IBM TRIRIGA 10 Reservation Management User Guide

© 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.

© Copyright International Business Machines Corporation 2011. All rights reserved.

US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

© Copyright IBM Corporation 2011.

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 Room Layout Options .................................................................................................................................... 19

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

Creating a ‘Recurring’ Vehicle Reservation .................................................................................................................. 80

Request Central Reservation Request ........................................................................................................................... 80

Reservation Manager Form ............................................................................................................................................ 81

Creating a Reservation from the Reservation Manager Form ....................................................................................... 81

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

INDEX ................................................................................................ 102

© Copyright IBM Corporation 2011. 1

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 www.ibm.com/support.

http://www.ibm.com/support�


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 Reservat ”. ions

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 process are explained “Asset Reservat ”. ion Record


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 Reservat ”. ion 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

Allows administrators to track and bill back for use of services

Creates detailed or summary level reports on all reserved resources and services.


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 (refer to the section on Setup for Work Tasks).


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.

Note – The IBM TRIRIGA Workplace Reservation Manager system prevents double-booking of Resources with the exception of People. IBM TRIRIGA assumes that people can be 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.

Step 2 Select the Add action.


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 – This section assumes that people have already been set up in your system. If not, refer to the IBM TRIRIGA 10 Portfolio Management User Guide or the IBM TRIRIGA 10 Real Estate Environmental Sustainability Portfolio Management User Guide for a more complete description of the IBM TRIRIGA Portfolio Data Manager application.


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

Step 1 Open the Building record and select the Reserve tab.


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 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.


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.



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’.



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 this document, 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.



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.



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.



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.

Note – 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. 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 describes the minimum basic setup and configuration required to create ‘reservable’ Assets, and setup Inventory Locations and Inventory Items to manage those Assets.


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.

CreateSpecifications for

each type ofReservable

Equipment orVehicle

Create InventoryPrimary Locations(define Buildingsand Equipment orVehicles provided)

Create InventoryStorage Areas asneeded in each

Inventory PrimaryLocation

Create InventoryItems for each

type of Equipmentor Vehicle in eachInventory Primary

Location

Create ReservableAssets for each

type of Equipmentor Vehicle in each

Inventory Item

Select theEquipment

(Specifications) foreach 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.



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.



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.



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.


Create a BlanketPurchase Order or

ServiceAgreement for

each Food ServiceProvider

Create a Productfor each Menu

Item

Select the BlanketPurchase Orderand/or ServiceAgreement forFood Service

Providers for eachReservable Space

CreateOrganization

records for eachFood Service

Provider

Setup Flow for Food Services


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.



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.



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.


Create a Service Plan for each

Request Class

Request Class (pre-defined by the

application)

Create Task Templates and associate them

with Service Plans

Setup Flow for Work Tasks


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.



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.

Note – The IBM TRIRIGA system has a task type specifically designed for use with Reserve. The Reserve Work Task contains additional sections 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:

Select the appropriate options for each classification field.



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.

Note – You can optionally complete other sections as well. For example: if you have any Procedures, Documents, or Notes that you want copied 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.

Reservations

The process of creating an online reservation using these business objects is explained in the following sections.


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 your user 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 • Select Remove


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

• All other functionality is available to Request Central users.


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

Onetime - Select this option to create a reservation for a single occurrence. On selecting this option the system displays the Reservation Start, Reservation End, and All Day fields.


Dates Section

Recurring - Select this option to create a reservation for two or more occurrences. On selecting this option, the system displays the Create Recurring Reservation link.

On clicking the Create Recurring Reservation header link, the Reservat page opens in a new window where you can enter the event date,

recurrence pattern (daily, weekly, etc.), frequency, and select available locations for the occurrences.

ion Event

Start Time Select the date and start time of the reservation.

Note – If you change the date/time of this field after you have selected a Location for the reservation, the system verifies that the Location is available for the revised date/time. If the Location is not available the Start Time and End Time are returned to the original values and you are given a ‘user message’ alerting you to the schedule conflict. If the Location is available for the revised date/time then the Location is automatically updated and reserved for the new date/time.

End Time Select the date and end time of the reservation. The system updates the Duration when this field is entered or changed.

Note – If you change the date/time of this field after you have selected a Location for the reservation, the system verifies that the Location is available for the revised date/time. If the Location is not available the Start Time and End Time are returned to the original values and you are given a ‘user message’ alerting you to the schedule conflict. If the Location is available for the revised date/time then the Location is automatically updated and reserved for the new date/time.

Duration The system displays the duration of the reservation. Alternately you can select a start time and duration and the system will calculate the end time.

Details Section

Requested For Select the person for whom this reservation is created. In the search list, the system displays only the list of people who have added the requestor’s name as a reservation delegate in the Preferences tab of their My Profile record. Select the required personnel record and click OK. The selected person’s name is displayed in this field.


Details Section

Requested By Select the person who is actually requesting this reservation. In the search list, the system displays the list of all records (Employee/Consultant/External Contact) in the People Manager. Select the respective record(s) and click OK. The selected person’s name is displayed.

Organized By By default, the system displays the name of the organizer of the reservation.

If the organizer is a member of the Reservation Coordinator group, then the

system displays the Search icon . On selecting this icon, the system displays a list of all personal records in the system. Select the required record and click Ok. The selected person’s name is displayed in the Requestor For field.

The search icon allows a Reservation Coordinator to make a reservation on-behalf of any user of the system.

Reservation Type You can classify the type of reservation (such as meeting, maintenance, conference, training, seminar, etc).

Select a reservation type. In the search list, the system displays the available reservation types that are retrieved from the Reservation Type business object in the Classification hierarchy.

Email Welcome Package

Welcome package documents include documents and links such as directions, local restaurants and hotels, or links to company or internet websites. Welcome package documents are specific to the location being reserved and are determined by the Reservation Coordinator or Application Administrator during setup. Welcome documents give you a way to provide information about a location focused on orientation for visitors who may be visiting the reserved location for the first time.

Select the check box if you require electronic copies of the welcome package documents to be sent to the attendee’s email account.

Private This field designates that the reservation is a private reservation.

Note – This is a reserved field.

In addition, the system displays different sub-tabs depending on the type selected (Onetime or Recurring). The sub-tabs are Occurrences, Locations, Attendees, Attendees – External, Instructions, Agenda, and Attachments sub-tab. These sub-tabs are explained below.


Locations Sub-Tab

Locations sub-tab

The Locations sub-tab is displayed when the ‘Onetime’ type is selected.

The Locations sub-tab is used to:

• Find Location - Find and select available locations for the reservation • Show Services – Show available services (Room Layout, Food Services, or Equipment) for a

reserved location • Add to Favorites – Auto-populate the selected location to the user’s My Profile/Favorites • Remove – Remove a reserved location from the reservation

Tip – On selecting the Find Location action in the Location section bar, the system displays the Select Location Wizard form in a new window. Upon selecting a location (e.g., meeting/work space) from the Select Location Wizard, the system generates a Location Resource record and displays it as a line item on the Reservation. The Location Resource record gives all the details pertaining to the location and any services that have been requested with the location.

Occurrences Sub-Tab

Occurrences sub-tab

The Occurrences sub-tab is displayed when the ‘Recurring’ type is selected.

Note – Refer to the section on Recurring reservations for more detail on the Occurrences sub-tab.

Attendees Sub-Tab

Attendees sub-tab

The Attendees sub-tab is used to identify the ‘invitees’ for the reservation. Select the Find Attendees action to open the Select People Wizard.


Attendees – External Sub-Tab

Attendees – External sub-tab

The Attendees – External sub-tab can be used to enter ‘ad hoc’ attendees (people who cannot be found in the Select People Wizard and who you don’t need a Visitor record.

• Enter the email address for each person • Separate email addresses with a comma (for example: [email protected], [email protected])

Tip – If your company is using the optional Microsoft Exchange/Outlook integration you can use the Find action to open a form that allows you to search and select people from your corporate email address book.

External Mail Server Search

To search for a person or group

• Enter the filter criteria in the Last Name, First Name, and/or Display Name fields • Select the Search action.

To add one or more people to the reservation:

• Select the checkbox in front of the person’s name • Select the Add to Reservation action • The email address of will be added to the reservation.

Instructions Sub-Tab

Instructions sub-tab

Use the Instructions sub-tab to add information pertinent to the reservation.

Agenda Sub-Tab

Agenda sub-tab

The Agenda sub-tab can be used to create agenda action items (referred to as Meeting Items).

To add an Agenda Item:

• Select the Add action • Complete the Meeting Item form • Select the Create action on the Meeting Item form


Agenda Sub-Tab

Meeting Item form

Meeting Items can be used to define a list of topics to be discussed during a meeting, including the responsible party and the required date. The Meeting Item record can then be used to record any discussion or other notes pertinent to that topic.

Attachments Sub-Tab

Attachments sub-tab

The Attachments sub-tab can be used to attach any documents that may be needed for the reservation (such as the meeting agenda or review documents). This sub-tab is integrated to the IBM TRIRIGA Document Manager, which can be used to find an existing document, or you can use the Upload action to load a new document in the system.

The Find action opens a standard IBM TRIRIGA query.

• Search and find the required document, • Select the checkbox in front of any documents you want to add to the reservation,

Select the OK action on the search form.

The selected document(s) will be displayed in the Attachments section.

Use the Upload action to upload documents.

• The Object Attachment Upload screen will display. • In the screen, select the Browse button and select the file path (document). The path and

filename will display in the Local File field. • Type the name, number, description, and comments (if any) in the corresponding fields and click

the Upload action. • The document will be added as a record to the Document Manager and display as a line item in

the Documents tab.

To delete a record from this list, select the check box beside the record and click Remove. The selected records will be deleted from this section.

Availability Tab

Availability Section

The Availability section shows the status of all resources selected for the reservation.


Availability Section

Tip – Dark blue bars indicate an ‘accepted’ commitment. Light blue bars indicate a ‘tentative’ commitment.

Submitting a Reservation

Confirmation Form


To confirm a reservation and submit it for processing, select the Submit action.

A confirmation form is displayed. The message and fields on this form correspond to the type of reservation and the items reserved. If there are any charges associated with the reservation (Room Usage, Room Setup, Food Services, or Reserved Equipment) they are displayed along with fields to either enter an Account Code or a Credit Card.

Note – If there are no estimated charges, the Payment Details section is not displayed and the Attention message changes appropriately.

Tip – You can maintain your preferred account code information in your My Profile record, Preferences section. Your preferred account codes will be automatically populated on the confirmation form.

Entering Credit Card information

To pay using your credit card, select the ‘Credit Card’ checkbox in front of the applicable items. The Credit Card Details section is displayed. Enter the details.

• Select the Submit action when complete.

Note – On clicking the Submit action, the status of the record changes from Draft to Review in Progress. The reservation is submitted for any required approvals. If no approvals are required, or the record is approved, the system changes the status from Review in Progress to Active.

Tip – You can maintain your preferred credit card information in your My Profile record, Preferences section. To automatically populate your preferred credit card information, select the ‘Use Preferred Credit Card’ checkbox.


Confirmation Form

Print Action

The Print action displays a printable summary of the reservation details.

Form Actions

Click on the ‘Create Draft’ action to save the data you have entered.

The system creates the record in the Draft status and additional actions appear on the Action bar. The additional actions include Save, Save & Close, Submit, Delete, Copy, and Cancel.

Click on the ‘Save & Close’ action to save the changes and close the active window.

Click the ‘Save’ action to save the changes, or click the ‘Cancel’ action to close the active window without saving the changes.

Click the ‘Submit’ action to add the record to the active management list.

On clicking the Submit action, the status of the record changes from Draft to Review in Progress. The reservation is submitted for any required approvals. If no approvals are required, or the record is approved, the system changes the status from Review in Progress to Active. The system displays a different set of actions in the Action bar. The actions include Revise, Retire, Copy, and Cancel.

Click the ‘Copy’ action to create another copy of the same ‘Location Reservation’ record.

On clicking the Copy action, a new copy of the same Location Reservation record is created in the Draft state and displayed in the List pane. You can modify the details, if required.

Click the ‘Revise’ action to modify the reservation record.

The system changes the status of the record to ‘Revision In Progress’. You can modify the record in this state.

Click the ‘Retire’ action to remove the record temporarily from the active management list.

The system removes the record from the active management list (irrespective of the record status) and changes the status of the record to Retired. The additional actions that appear on the Action bar are Unretire and Cancel.

Click the ‘Unretire’ action to activate the retired record in the active management list.

The system reverts the record to the previous status (before the record was retired).

Click the ‘Delete’ action to remove a record from the active management list.


On clicking the Delete action, the system deletes the record permanently from the active management list.

Click the ‘Complete’ action to complete reservation.

On clicking the Complete action, the system changes the status of the record to Completed.

Workspace (Hoteling) Reservations

The Location Reservation form can be used for Meeting Space and/or Workspace reservations. The functionality of the form is identical with the exception that the Workspace reservation has fewer options and Workspaces have additional filter criteria.

Note – The Workspace queries in the Location Select Wizard are filtered to show only those workspaces that the user is ‘entitled’ to request, Offices or Workstations that are appropriate for the user’s ‘functional role’ in the company. For example: A ‘Staff’ employee may only view and select from available ‘Staff-level’ workstations, where a ‘Vice President’ might be able to view and select from available ‘Executive-level’ offices or workstations. Reservation Coordinators can view the entire list of available Work Spaces, providing them with the option to assign an ‘out-of-class’ office or workstation when an ‘in-class’ office or workstation is not available.

The Workspace reservation is similar to a Meeting Space reservation except that sub-tabs specific to meeting spaces are not displayed.

Note – For a Workspace reservation, the Equipment, Food Service, and Room Layout, fields are ‘Not Applicable’.

Note – Workspaces can incur Usage costs similar to Meeting Spaces.

Creating a ‘Recurring’ Location Reservation

The following procedure describes the process of creating a ‘Recurring’ Location Reservation. Depending on your reservation needs and your implementation there are steps that may be skipped.

A ‘recurring reservation is a reservation for two or more ‘occurrences’. Each occurrence is a separate ‘onetime’ reservation in the system; however, in a recurring meeting the occurrences become ‘linked’ as part of a common ‘recurring’ reservation.

Examples include:


A reservation for the same day over multiple weeks (for example: every Monday morning from 8am – 11am).

A reservation for three days in the same week (for example Monday, Tuesday, and Thursday from 8am – 11am).

A reservation for the first Tuesday of every month.

Note – Recurring reservations use the same form as Onetime reservations, except that sections and fields are displayed based on the reservation type selected. See ‘Creating a Onetime Location Reservation’ for a description of tabs, sections and fields that are common to both onetime and recurring reservations. This section will describe the sections, fields, forms, and processes that are specific to recurring meetings.

Step

Open your Calendar.


Select Location Reservation from the drop down in the upper right corner of the Calendar.



Step


Select Location Reservation.

The Location Reservation result page 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:

• The Icon 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.

Select the ‘Recurring’ type to create a reservation for two or more occurrences. On selecting this option, the system

• Displays the Create Recurring Reservation link, • Hides the Start Time, End Time, and All Day fields, • Displays the Occurrences tab.

Note – Refer to the section in this document on the Reserve Event Wizard for details on defining the recurring pattern and selecting locations for each occurrence.

Occurrences tab

The Occurrences tab contains a list of one record for each occurrence in your recurring pattern. Each Occurrence record is a ‘Onetime’ reservation, with all the features and functionality described above. This means that, if needed, each occurrence can have unique Attendees, Locations, Food Services, and other Reserved Equipment.

Tip – Attendees entered on the Recurring Reservation form are automatically copied to all Occurrences.

You can review the recurrence pattern by selecting the View Recurrence Pattern link.


Step

Submitting a recurring Reservation

To confirm a recurring reservation and submit it for processing, select the Submit action.

A confirmation form is displayed with a message noting the reservation is recurring.

Select Submit when you have confirmed the details are correct.

Revising a Recurring Reservation

To revise a recurring reservation, select the Revise action.

The record will be opened for editing, and the Revise Recurring Reservation action will be displayed.

Select the Revise Recurring Reservation link.

The Recurring Event Wizard will open with a notice.

Attention – Continuing with a revision to a recurring reservation will remove all existing (Active) Occurrences as well as any associated services – such as food services and additional equipment. New occurrences will be created based on your new Recurrence pattern.

Note – Refer to the section in this document on the Reserve Event Wizard for details on defining the recurring pattern and selecting locations for each occurrence.

Select Location Wizard

When you click the Select Location action in the Action bar of the Locations sub-tab, the Select Location Wizard form opens. This wizard helps in finding and selecting appropriate and available locations for the reservation Start and End times.

The Select Location Wizard queries will display only:

• Meeting Spaces or Work Spaces that are available for the meeting dates and times (the system automatically prevents double booking). If you don’t see the room you are looking for, it is because someone else has reserved it for your specified reservation time.

• Work Spaces are filtered to show only those spaces that you are ‘entitled’ to request, for example, Offices or Workstations that are appropriate for your ‘functional role’ in the company. Reservation Coordinators can view the entire list of available Work Spaces.


• Meeting Spaces and Work Spaces have a ‘Type’ field, which is listed in the query. There are 3 types of spaces managed by the system. • Reservable: 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 your reservation, but on submit of the reservation a request to use the space is routed to the owner for approval. If approved, your reservation is confirmed. If rejected, you are notified to select an alternate space.

• Private: Private spaces can only be seen and reserved by the ‘owner’.

Step

Location tab

The Location tab is displayed when the ‘Onetime’ type is selected.

This section shows how to find and select locations.

• Select the Find Location action • The Select Location Wizard form will open in a separate window.

Select Location Wizard

You can use the Select Location Wizard to find and add as many Locations to the reservation as needed.

There are 4 available search options:

• Search for Available Meeting Space • Search for Available Work Space • Off-Site Location • Wait List Location

Based on the option selected the sections and fields on the form will change to display the options available. Each search option is described in detail below.


Step

Search Available Meeting Space

Use this option to search for Meeting Space (such as conference rooms, training rooms, etc).

Selecting this option:

• Displays the Available Meeting Space query • Displays the Layout Type filter • Displays the Location Viewer • Displays the Compare tab

Layout Type:

Select the preferred room layout type. The available meeting room query will be filtered to show only locations that are available for that layout type.

Tip – The Available Meeting Space query has related reports to help you find an appropriate ‘available’ meeting room. Select the desired related report from the drop-down list. You may see a different list of related reports than those described in this document. Your Application Administrator may have configured these related reports to best fit your company’s reservation policies. The default query displays your available ‘Preferred Meeting Spaces’ as defined in your My Profile record. Related reports display other pre-filtered lists of Meeting Spaces.

To add a Location to the reservation:

• Select the ‘radio button’ in front of the desired location • Select Add to Reservation • The location will be added to the reservation and a user message will be displayed confirming

your selection.

Search Available Meeting Space

Confirmation User Message

Note – Adding a Location to your reservation places a ‘tentative’ lock on that location so that others cannot reserve it while you are in the process of creating your reservation. Because the location has been tentatively locked for your reservation, you will no longer see it in the list of available spaces.

Select additional locations using the process described above or select Cancel to close the window and return to the reservation.


Step

Reviewing Details for a specific Location

You can get additional information about a particular location by clicking on the hyperlinked text.

This opens the location record. Depending on your security, you may see more or less information than is described here, but you should be able to view the floor plan with the location highlighted.

Reviewing Details for a specific Location (continued)

A summary of the amenities and basic information about the location.

Search Available Workspace

Use this option to search for Work Space (such as offices, workstations set up for hoteling).


• Displays the Available Workspaces query • Displays the Location Viewer • Displays the Compare tab

Tip – The Available Workspace query has related reports to help you find an appropriate ‘available’ workspace. Select the desired related report from the drop-down list. The default query displays your available ‘Preferred Workspaces’ as defined in your My Profile record. Related reports display other pre-filtered lists of Workspaces.

Note – The Workspace queries are filtered to show only workspaces that match your ‘functional role’ in the company.


• Select the ‘radio button’ in front of the desired location • Select Add to Reservation

The location will be added to the reservation and a user message will be displayed confirming your selection.


Step

Off-Site Location

Use this option to enter information about an off-site location (a location not managed by your facilities reservation group).


• Displays the Off-Site Location Details section


• Complete the form • Select Add to Reservation

The location will be added to the reservation and a user message will be displayed confirming your selection.

Wait List Request

Use this option to notify the Reservation Coordinator that you would like to be placed on a Wait List for space if it becomes available for your reservation Start and End time.


• Displays the Wait List Request section

To add a Wait List Request to the reservation:

• Complete the form • Select Add to Reservation

The request will be added to the reservation and a user message will be displayed confirming your selection.


Step

Location Viewer

• Select the location you want to view • Select View Graphic

The form will change to display the Location View section on top and the location list below. The floor plan for your selected location will be displayed with your selected location highlighted.

To select another location:

• Select the location you want to view • Select View Graphic

To return to the Search Criteria view:

• Select Search Criteria

Compare tab

Use the compare tab to view the features of one or more locations in a side-by-side comparison chart.

• Select Find • Select the locations from the query list • Select OK

The selected locations will be displayed in the comparison table.

Compare tab

The selected locations are displayed in the comparison table.


Select People Wizard

The Select People wizard is used to identify the ‘invitees’ for the reservation.

Step

Attendees tab

The Attendees tab is used to identify the ‘invitees’ for the reservation.

• Select the Find Attendees action to open the Select People Wizard.

To remove attendees

• Select the checkbox in front of the attendee to be removed • Select the Remove action

The Select People Wizard is described below.

Select People Wizard

You can use the Select People Wizard to find and add as many attendees to the reservation as needed.

There are 4 available search options:

• Employees • Consultants • External Contact (Visitors) • Add Visitor

Tip – All queries in the IBM TRIRIGA system contain ‘runtime’ search filters. To access the filters hover your cursor over the icon in the query header (highlighted above). This will open a transparent window. Enter your search filter information in the appropriate fields and select the Enter key on the keyboard. The query will refresh to show the records that match your search criteria.

The Employee, Consultant, and External Contact (Visitor) options all work as follows:

• Filter the query as needed to find the person or people you want to invite, • Select the checkbox in front of the person’s name, • Select the Add to Reservation action on the top of the form.


Step

Selection Confirmation

A confirmation message will be displayed at the top of the form after the attendees have been added.

Follow the directions above to add additional attendees.

Add Visitor

The IBM TRIRIGA Workplace Reservation Manager application has been integrated with a Visitor management module. Using the Add Visitor option you can enter the pertinent information for any visitors that will be attending your meeting. If you enter an email address, they will receive email notifications for the reservation.

• Enter the Visitor information • Select the Add to Reservation action.

Attendees – External tab

The Attendees – External tab can be used to enter ‘ad hoc’ attendees (people who cannot be found in the Select People Wizard and who you don’t need a Visitor record).

• Enter the email address for each person • Separate email addresses with a comma (for example: [email protected], [email protected])

Note – If your company is using the optional Microsoft Exchange/Outlook integration you can use the Find action to open a form that allows you to search and select people from your corporate email address book.

Reserve Event Wizard

On selecting the Recurring option in the General tab (Type field), the system displays the Create Recurring Reservation link at the bottom of the Dates section.

Step

General tab

Click on the link to open the Reserve Event Wizard.


Step


The Reserve Event Wizard steps you through the process of creating a recurrence pattern, and finding and selecting available locations for each occurrence.

Reservation Start Date: Enter the date and time that will be the starting point from which the system will create the occurrence dates/times.

Meeting Duration: Enter the length of the meeting. This will be used to define the duration of each occurrence.

Select an Occurrence Pattern Type

Recurrence patterns can be defined as Daily, Weekly, Monthly, or Yearly. Depending on your selection the form will display the appropriate options.

Daily Recurrence Pattern Type

Options include;

• Every (x) day(s) • Every weekday

Note – Based on your selection additional fields will be displayed for each option.

Weekly Recurrence Pattern Type

Options include;

• Every (x) week(s) on



Step

Monthly Recurrence Pattern Type

Options include;

• Every (x) of every (x) months(s) • The (First)(Monday) of every (x) months(s)


Yearly Recurrence Pattern Type

Options include;

• Every (May) (1) • The (First)(Monday) of (May)


Reservation End Criteria

In addition to the Recurrence pattern you must select the reservation end criteria.

• End After allows you to specify the number of occurrences • End Date allows you to specify an end date.

Selecting Locations

When you have entered the recurrence criteria select the Next action.

Tip – To return to the reservation without selecting a recurrence pattern, select Delete or Cancel. This will close the Reserve Event Wizard form and return you to the reservation.


Step

Selecting Locations

The next page of the wizard displays a split screen.

Occurrences Section: This section shows a row for each occurrence date and time per the pattern you defined in the preceding step.

Filters Section: This section provides you with tools to help find and reserve a location for each occurrence.

Assign Mode: There are two methods for finding and reserving locations for each occurrence date and time.

• Auto-Assign is the fastest and simplest method. Based on your filter criteria (Building/Structure, Capacity, and Layout Type), the system will search and auto-assign locations using the following logic: 1. Search and reserve a ‘preferred’ location that is available for all occurrences, if none then 2. Search and reserve a ‘preferred’ location for each occurrence, if none then 3. Search and reserve a location that is available for all occurrences, if none then 4. Search and reserve locations that are available for individual occurrences, if none then 5. Leaves the Location blank indicating that there are no available locations for the requested

date and time.

• Manual: The manual mode changes the form and allows you to manually search, select and reserve locations (described below).

Type: This form can be used to find and reserve Meeting Space or Workspace. Select the appropriate type.

Auto-Assign Mode

Enter the filter criteria:

Building: Select the building/structure in this dropdown list.

Capacity: Enter the number of people who will be attending the meeting. The system will return all available rooms that meet or exceed this value.

Layout Type: Enter the preferred room layout type.


Step

Auto-Assign Mode

To have the system auto-assign locations for each occurrence select the Auto-Assign action.

When the assignment is complete you will see the assigned location for each occurrence in the Location column.

Note – To clear all assignments select the Clear Assignments action.

Manual Assign Mode

The manual assign option is more complex, but provides more flexibility and control in selecting locations.

Tip – If you are a Reservation Coordinator, Contact Center or Concierge user, use the manual assign option, where more selection options are required.

Note – Selecting the Manual Assign Mode changes the form to display the actions, sections and fields required for manually searching and reserving spaces.

Manual Assign Mode

• Occurrences Section: Select the occurrences for which you want to search for space. This can be one, several, or all.

• Occurrences Section: Select the Show Available Rooms actions

Manual Assign Mode

• Occurrence Section: The selected occurrences are highlighted in ‘green’ • Meeting Space Section: This section displays all spaces that are available for all selected

occurrence dates and times.

Manual Assign Mode

• Meeting Space Section: The default query shows your ‘preferred’ spaces. Use the related reports to display other alternatives.

Manual Assign Mode

• Occurrence Section: Select the occurrences that you want to reserve the location for • Meeting Space Section: Select the radio button next to the space to reserve


Step

Manual Assign Mode

When the assignment is complete you will see the assigned location for each occurrence in the Location column.

Manual Assign Mode

To clear reserve locations from one or more occurrences:

• Occurrences Section: Select the occurrences • Select the Remove action.


When you have completed the assignment process either by using the Auto-Assign or Manual Assign mode, select the Complete action.

This will close the Reserve Event Wizard, return you to the Reservation, and display an Occurrence line item for each occurrence in the Reserve Event Wizard.


Note – The reservation will be populated with an Occurrence line item for each occurrence in the Reserve Event Wizard. Each Occurrence line item is a ‘onetime’ reservation. To add/modify the occurrence, open the record by clicking the hyperlink.


Selecting an Optional Room Layout

Based on the Services available for your selected room you may have the option to view and select an optional Room Layout.

Step

Location tab

To view the services available for a selected location:

From the Location tab:

• Select the Location line item you wish to work with • Select Show Services • Icons with hyperlinks will be displayed for the available service options

Note – You will only see services if the reserved room has available services. You may see no icons, or you may see some combination of those described here.

Select a Room Layout

To view available Room Layouts:

• Select the Layout action • A form will open with all layout options available for your selected room • Select the desired option • Select the Continue action

Tip – To close the layout option form and return to the reservation without selecting an option, select the Cancel action.

Select a Room Layout

The Location line item will be updated to reflect the selected layout option and any incurred costs will be added to the line item Cost Estimate.


Selecting Optional Food Services

Based on the Services available for your selected room, you may have the option to view menus and select Food Services.

Step

Location tab





If Food Services are available for your selected room, you will see an icon and Food hyperlink.

• Select the Food hyperlink to open the Food Services Order form

Food Services Order Form

The Food Services Order Form has three sections.

• Upper Section (General): Use this section to describe the Name of your order, any special Instructions, the Service Type, and the Requested Time. The Reservation Start and End times and the Total Cost are read-only and are populated by the system.

• Center Section: This section contains a list of Available Food Service Providers that service your reserved location, and Menu Items for the selected provider.

• Lower Section: This section shows the Food Service Items for this Order


Step

Creating a Food Service Line Item

Note – Only Food Service providers that have a contract to provide food for your selected room are displayed. You can select items from more than one provider (if more than one is available). When you submit your reservation, the system automatically creates Purchase Orders to the respective Food Service providers (internal and external).

• Select a Food Service Provider by selecting the radio button in front of the provider name • The menu items for the selected provider will be displayed on the section to the right. • Select the radio button in front of the item you want to add to your order and select the Add

Item action. • The item will be added to the bottom section with a quantity of ‘1’. Enter the appropriate

quantity and select the Save action to update the total line item and order cost. • Repeat this process until you have completed your order. • When you have completed the order select the Save & Close action

Tip – Select the Delete action to delete an order or close the current order without saving.

Creating a Food Service Line Item

The Location line item will be updated to reflect the new Food Service Order and any incurred costs will be added to the line item Cost Estimate.


Selecting Optional Equipment

Based on the Services available for your selected room you may have the option to reserve additional Equipment.

Step

Location tab





If Equipment is available for your selected room, you will see an icon and Equipment hyperlink.

• Select the Equipment hyperlink to open the Equipment Search Wizard.

Equipment Search

The Equipment Search wizard displays a list of the ‘types’ of equipment that are available for the selected Location.

To check availability:

• Select the radio button in front of the item


Step

Equipment Search

The Details section shows the Selected Item, the Quantity Available (this is the quantity available for the date and time of your reservation), and the Quantity Requested.

• Enter the Quantity Requested • Select Add to Reservation (a message will be displayed confirming your equipment reservation) • Repeat the process to add additional Equipment to the Location line item. • Select Done or Cancel to close the Equipment Search form and return to the reservation.

Note – This process creates an Asset Reservation and appends it to the Location line item. Refer to the Asset Reservation section of this document for more information.

Note – If the selected equipment is not available for your reservation date and time, a message will be displayed.

Equipment Search

The Location line item will be updated to reflect the reserved Equipment and any incurred costs will be added to the line item Cost Estimate.

Location Line Item

The Location Line Item contains all information pertinent to a reserved location for a specific reservation such as:

Reservation link

Location details

Room Layout details

Food Service Orders

Additional Equipment

Cost Summary


Step

Location tab

To view the Location Line Item:


• Select the hyperlinked text for the Location line item you wish to work with • The Location Line Item form will be displayed.

Note – Depending on your system security you may only have access to some of this information.

Location Line Item

The General and Reservation sections provide information about the Location, Reservation, and any optional services or equipment. If a room is designated as Check In Required, the Check In and Check Out options will be active.

The Location Line Item also contains sub-tabs for:

• Location details, • Layout Option details, • Food Services orders, • Reserve Equipment, • Cost Summary, and • Welcome Information

As described below.

Layout Option sub-tab

The Layout Option sub-tab shows the selected ‘non-default’ Layout Option (if one has been selected), including the Layout Type, Capacity, Setup Cost (if any), and Image.

Food Service tab

The Food Services sub-tab shows any Food Service Orders that are associated with the Location and Reservation.

Note – A Location line item can have one or more Food Service Orders (for example: a pre-meeting snack, lunch, and afternoon snack – each would be a separate Food Service Order with its own order items and delivery time).


Step

Equipment tab

The Equipment sub-tab shows any reserved Equipment associated with the Location and Reservation.

A Location line item can have one or more associated Equipment reservations

Cost Summary tab

The Cost Summary sub-tab shows all costs associated with the Location Line Item, including:

• Space Usage Cost • Space Setup Cost • Food Service Cost • Equipment Usage Cost

Welcome Information tab

The Welcome Information tab contains any information setup by the Reservation Coordinator and Application Administrator for the reserved location including:

• Welcome Message • Welcome Package Links (for example: a link to the Google Map for the meeting location, etc.) • Welcome Package Documents (for example: Directions to the facility, area hotels and

restaurants, company travel policy, etc.) • Location of Reserved Space (a graphic showing the floor plan with the reserved space

highlighted).

Work Details Tab

The Work Details tab contains all ‘back-office’ information pertinent to a specific reservation.

Note – This information is used by the Reservation Coordinator and Application Administrator for monitoring associated Work Tasks and/or Purchase Orders and for billing and usage reporting. This tab typically will not be displayed to end users.

This tab displays several sections – Details, Payment Details, Credit Card Details, Reserve Work Tasks and Purchase Orders.


Details Section

Task Type You can classify work tasks such as Reservation, Corrective, Preventive, etc. Normally reservations should default to the Reservation Task Type.

Task Priority You can specify the priority for the Reservation.

Request Class You can specify the request class such as Work Space Reservation, Asset Reservation, Meeting Space Reservation, or Vehicle Reservation.

Service Class Classify the reservation based on the service type such as Conference Services, Office Services, Facilities, etc.

Primary Work Location

Select the Primary Work Location if desired for reporting.

Reserve Start, Reserve End, Reserve Duration

These read-only fields are used by the system when performing availability searches

Baseline Start, Baseline End

These read-only fields are used by the system when performing availability checks on revisions and for recurring meeting calendar display.

Planned Start, Planned End

These read-only fields reflect the Reservation Start and Reservation End.

Reservation Hours, Reservation Days

These read-only fields are used by the system to calculate usage costs.

Appointment Id This read-only field field is populated with the corresponding 'Exchange Appointment ID' for the optional integration to Microsoft→ Exchange. This allows the system to correlate the IBM TRIRIGA reservation with the appropriate Exchange Appointment.

Payment Details Section

This section displays the payment details for usage and services such as Room Usage, Room Layout, Food Services, and Equipment. This information is captured from the user during the Submit action, but can be overridden in this section.


Credit Card Details Section

This section displays the credit card details for usage and services such as Room Usage, Room Layout, Food Services, and Equipment. This information is captured from the user during the Submit action, but can be overridden in this section.

Reserve Work Task Sub-Tab

This section displays a list of tasks to be performed for reservation-related services such as room setup/breakdown, cleanup, or equipment delivery/pickup.

Purchase Order Sub-Tab

This section displays a list of purchase orders that are generated for any food service orders.

Asset Reservation Record The Asset Reservation business object allows you to reserve assets (equipment) such as projectors, printers, computers, or any other assets designated as ‘reservable’ in the system. The Assets are setup by the reservation coordinator and application administrator. Using the online Asset reservation form, you can find and select from a list of available Assets based on your desired reservation date and time.

Creating a ‘Onetime’ Asset Reservation

The following procedure describes the process of creating a ‘Onetime’ Asset Reservation. 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:


An ‘All Day’ reservation (all day reservations go from 12am to 12am for a single day).



Note – The process for an Asset Reservation is similar to a Location Reservation. Refer to the Location Reservation section above for additional information. This section only covers functionality unique to Asset Reservations.

Step

Open your Calendar

My Calendar


Select Asset Reservation from the drop down in the upper right corner of the Calendar.



Step

Asset Reservation


Select Asset Reservation.

The Asset Reservation result page opens.


The Asset Reservation form opens.

Note – The Asset Reservation supports multiple assets in a single reservation.

Note – Refer to the Location Reservation section above for additional information. All fields and processes on the General, Dates and Details sections operate the same for all Reservation types.

Assets section:

To add an Asset:

• Select the Find Assets action.

To remove an Asset:

• Select the checkbox in front of the Asset(s) to be removed and select the Remove action.

Asset Search

The Asset Search form opens.

Note – You must first select the Building/Structure where you will pick up the Asset or the building/structure closest to where you need to reserve the Asset. The system will then display the types of Assets available at that location.


Step

Asset Search

• From the popup query select the Building or Structure. • The selected Building or Structure will be displayed in the General section.

Asset Search

Select the Equipment Type section:

Once the Building/Structure is selected this section displays a list of all Asset (Equipment) types, which can be reserved at that location.



Asset Search

The General section changes to display the Selected Item, the Quantity Available (this is the quantity available for the date and time of your reservation), and the Quantity Requested.

• Enter the Quantity Requested • Select Add to Reservation

Asset Search

• A message will be displayed confirming your Equipment reservation • Repeat the process to add additional Equipment. • Select Done or x to close the Asset Search form and return to the reservation.

Note – If the selected equipment is not available for your reservation date and time, a message will be displayed.


Step

Asset Reservation

A line item will be added to the Asset Reservation for each Asset selected.

To view the Asset Line Item:

From the Assets tab:

• Select the hyperlinked text for the Asset line item you wish to work with • The Asset Line Item form will be displayed.


Asset Line Item

The Asset Line Item contains the details of the Asset and the Reservation.

The General and Reservation sections provide information about the Reservation.

The Asset Line Item also contains sub-tabs for:

• Reserved Asset details, • Asset Location details, and • Cost Summary

As described below.

Reserved Asset section: The specific Asset that has been reserved.

Asset Line Item

Asset Location section: The Primary Location at which the Asset is located.

Asset Line Item

Cost Summary section: The Usage Cost (if any). The Usage Cost Total is calculated using the Usage Cost and Usage Units x the duration of the reservation.

Asset Reservation



Step


A confirmation form is displayed. The message and fields on this form correspond to the type of reservation and the items reserved. If there are any charges associated with the reservation they are displayed along with fields to either enter an Account Code or a Credit Card.

Note – You can maintain your preferred account code information in your My Profile record, Preferences section. Your preferred account codes will be automatically populated on the confirmation form.

Note – If there are no estimated charges, the Payment Details section is not displayed and the Attention message changes appropriately.

Entering Credit Card information

To pay using your credit card, select the ‘Credit Card’ checkbox in front of the applicable items. The Credit Card Details section is displayed. Enter the details.

Tip – You can maintain your preferred credit card information in your My Profile record, Preferences section. To automatically populate your preferred credit card information, select the ‘Use Preferred Credit Card’ checkbox.

Note – On clicking the Submit action, the status of the record changes from Draft to Review in Progress. The reservation is submitted for any required approvals. If no approvals are required, or the record is approved, the system changes the status from Review in Progress to Active.

Select the Submit action when complete.

Creating a ‘Recurring’ Asset Reservation

The following procedure describes the process of creating a ‘Recurring’ Asset Reservation. Depending on your reservation needs and your implementation there are steps that may be skipped.

A recurring reservation is a reservation for two or more ‘occurrences’. Each occurrence is a separate ‘onetime’ reservation in the system; however, in a recurring meeting the occurrences become ‘linked’ as part of a common ‘recurring’ reservation.


Examples include:

A reservation for the same day over multiple weeks (for example: every Monday morning from 8am – 11am).

A reservation for three days in the same week (for example Monday, Tuesday, and Thursday from 8am – 11am).

A reservation for the first Tuesday of every month.

Note – Recurring reservations use the same form as Onetime reservations, except that sections and fields are displayed based on the reservation type selected. See ‘Creating a Onetime Location Reservation’ for a description of tabs, sections and fields that are common to both onetime and recurring reservations. This section will describe the sections, fields, forms, and processes that are specific to recurring meetings.

Step

Open your Calendar

My Calendar


Select Asset Reservation from the drop down list in the upper right corner of the Calendar.


Asset Reservation

The Asset Reservation form opens.

Select the ‘Recurring’ type to create a reservation for two or more occurrences. On selecting this option, the system

• Displays the Create Recurring Reservation link, • Displays the Occurrences tab.


Step

Asset Reserve Event Wizard

Note – Refer to the section above on the Reserve Event Wizard for details on defining a recurrence pattern.

• Select the Next action when you are done defining the recurrence pattern

Asset Reserve Event Wizard

The form will change to display the Occurrences section on the left. This read-only section will show a row for each reservation date in the pattern you defined in the previous step.

• Select a Building Location: This is the location where you will pick up or use the Asset • After a Building Location is selected, you will see a list of All Available Specifications for that

location • Select an Equipment item by selecting the radio button in front of the item • The system will search for Assets that are available at the requested location for your

reservation start and end dates and times • Enter the Quantity Requested

Note – If no Assets (Equipment) are available for your reservation dates and times, a user message will be presented and the Quantity Available will be 0.

• Select the Complete action when done • This will close the Asset Reserve Event Wizard and create an Occurrence for each reservation

date in the pattern you defined.

Occurrences tab

The Occurrences tab contains one record for each occurrence in your recurring pattern. Each Occurrence record is a ‘Onetime’ reservation, with all the features and functionality described above.

Tip – You can review the recurrence pattern by selecting the View Recurrence Pattern link.


Vehicle Reservation Record The Vehicle Reservation business object is identical to the Asset Reservation, except that it is filtered to show only vehicles. The Vehicles are setup by the reservation coordinator and application administrator. Using the online Vehicle Reservation form, you can find and select from a list of available Vehicles based on your desired reservation date and time, and pickup Location.

Creating a ‘Onetime’ Vehicle Reservation

The following procedure describes the process of creating a ‘Onetime’ Vehicle Reservation. 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:


An ‘All Day’ reservation (all day reservations go from 12am to 12pm for a single day).


Note – The process for a Vehicle Reservation is similar to an Asset Reservation. Refer to the Asset Reservation section above for additional information. This section only covers functionality unique to Vehicle Reservations.

Step

Open your Calendar

My Calendar


Select Vehicle Reservation from the drop down in the upper right corner of the Calendar.



Step

Vehicle Reservation


Select Vehicle Reservation.

The Vehicle Reservation result page opens.


The Vehicle Reservation form opens.

Note – The Vehicle Reservation supports multiple Vehicles in a single reservation.

Note – Refer to the Location Reservation section above for additional information. All fields and processes on the General, Dates and Details sections operate the same for all Reservation types.

Vehicles section:

To add a Vehicle:

• Select the Find Vehicle action.

To remove a Vehicle:

• Select the checkbox in front of the Vehicle(s) to be removed and select the Remove action.

Vehicle Search

The Asset Search form opens.

Note – You must first select the Building/Structure where you will pick up the Vehicle or the building/structure closest to where you need to reserve the Vehicle. The system will then display the types of Vehicles available at that location.


Step

Vehicle Search

Select the Vehicle Type section:

Once the Building/Structure is selected this section will display a list of all Vehicle(s) types, which can be reserved at that location.



Vehicle Search

The General section changes to display the Selected Item, the Quantity Available (this is the quantity available for the date and time of your reservation), and the Quantity Requested.

• Enter the Quantity Requested • Select Add to Reservation

Vehicle Search

• A message will be displayed confirming your vehicle reservation • Repeat the process to add additional vehicles. • Select Done or x to close the Vehicle Search form and return to the reservation.

Vehicle Search

If the selected Vehicle is not available for your reservation date and time, a message will be displayed.


Step

Vehicle Reservation

A line item will be added to the Vehicle Reservation for each vehicle selected.

To view the Vehicle Line Item:

From the Vehicles tab:

• Select the hyperlinked text for the Vehicle line item you wish to work with • The Vehicle Line Item form will be displayed.


Note – Refer to the Asset Reservation section for a description of the Line Item features.

Vehicle Reservation


Note – Refer to the Asset Reservation section for a description of the Submit process.

Creating a ‘Recurring’ Vehicle Reservation

Note – Refer to the section above on Creating a ‘Recurring’ Asset Reservat . The process is identical. The only exception is that you are searching for available Vehicles for your defined recurrence pattern dates and times instead of Equipment Assets.

ion

Request Central Reservation Request IBM TRIRIGA Workplace Reservation Manager ships with a Request Central Reservation Request that can be used for customers who:

Use a full Concierge model where Contact Center employees or Reservation agents create the actual reservations, but need a simple form for Request Central users to make Reservation Requests,


Use a mixed model where end-users can make simple reservations on-line, but prefer that Reservation Coordinators or Contact Center agents make more complex reservations.

This section describes the Reservation Request form. Based on your installation, this form may have been customized to better meet your company’s needs.

Step

Portal – Request Service section

• From the Portal home page, select Reservations > Request for Reservation.

Reservation Request

Many of the sections and fields will be pre-populated.

• Complete all details on the Request form • Select Create Draft to save the form

Reservation Request

The system will assign a Request ID. This will be your request reference number.

• Select Submit when you are ready to submit the Request for processing.

Reservation Manager Form The Reservation Manager Form provides an alternate interface for Request Central users, but also provides a comprehensive interface for Contact Center agents, Concierge, or Reservation Coordinators. The Reservation Manager Form allows you to create online reservations for locations, people, assets and vehicles. Using this business object you can view the availability status or resources before creating the reservation. The Reservation Manager Form stays open and can be used to create one or many reservations, making it an ideal interface for Contact Center agents, Concierge, or Reservation Coordinators.

Creating a Reservation from the Reservation Manager Form

Note – Based on how your company decides to use the Reservation Manager Form, you may or may not have access to it.


Step

Reservation Manager Form


Select Reservation Manager.

The Reservation Manager result page opens

The Reservation Manager Form opens with several fields filled out. Many of the fields on this form are similar to those on a standard Reservation. Refer to the Location Reservation General Tab section above for details on the common sections and fields.

Note – The Type field defaults to Location, however, this form can be used for Equipment and Vehicle Reservations as well.


Availability View section:

The Availability View section displays the availability of the selected resources.

Note – To change to date and time displayed in the Availability View, modify the Start Time and/or End Time fields. This allows you to immediately view the status of your selected Resources for the time of interest.

Fav Meeting and Fav Workspace:

• Select these actions to load the Availability View with the Favorite Meeting Spaces or Favorite Workspaces from either the person identified as the Requested For or the Organized By

• A row will be displayed in the Availability View for each favorite location.

Tip – For Contact Center agents, Concierge, or Reservation Coordinators, you will be the Organized By person. You can add all the locations you manage into your ‘My Profile’ preferences. This will give you an easy way to bulk load the Availability View at the beginning of a session with the spaces you manage.

Note – Favorite Meeting Spaces and Favorite Workspaces can be identified in your ‘My Profile’ record accessed from your home portal page.


Step


Locations section:

The Locations section displays any selected Location resources and allows you to add Location Resources to your Availability View.

• Add Locations: Use this action to open a Location query. From the query you can select the spaces you want to add to the Availability View.

• View Graphic: Select the radio button in front of a Location; then select this action. A graphic floor plan with your selected location highlighted will be displayed in the upper right corner of the form

• Add to Favorites: This action adds the selected location to your ‘My Profile’ favorites. • Remove: Removes the selected location.


People section:

The People section displays any selected People resources and allows you to add People Resources to your Availability View.

• Add People: Use this action to open a People query. From the query you can select the people you want to add to the Availability View.

• View Graphic: Select the radio button in front of a Person; then select this action. A graphic floor plan with the primary location of your selected person will be displayed in the upper right corner of the form

• Remove: Removes the selected person.



The Availability View section displays any selected resources.

• Select for Reservation: Select the resources you want to add to a new reservation by clicking on the resource; then select this action. This process will be described in more detail later in this section.

• View Graphic: Select the resource by clicking on the item; then select this action. A graphic floor plan with the location of your selected resource will be displayed in the upper right corner of the form

• Remove: Removes the selected resources.


Step




Note – Location: If the selected Resource is a Location, the graphic will display a floor plan with the Location highlighted.




Note – Person: If the selected Resource is a Person, the graphic will display a floor plan with the Primary Location for the selected person highlighted.



Note – The IBM TRIRIGA Workplace Reservation Manager application does not prohibit ‘double-booking’ for people. The validation for availability is only applied to Locations, Equipment Assets, and Vehicles.

To Create a Reservation:

• Select the resources you want to add to a new reservation by clicking on the resource • Slide the splitter bar and drag the start (green) and end (red) bars for the duration of the

reservation. • Select the Select for Reservation action • A workflow process will validate that any selected locations are available for the Start Time and

End Time indicated by the splitter bars and will display the resources in the upper right corner of the form.

• Select the Location Reservation action in the upper right corner of the form (Selected Available Resources section)


Step

Location Reservation

A Location Reservation will open in a Draft state, pre-populated with the details from the Reservation Manager Form.

• Complete any other information, such as the Reminder, Welcome Package, or add any additional services such as Food Services or Equipment to the reservation.

• Select the Submit action when complete.

Note – Refer to the Location Reservation section in this document for additional details on creating a Location Reservation.



Note – The Resources added to the reservation, now have commitments on the Availability View for the date and times of the reservation. Locations in the system are automatically confirmed (and are displayed with the dark blue bar). People (attendees) have a commitment on their schedule, but are not confirmed until they ‘Accept’ the reservation invitation.


Active Reservations section:

The Active Reservations section displays any active reservations for the Requested For person. Use a related report to display any active reservations for the Organized By person.


Wait List section:

The Wait List section displays any wait list requests.


Step



The Availability View section displays any selected resources.

To Remove resources from the view:

• Click on the resources you want to remove and select the Remove action.


Equipment Reservations

To work with Equipment Assets:

• Select the Equipment option in the Type field • The form will change to display the Equipment tab.



Equipment section:

To Add Equipment:

• Select the Add Equipment action • The Equipment Search form will open • From the Equipment Search form select the types of equipment and the actual equipment

assets you want to work with.



Equipment section:

The selected Equipment Assets will be displayed.


Step




To selected Equipment Assets will also be displayed on the Availability View





• Select the resource(s) you want to add to a new reservation by clicking on the resource • Slide the splitter bar and drag the start (green) and end (red) bars for the duration of the

reservation. • Select the Select for Reservation action • A workflow process will validate that any selected resources are available for the Start Time

and End Time indicated by the splitter bars and will display the available resources in the upper right corner of the form.

• Select the Equipment Reservation action in the upper right corner of the form (Selected Available Resources section)

Equipment Reservation

An Asset Reservation will open in a Draft state, pre-populated with the details from the Reservation Manager Form.

• Complete any other information, such as the Reminder. • Select the Submit action when complete.



Step




The Resources added to the reservation, now have commitments on the Availability View for the date and times of the reservation.


Vehicle Reservations

To work with Vehicle Assets:

• Select the Vehicle option in the Type field • The form will change to display the Vehicles tab.



Vehicles section:

To Add Vehicles:

• Select the Add Vehicles action • The Vehicle Search form will open

From the Vehicle Search form select the types of vehicles and the actual vehicle assets you want to work with.

Vehicle Search Form

• Select the Building/Structure where you will pick up the Vehicle • The system will display the available vehicle types in the left query. • Select the radio button in front of the vehicle type • The system will display a list of actual Vehicle assets in the right query • Select the checkbox in front of all the Vehicle assets you want to work with • Select the Add action • The search form will close and the selected Vehicles will be added to the Reservation Manager

Form


Step



Vehicles section:

The selected Vehicle Assets will be displayed.





• Select the resources you want to add to a new reservation by clicking on the resource • Slide the splitter bar and drag the start (green) and end (red) bars for the duration of the

reservation. • Select the Select for Reservation action • A workflow process will validate that any selected resources are available for the Start Time

and End Time indicated by the splitter bars and will display the available resources in the upper right corner of the form.

• Select the Vehicle Reservation action in the upper right corner of the form (Selected Available Resources section)

Vehicle Reservation

A Vehicle Reservation will open in a Draft state, pre-populated with the details from the Reservation Manager Form.

• Complete any other information, such as the Reminder. • Select the Submit action when complete.



Step




The Resources added to the reservation now have commitments on the Availability View for the date and times of the reservation.


• Select the x action to close the Reservation Manager Form.


5. Reserve Work Tasks and Food Service POs

When the user submits a reservation, the system routes it to the Distribution Group for approval, if one has been defined. Once the record is approved, the workflow generates Reserve Work Tasks based on the Service Plan that is attached to the Request Class in the resource reservation record. Based on the assignment rules and work task templates that are predefined in the Service Plan, the system assigns the work tasks to the corresponding service providers.

If the reservation has Food Service Orders, the system creates a Purchase Order for each Food Service Order contract.

Note – Refer to the setup section for additional information on setup required for the Reserve Work Task and Purchase Order processes to work properly.

Note – Refer to the IBM TRIRIGA 10 Maintenance and Service Management User Guide for more detail on Reserve Work Tasks, the assignment process, and Purchase Orders.


The following diagram shows the basic process flow that occurs on Submit of the various types of reservations.

LocationReservation

Asset (Equipment)Reservation

VehicleReservation

People ResourceLine Item

Asset ResourceLine Item

ReservationForms

Resource LineItems

Wait List Location

Off-Site LocationResource Line

Item

WorkspaceLocation Resource

Line Item

Meeting SpaceLocation Resource

Line Item

ON SUBMIT

Has OptionalRoom Layout?

Has FoodService

Order(s)?

Has Asset LineItem?

Request Class =Meeting Space

Reservation

Get Service Planfrom Request

Class

Create and AssignLayout RelatedWork Tasks per

Service PlanInstructions

YES

Create PurchaseOrder for each

Service ProviderContract

YES

Request Class =Asset Reservation

Get Service Planfrom Request

Class

Create and AssignWork Tasks per

Service PlanInstructions

YES

Append selectedProduct (Menu

Items) to PurchaseOrder

Create and AssignNon-Layout

Related WorkTasks per ServicePlan Instructions

Request Class =Work SpaceReservation

Send to Attendeefor Accept,

Decline, Tentative

Process Flow When Reservation Submitted

Note – This diagram describes the automated creation of Reserve Work Tasks. Reserve Work Tasks can also be created manually, as needed, from the Task Manager.


Reserve Work Task Record Step

Reservation

Any Work Tasks associated with a Reservation are shown in the Reserve Work Task section on the Work Details tab.

To open a Task:

• Click on the hyperlinked text for the Task you want to open • The Task is displayed in a separate window

Reserve Work Task

A Reserve Work Task has all the functionality of a Task in the IBM TRIRIGA system. It can be assigned, scheduled, have materials and resources, etc.

A Reserve Work Task also contains some sections and fields unique to Reserve, described below.

General tab:

Details section:

Reserve Service Type: This field defines when the service is required.

Reservation section: Contains information about the parent reservation.

Reserve Work Task

Work Details tab:

Location Line Item section:

Contains information about the Location Line Item including the location of the reservation.

Reserve Work Task

Work Details tab:

Default Room Layout section:

Contains information about the Default Room Layout for the reserved location.


Step

Reserve Work Task

Work Details tab:

Requested Room Layout section:

Contains information about the Requested Room Layout for the reserved location.

Food Service Purchase Order (Release) If the reservation has Food Service Orders, the system creates a Purchase Order for each Food Service Order contract. Food Service Purchase Orders act as releases against the Blanket Purchase Order and Service Agreement Contracts you have set up for each internal or external food service provider.

Step

Reservation

Any Purchase Orders associated with a Reservation are shown in the Purchase Order section on the Work Details tab.

To open a Purchase Order:

• Click on the hyperlinked text for the Purchase Order you want to open • The Purchase Order is displayed in a separate window

Purchase Order

General tab:

The General tab contains information about the Contract and the Vendor.


Step

Purchase Order

Line Items tab:

The Line Items tab contains information about:

• Reference Task: Gives the food service provider information about when the food is required • Reservation Location: Gives the food service provider information about where the food is

required to be delivered • Food Service Request Details: Any additional instructions from the Food Service Order, and • PO Line Items: The individual line items from the Food Service Order.

Purchase Order Line Item

The Purchase Order Line Items contains details of the individual line items, and provides fields for the food service provider to enter any tax or delivery charges.


6. Integration 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 services, and utilization of existing IBM TRIRIGA Portfolio Data Manager resources including locations (e.g., spaces, meeting rooms), assets (e.g., projectors) and people.

Microsoft Exchange Integration Many customers have deployed Microsoft Exchange and the Microsoft Outlook client for email and calendaring. In order to facilitate the use of these products together the following integration has been provided:

Users can access their Microsoft Exchange/Outlook address book as an alternate method for selecting meeting attendees.

On submit of an IBM TRIRIGA Workplace Reservation Manager appointment a corresponding Microsoft Exchange/Outlook appointment is created, populated with meeting attendees, and sent through the Exchange Server.

On revise/resubmit of an IBM TRIRIGA Workplace Reservation Manager appointment the corresponding Microsoft Exchange/Outlook appointment is revised.

On cancel of an IBM TRIRIGA Workplace Reservation Manager appointment the corresponding Microsoft Exchange/Outlook appointment is cancelled.

IBM TRIRIGA Workplace Reservation Manager appointments will be displayed when viewing your Microsoft Exchange/Outlook calendar.

Microsoft Exchange/Outlook appointments will display when viewing your IBM TRIRIGA Workplace Reservation Manager calendar.

IBM TRIRIGA Reservation notifications will be sent to Microsoft Exchange/Outlook email if an external email address has been provided for that person. This notification will be sent on any create/edit/delete action.

IBM TRIRIGA Reservations that have resources will have the corresponding Exchange mailboxes auto-accept the meeting.

The Microsoft Exchange/Outlook application also contains Tasks and Contacts, which are not integrated with IBM TRIRIGA Workplace Reservation Manager. Presently there are no plans to integrate these into the IBM TRIRIGA Enterprise Workplace Management System.


Viewing IBM TRIRIGA Appointments in Microsoft Outlook

When using the Microsoft Exchange/Outlook integration users will be able to view their IBM TRIRIGA appointments directly from their Outlook interface.

A hyperlink is appended to the Outlook appointment that, when selected, will open the corresponding IBM TRIRIGA reservation. All modifications to the appointment should be done through the IBM TRIRIGA reservation.

Viewing Microsoft Outlook Appointments in IBM TRIRIGA

When using the Microsoft Exchange/Outlook integration users will be able to view their IBM TRIRIGA appointments and their non-IBM TRIRIGA appointments (appointments that are on the users’ Microsoft Exchange/Outlook calendar but are not IBM TRIRIGA reservations). These non-IBM TRIRIGA managed appointments are included so a user can see all calendar commitments (both IBM TRIRIGA and Microsoft Exchange/Outlook) when creating a new reservation.

Non-IBM TRIRIGA managed appointments are displayed in a ‘blue’ color on the users My Calendar interface. Non-IBM TRIRIGA managed Exchange appointments may also be created from the IBM TRIRIGA calendar.

Microsoft Exchange Integration

This section provides a more in-depth view of the communication and level of integration with Microsoft Exchange Server. It is targeted at a technical audience having sufficient experience with MS Exchange, MS IIS and Java.

The IBM TRIRIGA Workplace Reservation Manager product has the added optional functionality of integrating with Microsoft Exchange or Lotus Notes server.

The Reserve application if integrated will create appointments and/or reservations within Microsoft Exchange on behalf of the user, asset and/or location.

Furthermore the IBM TRIRIGA Workplace Reservation Manager application will show the already existing meetings within the ‘My Calendar’ object, so that double booking can be avoided.

The system adheres to Microsoft’s guidelines and uses WebDAV to communicate with Microsoft Exchange.

For example, if an appointment is marked private by a user, the appointment subject is replaced with ‘Private Meeting’ however the time is ‘blocked off’ from the calendar. This is similar in functionality to the Microsoft Outlook client.


WebDAV Information

Items in the Exchange store are being accessed remotely using the WebDAV protocol, defined in RFC 2518. This protocol extends the HTTP 1.1 protocol, defined by RFC 2616, to provide additional methods and capabilities. It provides a means to access both the contents of an item and an extensible set of associated properties.

Security Criteria

Criteria HTTP/Web Distributed Authoring and Versioning (WebDAV)

Design-Time Permissions No special developer permissions are required for using WebDAV with an Exchange server. The Exchange server must be configured to allow WebDAV access, and the developer must have permissions to access the data the application will use.

Setup Permissions Because applications that use WebDAV run on either the client- or middle-tier, there are typically no special Exchange server permissions needed for setup. If the Setup program makes changes in the Exchange store, the user running Setup must have the necessary permissions to make those changes.

Run-Time Permissions The run-time permissions needed by applications that use WebDAV depend entirely upon the authentication/authorization methods used between the client and the WebDAV virtual server. When the application tier that uses WebDAV to the Exchange server is a small number of computers, often the virtual server is configured to allow connections from only those middle-tier computers.

Built-in Security Features WebDAV virtual servers by default use Basic or NTLM authentication, and anonymous access is disabled. Because WebDAV transmits data in plaintext across the network, Exchange WebDAV virtual servers that transmit sensitive data should use SSL/TLS.

Security Monitoring Features WebDAV

IBM TRIRIGA Calls Using WebDAV

The following information describes the transactions that the IBM TRIRIGA Workplace Reservation Manager product makes with external mail servers such as Microsoft Exchange or Lotus Notes. These transactions are made via WebDAV.

Create Meetings – Create calendar meetings, which include attendees and resources. The meeting can also be a recurring meeting as well as exceptions.

Delete Meetings – Deleting calendar meetings.


Update Meetings – Meetings can be updated. Appointment information can be changed, as well as the start and end times. Attendees and resources can be added and deleted.

Submit Meetings – Meetings that have been created, updated, or deleted optionally can be submitted, which sends the requests out to the invitees.

Query Information – Querying the Exchange server for appointment information such as appointment start/end times, recurrence patterns, attendees, resources, free/busy status…etc.

Resource Mailbox auto acceptance – An optional agent will be available, which will auto-accept appointments for resources such as conference rooms, projectors…etc.

Security Credentials Needed

The IBM TRIRIGA Workplace Reservation Manager application only accesses the Calendar folder of the mailboxes of the users. Hence the ‘Privileged’ User the application would require the ability to schedule on behalf of these users. The administration of this more privileged user is done in Microsoft Exchange.

Within the IBM TRIRIGA Workplace Reservation Manager application a user can have the delegation permissions to another user, if security allows. This will be a setup routine as preferences by the user. The user profile within the IBM TRIRIGA application will solely carry the user’s mailbox id.

Authentication to Microsoft Exchange

The authentication to Microsoft Exchange is initiated from the IBM TRIRIGA Application Server, hence usually within the network and within the firewall. The authentication is done via WebDAV, using the credentials stored in a properties file on the IBM TRIRIGA Application Server.

This properties file resides within the installation directory of the IBM TRIRIGA IBS installation and is secured by standard file access permissions.

Although, if configured, the authentication occurs via standard http, use SSL so authentication will occur via https.

The call for authentication is made from the IBM TRIRIGA Application Server to Microsoft Exchange. In order for this to occur, the security certificate identifying the server as trusted (or the certification authority) needs to be recognized and added to the trusted certifications.

In order to do so, this certificate needs to be imported into the keystore from Java. The keystore is a secure repository for security certifications maintained by Java where the keys are stored in the standard encrypted formats.

Once the IBM TRIRIGA Application Server tries to authenticate to the Exchange Server, this certificate, along with the provided credentials allows communication to occur.

Once the IBM TRIRIGA Application Server successfully has authenticated, the processes as earlier discussed and further outlined in the user documentation can occur and IBM TRIRIGA Security Configuration within the application will enforce specific user rights from there, as far as applicable.


Below is a diagram of a typical high availability, secure infrastructure with the typical ports of communication.

Authentication to Microsoft Exchange

Setup

The setup of the integration with Microsoft Exchange server is done through business objects (records) within the IBM TRIRIGA application, stored in the database. No sensitive data such as credentials are stored within the database for this purpose.

Here is an example of External Mail Server Properties settings:

Enable External Mail:

External Mail Server: YourMailServer.com

External Mail Domain: YourMailServer.dom

External Mail Time Zone: (GMT -8) Pacific Time (US, Canada); Tijuana [US/Pacific]

External Mail Search Objects: YourMailUsers

TRIRIGA Web Server: YourWebServer.com

Enable SSL:


Note – The user credentials for the Exchange User are stored within a properties file in the config directory of the IBM TRIRIGA installation.

Importing the security certificate

Obtain the security certificate of the Exchange Web Server.

Go to your JAVA_HOME\jre\lib\security directory and use following command:

\JAVA_HOME\bin\keytool -import -file devcert.cer -trustcacerts -storetype jks -keystore cacerts

When prompted for the password use changeit.

Select yes when prompted to accept.

Note – It is important to specify the 'cacerts' keystore. If SSL is disabled then security is disabled and all communication between IBM TRIRIGA and the Exchange server is sent as clear text.

© Copyright IBM Corporation 2011.

INDEX

Agenda, 39 Asset Reservation, 68, 69 Attachments, 39 Calendar Templates, 6 Creating a Location (Hoteling) Reservation

Record, 34, 45, 69, 74, 77, 80 Credit Card, 67, 69 Integration

Microsoft Exchange, 96 Location (Hoteling) Reservation Record, 34 Location Reservation, 34, 36, 44, 45, 69, 74, 77 Microsoft Exchange

Set Up, 98 Setting Up, 97

Microsoft Exchange Integration, 96

Microsoft Outlook Viewing Appointments, 97

Payment, 67, 68 Private Reservations, 12, 39 Purchase Order, 69 Recurring reservations, 37, 47, 55, 75 Reservation Management

Overview, 2 Reserve Work Task, 69 Room layout, 68, 69 Vehicle Reservation, 68, 77 Viewing Appointments

In IBM TRIRIGA, 97 Microsoft Outlook, 97

Welcome Package, 39

Notices

This information was developed for products and services offered in the U.S.A.

IBM may not offer the products, services, or features discussed in this document in other countries. Consult your local IBM representative for information on the products and services currently available in your area. Any reference to an IBM product, program, or service is not intended to state or imply that only that IBM product, program, or service may be used. Any functionally equivalent product, program, or service that does not infringe any IBM intellectual property right may be used instead. However, it is the user's responsibility to evaluate and verify the operation of any non-IBM product, program, or service.

IBM may have patents or pending patent applications covering subject matter described in this document. The furnishing of this document does not grant you any license to these patents. You can send license inquiries, in writing, to:

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IBM TRIRIGA 10 Reservation Management User Guide

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