Examples of Use in Other Organizations
The narratives below demonstrate how different types of organizations can use ResSched to meet their business goals. These examples are just some of the many ways ResSched can help.
College Audio-Visual Department
Phil is the manager of the Audio-Visual Department at a small college on the East Coast. Owing to successive budget cuts, he lost the person who manually kept track of equipment loans to other departments. As a result, Phil's daily activities are mostly concerned with providing audio-visual equipment to various other departments on campus and servicing equipment before it is sent out. To help him in this task, Phil uses ResSched to keep track of all the equipment in his department.
One of the first things Phil did when he obtained ResSched was change the generic labels that are standard on ResSched. He opened System Settings (File>System Settings) and clicked the Labels tab. He then changed the ResSched Booking term to "Location," the ResSched Resource term to "Equipment," and the ResSched Client term to "Department." This allows him to deliver specific equipment to the exact room in a specific department.
But getting the equipment to and from each room on time is a continuing challenge for Phil.
Being short staffed, Phil lends out equipment with the understanding that his staff will deliver it but instructors must return it when their lectures are over. Over the years, however, Phil has observed that many instructors fail to return borrowed equipment on time. Consequently, Phil never assumes that the booked times for a piece of equipment correspond to the actual times it is out. By tracking the booked times against the actual times, he is able to charge those departments a late fee. ResSched allows him to continue this practice. In System Settings (File>System Settings), Phil clicks the 'Enable actual times' check box on the General tab. When he creates a new booking, he enters the start and end times on the General tab, but he also records the Actual start and end times on the Actual Times tab.
Another feature of ResSched that Phil uses is pooled resources, or in his case, pooled equipment. For example, he has 10 DVD players that are in constant use. He's not concerned about identifying which unit is assigned to which location, as all the DVD players are the same make and model. Nonetheless, Phil must carefully track the whereabouts of these machines because the demand for them is so high. A quick way for him to do this is to view the availability of pooled equipment (Schedule>Availability>Pooled Equipment). By entering the name of the pooled equipment and any date in a week, he can see when and how many DVD players have been booked.
Mary Ellen is the Administrative Assistant at the Stay Well Physiotherapy Center. She uses ResSched to track all the appointments for individual therapists.
As soon she installed ResSched, she changed the generic labels to ones that are more suitable for her needs. She opened System Settings (File>System Settings) and clicked the Labels tab. She then changed the ResSched Booking term to "Procedure," the ResSched Resource term to "Therapist," and the ResSched Client term to "Patient."
When a new patient reports to the clinic, Mary Ellen opens a new patient window (Patient>Add Patient) and fills in all the information about that person, paying particular attention to the name of a contact person, and using the Misc. field at the bottom of the window to enter the patient's medical plan name and number.
Since she has a database program installed on her computer, and she is comfortable using it, Mary Ellen ordered and installed the appropriate Open Data Base Connectivity driver that allows her database program to generate custom reports from ResSched.
Heavy Equipment Contractor
Ted is the office manager at Double D Contractors, a family-owned company that specializes in earth moving, road building and other categories involving heavy equipment.
To accommodate his requirements, Ted changed some of the generic labels in ResSched. In System Settings (File>System Settings), he clicked the Labels tab and then changed the ResSched Booking term to "Location," he left the Resource label as is (where the term means both equipment and an operator), and he also left the Client term as is.
Since most projects needing heavy equipment require days or weeks to complete, Ted has bookings that end on a different day than when they start. To accommodate them, he opens System Settings, turned on 'Locations cross midnight' and then set 90 days as the maximum length of a booking occurrence. Then, when he makes a booking (Location>Add Location) he is able to enter both the Start Date and End Date for each commitment of resources in the Add/Update Location window.
Ted has entered each piece of equipment in ResSched using the Add/Update Resource window. To see all his equipment bookings displayed on a single window, Ted used the Add/Update Resource Groups window to create a Resource Group for equipment and called it 'EQUIPMENT'.
Ted also knows that for each piece of heavy equipment in his inventory, several operators are trained to use it. Consequently, he used the Add/Update Resource window to create a list of all personnel. Then, he created Resource Group names corresponding to each type of equipment (e.g., D9 Operators) and used the Add/Update Resource Groups window to add the names of qualified operators to each group. Since many of the operators are qualified to operate more than one piece of equipment, Ted has placed them in more than one Resource Group.
Before Ted makes a booking, he uses the Resource Goup Timeline Schedule window with the time scale set to month to see at a glance which equipment is available when. He enters the month he wants to view, the EQUIPMENT group, and clicks GO. If he has equipment available, he also does the same for the operator group for that equipment.
When Ted makes a booking, he uses the Add/Update Location window to enter the place and time of the booking. Then he goes to the Resource section on the window and clicks the Add button. He selects the piece of equipment he wants and it is added to the booking. He clicks the Add button again, but then clicks on the Resource Group tab to limit the list of resources to just those of the 'Operator' group he wants. He selects the operator from that list, and the operator is added to the list of resources for the booking.
Krista is the office manager of a company, and she needs a better way to schedule the meetings and appointments of managers and staff. Krista is already using ResSched to schedule meeting rooms and equipment, so she has decided to use it for people as well. For scheduling people, Krista has to let people make confidential personal and business appointments for themselves and limit which users can schedule which people.
The first thing Krista does is turn on 'Allow private bookings' in System Settings (File>System Settings). Then she makes a resource entry for each person who is to be scheduled. She knows that user and resource are not the same thing even though they might have the same name.
Krista opens the Add/Update Resource window (Resource>Add Resource) and begins adding the names of the people to the resource list. They are: Bill Smith, IT Manager; Don Smothers, HR Manager; Gayle Wurler, Lab Manager; Joe Rogers, Sales Manager; Joyce Tanner, New Products Manager; and Tina O'Brien, Senior Secretary. Krista makes sure when adding these names to the resource list that she does not check the 'All general users can book' check box on the Authorized Users tab of the Add/Update Resources window. Instead, she adds just the User names of the person, their secretary and their boss to the list of users authorized to book that person.
Now, when people make appointments for themselves that they wish to keep confidential, they simply check the 'Private' box in the Add/Update Booking window. Then, only the person making the booking will be able to see the booking name, client and notes when the schedules are displayed or printed.