Transcript Slide 1

The Journey to find a
Comprehensive Online
Scheduling System
University of Texas at Arlington


25,000 students
Tests offered:








Credit-by-Exam
Placement
Distance Ed
Miller Analogies
Institutional SAT
HESI A2
Major Field Test
TEXES Teacher
Certification Exams
University of Texas at Arlington







Computer lab with 10
workstations
Seminar Room with 10 seats
Classroom space on campus
2 individual rooms
2 Testing Specialists
1 Graduate Student
3,000 exams administered
Old Scheduling System

TESS – Test Evaluation and Service Site






Web-based for staff
Staff enters all examinees
Staff cancels or modifies all appointments
Ability to have multiple tests in one room at
same time
Ability to have multiple exams across campus
scheduled
Reason to change



No longer supported by vendor
Security issues
Calendar ended in December 2010
Scheduling System Needs








On-line self-registration and pay
Verification that examinee understands rules
Admission ticket for examinee
Reminder to examinee
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.
Flexible scheduling
Reports




Student Roster
Test Center volume
Changes to examinee registration
Payment tracking
Research






Register Blast
Appointment Plus
SARS
Titanium
Service Buzz
TimeTrade
TimeTrade, Inc.


Configured Solution
Payment option not included









Link to UTA payment site
Track student payment
Multiple site scheduling
Multiple test scheduling
Flexible scheduling
E-mail confirmation and reminders to
examinees
Easy to open/close sessions
Comprehensive rules structure
Great people to work with
Implementation





October 2008 Contract
Detailed information provided on
needs
Copied test information from prior
scheduling system
One-on-one phone meetings and email with Client Service Consultant
Go live May 2009


Waited for UT Arlington payment portal
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
appointment scheduling
solutions to many
different types of
organizations
“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.”

Founded in 2000

Appointment scheduling
is our sole focus

We offer…
• Turnkey solutions that are quick to implement
•
Embeddable solutions that can be integrated with
other systems using a Services-Oriented Architecture
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
Roles-Based
Permissions
Business
Rules
Easily
Configurable
Scheduling at UTA
BEFORE TimeTrade

Registration



Modify or cancel appointment




Registering the student was an administrative
task.
5 minutes per student to register which had to
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 two minute task for each reschedule or cancel.
Payment


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.
Scheduling at UTA
USING TimeTrade

Registration



Modify or cancel appointment




Student registers self over the internet.
Very few calls of students needing help.
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


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!!!
Results

Lab seat maximization
Easy to open lab times
 Easy to restrict certain exams
 Utilization increase 100 exams
since April 2009

Future Plans


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.
Contact Info
Connie Lorick
Assistant Director
UT Arlington Testing Services
817-272-2944
[email protected]
Glen Hoffman
Sr. Sales Engineer
TimeTrade Systems
781-541-5871
[email protected]
Find out more about TimeTrade
at the Exhibitor’s Fair tomorrow!