IBM TRIRIGA Workplace Reservation Manager empowers customers with the ability to create and manage online reservations for locations, assets (equipment), vehicles and people. This application includes five primary business objects – Location Reservation, Asset Reservation, Vehicle Reservation, Request Central Reservation Request, and the Reservation Manager Form. You can reserve resources for a single (onetime) reservation and for recurring reservations. For Location Reservations, you can add optional services for Room Layouts, Food Service Orders, and Equipment.
There are two primary ways to access the Reservation Forms.
Reservation Manager: The Reservation Manager provides access to ALL reservations from a
single manager. The Reservation Manager is intended for Reservation Coordinators and is not typically available or needed by Request Central users.
Reservation Manager Form: The Reservation Manager Form provides an alternate process for
creating Reservations. It utilizes the ‘Availability’ view, so users can view the availability of resources and modify the timeframe of the Reservation (if needed) prior to creating the Reservation.
My Profile – User Preferences
Users can individualize their IBM TRIRIGA environment by setting preferences in their My Profile record. The My Profile record is available to all users through their Home Portal page. This section covers only those preferences specific to Reserve.
Step My Profile
From the home portal page, select the Welcome <your name> link. My Profile
Your My Profile record opens. The Reserve-related options are located on the Preferences tab.
Note – There are many tabs and sections in a user’s My Profile record. Based on youruser security and company policies, you may only see some of the tabs and sections described.
Preferences tab – Preferred Buildings
Use the Preferred Buildings tab to specify your favorite buildings/structures.
• Select Find
• Select the buildings/structures from the popup query
To Remove Buildings / Structures:
• Select the checkbox in front of the Building(s) / Structure(s) you want to remove from your preferences
• Select Remove
Preferences tab – Preferred Vehicles
Use the Preferred Vehicles tab to specify your favorite Vehicle type(s).
• Select Find
• Select the Vehicle type from the popup query
To Remove Vehicles:
• Select the checkbox in front of the Vehicle(s) you want to remove from your preferences
Step
Preferences tab – Preferred Meeting Spaces
Use the Preferred Meeting Spaces tab to specify your favorite Meeting Spaces.
• Select Find
• Select the spaces from the popup query
To Remove Meeting Spaces:
• Select the checkbox in front of the Meeting Space(s) you want to remove from your preferences
• Select Remove
Note – Preferred Meeting Spaces are displayed in Location queries when searching for available meeting locations.Preferences tab – Preferred Work Spaces
Use the Preferred Work Spaces tab to specify your favorite Work Spaces.
• Select Find
• Select the spaces from the popup query
To Remove Work Spaces:
• Select the checkbox in front of the Work Space(s) you want to remove from your preferences
• Select Remove
Note – Preferred Work Spaces are displayed in Location queries when searching for available workspace locations.
Note – You will only be able to select Workspaces that you are ‘entitled’ to request based on your ‘Functional Role’ in the system.Step
Preferences tab – Reservation Delegates
Use the Reservation Delegates tab to specify people who can make reservations on your behalf.
• Select Find
• Select the people from the popup query
To Remove Reservation Delegates:
• Select the checkbox in front of the Reservation Delegates(s) you want to remove from your preferences
• Select Remove
Note – Anyone you designate here will be able to select your name as the Requested For person on a reservation.Preferences tab – Default Account Codes
Enter your default Account Codes for the services listed. Preferences tab – Credit Card Information
Enter your default Credit Card information.
My Calendar
All IBM TRIRIGA Workplace Reservation Manager users have access to their personal My Calendar, from which they can view their reservations and other commitments, view the calendars of other people and locations depending on setup and security, and create new reservations. Users will see the My
Calendar portal section on their Home page.
The following describes an example of the My Calendar Monthly View.
(A) Organizer Calendar section in the upper left area, listing the names of organizers. (B) Location Calendar section in the lower left area, listing the names and images of rooms. (C) Monthly Calendar section in the main area, showing a monthly display of dates.
The following describes an example of the My Calendar Daily View.
(A) Organizer Calendar section in the upper left area, listing the names of organizers. (B) Location Calendar section in the lower left area, listing the names and images of rooms. (C) Daily Calendar section in the main area, showing a daily display of hours.
The following table gives a more detailed description of the areas.
(A) Organizer Calendar Section: The Organizer Calendar section contains a list of the current
user and all people who have designated in their My Profile record (Preferences section) that the current user can make reservation on their behalf. Selecting a person changes the Calendar to show appointments for the selected person.
(B) Location Calendar Section: The Location Calendar section contains a list of the ‘reservable’
locations. Selecting a location changes the Calendar to show reservations for the selected location. Selecting the Hierarchy action toggles from the Location list view to the Location hierarchy view.
(C) Calendar Section: This section displays the main calendar and calendar appointments for the
person or location selected in the Organizer or Location sections. The name of the selected person or location whose calendar is displayed is shown at the top of this section.
Icons on the top bar of the calendar are used for general navigation:
Select the inner “yellow arrow” icons to change the calendar view forward or backward by one month or day.
Select the outer “yellow arrow” icon to change the calendar view forward or backward by one year or week.
Select the Daily “1” or Monthly “31” calendar view.
(D) Use the drop down list to select the type of reservation you want to create. Once the type is selected click on the Create action. The corresponding reservation form will open. If you have implemented the optional Microsoft Exchange/Outlook integration you will have the option to create an Outlook Appointment directly from within IBM TRIRIGA. This will open the standard Outlook web-client and allow you to make an Outlook appointment.
(E) Calendar notations:
The following conventions are used in the IBM TRIRIGA My Calendar:
‘Blue text’ – Available only if you have implemented the optional Microsoft Exchange/Outlook integration. Outlook appointments that do not have a
corresponding IBM TRIRIGA appointment are displayed with blue text. This is done so you have access to all commitments (both IBM TRIRIGA and non-IBM TRIRIGA) when selecting a date and time for a new reservation. Selecting an appointment will open your Outlook web-client. Based on your implementation, you may be prompted for your Outlook login.
‘Dark green text’ – Reservations for which you are the ‘Organizer’ are shown with dark green text. Selecting a reservation will open the reservation form.
‘Light green text’ – Reservations for which you are an ‘Attendee’ are shown with light green text. Selecting a reservation will open the attendee form.
The following conventions are used in the IBM TRIRIGA My Calendar Monthly View:
‘Multi-Day Meeting’ phrase - Designates a reservation spanning more than one day. ‘All Day’ phrase - Designates a reservation spanning one entire day.
‘Yellow Selector’ icon - When a day on the calendar is filled with reservations the ‘yellow’ selector is displayed. Clicking on the icon will display the daily calendar view.
‘Blue Highlight’ box – When the current day or the selected day on the calendar is selected, the box is highlighted blue. To select a day double-click on the day in the calendar view.
Location Reservations
The Location Reservation business object allows you to reserve locations and other resources or services that are available for the reserved location(s). The locations that can be reserved (such as meeting spaces, work spaces, conference rooms, or training rooms) are setup by the reservation coordinator and application administrator. Using the online Location Reservation form, you can find and select from a list of available locations based on your desired reservation date and time. Once a location is selected you can (if needed and available) select an alternate room layout, order food services, or reserve additional equipment (such as a projector, whiteboard, or printer).
Creating a ‘Onetime’ Location Reservation
The following procedure describes the process of creating a ‘Onetime’ Location Reservation including selecting from available options for Food Services, Room Layout, and Equipment. Depending on your reservation needs and your implementation there are steps that may be skipped.
A ‘onetime’ reservation is a reservation for a single continuous date/time span. Examples include: A reservation for a number of hours on the same day (for example: December 21, 2011 (8am –
11am).
An ‘All Day’ reservation (all day meetings are from 12am to 12am for a single day). A ‘Multi-Day’ reservation (continuous reservation spanning multiple days).
Step
Open your Calendar.
Select the day for the reservation from the Monthly calendar (or the Day and Time from the Daily Calendar) by double-clicking on the day or time slot.
Select Location Reservation from the drop down in the upper right corner of the Calendar. Select the Create action.
The Location Reservation form opens.
Note – The form in this example describes the Concierge or Contact Center form. It contains some tabs and options available only to those users. It is used so that the additional features can be covered. Request Central users may not have access to the following:
• Work Details tab
• Notifications tab
• Notes and Documents tab
• Icon that is displayed only if the Organized By is a member of the Reservation Coordinators security group
Step
Select the Manage Reservations from the first-level Requests menu. Select Location Reservation.
The Location Reservation result page opens.
Select the Add action to make a new Location Reservation.
Note – The form in this example describes the Concierge or Contact Center form. It contains some tabs and options available only to those users. It is used so that the additional features can be covered. Request Central users may not have access to the following:
• Work Details tab
• Notifications tab
• Notes and Documents tab
• Icon that is displayed only if the Organized By is a member of the Reservation Coordinators security group
• All other functionality is available to Request Central users.
General Tab
All information relative to creating a reservation, selecting locations, and requesting services can be performed from the General tab.
Note – The read-only fields in this section are populated when you click the Create Draft action.General Section
Reservation ID Read-only field – populated when you create the record. This ID is your unique reference number for the reservation.
Revision The system displays a numerical value that indicates the number of times the record is revised/modified. You can revise or modify the record by clicking the Revise action that is displayed in the Action bar.
Note – Each time you revise or modify the record, the number is incremented by a value of one.General Section
Status The system displays the current status of the reservation. The different statuses of the reservation are explained below.
Draft - Indicates that a draft copy of the reservation has been created. The system generates the status when you click the Create Draft action in the Action bar.
Review In Progress – Indicates that the record is sent for approval and it is yet to be reviewed by all the members in the distribution list. The system generates this status when you click the Submit action in the Action bar. Issued – The system automatically changes the record status from Review In Progress to Issued when the record is approved by all the members in the distribution list.
Revision in Progress - Indicates that the record is being modified or edited for further changes. The system generates this status when you click the Revise action in the Action bar.
Completed – Indicates that the record is processed and all the tasks that are associated with the reservation are complete. The system displays this status only when you select the Complete action on the action bar.
Retired – Indicates that the record is removed temporarily from the active management list. The system generates this status when you click the Retire action in the Action bar.
Subject Enter the name (subject) of the reservation.
Tip – If you are using the optional integration with Microsoft Exchange/Outlook this field is copied to the ‘subject’ line of the corresponding Outlook appointment.Dates Section
Type The reservation can be:
Onetime, or Recurring
Dates Section
Recurring - Select this option to create a reservation for two or more occurrences. On selecting this option, the system displays the Create Recurring Reservation link.
On clicking the Create Recurring Reservation header link, the Reservat
page opens in a new window where you can enter the event date, recurrence pattern (daily, weekly, etc.), frequency, and select available locations for the occurrences.
ion Event
Start Time Select the date and start time of the reservation.
Note – If you change the date/time of this field after you have selected a Location for the reservation, the system verifies that the Location is available for the revised date/time. If the Location is not available the Start Time and End Time are returned to the original values and you are given a ‘user message’ alerting you to the schedule conflict. If the Location is available for the revised date/time then the Location is automatically updated and reserved for the new date/time. End Time Select the date and end time of the reservation. The system updates the
Duration when this field is entered or changed.
Note – If you change the date/time of this field after you have selected a Location for the reservation, the system verifies that the Location is available for the revised date/time. If the Location is not available the Start Time and End Time are returned to the original values and you are given a ‘user message’ alerting you to the schedule conflict. If the Location is available for the revised date/time then the Location is automatically updated and reserved for the new date/time. Duration The system displays the duration of the reservation. Alternately you can
select a start time and duration and the system will calculate the end time.
Details Section
Requested For Select the person for whom this reservation is created. In the search list, the system displays only the list of people who have added the requestor’s name as a reservation delegate in the Preferences tab of their My Profile record. Select the required personnel record and click OK. The selected person’s name is displayed in this field.
Details Section
Requested By Select the person who is actually requesting this reservation. In the search list, the system displays the list of all records
(Employee/Consultant/External Contact) in the People Manager. Select the respective record(s) and click OK. The selected person’s name is displayed. Organized By By default, the system displays the name of the organizer of the reservation.
If the organizer is a member of the Reservation Coordinator group, then the system displays the Search icon . On selecting this icon, the system displays a list of all personal records in the system. Select the required record and click Ok. The selected person’s name is displayed in the Requestor For field.
The search icon allows a Reservation Coordinator to make a reservation on-behalf of any user of the system.
Reservation Type You can classify the type of reservation (such as meeting, maintenance, conference, training, seminar, etc).
Select a reservation type. In the search list, the system displays the available reservation types that are retrieved from the Reservation Type business object in the Classification hierarchy.
Email Welcome Package
Welcome package documents include documents and links such as directions, local restaurants and hotels, or links to company or internet websites. Welcome package documents are specific to the location being reserved and are determined by the Reservation Coordinator or Application Administrator during setup. Welcome documents give you a way to provide information about a location focused on orientation for visitors who may be visiting the reserved location for the first time.
Select the check box if you require electronic copies of the welcome package documents to be sent to the attendee’s email account. Private This field designates that the reservation is a private reservation.
Locations Sub-Tab
Locations sub-tab
The Locations sub-tab is displayed when the ‘Onetime’ type is selected. The Locations sub-tab is used to:
• Find Location - Find and select available locations for the reservation
• Show Services – Show available services (Room Layout, Food Services, or Equipment) for a
reserved location
• Add to Favorites – Auto-populate the selected location to the user’s My Profile/Favorites
• Remove – Remove a reserved location from the reservation
Tip – On selecting the Find Location action in the Location section bar, the system displays the Select Location Wizard form in a new window. Upon selecting a location (e.g., meeting/work space) from the Select Location Wizard, the system generates a Location Resource record and displays it as a line item on the Reservation. The Location Resource record gives all the details pertaining to the location and any services that have been requested with the location.
Occurrences Sub-Tab
Occurrences sub-tab
The Occurrences sub-tab is displayed when the ‘Recurring’ type is selected.
Note – Refer to the section on Recurring reservations for more detail on the Occurrences sub-tab.Attendees Sub-Tab
Attendees sub-tab
The Attendees sub-tab is used to identify the ‘invitees’ for the reservation. Select the Find
Attendees – External Sub-Tab
Attendees – External sub-tab
The Attendees – External sub-tab can be used to enter ‘ad hoc’ attendees (people who cannot be found in the Select People Wizard and who you don’t need a Visitor record.
• Enter the email address for each person
• Separate email addresses with a comma (for example: [email protected], [email protected])
Tip – If your company is using the optional Microsoft Exchange/Outlook integrationyou can use the Find action to open a form that allows you to search and select people from your corporate email address book.
External Mail Server Search