Transcript MEETING ROOM MANAGER - University of Texas System

MEETINGS AT UT SYSTEM
and
MEETING ROOM MANAGER
A joint presentation by
Operations and Support Services
and the
Office of Technology and Information Services
General Guidelines for Meeting
Planning
 Meeting Rooms are for the use by any System
Employee for UT System business.
 Find the room to suit your needs, rather than
booking a room that would require additional
staff time and resources.
 Book rooms with easier public access for
meetings with outside vendors. For example,
use ASH 2 or CLB 3 rather than OHH 4 or
CLB 2.
General Guidelines for Meeting
Planning (continued)
 Per System Policy INT 106 – “Meeting sponsors
must notify ODOP of meetings that will be
attended by more than 10 individuals not
employed at UT System Administration by
submitting the date, time, and location of the
meeting to ODOP at least 48 hours in advance
of the meeting to permit ODOP to plan
accordingly. Attendees may arrive 30 minutes
before the start of the meeting for entry after
checking in with the guard.”
General Guidelines for Meeting
Planning (continued)
 Several rooms have been designated as special
access and can be viewed and booked but
might be subject to request for removal or
rescheduling.
 Please show consideration:
When holding rooms for meetings whose
schedule is not final by releasing reservations
when no longer needed; and
By allowing ample time for Facilities and OTIS
requests; if possible add all requirements
when booking the room.
Meeting Coordinator Responsibilities
 Arrange catering and request beverage service;
 Arrange parking off-site if necessary;
 Edit, create and display presentations (see UT System
Presentation Guidelines);
 Ensure availability of someone at meeting site for
catering, non-UT System guest arrivals, technical issues
and administrative requests; i.e., making copies,
providing supplies, hailing taxis, initiating and
transferring conference calls to conference rooms;
 Ensure proper requests have been made for
arrangement of meeting room furniture and equipment
for any presentations, including outside presentations.
What is Meeting Room Manager?
 An easy-to-use, flexible and customizable
room and resource scheduling solution.
 A tool to increase productivity, reduce
scheduling time, simplify the process and
manage scheduling of resources.
 Allows scheduling of meeting rooms,
technology services and facility services
through one, web-based interface.
Getting Started
Meeting Room Manager can be accessed by
Meeting Coordinators via the internet from UT
System at:
http://ce-breeze.utsystem.local/meeting/
Login using your UT System network logon and
password in the following format:
Username: utsystem\username
Password: your network password
You will be required to edit your user profile
at first log-on.
Specify your user default location if
desired.
Find Resources
To find the room that suits your needs,
click Find Resources.
Check boxes for technical resources, enter
capacity as < or > to list rooms that will
accommodate your capacity and check
“supports catering” if you will be having
food brought in.
Resources
Reserve a Meeting Room
Click Reserve
Enter start date and time, use exact
meeting times not “All Day Event”
Select your meeting room from the list of
Resources
Tabs will appear based on the room
selected.
Specify your General Requirements
Complete General information, Meeting Title, Reservation Type (with
requirements or without), Hosting department, Meeting Coordinator,
Booked by, Total # Attending and # Non-System Guests
Accessing the Outlook Directory
Meeting Room Manager will add and update information in Outlook, however,
Outlook DOES NOT communicate with Meeting Room Manager.
Since MRM uses Active X controls, the security settings for your web browser need
to be adjusted to allow it. Follow the steps below to correct the problem.
Open Internet Explorer, select Tools then the Security tab.
Highlight Internet and click on Custom Level.
Scroll down until you see "Initialize and script ActiveX controls not marked as
safe" and select Prompt.
Click on OK, then Yes to save the change.
Then, highlight Local Intranet and click on Custom Level. Scroll down until you
see "Initialize and script ActiveX controls not marked as safe" and select
Prompt.
 Click on OK, then Yes to save the change. You will only need to do this once.
It is important to select Prompt (not Enable) to preserve critical computer security
but allow known applications to work.
Invite Attendees
Invite Attendees (continued)
Beverage Service
Beverage service should be requested at least
48 hours before the scheduled meeting.
Emergency requests for beverage service must
be made by telephone to Facilities at 322-3760
to verify availability of services.
Changes to beverage requests should be
followed up with a telephone call.
Beverage Service (continued)
To schedule Beverage Service:
Click Beverage Service tab
Click plus sign next to Beverages to see
beverage items, coffee, ice, soda, etc.
Click on the desired item to order
The time will default to 30 minutes before the
start time of your meeting.
If you are scheduling beverages for an all day
meeting, you can change the time to have sodas
delivered in the afternoon, for example.
Beverage Service
Facility Services
Use this tab to request flip charts, additional power requirements, or a
change of room set up (if allowed for that room).
Technology Services
Use this tab to request technology if necessary. If possible, please
select a room that is already equipped to meet your needs.
Parking
 Parking for non-UT employees at UT Complex is
not available for regular meetings. Outside
attendees should park at available meters or in
300 Guadalupe.
 Parking at 300 Guadalupe can be arranged in
advance with APS for meetings.
Parking
Parking for special events or guests (Media, Regental or Presidential)
can be reserved using the Parking tab. ODOP will confirm these
approvals.
SAVE AND CLOSE –
THE MOST IMPORTANT STEP!
 Click Save and Close before navigating away
from the Reservation Form
 Service requests will generate email notifications
to each service provider.
 When services are confirmed you will receive a
confirmation of those services via email.
 Your request will not be complete if you don’t
Save and close!
Updating Meeting Requests
If needs change, find the meeting (see
next slide) and make the needed changes.
Click Save and Close
Find Reservations
To find meetings already scheduled, click
Meetings.
Select location, booked by and/or start
date to narrow the search.
Find Reservations
Logging Off
Logging off allows for easier access for others, logging back on is simple.
For more informationhttp://www.utsystem.edu/facservices/Meeting.htm
http://www.utsystem.edu/facservices/mrm.htm
Questions, comments, suggestions:
 Send email to [email protected]
THANK YOU!
Your Meeting Room Manager Implementation Team
Jim Gray
Jeff Scroggin
Tracie Spillar
Jennifer Stewart
Erica Wagner
Robin Wagner