Astra Schedule is our facility management system

Size: px

Start display at page:

Download "Astra Schedule is our facility management system"

Dwayne Heath
6 years ago
Views:

1 Astra Schedule

2 Astra Schedule is our facility management system Permissions in Astra are based on Region (Security) Regions are groupings of rooms used by a College or Area Check availability of most campus spaces (CALENDARS) In advance of your classroom change request In preparation to complete the Room/Space Request Form for submission to Facilities Reservations (FRES) Talks to PeopleSoft every 3 minutes (ACADEMICS) Primary scheduling of classes is done in PeopleSoft ONLY Academics (class section) data entered in PS will show up in Astra Contact APSS for special needs, e.g. room double-booking for classes Exclusive use spaces can be scheduled for Events (EVENTS) Astra will lead you to believe you can schedule ANY ROOM; you cannot. All other event scheduling is handled by Facilities Reservations: Resources tab will show you room information (RESOURCES) Reports are available to help (REPORTS)

3 Security Guest Users Campus Users Any employee with a User ID Logging in from a campus machine Any employee with a User ID who has completed the Astra Security form Campus credentials (or using the VPN) Region-specific permissions View access to Scheduling Grids: General Use Conference Rooms, General Use Lecture rooms Create and save Filters Self-booking in Exclusive Use spaces

4 Navigation 3 main tabs (plus information) CALENDARS ACADEMICS EVENTS Plus: Resources Reporting Customize your tabs! Similar to Excel Column selection and sort Section and Column resizing

5 Filters Save time by creating preset filters for things you view the most Filters are tab-specific Set a default filter Set a Clear All filter

CALENDARS tab Available Rooms currently isn t functioning at optimal level; use Event Wizard instead Scheduling Grids At a glance information for a specific space View Day or Week Or Term!

6 CALENDARS tab Available Rooms currently isn t functioning at optimal level; use Event Wizard instead Scheduling Grids At a glance information for a specific space View Day or Week Or Term! Choose Calendar General Use Conference Rooms is default Set Filters We re looking into user-specific default settings All filters create AND statement, except Features Set Parameters Likely questions: Who is in that room right now? When is this room available?

7 Scheduling Grids Filters Room Grid Custom Clear All Showing typical filter choices ----> Columns show/hide Results Day/Week Term End Date Click to create event in your Exclusive Use space Wrench to set flags Print Export to Excel Or, Weekly Room Report

ACADEMICS tab Sections Create a filter for your Subject(s) View Sections Never Add a Section Section data is imported from PeopleSoft every 3 minutes Based on Room changes Some changes are

8 ACADEMICS tab Sections Create a filter for your Subject(s) View Sections Never Add a Section Section data is imported from PeopleSoft every 3 minutes Based on Room changes Some changes are transmitted overnight Notifications is not used at this time Likely questions: Did my PeopleSoft changes import? What section info is in Astra? Does Astra final exam info match PeopleSoft?

9 Sections Best Filters: Start/End Date Term Subject/Course Astra remembers! Note # of results -----> Note Start Dates -----> Columns: Drag, Sort Other filters provide information best found in other ways

EVENTS tab Events Great for finding existing events Schedule an event in your exclusive use space Event Wizard Best Practice for finding available rooms Event Request is not used at this time

10 EVENTS tab Events Great for finding existing events Schedule an event in your exclusive use space Event Wizard Best Practice for finding available rooms Event Request is not used at this time Notifications is not used at this time Likely questions: Did my event get scheduled? What rooms are available for my preferred meeting pattern? Do you schedule a lot of events? Contact Facilities Reservations (fres@csuchico.edu) to set up detailed training!

11 Events Must enter at least one filter Best filters: Start/End Date Customer (dept) Approver or Scheduler Ask us about Customer Contact! Add an Event Only for exclusive use spaces Can also add Quick Event from CALENDARS > Scheduling Grids

12 Add an Event

Add an Event -- Steps: ONLY for your exclusive use spaces! 1. Required* event information: Event Name* Event Type* Owner* Customer* Customer Contact* Estimated Attendance 3.

13 Add an Event -- Steps: ONLY for your exclusive use spaces! 1. Required* event information: Event Name* Event Type* Owner* Customer* Customer Contact* Estimated Attendance 3. Meetings: Assign Rooms Select meeting Set Filter criteria, Search Select from Available, OK 2. Meetings: Add Meeting Meeting Recurrence Create, OK 4. Save Note Event Status!

14 Event Wizard aka Jennifer s favorite tool 1. Event Information Event Name, Event Type; Next 2. Meetings Recurring info; Create; Next 3. Rooms Filter; Search Column sorts

15 Event Wizard results: by Score and by Room, alpha-order

16 RESOURCES tab View your rooms View other people s rooms Notifications is not used at this time Likely questions: What are my exclusive use spaces? What features does a room have? What does the room look like? Who owns that room?

17 REPORTING tab Weekly Room Report Other reports are possible if you can dream it, we can probably find a report for it! You may, or may not, have a list that looks like this ----->

18 Weekly Room Report Select Date = Monday of the week Select Campus, Building, Room click the empty box Apply Astra remembers! 7 Print = printer icon Export (Blue = Sections Green = Events)

19 Troubleshooting Clear State and Reload super refresh, similar to clearing your browser cache Unstick a window Clear custom filters all at once Refresh after software upgrade Let us know about problems!

20 HELP Jennifer L. Aceves, Coordinator of Academic Scheduling and Workload Reporting (but is best) Click on the Astra link on the left navigation bar to find: Astra log in Access request form Helpful guides (in progress ask if you don t see what you re looking for!) This training revised July 11, 2017

Astra Scheduling Grids

Astra Scheduling Grids To access the grids, click on the Scheduling Grids option from the Calendars tab. A default grid will be displayed as defined by the calendar permission within your role. Choosing