Astra Schedule User Guide Scheduler

Astra Schedule User Guide 7.5.12 Scheduler 1 P a g e

ASTRA SCHEDULE USER GUIDE 7.5.12... 1 LOGGING INTO ASTRA SCHEDULE... 3 LOGIN CREDENTIALS... 3 WORKING WITH CALENDARS... 4 CHOOSING A CALENDAR AND FILTER... 4 TOOLBAR & NAVIGATION... 4 DAY AND WEEK FORMAT... 5 ROOM LIST... 6 PRINTING GRIDS... 7 CUSTOM GRID FILTERS... 8 SAVING FILTERS... 10 EXPORTING TO EXCEL... 10 EVENT SCHEDULING... 11 USING THE SCHEDULING GRID CALENDAR... 11 USING THE EVENT WIZARD... 12 ADD MEETINGS TO AN EVENT... 14 MEETING RECURRENCE TYPES... 14 Single Meeting(s)... 14 Recurring... 15 Spanning... 15 ADD MEETING TO AN EVENT... 16 SCHEDULE ROOMS FOR MEETINGS... 17 EDITING EVENTS SINGLE EVENT... 19 EDITING EVENTS MULTIPLE EVENT MEETINGS (MULTI-EDIT)... 20 SLIDE FEATURE... 20 CLONING EVENTS... 21 REQUESTING A ROOM FOR AN EVENT(S)... 22 ACADEMICS... 26 WORKING WITH RESOURCES... 29 PEOPLE... 30 PEOPLE... 30 CUSTOMERS... 30 REPORTING... 31 TIPS... 33 ONLINE RESOURCES... 33 2 P a g e

Logging into Astra Schedule From your browser, go to the following internet address: test link: http://astrawebt.scuad.scu.edu/astrat/portal/guestportal.aspx prod link: http://astra.scu.edu/astraschedule7/portal/customercontactportal.aspx You should now be at the Astra Schedule login page. Login Credentials: The first time you login to Ad Astra, your login credentials will be as follows: User Name type your username (i.e. SJOHNSON) Password type your password Click Log In. Note: If you fail to remember your login information in the future, please send a request to gguerrero@scu.edu for assistance. 3 P a g e

Working with Calendars To access the grids, click on the Scheduling Grids option from the Calendars tab. Choosing a Calendar and Filter If more than one Scheduling Grid is available to you, you may choose between different options using the Choose Calendar drop-down menu. Upon selecting a new saved grid, the display will refresh with that grid's default view and filter applied. Pre-defined filters can be associated with saved calendars. If the selected grid includes pre-defined filters, you may choose between the saved filters using the Filter drop-down menu. Upon selecting a filter, the contents of the grid being viewed will update accordingly. Toolbar & Navigation A user may choose to view either the Day or Week grid format, and navigate through a list of either rooms or resources. The list of rooms is presented on the left, and activities using the applicable room will appear as shaded cells in the grid to the right. The grid toolbar, shown below, can be used to edit the date, filters, format, and settings of the grids. or Paging controls, provided at the bottom of the screen, can be used to navigate pages, set page size, and export results 4 P a g e

Day and Week Format The Day view of the Grid displays each item s schedule on a single row. This view provides immediate feedback on availability and usage for a single day, across a page full of rooms at a time. The Week view of the grid requires that you select the room or resource you would like to view from the list on the left. This view provides immediate feedback on availability and usage for a full week (or date range - see below) at once. Additionally, the Week view includes a feature that allows you to specify a date range. When viewing a date range instead of a single week, all activities that occur during the entire range will be shown together. This feature is useful when searching for an available time slot for a recurring activity. 5 P a g e

To specify a date range while in Week view, click the "End Date..." option to the right of the date selector. When an end date is selected, the grid will refresh, and the selected date will be displayed to indicate that you are viewing a date range. Click the X to remove the end date and return to standard week behavior. NOTE: Keep in mind that when using the date range feature of the weekly grid, the dates displayed for the week represent the first week in your range. Room List In both the Day and Week format, a list of rooms is displayed on the left. In Day format, each row represents that item's schedule (based on filter settings) for the date selected. In Week format, you must click a room on the list to view its weekly schedule. You may add, remove, resize, and reorder columns in the room and resource panel as desired. To add or remove columns, click the down arrow to the right of any column in the panel and then choose "Columns" to see the list of available columns. Either add or remove check marks to add and remove columns from the panel. 6 P a g e

To resize columns, hover your cursor over the line to the right of the column you wish to resize and then click and drag right or left. To reorder columns, click in the header of the column you with to move and then drag it to another position. Release the column when the position arrows are in the desired location. Printing Grids Starting with version 7.5.12, a print option is provided for the Scheduling Grids. This feature provides a printer-friendly format for both the daily and weekly versions of the grids that can be printed using your browser's native print utility. To print from the Scheduling Grids, perform the following: 1. Click the Scheduling Grids option from the Calendars tab. 2. Select the Grid format desired, and use the filters and navigation tools to display the information you would like to print. 3. Click print button in the upper right corner of the screen. 4. When the printer-friendly view appears, find your browser's print utility. Depending on your browser, the print options may be displayed automatically, or you may need to choose Print from a menu. 5. You may wish to change the paper format to landscape, depending on the calendar format being printed. 6. Be sure to select the option to print background colors and images in your browser print/page setup options. 7. Print the view. 8. When finished, close the printer friendly view and return to the application. 7 P a g e

Custom Grid Filters You may create a custom search or filter. Start by clicking the search toggle button to expand the filter. A keyword search field and various filter choices are available within the filter panel. For individual filter choices, use the + button, if provided, to select one or more filter items from the list. Otherwise, you may toggle filter items on and off by removing or adding the check mark. Filter items may be permanently removed by using the red X. The Filter option is available for use on the left side of the page. click bottom of the screen to produce results. at the 8 P a g e

NOTE: Keep in mind that some departments place room blocks for various reasons (i.e. maintenance, multi-day event, etc.) Make sure a checkmark is placed in the Include Room Usage Controls. 9 P a g e

Saving Filters Your favorite filters may be saved. You may specify any combination of these filter options to customize the data that is displayed on your calendar, grid, or list. The saved filter toolbar is included at the top of the filter panel. When filter selections are made, the saved filter tool will display "custom" to indicate that manual filtering is being applied. To save the filter selections for reuse at a later time, perform the following: 1. Select the filter options you would like to save in the filter panel. 2. Click the save button in the saved filter toolbar. 3. Enter a name for your saved filter. 4. Place a check in the box labeled Set as Default Filter if you would like the saved filter to be applied by default when visiting the page. NOTE: If no default is specified, filtered lists will remember the last filter applied when returning to the page. Exporting to Excel The activities being displayed by a grid and its current associated filter can be exported to Excel at any time, assuming that the custom filter panel has been provided on the grid. To export to a spreadsheet, click the Excel icon in the upper right corner of the filter panel. On the "open" dialog window, choose either "Open with" or "Save", and click OK. All of the summary information and associated ID values available for the current grid view are exported to a spreadsheet, as shown below. 10 P a g e

Event Scheduling Using the Scheduling Grid Calendar You may use the Scheduling Grids to easily create new simple events using the Quick Event form. To facilitate the event creation process, the Quick Event form automatically detects the time and date, and pre-filters your room selection to match the grid view. To create a new event directly from a grid, perform the following: 1. Open the daily or weekly Scheduling Grid and use the filters and/or room list to find an open time and room in which you'd like to place an event. 2. Hover over an open time on the grid and click, or click and drag to select a time range. The Quick Event form will open. 3. In the Quick Event form, fill out all necessary information. If your calendar filter selection includes multiple rooms, the Location drop-down list will include the rooms in your filter. Select the room into which you would like to schedule the event. 4. Click Save to save and return to the calendar. 11 P a g e

NOTE: You may also send email confirmations using the Send Notification button, or jump directly to the long event form using the Advanced Event Form button. Using the Event Wizard The Event Wizard guides you through the event creation process, providing access to commonly used event scheduling features in the order that makes the most sense. The tool is designed to help beginning users complete the steps required for event creation, and as a quick, simple way for advanced users to create basic events. The Event Wizard can be accessed from the Events Tab. Once launched, navigation through the Wizard is possible by using either a series of tabs provided at the upper left side of the form, NOTE: The Resources tab is currently not being used by SCU. Fill in all the necessary information in each tab, Click Send Event Summary to send an event summary message. 12 P a g e

Events Drag & Drop Event Editing Starting with version 7.5.12, the Scheduling Grids allow drag-and-drop editing for event meetings. You may click and drag an end time to change the duration of a meeting, or drag an entire event meeting to another time, day, or room, depending on the grid. NOTE: Drag and drop editing is only applicable for individual event meetings, and does not apply to a recurring series or academic sections. To edit an event meeting using drag and drop, perform the following: 1. Open the daily or weekly Scheduling Grid and locate an event meeting you would like to edit. 2. To edit the meeting's duration, hover over the end of the meeting. When the arrow indicator is displayed, click and drag either right (Day Grid) or down (Week Grid) to edit the end time as desired. 3. To move the entire meeting, click and drag the meeting cell to a different time, room (Day Grid), or date (Week Grid). 4. Upon releasing your mouse button, the system will prompt you to confirm your change. 5. Click Yes to save your change 13 P a g e

Add Meetings to an Event The event meeting contains the specific time, date, and location information for the occurrence. An event can have one or many meetings, each of which has details that can be managed individually. In addition to times, dates, and location, the meeting details also include the meeting name, type, status, customer and contact and attendance values. The Add Event Meetings window consists of general meeting information, meeting recurrence details including times and date(s), and a list of any meetings created during a single session. The general meeting information entered in the top panel is added to any meetings created when the Create button is clicked. This information can be edited for the next meetings created, applying different meeting names, types, and other information to the different meetings. Meeting Recurrence Types There are three different types of meeting recurrence that can be defined: single meeting(s), recurring, or spanning. Single Meeting(s) The default meeting option when creating meetings is Single Meeting(s). Using this option you can enter a time, browse dates on the calendars, and quickly select one or more meeting dates. Using this option you can create single date meetings or multi-select dates to create a meeting "group". Meeting groups are displayed as a single row in lists and can be expanded to view individual dates if desired. When creating multiple meeting dates as a group, the system will prompt you for a group name. This name is displayed for the roll-up event meeting row in lists. 14 P a g e

Notice in the example below that 6 dates were selected, resulting in a meeting group that can be expanded to reveal the 6 instances. Meeting groups can be edited and scheduled as a series. NOTE: If you only want single meeting instances, be sure to clear the calendar selection (unlick the dates already in the Meetings area) between meetings to avoid the creation of groups and duplicating meetings. Recurring The Recurring option allows you to define a pattern to create a recurring series of meetings. A recurring meeting will appear on lists as a single row that can be expanded to view its meeting dates, as show below. Recurring meetings can be edited and scheduled as a series. Spanning The Spanning option allows you to create a single meeting that occurs continuously from one day to another, across midnight. In the example below, the single meeting created begins at 8 AM on one day and ends at 5 PM two days later. 15 P a g e

Add Meeting to an Event 1. Click Edit on the event detail form or click the edit icon for an event on the event list. 2. In the Meetings section of the form, click Add Meeting. 3. Enter a Meeting Name if different than the event name. 4. Select a Meeting Type from the list. 5. Enter a meeting description if desired, or click to Copy from Event. 6. Enter a Max Attendance value if different from the event record. This value is used to filter your room search to appropriately sized rooms. 7. Enter meeting notes if desired, or click to Copy from Event. 8. Enter date and time information for the meeting(s) and specify recurrence information if applicable. 9. Click Create to add your meeting(s) to the meeting list panel on the right. 10. Repeat steps as needed to build a list of all additional meetings you would like to add. 11. Click OK. 16 P a g e

Schedule Rooms for Meetings 1. Click Edit on the event detail form or click the edit icon for an event on the event list. 2. In the Meetings section, place a check mark in the box to the left of each meeting to which you would like to assign a room. 3. Click Assign Rooms. The event room assignment matrix will be displayed, showing a list of rooms on the left, and the selected meetings across the top. This tool allows you to filter (and optionally save filters) the list of rooms and then select an available room for each meeting. Notice that recurring meetings and meeting groups are displayed as a single column to make room assignment easier. You may click the plus sign to expand and view and assign individual dates as shown below. 17 P a g e

Available = all meetings will be in the same room. Unavailable = room not available at date/time specified Conflicts (7 of 23) = the room is available for 7 of the 23 meetings 4. Filter the list if needed using the filter controls in the left panel and select an available room cell for your meeting(s). 5. Click OK. 6. Click Save on the event screen. 18 P a g e

Editing Events Single Event 1. Select the Event you want to edit via the Event List (Events tab) or the Scheduling Grid by hovering over the Event and clicking the link. 2. Click on the button. 3. Select the meeting by clicking check box next to it. Click on to change the event status, add Setup/Teardown Windows, etc. 4. Click Apply. 5. Click Save. 1. Select Meeting you want to modify 2. Make changes 6. Once you hit the Save button you can click on the and add any further notes, comments, etc. NOTE: The button displays all the history related to the event. 19 P a g e

Editing Events Multiple Event Meetings (Multi-Edit) Multiple meetings within a single event can be edited all at once using the multi-edit feature. Most meeting attributes can be edited in this way, including meeting names, types, statuses, times and dates, customer contact, and related activities. Room and resource assignments can be made in a similar way using the Assign Rooms option on the meeting list tab. To edit multiple meetings at once, perform the following: 1. Select multiple meetings using the boxes on the left and click Edit Selected. 2. In the Edit Event Meetings window, enter the change you would like to apply to the meetings you selected. 3. Click Apply to update the selected meetings. 4. Save your event. Slide Feature The multi-edit tool includes the ability to not only make specific time/date changes, but also to move the time and/or date of all selected meetings by a certain amount. This feature allows you to select 20 P a g e

meetings with varying dates and times and move them all forward or backward by the same number of hours or days. To activate the Slide feature, click the Slide option next to the date and/or time fields as shown below. Enter a number of hours/minutes and/or days to indicate the magnitude of the change. You may use a negative number to indicate a backward slide. Click Apply as usual to update the selected meetings. Cloning Events As a time-saving feature, an existing event can be copied forward to a new date or dates. The clone process creates a new event record and copies all of the event and meeting details. 1. Select the Event you would like to clone. 2. Click Clone Event at the top of the event form. 3. On the Clone Event box, enter a new event name and date. The new event date entered here becomes the new event's earliest meeting date. If there are other meetings, their dates will be based on this new date and created or offset as applicable. 4. Click OK. The system will generate and display the new event. 5. Review the new event and make any required changes and then click Save. The system will verify the availability of any assigned rooms and resources and save your event. When cloning an event it doesn't bring over additional contacts or ad hoc contacts, brings over room which shows up at the top of list as "Selected" 21 P a g e

Requesting a Room for an Event(s) NOTE: Please use this feature to request space outside your area/building. 1. Locate and click on the Events tab and then click Event Request link. 2. Choose the correct Request Form using the drop down box and click Next. 3. Enter all the required information for the form. All required information is marked with an asterisk (*). 22 P a g e

4. Now you can select how often this event/meeting occurs. You have the options of Single, Recurring and Spanning. 23 P a g e

c. Click on Create b. Select Start and End Time a. Select Date Note: Astra always defaults to the current day, if you need to select another day it will be highlighted in blue. 5. Your meeting will now appear in the Meetings section. If you would like to Assign a Room, click the check box next to the meeting you would like to schedule, then Click icon. 24 P a g e

Note: Double-click the Room box to alphabetize the list of rooms. 1. Select Room 2. Click O.K. 6. Your meeting will now appear in the Meetings section with the selected room. Click the Submit button at the top left corner and your meeting will be submitted for approval. You will receive a confirmation email. Click the icon to go back to the Events Main page. 25 P a g e

Academics Locate and click on the Academics tab and then the Sections link. The Filter option is available for use on the left side of the page. You must click the check boxes for all filters you are interested in applying and click at the bottom of the screen to produce results. Your Filter options are: a. Keyword- You type text here to narrow down choices (Ex: Type ACTG and click search). b. Start Date c. End Date d. Days Met- If you only want to see classes held on a specific day or days, then use this filter. e. Invalid Mtg. Pattern- Not currently used. f. Arranged- Not currently used. g. Is Exam- Not currently used. h. View Section- Not currently used. i. View Meeting- Always use as default. j. Term- All terms from 3200 forward. k. Subject- All Subject codes for courses created in PeopleSoft listed. l. Course- All courses created in PeopleSoft listed. m. Instructor n. Campus- Always defaults to SCU. o. Building- Provides check box of every building in Astra. p. Room- Provides check box of every room in Astra. q. Department - Not currently used. 26 P a g e

If you have a certain set of subjects, courses, buildings, rooms, etc. you wish to be your default view every time, you have the option to create multiple filters and set a default. Having a filter for each term may come in handy. To better explain, let s act as if you are a scheduler in charge of only Biology courses for the Fall 2013 term and you want that set as your default view when you open this screen each time. To do so, take the following steps: 1. Select the appropriate filters and click search. 2. At the bottom left of the screen, click on the save disk icon. 3. Type any name you like to identify your filter (in this example for Biology Fall 2013 classes only), click on Set as Default Filter, and click ok. 27 P a g e

You may now select other criteria and create as many additional filters as you like without selecting the Set as Default Filter. Again, when you open this screen your default filter will automatically open. To open an additional filter you created, click the appropriate down arrow on the bottom left of your screen as highlighted below, click the desired filter name, and finally click search to view your desired results. To change the default filter to another previously created filter, click the wrench icon the appropriate check box of your preferred default filter, and click ok. as seen below, click NOTE: If needed, click on the red X from this screen to delete a previously created filter. 28 P a g e

Working with Resources Locate and click on the Resources tab and then the Rooms link. Your Filter options are: a. Room Number- You type text here to narrow down choices (Ex: Type ACTG and click search). b. Campus- Always defaults to SCU. c. Building- Provides check box of every building in Astra. d. Region- groups of rooms that should be used to help define scheduling preferences. e. Room Type-describes the purpose of a room and is used as a scheduling preference for academic sections. You have the same capabilities of creating additional filters and saving them using the toolbar as described above. 29 P a g e

People Locate and click on the People tab and then the People link. People This area simply shares with you who has been listed in Ad Astra or who may still need to be provided appropriate access if not listed. Customers Provides a list of all the Customers(departments) at SCU and the associated People within the department. 30 P a g e

Reporting 1. Click on the Reports tab. 2. Click on the Reports link. The list of available reports is displayed. 3. Identify the report you would like to view and click the report name. 4. If the report includes any user-configurable parameters, these options are displayed in the panel to the left of the report viewer. a. Click on parameter b. Enter Values c. Click OK 5. Click Apply to view your results. 6. If you would like to Save your results, click on the export icon to select the file format. 31 P a g e

7. Select the file format and click Export. A separate window will open with your report. NOTE: It is best to select the File Format, Microsoft Excel (97-2003) Data-Only because this will allow you to create filters easily. 32 P a g e

Tips If you are requesting space outside your area, please use the Event Request Forms. Why? Event will show up as incomplete for scheduler of that space. You will not be guaranteed your request. Double-click the top portion of Room box to alphabetize the list of rooms when assigning rooms to events. Cross-listed courses show up as orange on the calendar. Multiple meetings within a single event can be edited all at once using the multi-edit feature. Final Exams are set up as Events. Event Statuses: o Scheduled - All meetings have assigned rooms and no room or resource requests are pending approval. Scheduled events will show up green on calendar. o Incomplete - One or more meetings needs a room assigned, or has a requested room or resource that requires approval. o Requested an event/meeting has been requested but not yet approved. Requested events will show up light green on calendar. o Pending - The event was intentionally labeled as pending by the event scheduler. All meetings are pending. All room and resource bookings are pending and reserved. Pending events will show up yellow on calendar. o Canceled - The event record was canceled by an event scheduler, and/or all event meetings are canceled. Associated rooms and resources are no longer reserved. o Scheduled Setup/Teardown - will show up as green on calendar. Online Resources Please visit www.scu.edu/studentrecords/astra for updated documents and videos. 33 P a g e