1. Establishing a Web Based Activities and Events Calendar University of Florida IFAS Extension Pete Vergot III, Ph.D. Rod Clouser, Ph.D. Josh Wilson, MBA University of Florida IFAS Extension

2. Introduction University of Florida /IFAS Extension offers numerous types of workshops, seminars, field days and non-formal training to clientele statewide. These activities and events take place at 67 County Extension offices and other county locations, 17 Research and Education Centers and in Departments on campus in Gainesville, Florida.

3. 67 County Extension offices

4. 350+ county faculty

6. Introduction Clientele requested a centralized location to find out what Extension activities and events are being offered across Florida. After a review of the options it was decided that Extension implement a web-based calendaring and scheduling system for managing Extension activities and events via the internet.  Clientele stated that they could not find information of Extension activities and events and where and when they would occur.

7. Objectives Provide a full featured online application which allows the user to keep track of workshops, seminars, field days, class room instruction, producer meetings and events, administrative meetings and agent in-service. Offer a reliable platform and a real time scheduling solution providing a centralized source for all activities and event scheduling needs. Software must provide for the ease of entry by Extension faculty and support staff with many points of entry for information, low initial software costs and low maintenance costs and a complete electronic word search for types of events and activities.

8. Perl Cal http://perlcal.com/index.html Perl Cal web calendar software was selected and implemented

9. Web Address University of Florida IFAS Extension calendar: http://calendar.ifas.ufl.edu

10. Extension Activities Calendar

11. Methodology Developed a method for current and potential Extension clientele to view: what Extension activities and events are being offered statewide where (the location) the Extension activities and events are being offered when (date and time) the Extension activities and events are being offered along with other details when needed who (Extension Agent, Specialist or guest speaker) was teaching

12. Calendar Search

13. Events by Category Agribusiness and Safety Agronomic Crops Build Green and Profit Citrus Community and Economic Development Disaster Preparedness and Recovery Family and Consumer Issues Food and Food Science Fruits and Vegetables Insects, Plant Diseases, and Weeds Lawns, Landscapes and Ornamental Plants Livestock Production Natural Resources and Environment Public Policy Soil and Water Wildlife Pesticide Education and Certification Continuing Education Unit programs Master Gardener Education and Certification 4-H and Youth 4H Camp Events Fairs Holidays

14. Guidelines for Input http://calendar.ifas.ufl.edu/calendar_guidelines.htm http://calendar.ifas.ufl.edu/calendar_guidelines.htm Samples of events that are to be posted All Educational programs workshops and training for clientele Extension Field Days Training for commodity and volunteer groups that are - Extension sponsored where a training event happens 4H Summer Residential and Day Camps Fairs where Extension agents have a role 4H Congress/Legislature Contests Samples of events not to be posted Individual one-on-one consultations 4H club meetings and events 4H Banquets Any personal appointments like office visits, farm visits Professional Association meetings Annual leave time "Office is closed" days Administrative meetings

15. Costs / Resources Needed Web based calendar software – PerlCal - $365 one time fee Web Server: any utilizing a modern Perl build: including - Windows: 5.002+ - Linux/Solaris: 5.001+ Unix - (other): 5.001+ MacOS: Client (Browser): Viewing: Netscape 3.0+, Internet Explorer 3.0+, AOL 3.0+ Updating/Administration (Browser): Netscape 4.0+, Internet Explorer 5.0+, AOL 5.0+

16. Results to Date Recommendations The Extension Calendar assists clientele to determine what educational programs and events are offered across Florida The Extension Calendar assists extension administration in marketing of extension programming throughout the State of Florida to clientele, educational partners and funding sources

17. Partners Florida Farm Bureau Calendar Florida Nurserymen and Growers Association Florida Fruit and Vegetable Association Florida Cattleman’s Association Sugar Cane Growers Cooperative of Florida Florida Strawberry Growers Association Florida Tomato Committee Florida Federation of Fairs and Livestock Shows Tropical Fruit Growers of South Florida Florida Grape Growers Association Florida Forestry Association Florida Turfgrass Association Florida Fern Growers Association Florida Federation of Fairs and Livestock Shows

18. Future Plans Continue to monitor and encourage faculty to post Extension educational events and activities Annually review software and install upgrades as needed Move to a new software platform as needed

19. References PerlCal Acme Software, 160 Cottage St., Natick, MA 01760 USA http://perlcal.com/index.html

20. Pete Vergot III, Ph.D. Northwest District Director and Associate Professor, vergot@ifas.ufl.eduvergot@ifas.ufl.edu Rod Clouser, Ph.D. Northeast District Director and Professor, rlcouser@ifas.ufl.edurlcouser@ifas.ufl.edu Josh Wilson, MBA Computer Application Specialists jowilson@ifas.ufl.edu University of Florida, Extension, Gainesville, Florida 32611