The Journey to find a Comprehensive Online Scheduling System

University of Texas at Arlington 25,000 students 25,000 students Tests offered: Tests offered: Credit-by-Exam Credit-by-Exam Placement Placement Distance Ed Distance Ed Miller Analogies Miller Analogies Institutional SAT Institutional SAT HESI A2 HESI A2 Major Field Test Major Field Test TEXES Teacher Certification Exams TEXES Teacher Certification Exams

University of Texas at Arlington Computer lab with 10 workstations Computer lab with 10 workstations Seminar Room with 10 seats Seminar Room with 10 seats Classroom space on campus Classroom space on campus 2 individual rooms 2 individual rooms 2 Testing Specialists 2 Testing Specialists 1 Graduate Student 1 Graduate Student 3,000 exams administered 3,000 exams administered

Old Scheduling System TESS – Test Evaluation and Service Site TESS – Test Evaluation and Service Site Web-based for staff Web-based for staff Staff enters all examinees Staff enters all examinees Staff cancels or modifies all appointments Staff cancels or modifies all appointments Ability to have multiple tests in one room at same time Ability to have multiple tests in one room at same time Ability to have multiple exams across campus scheduled Ability to have multiple exams across campus scheduled Reason to change Reason to change No longer supported by vendor No longer supported by vendor Security issues Security issues Calendar ended in December 2010 Calendar ended in December 2010

Scheduling System Needs On-line self-registration and pay On-line self-registration and pay Verification that examinee understands rules Verification that examinee understands rules Admission ticket for examinee Admission ticket for examinee Reminder to examinee Reminder to examinee Ability to schedule more than one location and test program at same time Ability to schedule more than one location and test program at same time Schedule more than one test in a room at the same time. Schedule more than one test in a room at the same time. Flexible scheduling Flexible scheduling Reports Reports Student Roster Student Roster Test Center volume Test Center volume Changes to examinee registration Changes to examinee registration Payment tracking Payment tracking

Research Register Blast Register Blast Appointment Plus Appointment Plus SARS SARS Titanium Titanium Service Buzz Service Buzz TimeTrade TimeTrade

TimeTrade, Inc. Configured Solution Configured Solution Payment option not included Payment option not included Link to UTA payment site Link to UTA payment site Track student payment Track student payment Multiple site scheduling Multiple site scheduling Multiple test scheduling Multiple test scheduling Flexible scheduling Flexible scheduling confirmation and reminders to examinees confirmation and reminders to examinees Easy to open/close sessions Easy to open/close sessions Comprehensive rules structure Comprehensive rules structure Great people to work with Great people to work with

Implementation October 2008 Contract October 2008 Contract Detailed information provided on needs Detailed information provided on needs Copied test information from prior scheduling system Copied test information from prior scheduling system One-on-one phone meetings and e- mail with Client Service Consultant One-on-one phone meetings and e- mail with Client Service Consultant Go live May 2009 Go live May 2009 Waited for UT Arlington payment portal Waited for UT Arlington payment portal Started with MFT (Major Field Test) exam which is free to students in order to test system Started with MFT (Major Field Test) exam which is free to students in order to test system

A Daily View of Our Appointments

UT Arlington Test Scheduler DEMO

About TimeTrade The leading provider of The leading provider of appointment scheduling solutions to many different types of organizations Founded in 2000 Founded in 2000 Appointment scheduling Appointment scheduling is our sole focus We offer… We offer… Turnkey solutions that are quick to implement Turnkey solutions that are quick to implement Embeddable solutions that can be integrated with other systems using a Services-Oriented Architecture Embeddable solutions that can be integrated with other systems using a Services-Oriented Architecture “Organizations (large and small) and individual professionals or service providers who invest too much playing the time negotiation game will find what TimeTrade offers attractive.”

Our clients include… Boston University – Graduate Admissions Cape Cod Community College – Distance Learning Columbia College Chicago – Campus Wide Scheduling Harvard University – International Office Advising, Center for Workforce Development Harvard Business School - Alumni career advising North Carolina State University – RESNET Technical Support Northeastern University – Student Fitness Center University of Houston: C.T. Bauer College of Business – Student Advising, Career Services University of South Florida: Sarasota-Manatee – Student Advising and Admissions

TimeTrade at a glance TimeTrade Enterprise Scheduling Engine Resource Schedules Business Rules Easily Configurable Roles-Based Permissions

Scheduling at UTA BEFORE TimeTrade Registration Registration Registering the student was an administrative task. Registering the student was an administrative task. 5 minutes per student to register which had to be done by office personnel. 5 minutes per student to register which had to be done by office personnel. Modify or cancel appointment Modify or cancel appointment Can only be done by office personnel. Can only be done by office personnel. A daunting task that could only be done once before asking the student to pay for this process to be done. A daunting task that could only be done once before asking the student to pay for this process to be done. A two minute task for each reschedule or cancel. A two minute task for each reschedule or cancel. Payment Payment Students had to either pay at Bursar or fax in credit-card payment form. Students had to either pay at Bursar or fax in credit-card payment form. No on-line payment and payments had to be managed by the staff at the testing center. No on-line payment and payments had to be managed by the staff at the testing center.

Registration Registration Student registers self over the internet. Very few calls of students needing help. Modify or cancel appointment Modify or cancel appointment Student can do this themselves over the internet. Students can reschedule as often as they like with no extra fee and no work on the staff time. Some still call us to modify or cancel their appointment especially if they need to change within 24 hours. This was a scheduling business rule we asked to put in place. Payment Payment Student can pay on-line or pay at Bursar. Students save time since no fax transmissions need to be made. 95% pay on-line. The staff at the testing center is rarely involved in these financial transactions. Time Savings of approximately 300 hours per year!!! Scheduling at UTA USING TimeTrade

Results Lab seat maximization Lab seat maximization Easy to open lab times Easy to open lab times Easy to restrict certain exams Easy to restrict certain exams Utilization increase 100 exams since April 2009 Utilization increase 100 exams since April 2009

Future Plans Integrated payment system to request financial transaction before registration. Integrated payment system to request financial transaction before registration. Report on other types of statistical data to gather more information about appointments made at the testing center. Report on other types of statistical data to gather more information about appointments made at the testing center.

Contact Info Connie Lorick Assistant Director UT Arlington Testing Services Glen Hoffman Sr. Sales Engineer TimeTrade Systems Find out more about TimeTrade at the Exhibitor’s Fair tomorrow!