1. Integrated Reservation and Scheduling Software Discussion of the University of Connecticut’s web based operational software program Presented by Margaret Malmborg, Manager UConn Lodewick Visitors Center

2. Overview History/Background Program structure Component features Future plans Questions

3. In the beginning…. Printed paper copies of student work schedules Time consuming to notify students of changes Ineffective process – could not update in a timely manner What we needed…. Ability to eliminate errors and constant revisions On demand access to most up-to-date information

4. Barriers to Change Lack of vendor options Existing scheduling programs did not meet our needs Customized programs were cost prohibitive

5. How we changed...... Created in-house by UConn’s Internet Services with student tech support Using same language as previous versions of our web based reservation and scheduling programs Development and enhancement is an ongoing process and student employees provide feedback

6. HuskyTrax Lodewick Visitor Center operational program Integrates both tour reservation and scheduling software programs into one dynamic program Automated functionality combined with customization functions Web based

7. The “Techno-jargon” Written in object oriented PHP 4.3.0. with 15,000+ lines of code Uses MySQL database backend HTML, CSS, Javascript Uses Redmine as an internal issue tracker Uses Subversion as a version control system

8. HuskyTrax structure Tour reservations component manages all functions of tour reservations Staff Scheduling component manages all functions relating to generating staff schedules Schedule component managing shifts and schedules

9. Tour Reservations Collect relevant information to email visitor a tour confirmation and a reminder to guests Automatically sends data to Admissions for import into Peoplesoft system Autolink to Google maps for customized directions and map After hours visitors self-registration

10. Monthly view of reservations

11. Visitor Reservation

12. Group Reservations

13. Colleague Functions

14. Colleague Availability

15. Generating Schedule Apply defined templates Set schedule date range Define # of staff per shift “Create shifts” function “Fill shifts” function

16. Template Functions

17. Colleague Schedule

18. Requesting Coverage Colleagues can request coverage or switch of shift thru HuskyTrax. Place a request on the Coverage Board and other Colleagues can respond Approval is done by Manager and automatically updates the work schedule to reflect changes.

19. Reports

20. Demonstration of actual program HuskyTrax is programmed by the Internet Services (division of University Communications) and used/designed by Lodewick Visitors Center managers The program is adaptable and has been modified for use for Residential Life and our Student Activities department.

21. HuskyTrax – The Next Generation Adding more fields for employee information such as majors, in/out of state, experience level that will be included when matching leaders for tour Using requested number of hours to fill desk/tour shifts Dashboard of updated info for students and administrators Information Services/University Directories integrated into the system Colleague tests