Astra Schedule - CSU, Chico Schedule. Astra Schedule is our facility management system Permissions...
Transcript of Astra Schedule - CSU, Chico Schedule. Astra Schedule is our facility management system Permissions...
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Astra Schedule
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Astra Scheduleis 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: http://www.csuchico.edu/fres/index.shtml
Resources tab will show you room information (RESOURCES)
Reports are available to help (REPORTS)
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Security
Guest Users
Any employee with a User ID
Logging in from a campus machine
(or using the VPN)
View access to Scheduling Grids: General Use Conference Rooms, General Use Lecture rooms
Campus Users
Any employee with a User ID who has completed the Astra Security form
Campus credentials
Region-specific permissions
Create and save Filters
Self-booking in Exclusive Use spaces
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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
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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
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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
We’re looking into user-specific default settings
Set Filters All filters create AND statement, except Features
Set Parameters
Likely questions:Who is in that room right now?When is this room available?
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Scheduling Grids
Filters
Custom “Clear All”
Showing typical filter choices ---->
Room
Columns show/hide
Results
Grid
Day/Week
Term End Date
Click to create event in your Exclusive Use space
Wrench to set “flags”
Export to Excel
Or, Weekly Room Report
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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?
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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…
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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
Do you schedule a lot of events? Contact Facilities Reservations ([email protected]) to set up detailed training!
Likely questions:Did my event get scheduled?What rooms are available for my preferred meeting pattern?
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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
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Add an Event
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Add an Event -- Steps:ONLY for your exclusive use spaces!
1. Required* event information: Event Name* Event Type* Owner* Customer* Customer Contact* Estimated Attendance
2. Meetings: Add Meeting Meeting Recurrence
Create, OK
3. Meetings: Assign Rooms Select meeting
Set Filter criteria, Search Select from Available,
OK
4. Save Note Event Status!
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Event Wizardaka Jennifer’s favorite tool
1. Event Information
Event Name, Event Type; Next
2. Meetings
Recurring info; Create; Next
3. Rooms
Filter; Search
Column sorts
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Event Wizard results: by Score and by Room, alpha-order
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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?
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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 ----->
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Weekly Room Report
Select Date = Monday of the week
Select Campus, Building, Room click the empty box
Apply Astra remembers!
Print = printer icon Export (Blue = Sections Green = Events)
7
6
51
23
4
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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!
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HELPJennifer L. Aceves, Coordinator of Academic Scheduling and Workload Reporting
898-4688 (but email is best)
http://www.csuchico.edu/apss
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