Resource Information and Control Corporation

Event Administration

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

Purpose: Event Administration was developed to handle practically everything required to make the event happen from the time it is sold, until the time it has left the facility. It could include tasks such as, assignment of Equipment and Services, entry of Event Schedule, instructions to staff and making a room drawing of the setup.

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 the Event Manager icon, will take you to a brief demonstration on that appplication.
[NOTE: Most icons do not have separate demos and are covered in this demo.]

Event Adminstration can be viewed as being composed of four parts.

The first part is a review process. When you first book an event, locations were added, seating styles assigned and estimated attendance and basic equipment and services noted. Now you must review those locations and check all other items that were assigned and make any adjustments as needed.
The second part is the data entry. All of the detailed information needs to be entered in the appropriate place in the system. This usually isn't done all at one time but may be performed over a period of time leading up to the event. It is highly recommended that as information for an event is received, and issues are settled, that the results be placed in the system immediately.
The third part, which is optional, is the room drawings. You can make a drawing of a location, that will produce a visual of what the room will look like once its been properly setup. This drawing can then be reviewed and approved by the client and any subsequent changes made.
The fourth part consists of the production reports. Various people and activities will need to know different levels of detail about an event to ensure that they perform their tasks and responsibilities. These reports will organize and arrange event information to meet those different needs.

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

The first row of icons are the production reports for the overall facility.

The second row of icons represent the Maintenance functions.

The bottom row of icons contains the overall Event Administration Control options.

Event Administration Modules Overview

Two Week Schedule will present you with a report that gives an overall picture of the facility. This report has been widely used by many facilities in their staff meetings. It is a good guide to activities during a selected time period. Although you can select a longer time period for the report, a two week time period is normally selected as it is a very detailed report.

Security Level: To view - Read Only. When you access an event, the security level you have in Scheduling Administration will be in effect instead of your Event Administration security level. If you can perform maintenance on an event in Scheduling Administration, then you will be able to perform maintenance from this option.

The following is a breakdown of the Two Week Schedule dialog box:

In the Report Title field you have the option to change the title that will appear on the report.
The Start Date and End Date fields are for selecting the date range for the report.
The Location Group field is optional and it is a quick way to select a number of locations at one time.
The Event Search button is an optional control that will allow you run the report for just a single event. The Event Id field is read only as you can only select an event with the Event Search button.
The Show Name and Phone Number check box is normally checked so that the report can show as much information as possible.
The Attendance insted of comment check box controls the format of the report. There are two possible formats. The default is when the box is checked and will show the Date, Client, In Time, Out Time, Location, Attendance,and Function/Activity. The alternate format will show Date, Client, In Time, Out Time, Location, Function/Activity, and Comments.
The Page Break per Day option will force a new page to be created each time the date changes on the report.
If the Include Food check box is checked it would look for any scheduled food functions and include them in the report.
The Optional Search Fields button will start the standard Search on Statistics dialog box which allows you to select on most of the fields in the database for inclusion or exclusion in the report.

The Two Week Schedule Report is very wide and it is recommended that you print it in the Landscape mode with the Size to Fit option.

Department Instructions is designed to be able to take all instructions from various event documents and group them together in chronological order and produce a report. This report provides each department with a complete schedule of tasks they are responsible for. The report can be used by staff members to perform their tasks and also serves as a check list for the supervisor.

The following is a breakdown of the Department Instructions dialog box:

In the Report Title field you have the option to change the title that will appear on the report.
The Start Date and End Date fields are for selecting the date range for the report.
The Location Group field is optional and it is a quick way to select a number of locations at one time.
The Event Search button is an optional control that will allow you run the report for just a single event. The Event Id field is read only as you can only select an event with the Event Search button.
The Blank line between items option, if checked, will double space the report between each staff instruction.
If the Skip Inactive Days box is checked, then only days with activities will be shown on the report.
If the Page Break per Day box is checked, then activities for each day will be shown on separate pages.
WARNING: This option could cause a lot of pages to be generated if you are doing all departments over a given date range.

The Adjust Report Notations button is used to override the defaults values for how individual instructions, numbered or lettered, will appear on a report. NOTE: If you do change the values here, they will only apply to the current report you are running.

The Select Categories button is used to select only those specific departments that you wish to run the report for.

The Department Instructions Report will be displayed in category order. The date will be on a separate line, followed by each task listed in chronological order with all pertinent detailed activity. You can see the detail on any event just by double clicking on any line where the event name appears. This 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.

Location Schedule is used to produce a report on day-by-day schedule (for up to 7 days), on how locations in your facility are being utilized. You can selectively choose which locations appear on the report and in what order they will be displayed.

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

In the Report Title field you have the option to change the title that will appear on the report.
The Start Date and End Date fields are for selecting the date range for the report.
The Location Group field is optional and it is a quick way to select a number of locations at one time.
The Event Search button is an optional control that will allow you run the report for just a single event. The Event Id field is read only as you can only select an event with the Event Search button.
The Use Event Times check box will indicate if in/out times will be used for the report.

The Location Schedule Report will look like a chart. Information on each location will include: the start time; the room seating style; attendance; the short event name; the Event ID; the Event Manager's initials and the end time.You can see the detail on any event just by double clicking on any line where the event name appears. This 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.

Operations Report is used to produce a report on a day-to-day schedule of the locations in the facility. Since this is a detailed report you should only produce one for a few days at a time. This report has a secondary purpose in that it can be used to Print Event Details. Using this feature, you can select a range of events and print reports such as; Event Documents, Revised Documents, Location Forms, Event Lists and Room Drawings.

The following is a breakdown of the Operations Report dialog box:

In the Report Title field you have the option to change the title that will appear on the report.
The Start Date and End Date fields are for selecting the date range for the report.
The Location Group field is optional and it is a quick way to select a number of locations at one time.
The Event Search button is an optional control that will allow you to run the report for just a single event. The Event Id field is read only as you can only select an event with the Event Search button.

Clicking on the OK button will bring up the Operations Report for the dates specified. (Screen is in two split parts for illustration purposes.)

House Notes is used to produce a report on day-to-day schedules of the locations in a facitlity. This report will show all Event Schedules, Setup Instructions, Special Notes, Equipment/Services, and Event Food. You can run this report for any period of time, but since it is a detailed report, you should only run a few days at a time.

The following is a breakdown of the House Notes dialog box:

In the Report Title field you have the option to change the title that will appear on the report.
The Start Date and End Date fields are for selecting the date range for the report.
The Location Group field is optional and it is a quick way to select a number of locations at one time.
The Event Search button is an optional control that will allow you run the report for just a single event. The Event Id field is read only as you can only select an event with the Event Search button.
The Sort on Date, Time and Location button is used to change the standard sort order for this report. The standard sort is Location, Date and then Time, so that all the items for individual locations appear together. If you check this box, the sort order is changed to Date, Time and then Location. This puts all information in chronological order regardless of selected locations.

The Select Categories button is an optional control which as a norm, is not usually checked. If it is not checked, then all the Event Document Categories that have been defined will be on the report. However, there may be situations where a user may only want to see certain categories on a report. When the dialog box first comes up, all defined categories will appear, along with three special ones; Equipment/Services, Event Food, and Event Schedule. If you don't select any categories, then they all will be reported.

The House Notes Report will list location in the order in which they were selected. All of the detail activity for the location will be listed under the location in chronological order. You can see the detail on any event just by double clicking on the event line. This 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 Manager

For a demonstration on Event Manager click on Product Demo Event Adm - Event Mgr.

Staff Assignment is used to produce a report that will show a day-to-day schedule of which people are assigned to which events. You can produce a report for any date range, but due to the amount of volume that can be generated, it is recommended that you only do a month at a time.

Security Level: To view - Read Only.

The following is a breakdown of the Staff Assignment dialog box:

The Staff Assignment combo box will contain all of the staff positions that can assigned to an event. You must pick one to use on the report unless you want every staff member on the report, in which case you would choose the All Staff People entry.
The Start Date and End Date fields are used to select the date range you want to use on the report.
The Selected Event Manager Names button allows you to limit the people that will appear on the report. Clicking on this button brings up the Event Manager dialog box.

Two names have been selected to appear on the report. All other names on the left will not be included on the report.

Back on the Staff Assignment dialog box, click on the OK Button.

The report will appear as a chart with the person who has been in the system the longest appearing first, and the person who has been on the system the shortet time appearing last. You may have to print this report in the Landscape mode and /or use a smaller font in order to print this report on a single sheet of paper. You can see the detail on any event just by double clicking on the event information. This 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.

Equipment Reports is used to review all equipment requested for a specified period of time and compare the quantities to the number available. As this is an exception report it will only report those items that have been requested at all during the period.

The following is a breakdown of the Equipment Reports dialog box:

The Start Date and End Date fields are used to select a date range for the report.
The Report Type combo box allows you to select the specific report that will be produced.
The Select an Event button shown in this example could have a number of different titles depending on the type of report selected. This is an optional button which allows to narrow the data on the report to a specific event.If you don't use this button then al levents in the date range will be shown.
The Select Equipment/Services button is also optional. It is used when you want only specific equipment or services to show up on the report. If you don't use this button then all items will be reviewed.
The Show Money Amounts button is only active if you are authorized to see Money Amounts in Scheduling.

When you click on the Select Equipment/Services button, the following dialog box will appear.

All defined equipment and services will appear in the Choose list box. If you want only certain items to appear on the report, then scroll down and double click on each one to move it over into the Selected list box.

The actual Equipment Report is an exception report only. It will show only items that have been requested at all during the specified period of time. Shortage reports will reduce this further by only showing those items that have more requests than items on hand each day.

Event Utilities is used to present special options for dealing with Event Document information.

Security Level: To view - Read Only. To perform maintenance - Normal.

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

The Print Event Details button allows you to select a range of events. You can then pick an Event Manager report to print and the system will then automatically print that report for every selected event. .
The Sign System Interface button is used to control the information that displays on the signs from within ConCentRICs.

When you click on the Print Event Details button the following dialog box will appear.

Select a range of events and click on the OK button.

If your criteria selects at least one event, then the Report Selection screen will appear.

Each of the reports that are available with this feature have an icon available on this screen. Just double click on the report you wish to produce.

The following is a breakdown of the reports available:

List of Events will show a report line for each selected event. All the selected events will be shown.
Event Documents will not ask any report questions and will use the default format for all documents.
Revised Documents will not ask any report questions and will use the default format for all documents.
Location Form will not ask any report questions and will automatically select all the locations with a form for one of the selected dates.
Event Lists will ask which of the reports you would like to produce.
Room Drawings will select any location booked for the selected dates that has a completed drawing and then print them.
Reselect Events will only be availabe when you run this report manually. This will remove any events that are currently selected and allow you to select different events.

After the report is selected, and any report questions answered, the Name and Address Print Format screen will appear.

Even though you can use any of the options in this feature, its recommended that you use the Print as Displayed option.

Clicking on the OK button will bring up a standard Windows print screen such as the one below.

Click on the OK button to print the report.

When you click on the Sign System Interface button (back in the Event Utilities dialog box), the following dialog box will appear.

The purpose of Sign System Interface is to control the information that displays on the signs from within ConCentRICs. This is done by selecting an Event Document Category to use.

The dialog box is divided into two sections. The Parameter section controls how the interface will work. The Process section controls the output that will be generated.

The following is a breakdown of the Sign System Interface dialog box:

The Event Document Category combo box will contain all of the Event Document Categories that are currently defined in the system.
The HTML Specifications button is used if you want this interface to generate HTML format and it will control the way the output is generated.
The Data File Definition button is used if you want this interface to generate a data file to the sign system and it will define the file that will be sent.
Use the Start Date / End Date fields to indicate the first and last dates you want to appear on the signs.
The Start Time / End Time fields are optional. Use as desired.
By NOT clicking on the All Locations button, the information will be sent to all locations with signs. If you want to limit where the information goes to, then click on the button and select the locations.
If you check the box by Generate HTML, then the HTML sign output will be generated.
If you check the box by Generate Data File, then the Data File sign output will be generated.
Click on the OK button when you are ready to generate the output.

Mass Updates

For a demonstration on Mass Updates click on Product Demo Scheduling-Mass Updates.

Event Document Control is used to allow you to set the default parameters of the Event Document for the entire facility. When each individual user runs the Event Document, they will be able to override these defaults and produce it the way they want to see it. However, these individual changes are not saved. Each time it is run, it will default to the settings made here.

Security Level: You must have a security level of Manager or higher to even access this option.

When you double click on the Event Document Control icon, the following dialog box will appear.

Location Form Control is used to allow you to control the static information that will appear on the Location Form. This includes the Heading section, the Caveat section, and if the report will show end times or not. You also indicate which Document Categories will appear on the report and how they will be formatted.

Security Level: To view - Read Only. To perform maintenance - Manager.

When you double click on the Location Form Control icon, the following screen will appear.

Room Drawing Control is used to set the parameters of the CAD system that will be used by ConCentRICs for the Room Layout drawings. The Event Administration application includes a copy of TurboCAD for Windows drawing package. This package has all the features required to make the basic room drawings required for most facilities.

Security Level: You must have a security level of Manager or higher to even access this option.

When you double click on the Room Drawing Control icon, the following dialog box will appear.

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Last Modified: Saturday, January 02, 2010 at 12:00 AM.