© Copyright IBM Corp. 2011 i
IBM TRIRIGA
Version 10.0
Reservation Management
User Guide
Note
Before using this information and the product it supports, read the information in “Notices” on page 103.
This edition applies to version 10, release 0, modification 0 of IBM® TRIRIGA® and to all subsequent releases and modifications until otherwise indicated in new editions.
Contents
1.
ABOUT THIS GUIDE ... 1
Conventions ... 1
Intended Audience ... 1
Prerequisites ... 1
Support ... 1
2.
RESERVATION MANAGEMENT ... 2
Reservations – Features and Key Benefits ... 3
IBM TRIRIGA Scheduling and Calendaring ... 4
3.
SETUP ... 5
Classifications ... 5
Calendars and Calendar Details ... 6
Reserve (Scheduling Business Logic) ... 6
Setup for People ... 7
Setup for Buildings with Reservable Spaces or Assets ... 8
Setup for Structures with Reservable Spaces or Assets ... 9
Setup and Configuration for Reservable Spaces ... 10
Setup and Configuration for Reservable Assets ... 15
Setup for Food Services ... 21
Setup for Work Tasks ... 25
4.
RESERVATIONS ... 29
My Profile – User Preferences ... 30
My Calendar ... 32
Location Reservations ... 34
Creating a ‘Onetime’ Location Reservation ... 34
Workspace (Hoteling) Reservations ... 45
Creating a ‘Recurring’ Location Reservation ... 45
Select Location Wizard ... 48
Select People Wizard ... 54
Reserve Event Wizard ... 55
Selecting an Optional Room Layout ... 61
Selecting Optional Food Services ... 62
Selecting Optional Equipment ... 64
Location Line Item ... 65
Work Details Tab ... 67
Asset Reservation Record ... 69
Creating a ‘Onetime’ Asset Reservation ... 69
Creating a ‘Recurring’ Asset Reservation ... 74
Vehicle Reservation Record ... 77
Creating a ‘Onetime’ Vehicle Reservation ... 77
5.
RESERVE WORK TASKS AND FOOD SERVICE POS ... 91
Reserve Work Task Record ... 93
Food Service Purchase Order (Release) ... 94
6.
INTEGRATION ... 96
Microsoft Exchange Integration ... 96
Viewing IBM TRIRIGA Appointments in Microsoft Outlook ... 97
Viewing Microsoft Outlook Appointments in IBM TRIRIGA ... 97
Microsoft Exchange Integration ... 97
WebDAV Information ... 98
Security Credentials Needed ... 99
Authentication to Microsoft Exchange ... 99
Setup ... 100
1. About This Guide
This guide describes the procedures for operating, modifying, and maintaining the Procurement Management application. The guide contains descriptions of the various tabs and their functions.
Conventions
This document uses the following conventions to ensure that it is as easy to read and understand as possible:
Note – A Note provides important information that you should know in addition to the standard details. Often, notes are used to make you aware of the results of actions.
Tip – A Tip adds insightful information that may help you use the system better.
Attention – An Attention notice indicates the possibility of damage to a program, device, system, or data.Intended Audience
This guide is for employees who make reservations for themselves or others, reservation managers, and system personnel responsible for setting up and reserving locations, assets, and vehicles.
Prerequisites
This guide assumes the reader has a basic understanding of the IBM® TRIRIGA® Application Platform and the fundamental concepts required to operate the Web-based IBM TRIRIGA system.
Support
IBM Software Support provides assistance with product defects, answering FAQs, and performing rediscovery. View the IBM Software Support site at
2. Reservation Management
Today’s workplace management team requires tools to manage the reservations of common (shared) work areas (such as workspaces and meeting rooms) and common (shared) equipment (such as projectors, computers, and vehicles) effectively, providing tools to measure utilization to support informed decision-making and capturing incurred costs for accurate charge backs.
The goals are two-fold:
Put the control in the hands of the people using these common use items – the employees – significantly reducing overhead, while allowing for Contact Center and Concierge operations, if desired, and
Directly incorporate ‘service providers’ such as food service vendors, equipment storeroom managers, and facilities staff into the process for work tasks such as setup/breakdown and cleanup.
As the focus on optimizing the corporate investment within the workplace continues to increase, the need for a product that can manage the entire reservation process (from request to fulfillment) becomes increasingly important within the organization.
The IBM TRIRIGA Workplace Reservation Manager application is designed to be a fully functional stand-alone product and does not require any other application to function. IBM TRIRIGA Workplace
Reservation Manager is intended for customers who require advanced reservation management including room setup and breakdown, food ordering, and utilization of existing IBM TRIRIGA Portfolio Data Manager resources including locations (e.g., spaces, meeting rooms), assets (e.g., projectors) and people. The IBM TRIRIGA Workplace Reservation Manager application includes optional integration with Microsoft Exchange and the Microsoft Outlook client for email and calendaring.
IBM TRIRIGA Workplace Reservation Manager includes three types of online reservation services: Reservation Service Description
Location Reservation Location Reservations are used for online booking of rooms (for Meeting Rooms, Workspaces – including hoteling, Off-Site locations, and Wait List requests). Using this online reservation form,
employees can reserve locations and resources such as food services, room layout and equipment as required. Details for the Location Reservation process are explained in “Location Reservations”. Asset Reservation Asset Reservations are used for online booking of equipment (such as
projectors, copiers, printers, and video recorders) or other conference services equipment; however, this reservation service can be used for any asset in the system. Details for the Asset
Reservation Service Description
Vehicle Reservation Vehicle Reservations are used for online booking of vehicles. All details pertaining to the Vehicle Reservation process are explained in “Vehicle Reservation Record”.
In addition, IBM TRIRIGA Workplace Reservation Manager includes integration with conference services and support services such as:
Food Services, Room Layout,
Equipment (required to support a Location Reservation),
Inventory Management (for managing equipment storage locations and distribution), Service Management (for Tasks required to support a reservation, such as room
setup/breakdown, or cleanup), and
Contract Management (for managing Food Service providers, and other internal or external service providers).
Reservations – Features and Key Benefits
Working with a simple web-based interface, the IBM TRIRIGA Workplace Reservation Manager
application provides access to resources such as people, assets or locations by anyone in the company, reducing processing time, paperwork and administration, resulting in fewer clerical errors and
enhanced customer satisfaction. The IBM TRIRIGA Workplace Reservation Manager application provides you with the following key benefits:
A single module that is used for reserving multiple resources and services - locations, vehicles, catering services
Entirely web-based, thereby eliminating implementation time and access Automates any type of reservation request
Customized system access and privileges on a user-by-user basis
Provides necessary information - from photos to floor plans - on resources to help users select the most appropriate resources
Provides automatic e-mail notifications and calendar alerts as reminders Immediately notifies vendors of service needs and creates a traceable record Accepts and stores credit card numbers
IBM TRIRIGA Scheduling and Calendaring
IBM TRIRIGA Workplace Reservation Manager is built using the IBM TRIRIGA Application Platform calendaring engine, which includes the ability to manage ‘reservable’ resources based on:
Availability - (available days and hours, for example Monday – Friday 8:00 am – 5:00 pm), Non-Working Events – (exception days where the resource is not available, such as holidays), Timezone – (the specific time zone of the resource), and
Free Busy Status (commitments against the resource).
Since the calendaring engine is included as part of the IBM TRIRIGA Application Platform, any business object in the system has the potential to be used as a reservable resource. The current release of the IBM TRIRIGA Workplace Reservation Manager application includes reservation objects for Locations and Assets. People are inherently schedulable. The same scheduling engine is used in other IBM TRIRIGA applications, such as resources (People, Assets, Locations, and Organizations) assigned to Tasks. This provides a holistic view of a resource’s availability, by merging commitments from various functional areas.
3. Setup
This chapter discusses the setup required prior to rolling out a Reserve implementation to end-users. The following topics are covered:
Classifications
Calendar Templates and Calendar Details
Setup for People
Setup for Buildings with Reservable Spaces or Assets
Setup for Structures with Reservable Spaces or Assets
Setup and Configuration for Reservable Spaces
Setup and Configuration for Reservable Assets
Setup for Room Layout Options
Setup for Food Services
Setup for Work Tasks
Classifications
The following lists the Classifications used by Reserve: Classification
Business Object
Classification Record
Description Request Class Meeting Space
Reservation
Used on Location Line Items: This is a Request Classification record that is pre-populated on all Meeting Space Reservations. The classification name drives the Work Task process (refer to the section on Setup for Work Tasks).
Request Class Work Space Reservation
Used on Location Line Items: This is a Request Classification record that is pre-populated on all Workspace Reservations. The classification name drives the Work Task process (refer to the section on Setup for Work Tasks).
Request Class Asset Reservation Used on Equipment Asset and Vehicle Line Items: This is a Request Classification record that is pre-populated on all Asset and Vehicle Reservations. The classification name drives the Work Task process
Classification
Business Object Classification Record Description Reservation Type User defined (starter
set included with product)
This classification is used to describe the type of reservation in more detail (such as Banquet, Conference, Fund Raiser, Meeting, and Hoteling Workspace). This field is primarily for reporting and metrics.
Calendars and Calendar Details
In the IBM TRIRIGA system, each Resource (such as a Person, Location, or Asset) can have an
‘availability’ Calendar that shows the Working Days/Hours it is generally available to be scheduled and Non-Working Event days (such as holidays).
Reserve (Scheduling Business Logic)
When the Reserve application searches for available resources (such as Locations, Equipment Assets, or Vehicles) the following logic is applied:
Only resources that are free between the Reservation Start and Reservation End dates/times are displayed. For example: if a Location is reserved by another reservation for the same or overlapping start and end date/time, then it will not be displayed in the Location search. Only resources that are available between the Reservation Start and Reservation End
dates/times are displayed. For example: if a Location Calendar availability is defined as Monday-Friday 8am-5pm and a reservation is for Saturday; or any time outside that defined on the Calendar; or on a Holiday, then it will not be displayed in the Location search.
If a resource does not have an Availability Calendar, then it is assumed to be available 24/7.
Noteof Resources with the exception of People. IBM TRIRIGA assumes that people can be – The IBM TRIRIGA Workplace Reservation Manager system prevents double-booking double-booked (for example: you have two overlapping meetings and will attend one or part or both).To Create a Calendar Record
Step 1 Navigate to Tools > System Setup >Calendars.
To Create a Calendar Record
Step 3 The system opens a Calendar form. In the General section:
ID: Read-only system generated field
Status: Read-only system generated field
Name: Enter a descriptive name for the Calendar.
Step 4 Review or edit the Scheduling Assumptions section:
Working Hours Per Day
Working Days Per Week
Working Days Per Month
Step 5 In the Working Hours section, add a row for each Day/Time combination.
Note – To cover a meal or other break time, enter two lines – one for the pre-break working hours and another for the post-break working hours.Step 6 In the Non-Working Event section, add a row for each Non-Working Event (for example: a company Holiday).
Step 7 Select Create Draft then Activate when done. The product ships with a sample DEFAULT Calendar.
Step 8 Next, in a People record (similar for any Resource), click the Calendar Details tab.
Step 9 For Time Zone, enter the primary time zone for the person.
Step 10 In the Availability Calendar section, select one or more Calendars for the resource (person) using the Find action.
Note – If a resource does not have an Availability Calendar, then it is assumed to be available 24/7.Setup for People
The People Manager contains a central repository for People records. People records are shared across IBM TRIRIGA applications, so they contain information that is used for many purposes. This section describes the minimum basic setup and configuration required to create ‘reservable’ People.
Note – Since People are used by many different users, depending on your system security you may see some or all of the tabs and sections described.To Set Up a People Record
Step 1 In a People record, General tab, complete the following sections and fields as required:
Functional Role: This is the user’s functional role in the company. The field is
used by Reserve when determining if a user is ‘entitled’ to reserve a Workspace or Equipment. Users can only view and select Workspaces or Equipment that their functional role entitles them to.
Step 2 In the Calendar Details tab:
Time Zone: Enter the primary time zone for the person.
Reservable: Check this field to make the person ‘reservable’ in the system.
Mail Server Login: The Mail Server Login is used by the IBM TRIRIGA system when
connecting to the Microsoft Exchange Server.
Availability Calendar: Select one or more Calendar Templates for the person.
This defines the Working Hours and Non-working Events for the person.
Note – Refer to Calendars and Calendar Details for more details on setting up Calendars and applying Calendars to Resources.Step 3 In the Calendar Details tab:
Mail Server Alias: If you track People as ‘resources’ on your external mail server
(for example: Microsoft Exchange), IBM TRIRIGA uses this field to access and read the person’s Microsoft Exchange appointments.
Setup for Buildings with Reservable Spaces or Assets
Welcome Documents and Available Equipment types (Specifications) are set up at the Building level as described in this section.
To Set Up a Building Record with Reservable Spaces or Assets
To Set Up a Building Record with Reservable Spaces or Assets
Step 2 Review the Welcome Package Links section.
Welcome Package Links are specified at the Building level and apply to all reservable spaces within that building. Welcome Package Links can be used to provide links to internet or intranet sites where additional information can be accessed about the subject location (for example: a link to Google Maps for a map of the area and roads near the facility, or a link to a corporate website for travel information). Welcome Package Links are appended to the Reservation notification.
Step 3 In the Welcome Package Links section:
Select the Add action to add a new link. Complete the information on the form and select Save & Close when done.
Select the Find action to associate the building to an existing link record (this may be useful if your link is for an area common to several buildings).
To remove a link, select the check box in front of the link you want to remove and select the Remove action.
Step 4 Review the Equipment section.
The Equipment Section is read-only on the Building record. You do not add or remove equipment (specifications) directly from the Building record. The Equipment
available at a building is defined on the Inventory Primary Location record(s) (described in a separate setup procedure in this document).
This section displays equipment available for the Building. For each reservable Space, you select from this list the equipment you want to make available for that Space.
Setup for Structures with Reservable Spaces or
Assets
Welcome Documents and Available Equipment types (Specifications) are set up at the Structure level as described in this section.
To Set Up a Structure Record with Reservable Spaces or Assets
Step 1 Open the Structure record and select the Reserve tab.
Step 2 Review the Welcome Package Links section.
Welcome Package Links are specified at the Structure level and apply to all reservable spaces within that structure. Welcome Package Links can be used to provide links to
To Set Up a Structure Record with Reservable Spaces or Assets
Step 3 In the Welcome Package Links section:
Select the Add action to add a new link. Complete the information on the form and select Save & Close when done.
Select the Find action to associate the structure to an existing link record (this may be useful if your link is for an area common to several structures).
To remove a link, select the check box in front of the link you want to remove and select the Remove action.
Step 4 Review the Equipment section.
The Equipment Section is read-only on the Structure record. You do not add or remove equipment (specifications) directly from the Structure record. The Equipment available at a structure is defined on the Inventory Primary Location record(s) (described in a separate setup procedure in this document).
This section displays equipment available for the Structure. For each reservable Space you select from this list the equipment you want to make available for that Space.
Setup and Configuration for Reservable Spaces
The Space business object in Locations contains a central repository of all Space records. The Space record is shared across IBM TRIRIGA applications, so it contains information that is used for many purposes. The Reserve tab in the Space record enables the Reservation Coordinator to define the reservation parameters for the space.
Note – Since the Space business object is used by many different users, based on your system security, you may see some or all of the tabs and sections described.To Set Up and Configure Reservable Spaces
Step 1 Open the Space record. The Space record is where most of the setup is done for reservable locations.
To Set Up and Configure Reservable Spaces
Step 2 The General tab contains some key fields used by the reserve application. In the General tab:
Image: This is the image displayed to users on search forms.
Reservable: This field must be checked in order for the space to be considered
‘reservable’ by the system. If it is not checked, the Space will not show on search forms.
Capacity: Enter the capacity for the ‘default’ room layout.
Location Graphic: This is the graphic location for the Space. It is created using
your CAD application with the IBM TRIRIGA CAD Integrator. This is the graphic view used on search forms.
Step 3 Select the Reserve tab. The Reserve tab contains sections and fields required for configuring a Space for the Reserve application.
Step 4 In the Reserve Administration section:
Reserve Meeting Space: Select this check box if the space is a Meeting Space.
Reserve Workspace: Select this check box if the space is a Workspace.
Allow Admin Override: Reserved field.
Reserve Advance Limit: Reserved field.
Reserve Cutoff Time: Reserved field.
Check In Required: Select this check box if you want to enforce Check-In and
Check-Out.
Check-In Buffer before Auto-Cancellation: Select the amount of time after the
check-in time (Reservation Start) that the reservation is held before it is automatically cancelled and made available to others.
Welcome Message: Enter a message to be included as part of the ‘Welcome
Package’ notification.
Usage Cost: Enter the Usage Cost for the Space (for example: $30/hour). The
system uses this cost multiplied by the duration of the reservation to determine the ‘usage’ chargeback for the Space.
Usage Units: Select the unit of measure for the Usage Cost (for example:
$30/hour, $120/day, $1000/occurrence). The system supports hour, day, and occurrence only.
Tip – For Usage Cost, if you do not charge for reserved space enter the number ‘0’.To Set Up and Configure Reservable Spaces
Step 5 In the Reserve Type section, there are three types of reservations:
Reservable: Reservable spaces can be viewed and reserved by any user of the
system. They do not require additional approvals.
Requestable: These are spaces ‘owned’ by a department, agency, or group. They
are displayed in the queries and can be selected for a reservation by any user of the system, but on submit of the reservation a request to use the space is routed to the owner for approval. If approved, the reservation is confirmed. If rejected, the requester is notified to select an alternate space.
Private: Private spaces can only be seen and reserved by the ‘owner’.
Use the Find action to select a reservation type.
Step 6 The General Information section gives general information pertaining to the space. The system displays the name of the building/structure and floor to which this space is associated, the image of the space, the total area of the space, and the default capacity.
Room Name, Area, and Default Capacity are read-only, but can be edited from
the General tab.
Enter the Default Layout (required field) by selecting from the list. The Default Layout is used in Reserve search queries.
Step 7 The Reserve Details section contains general attributes about the space.
Note – The fields in this section may differ from those described in this document, if changes have been made to better reflect your corporate needs.Step 8 The Quantity Available in Rooms section contains general attributes about the space.
Note – The fields in this section may differ from those described in thisdocument, if changes have been made to better reflect your corporate needs.
Step 9 The Reserve tab also contains several sub-tabs. Review these sub-tabs.
Note – The Admin Groups section is a reserved section.Step 10 In the Food Service Contracts section:
To add Food Service Contracts, use the Find action and select one or more Food Service Contracts from the popup query.
To remove a Food Service Contract, select the checkbox in front of the contract and select the Remove action.
Note – When creating Food Service Orders, users will only be able to select from the providers listed in this section.To Set Up and Configure Reservable Spaces
Step 11 In the Resources and Services section:
To add Resources and Services, use the Find action and select one or more Resources and Services from the popup query.
To remove a Resource or Service, select the checkbox in front of the Resource or Service and select the Remove action.
Note – The list of available options shown in the popup query is derived from the list at the building/structure level (see Building or Structure Reserve Setup section).
Note – When requesting additional equipment for a reserved location, users will only be able to select from the equipment listed in this section.Step 12 The Active Reservation section (read-only) displays a list of Reservations for the selected Space record. To view a Reservation, click on the hyperlinked text. The Reservation will open in a separate window.
Step 13 The Welcome Package Documents section displays a list of documents for the selected Space record. Welcome Package Documents can be used to provide additional
information about the location (for example: directions from the airport to the facility, or area hotels and restaurants). Welcome Package Documents are appended to the Reservation notification.
To find an existing Document, select the Find action and select the document(s) from the query. The selected document(s) will be displayed in the section. To upload a new Document, select the Upload action and follow the instructions.
Your document will be uploaded to the IBM TRIRIGA Document Manager and displayed in the section.
To remove a Document, select the checkbox in front of the Document and select the Remove action.
Note – This section uses the IBM TRIRIGA Document Manager to store and manage the uploaded documents.To Set Up and Configure Reservable Spaces
Step 14 In the Space Standards section:
To add Space Standards, use the Find action and select one or more Space Standards from the popup query.
To remove a Space Standard, select the checkbox in front of the Space Standard and select the Remove action.
Note – This section primarily applies to Spaces that are designated as reservable Workspaces. Space Standard records have a section where you can define the ‘Entitlements’ for that standard. When a user is querying for workspace, the system only displays spaces where the person’s ‘Functional Role’ (from their employee record) = a designated ‘Entitlement Role’ on the Space Standard record.
Note – Space Standards are defined in the Specification Manager.
Attention – A Workspace must have at least one Space Standard for it to be displayed in search queries.Step 15 In the Layout Options section:
To add Layout Options, use the Add action to display the Room Layout Option form.
To find Layout Options, use the Find action and select one or more Layout Options from the popup query.
To remove a Layout Option, select the checkbox in front of the Layout Option and select the Remove action.
Tip – Make sure the ‘default’ Room Layout Option matches the Default Layout and Default Capacity fields in the General Information section.
Attention – A Meeting Space must have at least one Room Layout Option for it to be displayed in search queries.To Set Up and Configure Reservable Spaces
Step 16 Use the Room Layout Option form to define a Room Layout.
Description: Enter a description of the layout.
Default: Check if the layout is the default layout for the Space(s).
Capacity: Enter the capacity of the Space with this layout.
Layout Type: Select the Layout type from the drop down list.
Setup Cost: Enter the setup cost for the layout. This cost will be appended to the
reservation if the user selects the layout.
Pre-Buffer Duration: Enter the amount of time it takes to change the Space from
the default layout.
Post-Buffer Duration: Enter the amount of time it takes to return the Space to the
default layout.
Locations Section: This section will fill in automatically if you are creating the
record using the Add action from the Layout Options section on a Space Record.
Notewith similar size, configuration, and use – a single Room Layout Option – Since many office buildings have meeting spaces or workspacesrecord can be shared by many Spaces. The Locations section contains a list of all spaces using that Room Layout Option.
Note – For the default layout, normally there would be no Setup Cost, Pre-Buffer Duration, or Post- Buffer Duration.Step 17 For Optional Mail Server Integration:
If you track Spaces as ‘resources’ on your external mail server (for example: Microsoft Exchange) and want IBM TRIRIGA reservations to also place appointments on Spaces on the external mail server, you must fill in the Email Address Alias on the System tab of each reservable Space record.
Note – Based on your system security, you may or may not have access to the System tab described.Setup and Configuration for Reservable Assets
The Asset Manager contains a central repository for Asset records. Asset records are shared across IBM TRIRIGA applications, so they contain information that is used for many purposes. This section
Note – Refer to the respective user guides for a more complete description of the IBM TRIRIGA Asset Management and Inventory Management applications.
Note – Since Assets are used by many different users, based on your system security, you may see some or all of the tabs and sections described.The following diagram shows the setup flow.
Create Specifications for
each type of Reservable Equipment or Vehicle Create Inventory Primary Locations (define Buildings and Equipment or Vehicles provided)
Create Inventory Storage Areas as needed in each Inventory Primary
Location
Create Inventory Items for each type of Equipment or Vehicle in each Inventory Primary
Location
Create Reservable Assets for each type of Equipment or Vehicle in each Inventory Item Select the Equipment (Specifications) for each Reservable Space
Setup Flow for Reservable Assets
To Set Up and Configure Reservable Assets
Step 1 Create a Specification record for each type of Equipment or Vehicle you want to use in Reserve.
Note – Refer to the “Create and Manage Specifications” section of the IBM TRIRIGA 10 Inventory Management User Guide.Step 2 In the Specification record, click the Inventory tab.
The Inventory tab contains information used to ‘seed’ (pre-populate) Inventory Items. This simplifies the creation of an Inventory Item and provides consistency across the company. The minimum fields for a Reserve implementation include:
Service Class: Select the appropriate class from the list.
Inventory Type: Select Asset (Reservable).
Item Units: Select the distribution units for the item (for example: whether the
item is distributed in a quantity of each or in a box).
Currency: Select the base currency.
Note – Refer to the “Create and Manage Specifications” section of the IBM TRIRIGA 10 Inventory Management User Guide.To Set Up and Configure Reservable Assets
Step 3 Create Inventory Primary Locations.
Think of an Inventory Primary Location as the ‘storeroom’ where the equipment is kept and distributed to employees via reservations. You will want to create an Inventory Primary Location for each of your storerooms.
For example, if you have facilities in McLean, VA, and in Nottingham, UK, you would create a Primary Inventory Location for each site.
Note – Vehicles – The process is the same for managing vehicles. Create an Inventory Primary Location for each vehicle storage/distribution area (such as a motor pool location).
Note – Refer to the “Create Inventory Primary Locations” section of the IBM TRIRIGA 10 Inventory Management User Guide.Step 4 For each Inventory Primary Location record, click the Service Locations tab. In the Reserve tab, you define the types of Equipment managed by the Inventory Location (storeroom), and the Building(s)/Structure(s) that the Inventory Location services.
In the Equipment section:
Select the Find action to view a list of Specifications. Select the Specification for each equipment or vehicle type managed by the Inventory Location.
To remove an Equipment (Specification) item, select the check box in front of the item(s) and select the Remove action.
Step 5 In the Building section:
Select the Find action to view a list of Buildings/Structures. Select the Building(s) / Structure(s) serviced by the Inventory Location.
To remove a Building/Structure, select the checkbox in front of the Building(s) / Structure(s) and select the Remove action.
To Set Up and Configure Reservable Assets
Step 6 Create Inventory Storage Areas.
Think of an Inventory Storage Area as the bin, cabinet, or shelf where the equipment is kept. You may want to create a Storage Area for each type of equipment or for small storerooms you may want just create a single Storage Area record for all equipment types.
For example, you may have a cabinet for the LCD Projectors, and a shelf for the Laptop Computers – you would create a Storage Area that represents the cabinet and another Storage Area that represents the shelf.
Note – Refer to the “Create Inventory Storage Areas” section of the IBM TRIRIGA 10 Inventory Management User Guide.Step 7 Create Inventory Items.
Up to this point, you have created a hierarchical view of your Inventory Locations, including the Primary Locations (the storerooms) and Storage Areas (the bins, shelves, cabinets).
Next, you create records to track and manage the items stored in the Storage Areas. IBM TRIRIGA calls these records Inventory Items. You will have an Inventory Item record for each type of equipment or vehicle you manage at a Primary Location.
Note – Refer to the “Create Inventory Items” section of the IBM TRIRIGA 10 Inventory Management User Guide.Step 8 Create reservable Assets for each type of equipment or vehicle for each Inventory Item.
When the Asset record is created by the system as described above, most of key fields are filled out, depending on your Specification record.
Fill in any other desired information such as Serial Number, Bar Code Entry, and Condition.
Attention – For Reservable Assets, make sure the Reservable field is checked in the Asset record.Step 9 For Optional Mail Server Integration:
If you track Assets as ‘resources’ on your external mail server (for example: Microsoft Exchange) and want IBM TRIRIGA reservations to also place appointments on Assets on the external mail server, you must fill in the Email Alias on the System tab of each reservable Asset record.
To Set Up and Configure Reservable Assets
Step 10 Select the Equipment items (Specifications) for each reservable Space. In the Space record, Reserve tab, Resources and Services section:
To add Resources and Services, use the Find action and select one or more Resources and Services from the popup query.
To remove a Resource or Service, select the check box in front of the Resource or Service and select the Remove action.
Note – The list of available options shown in the popup query is derived from the list at the building/structure level (see Building or Structure Reserve Setup section).
Note – When requesting additional equipment for a reserved location, users will only be able to select from the equipment listed in this section.Step 11 Repeat this process for all Inventory Locations, Inventory Items and Assets.
Setup for Room Layout Options
IBM TRIRIGA Workplace Reservation Manager supports Room Layout Options. You can define one or more Layout Options for a reservable Space (one of which should be designated as the ‘default’ layout). Since many office buildings have meeting spaces or workspaces with similar size, configuration, and use – a single Room Layout Option record can be shared by many Spaces.
To Set Up a Room Layout Option
Step 1 In the Space record, click the Reserve tab. In the Layout Options section:
To add Layout Options, use the Add action to display the Room Layout Option form.
To find Layout Options, use the Find action and select one or more Layout Options from the popup query.
To remove a Layout Option, select the check box in front of the Layout Option and select the Remove action.
Tip – Make sure the ‘default’ Room Layout Option matches the Default Layout and Default Capacity fields in the General Information section.
Attention – A Meeting Space must have at least one Room Layout Option for it to be displayed in search queries.Step 2 Use the Room Layout Option form to define a Room Layout. In the General section:
Description: Enter a description of the layout.
Step 3 In the Details section:
Default: Check if the layout is the default layout for the Space(s).
Capacity: Enter the capacity of the Space with this layout.
Layout Type: Select the Layout type from the drop down list.
Setup Cost: Enter the setup cost for the layout. This cost will be appended to the
reservation if the user selects the layout.
Pre-Buffer Duration: Enter the amount of time it takes to change the Space from
the default layout.
Post-Buffer Duration: Enter the amount of time it takes to return the Space to the
default layout.
Note – For the default layout, normally there would be no Setup Cost, Pre-Buffer Duration, or Post- Buffer Duration.Step 4 Review the Locations section.
This section will fill in automatically if you are creating the record using the Add action from the Layout Options section on a Space Record. The Locations section contains a list of all spaces using that Room Layout Option.
Setup for Food Services
IBM TRIRIGA Workplace Reservation Manager supports Food Service Orders. This functionality leverages the IBM TRIRIGA Procurement Management application providing the capability to:
Manage Contracts or Service Agreements with your food service providers (internal and external),
Manage food service provider ‘Menus’ (products and negotiated costs),
Auto-create and manage a Purchase Order ‘release’ for each Food Service Order, and Manage Contract costs and performance
This ability to manage your food service providers is transparent to the end users, who simply view available services and select desired products.
This section describes the minimum basic setup and configuration required to create Blanket Purchase Orders and Service Agreements, to setup Products, and to associate food service providers with the locations and spaces they service.
Note – Refer to the respective user guides for a more complete description of the IBM TRIRIGA Portfolio Data Manager and Procurement Management application.
Note – Since Contracts are used by many different users, based on your system security, you may see some or all of the tabs and sections described.The following diagram shows the setup flow.
Create a Blanket Purchase Order or
Service Agreement for each Food Service
Provider
Create a Product for each Menu
Item
Select the Blanket Purchase Order
and/or Service Agreement for Food Service Providers for each Reservable Space Create
Organization records for each
Food Service Provider
To Set Up for Food Services
Step 1 Create Organization records for each Food Service Provider. To create an Organization record:
Navigate to Portfolio > Organizations.
Select the point in the hierarchy where you want to create the new Organization. Select the New action.
Select the Organization type you want to create from the list. The appropriate Organization form will open in a separate window.
Note – Refer to the “Organizations” chapter of the IBM TRIRIGA 10 Portfolio Management User Guide.Step 2 In the Organization form:
Fill in the sections and fields as required.
Select the Create Draft and Activate actions when done.
Note – Use the External Company form for external providers, and the Work Group, Department, or Agency form for internal providers.Step 3 Create a Blanket Purchase Order or Service Agreement for each Food Service Provider. To create an Blanket Purchase Order or Service Agreement record: Access the Contracts Home Portal.
Select Blanket Purchase Order (or Service Agreement) under Related Links - Contracts - Contract Manager > Contracts and Agreements. This will display a list of existing records.
Select the Add action. The Blanket Purchase Order or Service Agreement form will open in a separate window.
Note – This example uses the Blanket Purchase Order. In the IBM TRIRIGA system Blanket Purchase Orders and Service Agreements have similar forms and processes (although in your environment the Service Agreement may be an abbreviated version). Typically customers will use the Blanket Purchase Order for external contracts and the Service Agreement for internal service providers.
Note – Refer to the “Purchasing Process” chapter of the IBM TRIRIGA 10 Procurement Management User Guide.To Set Up for Food Services
Step 4 In the General tab:
Complete the sections and fields on the General tab as required. In the Service Provider section:
Select the Service Provider Organization. This will be one of the Organizations you set up in the previous step.
Step 5 In the Contacts tab:
Complete the sections and fields on the Contacts tab as required.
Note – You may need to create new People records in the People Manager for your external contacts.Step 6 In the Terms & Conditions tab:
Complete the sections and fields on the Terms & Conditions tab as required.
Terms and Conditions: Enter any negotiated contract terms and conditions.
Reserve Minimum Order Time: Specify the duration within which Food Service
Orders will not be accepted.
Reserve Cancel Penalty Time: Specify the duration within which a cancelled Food
Service Order will still be billed.
Note – Most of the fields and sections on this tab are not required for Reserve Food Service Orders.To Set Up for Food Services
Step 7 Next, create a Product for each Menu Item.
In the Products & Services tab, Products section, create Product records for each menu item. To create a Product record:
Select the Quick Add action on the Products section.
Select a Specification from the popup list. A new Product record will be created, pre-populated with the Contract and Specification information, and displayed in the Products section.
Open each Product record by selecting the hyperlinked text and complete the details.
Select Create Draft and Issue when done.
To remove a Product from service, select the check box in front of the Product(s) you want to ‘Retire’. Select the Retire Products action.
Note – Product records in the IBM TRIRIGA system are not deleted; their status is changed to ‘Retired’. This removes them from active search lists, but maintains the history in the Product records.
Tip – You can create a Purchase Order (release) directly from the Product section by selecting the checkbox in front of the Product(s) you want to include in the Purchase Order and selecting the PO action.Step 8 In each Product record, General tab:
The Units, Specification, Product Vendor, and Contract sections will be pre-populated. Depending on the information in the selected Specification record, other fields may be populated as well.
Image: Enter an image for the menu item (product). This is the image that will be
displayed to end users when selecting items for a Food Service Order. Complete the Product information as required.
Product Details section. In this section you will specify the cost you have
negotiated with the service provider. This is the cost that will be charged to the end users, and the cost used on the Purchase Order (releases) against the
contract.
Step 9 In the Space record, Reserve tab, Food Service Contracts section:
To add Food Service Contracts, use the Find action and select one or more Contracts from the popup query.
To remove a Food Service Contract, select the checkbox in front of the Contract and select the Remove action. This will not delete the Contract; it will remove the association between the Contract and the Space record.
Note – When creating Food Service Orders, users will only be able to select from the Contracts listed in this section.Setup for Work Tasks
IBM TRIRIGA Workplace Reservation Manager supports integration with IBM TRIRIGA (Work) Task Management. This functionality leverages the IBM TRIRIGA Service Management application providing the capability to:
Use the same processes to create, assign, and manage Work Tasks and Service Agreements as you do with other Corrective, Preventive, and Planned Maintenance activities. This provides consistency and allows service providers who may handle both Reserve related Tasks and Corrective or Preventive Task to have a holistic view of their work,
Auto-create and manage Work Tasks for each type of Reservation, and Manage Contract costs and performance
This ability to manage your service providers is transparent to the end-users, who simply view and select available options.
This section describes an overview of the basic setup, configuration, and process steps required to configure Reserve for use with Work Tasks.
Note – Refer to the respective user guides for a more complete description of the IBM TRIRIGA Request Central, Service Management and Maintenance Management applications.
Note – Since Tasks are used by many different users, based on your system security, you may see some or all of the tabs and sections described.The following diagram shows the setup flow.
Create a Service Plan for each Request Class Request Class
(pre-defined by the application)
Create Task Templates and associate them with Service Plans
To Set Up for Work Tasks
Step 1 Open a Request Class.
As described earlier in the setup for Classifications, there are three Request Class records setup in the system; one for each major reservation type:
Meeting Space Reservation Work Space Reservation Asset Reservation
These are Request Classification records that are pre-populated on the respective Reservation line items by the system. The classification name drives the Work Task process.
Note – Request Class records can be accessed from Tools>Administration> Classifications
Note – Refer to the “Request Class Setup” chapter of the IBM TRIRIGA 10 Request Central User Guide.Step 2 In the following sub-tabs:
Priority: Select a default Priority for the Request Class.
Service Plan: Select a Service Plan for the Request Class.
Survey Template: You will not use this section for Reserve. It sends a survey after
completion of the Request.
Solution Record: You will not use this section for Reserve. It links the Request
Class record to the IBM TRIRIGA Knowledge Base.
Duplicate Search: Select ‘No Duplicate Search’.
Classification Notes: Enter any additional comments about the Classification.
Step 3 Open a Service Plan.
Service Plans can be accessed from Tasks > Set Up > General > Service Plan. You will need to setup a Service Plan for each of the Reserve Request Class records. The Service Plan defines the ‘instructions’ that tell the system what types of Tasks or Projects to create, and how to assign them.
Note – Refer to the IBM TRIRIGA 10 Maintenance and Service Management User Guide for more information on the Service Plan options.To Set Up for Work Tasks
Step 4 For Reserve, however, you most likely will use the following settings. In the General tab, Assignment Rules section:
Create Project or Tasks: Select ‘Create Task’.
Project Type: Select ‘N/A’.
Task Assignment Rule: Select ‘Auto-assign to Service Provider’ if you want the
system to automatically route the tasks to the appropriate service provider.
Task Assignment Dates Rule: Select ‘Use Service Plan’.
Task Grouping Rule: Select ‘Create Single Task for all Asset/Location’.
Attention – The ‘Auto-assign to Service Provider’ option requires additional setup.Step 5 In the Tasks tab, create a Reserve Task Template for each type of task you want to create when the respective reservation is submitted.
This example specifies that 3 tasks will be created when a Meeting Space Reservation is submitted (one for room setup, one for room breakdown, and one for clean-up). To create a Task Template:
Select the Add action.
Select Reserve Work Task Template from the drop down list. A new Reserve Work Task Template record will open in a separate window.
Complete the details on the Reserve Task Template.
Noteuse with Reserve. The Reserve Work Task contains additional sections – The IBM TRIRIGA system has a task type specifically designed for and fields that capture the details about the reservation, the default layout, and any requested layout option.Step 6 The Reserve Work Task Template is used to seed newly created Reserve Work Tasks on submit of a reservation. At the minimum, complete the following sections. In the General section:
Task Name: Enter the name you want copied to new Reserve Work Tasks.
Description: Enter the description you want copied to new Reserve Work Tasks.
Step 7 In the Details section:
To Set Up for Work Tasks
Step 8 In the Reserve Work Task Details section, which drives the assignment rules:
Reserve Service Type: Select the appropriate value. Based on the selection the
Planned Start and Planned End dates and times on the Reserve Work Tasks will be adjusted accordingly. For example: If you select ‘Available at Reservation Start’, then the planned start for the Reserve Work Task will reflect the reservation start date and time.
For Optional Layout Setup/Breakdown Only: Select this checkbox if the template
only applies to reservations that have an Optional Layout specified.
Noteif you have any Procedures, Documents, or Notes that you want copied – You can optionally complete other sections as well. For example: from the template to newly created Reserve Work Tasks – then complete those sections.4. Reservations
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
