ACTIVE DATA CALENDAR (ADC) USER GUIDE

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Todd Hopkins
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1 ACTIVE DATA CALENDAR (ADC) USER GUIDE VERSION 0.3 FEBRUARY 10, 2016 Presented by Technology Training Center

2 Active Data Calendar (ADC) User Guide Active Data Calendar The Active Data Calendar (ADC) is the new way to reserve conference rooms for meetings, training sessions, and more. All fields marked with an asterisk are required. Note: The Brault Administration Building is equipped with connections for laptop computers only. If you require college-provided technology, you must schedule your meeting in the Pender Complex. Event Information Enter information into the first three required boxes: Event Name: 100 maximum characters Event Description: 8,000 maximum characters Event Categorization: Choose one of the following: o Collaboration o Interviews o Meeting o Planning o Presentation o Special Event o Staff Meeting Training o Vendor Demonstration o Workshop o Select Multiple Northern Virginia Community College Page 1 FOR OFFICIAL USE ONLY

3 If Select Multiple is chosen for Event Categorization, the following window will appear with check boxes: After making the above selections, enter your information into the Submitter Information section. Here, you may enter in your own information even if you are scheduling the room on behalf of someone else. Under Organization, please indicate your Department/Division. Northern Virginia Community College Page 2 FOR OFFICIAL USE ONLY

4 If you are scheduling the room on behalf of another person and would like to enter in separate contact information, select the My Event Has different Contact Information radio button. After completing all applicable information for Event Information, please click the Add Info button to save your work. Schedule Information Enter the information for your event(s). Choose I know the date/time of my event in order to specifically request a date and time. You may also select the All Day checkbox in order to request the room all day. If you know the date/time for your event, enter that information and click the Choose Schedule button. Note: If you do not specify a start time and end time for your reservation, your request will be denied by the Reservation Manager. Northern Virginia Community College Page 3 FOR OFFICIAL USE ONLY

The below options appear. Each conference room can be selected to see a picture, room capacity, equipment, and the Reservation Managers for the room.

5 The below options appear. Each conference room can be selected to see a picture, room capacity, equipment, and the Reservation Managers for the room. All available rooms within the time you specified will appear. Select the room by using the checkbox on the left, then include the setup time and tear down time (to ensure that reservations do not overlap because of setup time). Northern Virginia Community College Page 4 FOR OFFICIAL USE ONLY

6 Change Facility Filter at the top of the screen allows you to view the room list differently. Selecting View Room Availability will open a Gannt view of all of the rooms in the specified building. Northern Virginia Community College Page 5 FOR OFFICIAL USE ONLY

7 If you aren t sure about the dates/times for your event, selecting the Not sure, but I m flexible radio button option will allow you to search the availability of conference rooms. Northern Virginia Community College Page 6 FOR OFFICIAL USE ONLY

Selecting a location, then a building, and then a conference room will allow you to perform a search for that room between a specified date range and amount of time needed.

The available rooms will appear below, and you can toggle which date you are looking at by selecting Jump to Available Date in the field above.

8 Selecting a location, then a building, and then a conference room will allow you to perform a search for that room between a specified date range and amount of time needed. After making your selection, click the Look Up Availability button. The available rooms will appear below, and you can toggle which date you are looking at by selecting Jump to Available Date in the field above. Select a room by clicking on the check box next to the name of the room. You can also click on the name of each conference room to see a picture of the room, along with any capacity notes and Reservation Manager information, who approves the use of the room. Select a room and then click the Select Room(s) button. Northern Virginia Community College Page 7 FOR OFFICIAL USE ONLY

After selecting a room and clicking on the Select Room(s) button, you will be asked to enter in a start time and end time. The room availability will show above.

If you require college-provided technology, you must schedule your meeting in the Pender Complex.

9 After selecting a room and clicking on the Select Room(s) button, you will be asked to enter in a start time and end time. The room availability will show above. To save your selection, click Select Times. Resource Information Note: The Brault Administration Building is equipped with connections for laptop computers only. If you require college-provided technology, you must schedule your meeting in the Pender Complex. If you need IT personnel or equipment for your event, select the I need a Resource for my event radio button. Select a resource from the Resource Category drop-down box. Northern Virginia Community College Page 8 FOR OFFICIAL USE ONLY

10 If you select Pender Building Equipment, the following will appear: Select the quantity of the item, any notes, and click the Add button. Once you have finished adding your resources click the Choose Resources button to save your selections. If you select Pender Building Personnel, the following will appear: Northern Virginia Community College Page 9 FOR OFFICIAL USE ONLY

When you have filled out all applicable information, click the Submit Request button.

11 Add the amount of support technicians you will need, add any notes, and click the Add button. Once you have added your personnel, click the Choose Resources button to save your work. When you have filled out all applicable information, click the Submit Request button. You will see a confirmation screen (below) alerting you that your request has been successfully submitted. Northern Virginia Community College Page 10 FOR OFFICIAL USE ONLY

12 In addition, you will also receive an confirmation. An example is below: The above confirmation only confirms that your request was submitted successfully. You will receive an additional when the request has been approved. An example is below: From this approval , you can withdraw your submission and cancel your request. Northern Virginia Community College Page 11 FOR OFFICIAL USE ONLY

13 IT Support Contact IT Helpdesk: Phone: Northern Virginia Community College Page 12 FOR OFFICIAL USE ONLY

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