For MS Word document, see E-mail from Mon Dec 04 2006 – 10:37:38 PST – http://riondel.library.ubc.ca/maillist/lib-ri-ctee/0612/1657.html
Meeting with Gary Liu re ORS/Event Booking System
21 November 2006
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Item1: Text of Confirmation & Reminder messages generated by the Library Event Registration:
Suggestion 1: “Please ensure you are at the session 5 minutes before its start. Your seat will be given to another attendee after that time, if there is a waitlist.”
A number of suggestions for rewording of the reminder message were submitted, RIC decided to go with Suggestion 1.
In Process
Additional problems with confirmation message:
-when printed runs to two pages Gary will tighten up text to keep print ou to one page (Sure)
- in the “from” address: change to Gary Liu
In Process
ITEM 2 : New suggestion: Add some wording at the top of each registration page that says :
“Please do not be a ‘no-show’; register only for those events you are able to attend.”
Done
ITEM 3 De-registration
“students could not deregister because they could not find their original emails from ORS system”. there is no other way to deregister students or have students deregister themselves from the system.
Note that the ORS is based on attendees email address (not CWL or barcode)
Registrants must use their email registration confirmation message or reminder message to de-register. This will not change.
ITEM 4 corrections are difficult to make (e.g. to search for registrants, to change status, email addresses, etc.)
RIC action item: Gary asked for clarification.
ITEM 5 The honorific is too formal
Honorific is optional, once this choice is deleted from table cannot be easily re-added. Some instructors prefer to have honorific display if available.
Recommend keeping optional honorific.
Feedback from RIC?
ITEM 6 Waitlist: request for ability to edit the waitlist.
Waitlist cutoff default will be set at 10, session author will be able to set to any number they choose.
In process.
ITEM 7 the removal of the 24-hour advance lockout feature.
The Existing lockout feature on the registrants’ side is currently 1 hour for regular events and for term paper clinic, registration is closed after 18:00 the day before the session.
IS Change required?
ITEM 8 the ability for session authors to modify fields about the course, even after the course has been completed.
Gary recommends we do not do this because it will make the database inconsistent, and will cause more problems for future archiving and database maintenance.
Workaround Suggestion: Display of summary of event information as it will appear when ‘published’ after initial entry with query to the session author to review and confirm information is correct. This would give a chance to review before final entry into the database.
ITEM 9: ability to archive older entries and events (after a year the event goes into an archive)
In Process: for now event display order will be changed to descending order. Gary will review to see if he can create an archive. He will need to build a new table and integrate into the system would be helpful to have clarification about functionality expectations.
RIC action item: more direction requested.
ITEM 10: ability to delete entries.
Note: only events that have not yet taken place can be deleted:
How to delete entries?
1. Log on to the event booking system under library staff intranet
2. Click myEvents Naviagtion Bar
3. Scroll down your name from combo box, then press Go button
4. Click Future Link
5. Choose the entry needed
6. There are two button, Update Session and Cancel Session
7. Click Cancel
8. One of the confirmation box “Are you sure you wish to continue?” will pop up
9. Click OK to delete the record, or click Cancel to cancel the deleting action.
IN Process: Gary will create a HELP/FAQ section in the system for these and other instructions, more ideas for FAQ?
ITEM 11: Date error checking – request for reminder via pop-up message when session author books a room a year or more in advance.
RIC Action item: Gary asked RIC to note that the date does popup when user chooses the start session date by clicking the date picker button. Is an additional pop up necessary/desirable?
ITEM 12 :meeting locations & equipment
The ability to add a location to the booking tool that is not on the list.
For instance, if I am planning a staff meeting at Koerner 7 Gas Room or the Woodward Sherrington Room I would like the flexibility to add it.
In Process: Ability to add a location is now available An ADMIN submenu is available but the display needs additional work. Gary is adjusting this recently added feature.
The ability to see what equipment/telecommunications is available at locations. For instance, it would be nice to if locations have a telephone outlet in the event we want to conduct teleconferencing or web casting at these locations, particularly important with UBC-O participation in meeting planning.
In Process: The following new fields with radio buttons for yes/no:
    Telephone outlet
    Internet connectivity
Plus a box for: “other equipment available” will be added.
These will need to be filled in and managed by the person named as room booking contact.
Easiest way to populate the list right now ask everyone concerned to send an email to Gary to have him add the location and contact info into the admin side.
Action item: Gary has sent email to lib-all about this admin feature either asking for email from all bookable room contacts, including IKBLC /The Chapman Learning Commons which he will add or asking those responsible to add themselves. Gary will put his name and a “mailto:” link into this form.
“My preference would be to include ALL meeting room locations the
Library has to offer. If this can’t happen, then can the meeting tool
provide a link to a list of “Other Library Meeting Rooms “that lists who to contact to book these rooms.”
IN PROCESS: Gary has issued email asking for any new locations needing listing and been in contact with UBC O librarian Robert Janke re their room designations.
ITEM 13: Attendee list, request for ability to see the participants email addresses.
DONE
ITEM 14: The ability to see and edit the post session evaluation tool.
Action: Gary wasn’t sure if he could do this. Would require a great deal of time. and a new data table. Requested more input from librarians.
ITEM 15: Enlarge selection boxes for contact and instructors (similar to my Events), to facilitate scrolling and finding.
In Process: Gary will contact requestor directly for clarification.
ITEM 16: Data clean up
• Remove any Event that has no session attached
• Under session date , there are many TBA some of these may be legitimate some not
• Review list of name under contact, instructors, and my Events
There are people listed who no longer work here
Sally Taylor has volunteered to do some of this would, anyone else help out?
Action: Gary send list of names under contact, instructors, and my Events
to Sally Taylor
Meeting finished 1:05pm November 21, 2006
