Resource Information and Control Corporation

Event Manager

Getting There: Accessing this application is done by first double clicking on the Event Administration icon in the ConCentRICs main menu, and then double clicking on the Event Manager icon.

Purpose: Event Manager is used to enter and maintain the detail information for a specific event. All of the options for Event Manager apply to only one event. The selected event will be shown in the title bar and it will be the last event you were working on. If you have never worked with an event, then you will be asked to select an event before you can use this application. If you desire to work on a different event, select the Event Inquiry option and click on the Search button to select another event.

HINT: You can position your mouse pointer over any of the icons below to see a text-only introduction on that application. Double clicking on any icon on the 2d row will also allow you to access a brief demonstration of that application.
NOTE: Some icons do not have separate demos and are covered in this demo.

On the Event Manager Main Menu above, all modules have been laid out in a logical arrangement.

The first row of icons are the Event Production reports or controls for the Production reports.

The second row of icons are all of the data entry options for the current event.

The third row of icons are the Event Manager utilities.

Event Manager Modules Overview

Event Document is used to allow you to see all the detail information for a specific event. Although there are default display parameters which are pre-set for your facility, you have the option to change them. If you want to produce a standard Event Document just click on the OK button. If you make changes to the default settings they will only be applied once and then are reset to the facility's default values the next time you run this option.
Security Level: To view - Read Only. To perform maintenance - Normal.

Double clicking on the Event Document icon will bring up the Event Document dialog box.

The following is a breakdown of the Event Document dialog box:

Each of the eight document Sections ["Positions"] will be listed here. Next to each section you enter a priority number from 0 to 32,767. It is recommended that you number them in increments of 10s or 100s. A priority number of 0 will remove that section from the document.

The Changes since publication only box will only be active if the event has a Published date set that is now a past date. If this box is checked, then only those items that have changed since the publish date will be displayed.

The Show Revision Date box will only apply for revised documents.

The One date per line box will indicate what to do with items that have a date range. If the item has a date range and this box is checked, then the item will appear separately on each date that it applies.

The Eliminate blank spaces box is used to indicate whether blank lines will be used in the Event Document. Blank lines improves the readability but it also makes the document longer. If this box is checked, then there will be no blank lines in the document.

The Page Width field allows you to set the numbers of characters that will be formatted across each page.

The Text Width field allows you to set the maximum number of characters allowed in a line of text.

The Event Schedule Sort controls the order of the schedule section of the document.

The Date/Room option will put all of the schedule items in chronological order from the start of the event to the end of the event.

The Room/Date option will divide the schedule section by location, and list each one separately with the schedule of each room displayed in chronological order.

The Show full location name in schedule option controls the use of the long or short location name in the schedule section. If this box is checked, the full location name will be used.

The Setup Instructions / Special Note Sort controls the order of the setup instructions and special notes sections of the document.

The Room/Date option will divide the schedule section by location, and list each one separately with the schedule of each room displayed in chronological order.

The Date/Room option will put all of the schedule items in chronological order from the start of the event to the end of the event.

The Date Category option will put all of the items in chronological order from the start of the event to the end of the event.

The Category/Date option will divide the section by category, list each one separately with the items for each category displayed in chronological order.

The Date, Time and Location sort is identical to the Date/Room sort option.

The Category Notation section determines how the numbering of the categories will appear on the report. After selecting the method, you must click on one of the radio dials on the second row to determine the notation that will be used with the number.

The Item Notation section is identical to the Category Notation section except that it applies to the numbering of items.

The Indentation Bullet Symbol is used to select the symbol that will be used in front of indentation text in the Specific Details and Special Notes sections.

The

button is used to list all of the locations booked for an event.

The

button will allow you to restrict the display to certain categories.

The Event Document will be produced based on the your choices of control settings, regardless of the defaults set by the facility. The title of the Event Document will start with the words Draft, Published or Revised based on the status of the document. If the publish date has not been established, or the publish date is still in the future, then it will be a Draft document. If the publish date is today, or the publish date is a past date and no changes have been made to the document, then it will be a Published document. If the publish date is a past date and changes have been made to the doucment, then it will be a Revised document.

Location Form is used to produce just one page (if possible), of all the information for one location for the specific event. You could then post it outside the room, in the service corridor, so that staff can quickly see the activities in that room. It could also be used as a planning tool to see all of the event information for that room in one place.
Security Level: To view - Read Only. To perform maintenance - Normal.

Double clicking on the Location Form icon will bring up the Location Form dialog box.

The following is a breakdown of the Location Form dialog box:

Each of the Locations booked for the event will be displayed in the list box.

The

button is used to select all locations at one time. If all the locations are already selected then this button will turn into a No Location button and it will deselect all locations.

The

button is used to restrict the display to specific Categories.

The Text Width field allows you to pack more text into each side of the form, which is advantageous if you use proportional fonts. The default of 36 applies to the fixed font maximum number of columns.

The Show Categories with no activity check box, if unchecked, will show every Category on each side of the form. If you check this box, then only those Categories with activity will appear on the report which would end up saving room.

The Show times within the Categories check box, if unchecked, will show the text of what needs to be done. If you check this box, then the times the items need to be done will also show on the report.

The Location Form will be produced based on the location selected and the facility default settings for the form.

Event Inquiry is used to allow you to quickly access the current event. When you start Event Manager the current event is selected for you.

Double clicking on the Event Inquiry icon will bring up the event SPAM screen where you'll be able to look at the Event Snap Shot, Event Profile, Event Audit or, if authorized, perform Event Maintenance. For a detailed explanation on the SPAM screen, click on Product Demo Scheduling-The Book.

Event List is used to allow you to review, display, and possibly print key sections of the Event Profile without having to look at the entire profile. This option can also produce special reports called a Lessee Work Order report, which is an itemized list of equipment and service needs for a particular location booked for an event, and an Activity Schedule which will list all the Event Schedule items in chronological order.
Security Level: To view - Read Only. To perform maintenance - Normal.

Each of the options represent a different section of the Event Profile that can be produced. Click on the section that you want to see and, except for Lessee Work Order, the report will be immediately displayed. Clicking on Lessee Work Order will bring up an additional dialog box.

The following is a breakdown of the Event List dialog box:

The Event Comments, Event Critiques, and Cancellation Comments options are the possible notes that can be associated with an event. This option allows you to isolate the type of note you would like.

The Check Lists and Equipment / Services Schedule options are the same sections that are on the Event Profile and will display the same way but only one section will be produced.

The Lessee Work Order option will produce a report that will list all of the Equipment and Services needs for a particular location for the selected event.

The Activity Schedule option will show the schedule information for the event in the same format as it does in the Two Week Schedule.

Publish Date is used to establish the date of publication for the Event Document and Location Form.
Security Level: You must have a security level of Normal or higher to use this option.

The title of the Event Document and Location Form will start with the words Draft, Published or Revised based on the status of the document. If the publish date has not been established, or the publish date is still in the future, then it will be a Draft document. If the publish date is today, or the publish date is a past date and no changes have been made to the document, then it will be a Published document. If the publish date is a past date and changes have been made to the doucment, then it will be a Revised document.

Location Review

For a brief demonstration on Location Review click on Product Demo Event Mgr - Loc Rvw.

Event Schedule

For a brief demonstration on Event Schedule click on Product Demo Event Mgr - Event Sch.

Setup Instructions

For a brief demonstration on Setup Instructions click on Product Demo Event Mgr - Setup Inst.

Special Notes

For a brief demonstration on Special Notes click on Product Demo Event Mgr - Spec Note.

Room Drawings

For a brief demonstration on Room Drawings click on Product Demo Event Mgr - Room Draw.

Location Sequence will allow you to select a location and automatically go through all of the Event Manager data entry steps for that location in a set sequence. When you are done with one location, the next location is automatically selected where you can repeat the process for that location, or stop the process using the Cancel button.
Security Level: You must have a security level of Advanced or higher to use this option.

This module option is just a tool and not a required process. All of the data entry processes in this sequence are, of course, covered by individual options on the Event Manager main menu and it is recommended that you use those options for updating the data once the bulk of information has been entered using this option.

The following are the modules used in this sequential process:

The process begins with a location review and selection done in Location Sequence.
Then you're sent to Event Schedule.
Next, is Setup Instructions.
Then Special Notes.
If the location has a base drawing available then Room Drawing will be brought up.

Once the process has completed you will be returned to the Location Sequence dialog box.

NOTE: When you are done with the sequence, you must exit by clicking on the button while in the Location Sequence dialog box. You can only end the sequence with the Cancel button in THIS dialog box. If you are in the middle of the process and you need to cancel out of it, you must keep clicking on the Cancel buttons on each screen until the menu icon appears.

The following is a breakdown of the Location Sequence dialog box:

Each of the locations assigned to the event will appear in the list box. The list will originally appear in location order. However, you can click on Sort on Date to change it to a date sort. If you want to skip the location review, double click on the location you want to start the process. When you are done with one location, just select the next location to restart the process.

The Seating Type combo box will list each possible seating for the selected location.

The Attendance field will show the number of people you plan to have in that room.

The

button will show facility codes to indicate how the room is being used.

The

button will allow you to review all equipment and services currently assigned to that location and add, change or delete as necessary.

Schedule Comments will allow you to add notes about the date that may not have a direct connection to the event but may still affect it. (See graphic example).
Security Level: To view - Read Only. To perform maintenance - Advanced.

Schedule Comments only appears on the Two Week Schedule report.

If you are authorized to perform maintenance and want to change the comment, simply double click on it and change it. If you want to add a new comment, click on the blue sign on the tool bar.

The buttons will allow you to transfer the information from the text area to another Windows application and vice versa.

Delete Document will allow you to delete any of the Event Document sections, either individually or all of the data. You can also delete selected rooms.

Security Level: You must have a security level of Privileged or higher to use this option.

When the dialog box first comes up, it will be pre-selected to delete the entire document. However, you can change the dates, uncheck those sections you don't want to delete, and keep any location from being deleted by moving it over into the Choose list box.
Once you have the controls set, click on the button and the delete process will begin.

Copy DocumentAccessing this module will allow you to make a duplicate of any of the Event Document sections individually, or all of the data. You can copy selected rooms for particular dates, or copy the document of any other event booked in the system.
Security Level: You must have a security level of Advanced or higher to use this option.

When the dialog box first comes up it will not be pre-selected to copy any of the document. The Start Date and End Date will show the first and last days of the event. All section boxes will be checked and all locations will be listed in the Choose list box. You will need to select the target or "to" event first by clicking on the button.
Once the event is selected, the system will automatically move the locations it can to the Selected list box. You can change the assignment of any room, move groups of locations from one list box to the next using the Location Group combo box, and change the start and end dates. Click on the button to begin the copy process.

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Copyright 2012 Resource Information and Control Corporation. All rights reserved.
Last Modified: Thursday, January 05, 2012 at 6:00 PM.