process,” he says. “For many events, conferences, and lectures there are a lot of moving parts. EMS should help everyone — customers and service providers — manage the process better. It’s been a lot of work but having a single integrated scheduling system on campus should help everyone.”

 

Questions about EMS?

Contact:

event.management.system@dartmouth.edu

Learn more:

http://sites.dartmouth.edu/ems

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Information Technology Services