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EMS Desktop Client User Resources

This page contains resources and announcements pertaining to the operation of EMS at the University of Richmond. Here you will find relevant files and documentation to advise on the use of EMS as well as overall scheduling operations.

If you would like to receive announcements via email, please contact Wright Harrison to subscribe.

Examples for the types of announcements archived on this page are as follows:

  • questions and helpful information shared by colleagues
  • information about system configuration changes
  • updated project implementation timelines
  • classroom training opportunities
July 11, 2017: Downloading & Installing the EMS Desktop Client; Other Updates

Thank you to everyone for their patience with the EMS update yesterday. For those of you that use the EMS Desktop Client, there should be no need for any action on your part to update the software on your computer. EMS is designed to do this for you automatically. However, there have been some instances where this has not happened.

You can always refer to the EMS Desktop Client Download & Installation Instructions on our website if you need to manually install the latest version. For anyone that received the error message “Software upgrade is required based on Server Version” (see image below), then you will need to reinstall the software.

EMS Error Message

Other Updates…

I have posted several SpiderBytes and am including instructions in the weekly training sessions for how to access the new EMS WebApp (Centralized Scheduling Service). If you manage any websites that refer to the WebApp (formerly Virtual EMS), then please make sure to update those URLs to the following:

https://ems.richmond.edu/EMSWebApp

April 11, 2017: EMS Configuration Changes & Support Services

EMS Configuration Changes & Support Services

In preparation for upgrading to the current release of EMS (v44.1), Events, Conferences, & Support Services is making changes to how work orders for Support Services are generated.

Over 70% of our business originates from online requests on the Centralized Scheduling Service. We intend to take advantage of this by shifting a majority of that data entry to our customers as they make their requests online. As a result, we expect to realize:

  • Improved customer awareness of event equipment ordered
  • More accurate and expedient processing of requests
  • Weekly and daily operations reports that are easier to read and execute
  • Improved ability to aggregate and analyze equipment use over time

What is the change?

A new resource category is being created (ECSS | Support Services) that will replace building-specific resource categories (e.g. ECSS|Keller Hall) that have been in-place since the initial EMS implementation. This resource category will facilitate campus-wide event and meeting setups performed by Support Services.

How does this change affect me?

If you use the EMS Desktop Client and have saved reports that include any of the Support Services Resource Categories, then you may need to update your report settings to include the new resource category (ECSS | Support Services). For more information about working with saved reports on the EMS Desktop Client, please refer to this document.

If you schedule work orders for Support Services, you may continue to do so by using the new resource category (ECSS | Support Services). This file can be used as a guideline for determining the length of time required for scheduling a particular event setup.

When will the change take place?

The new resource category will be available on the EMS Desktop Client on Wednesday, April 12.

Everyday users of the EMS WebApp/Centralized Scheduling Service will have access to make work order requests directly online beginning the week of July 10, 2017.

August 18, 2016: New Event Type - Review Session

New Event Type: Review Session

In order to accommodate how academic spaces are being requested more accurately, we have configured a new event type called Review Session.

This new event type is now included on all web process templates/request forms for academic locations. It is also included on all applicable notification rules and publically available reports.

If you have reports configured locally to your account on the EMS Desktop Client and need to include this event type, please make sure to update your report configurations. To learn more about managing memorized reports, please refer to this document.

August 8, 2016: Important Instructions for Installing EMS v44 on your Computer

EMS has been successfully upgraded to v44. Please refer to the following instructions for uninstalling the former version and installing the new one on your computer. If you have any specific questions or need assistance with this process, please do not hesitate to contact Wright Harrison, EMS Administrator.

Step 1: Uninstall EMS. From the Control Panel, select Programs and Features

Programs and Features

Step 2. Locate EMS and Uninstall. Select EMS from the list of programs by selecting and double-clicking. You will be prompted with a confirmation of your selection to uninstall EMS. Select 'Yes'.

Uninstall EMS

Step 3. Open a web browser (Chrome, Firefox, Explorer, etc.). In the navigation bar, paste the following URL and press Enter.

https://ems.richmond.edu/EmsDesktopWebDeploy/

Step 4. Follow the instructions. The website will present instructions for downloading and installing the EMS Desktop Client. You will ultimately download two files (EMSApplication.exe and emswebdeployconfiguration.cfg). In order for the download to work properly, make sure that you are not blocking pop-ups. Click on the link, "Download and Install the EMS Desktop Client".

Download and Install EMS v44

5. Save the installation file. Your web browser will prompt you to save (or possibly run) the following files. Just save the download files to your Downloads folder or wherever you generally save downloaded files.

  • EMSApplication.exe
  • emswebdeployconfiguration.cfg

Step 6. Open and run the EMSApplication.exe file. This will start the installation process. The application should open momentarily.

August 1, 2016: EMS System Upgrade and Planned Outages

EMS System Upgrades and Planned Outages

The EMS system is scheduled to have two planned outages in the coming days.

  • Friday, August 5 (12:00 PM – 9:00 PM)
  • Monday, August 8 (3:00 PM – 5:00 PM)

On both dates, the EMS Desktop Client and Centralized Scheduling Service will be inaccessible. Please make sure to complete any pertinent scheduling tasks before these outages.

The planned outage on Monday, August 8 is to upgrade EMS to version 44. After the upgrade is complete, specific instructions detailing the installation process for the EMS Desktop Client will be distributed to recipients on the EMS @ UR Listserv and posted on the EMS Desktop Client Resources website. All EMS Desktop Client users will need to update the software on their local computers.

Important Changes and Enhanced Features

The upgrade to EMS v44 includes new features and feature enhancements to assist scheduling operations.

  • Automated Report Delivery - Many standard reports and queries can be configured to have a routine delivery schedule. If you primarily use EMS to run and send reports, please consider this new feature and contact me.
  • Enhanced Notification Triggers – Notifications can now be configured to be sent directly to schedulers, web users, and 1st contacts on events. This is advantageous because communication gaps can now be closed by directly notifying customers and schedulers when there are booking status changes or updates to pending service orders.
  • Conditional User Defined Fields – Lines of questioning on web process templates (online scheduling request forms) can now include conditional lines of questioning. Additionally, User Defined Fields now supports option boxes in addition to text boxes, lists, numeric, and date fields. If you would like to explore options for user defined fields on any process templates for your areas or resource categories, let me know.
  • Loss of EMS Web Client – As mentioned in previous messages, the EMS Web Client will no longer be supported.
July 18, 2016: Important Update to EMS

EMS Software Upgrade to v44

On Monday, August 8 at 3:00 PM, we will be updating EMS to version 44. During the upgrade process, EMS and the Centralized Scheduling Service will not be available for use. This disruption in service should only last through the rest of the work day that Monday.

Once the upgrade process is complete, any pre-existing versions of the EMS Desktop Client installed on local computers will no longer be able to connect to the EMS server and database. In order to access EMS, every EMS Desktop Client user will need to download and install a new version of the software. All current users of the EMS Desktop Client will be provided with a link to access and download the update. As we approach the upgrade date, please look for a follow up message to this email. It will detail step by step instructions for uninstalling the former version of EMS and installing the new version.

Important Changes

Loss of the EMS Web Client

Windows users that have been using the Web Client will simply need to download the Desktop Client after the upgrade is complete. Some users, specifically those using Macintosh computers/OS X, access the EMS Web Client from https://ems.richmond.edu/emswebclient. This service will no longer be supported by our vendor in Version 44. Two solutions exist for those affected by this change:

  1. Those that primarily rely on EMS for reporting purposes only can now have those reports automatically delivered by email at a frequency specified by the user. Please send me a message if you are interested in exploring this option.
  2. Alternatively, a virtual machine running an instance of the Windows operating system can be installed on the Macintosh computer in order to run the EMS Desktop Client. If you are affected by this change and are electing the second alternative, then I ask that you contact me by Monday, July 25 to let me know in advance. The HelpDesk can make the necessary software available to you for $79.99 and can be charged to your department.

The next version of EMS includes increased functionality with notifications, user defined fields, and automated report delivery as mentioned above. I will be working to optimize many of our existing workflows to take advantage of these new features. If you have interest in learning more about them, just let me know.

Finally, I strongly suggest that if your only purpose for using EMS is to generate and send reports, then you may want to consider foregoing this update and rely on automated report delivery only. If this is of interest, please contact me. We can review your report specifications and delivery schedule in order to have those in place shortly after the upgrade.

October 6, 2015: Fall Final Exams and New Rooms in EMS

Fall Final Exams and New Rooms in EMS

The Fall 2015 final exam schedule is now published in EMS. This information is processed manually as it is treated differently than regular classes in Banner. During this process, we discovered two rooms that were being used for academic purposes but were not configured in EMS. These locations include:

  • Modlin Center for the Arts: Visual Arts Building - Small Arts Room V115
  • Gottwald Science Center - Classroom B118

The addition of these rooms in EMS should not affect any operational reports since reports are configured at the building level. However, any users that use personal views (My Views option in the Settings menu) to configure their reports will need to make their own updates as needed. I know this will impact the reports HVAC and the Modlin Center utilize, but it may affect others as well. Let me know if you have any questions.

There may be a handful of additional locations that host seminars or small class meetings that are not yet configured in EMS. If these are discovered, I will make those announcements via the EMS@UR Listserv.

September 22, 2015: EMS Server and Software Updates

EMS Server and Software Updates

On Monday, September 28, 2015, we will be applying updates to the EMS servers. Beginning at 3:30 PM, the Test database will be offline so that the software patches can be applied there first. At 5:00 PM, the Production server will be offline in order to apply changes there. Please make sure that your work in EMS is complete and sign out of the application by 5:00 PM on Monday.

All Desktop Client (Windows PC) users, will need to download and install a new version of the EMS Desktop Client to their computers. You can follow these steps in order to accomplish this:

  1. Download the updated software here on Box. (NetID and University password required)
  2. Open the installation file and follow the default prompts in the installation wizard.
  3. Once installed, open the application.
  4. If you are prompted for Server and Database information upon opening the application after updating, please use the following for the dialog box fields:
    • Server: GEMSDP\GEMSDP,1433
    • Database: EMS

Let me know if you have any questions or concerns.

July 13, 2015: Classroom Setup Type Configuration Changes

Classroom Setup Type Configuration Changes

Today, changes were made to how users are able to filter academic classrooms when browsing facilities and requesting room locations on the Centralized Scheduling Service. This change affects the Academic Spaces request forms under the Events, No Services menu.

Users will be required to specify a setup type when providing initial booking information from the following list:

  • Academic No Preference
  • Tablet Armchairs
  • Classroom Rows
  • Classroom Rows, Fixed & Tiered
  • Conference/Board Room

Setup types will be validated against the room capacities set by the Registrar for each classroom and corresponds to their records for each room.

CSS users are also able to use Browse Facilities (under the Browse menu) to see the default configuration for academic classrooms. This can be done by setting the filter, room type, to "classroom" and viewing the results list by setup type.

Desktop Client users are also able to use these same filters when using the Wizard for room scheduling.

Please let me know what questions you may have about these changes.

June 23, 2015: Notice for Changes to Academic Course Event Types

Notice for Changes to Academic Course Event Type

On Thursday, June 25, academic classes will be unpublished from EMS and the Centralized Scheduling Service in order to resolve an issue where event type for 22,420 individual class meetings are not being associated with the value Academic Class.

Since this will cause room availability in classrooms to appear available momentarily, the resolution will be applied prior to business hours on this date so as to have as little effect on scheduling activity.

The change will improve search results for academic classes in both the EMS Desktop Client and the Centralized Scheduling Service as well as provide more accurate usage statistics for campus locations.

Please let me know what questions you may have about this matter.

June 15, 2015: Centralized Scheduling Service & T.C. Williams School of Law

Centralized Scheduling Service and T.C. Williams School of Law

This message is to announce that the Centralized Scheduling Service now includes scheduling options for the T.C. Williams School of Law.

Staff and Faculty with login credentials to the CSS can access four "request-only" forms under the Events & Services menu. Each follow similar logic to pre-existing request forms based on level of service need. Students and guest users can make requests for this area using the Standard Event Request Form.

The Law School will receive, monitor, and process requests from the CSS using the EMS Desktop Client. Please let me know what questions you may have regarding this new functionality within the CSS.

May 5, 2015: Centralized Scheduling Service Implementation Update & Food Exemption Process Changes

Centralized Scheduling Service Implementation Update & Changes to Food Exemption Process

Centralized Scheduling Service Update

Last week, we connected HR Toolkit, the module that brings staff and faculty employee contact information into EMS, to the test database. Over 1,700 individual employee contacts were imported into EMS and assigned to their corresponding organizations.

I know that you share the same level of excitement as I do for providing access to staff and faculty to schedule event programming, reserve meeting spaces, coordinate non-academic use of classrooms, and request many of the services we provide across campus. Please recall that we have made the following preparations for this important milestone in advance of the full Centralized Scheduling Service launch on May 15:

  • CSS Online Tutorial
  • Email messaging to Staff and Faculty announcing access to the CSS
  • Open presentations to campus on Tuesday, May 12 (9:30 AM - 10:30 AM, Jepson Hall 109) and Thursday, May 14 (3:00 PM - 4:00 PM, Gottwald Science Center A001)
  • Department specific presentations by request

All members of the EMS@UR Listserv may access the CSS at this time in advance of May 15.

Food Exemption Scheduling Workflow Changes

There are two forms on the CSS that pertain to Food Exemptions, formerly known as Food Waivers, granted by the Heilman Dining Center Purchasing Office.

The first is the Approved Off-Campus Vendor form under the Events, with Food Requirements sub-menu. From this form, our customers will select a pre-approved, off-campus vendor and answer specific questions regarding their food service needs. By default, these service requests will be considered approved. However, use of space and other requirements may still need to be reviewed prior to updating the online request status to confirmed.

Event schedulers using either the EMS Desktop or Web Clients should keep the following under advisement when scheduling programming that does not originate from the CSS:

  • Phone, Email, and Walk-in requests may not indicate their specific vendor at time of request. These customers will need to complete a standard food exemption form or inform their scheduler the name of the vendor, type of service, as well as food and beverages to be served.
  • Schedulers can update exemption requests with this information at any time by applying and populating the User Defined Fields for the DINING | Off Campus Vendors resource category. Events using resource items from this category should only be considered approved when these fields have been populated.
  • All schedulers will have to manually change the resource category state to New Request for all requests where the generic resource Approved Off-Campus Vendor is used. This is done by editing the resource category directly in the Navigator.
  • The best practice will be to collect Off Campus Vendor information upfront when working with customers directly.

The second form, Self-Service Events within the Events, with Food Requirements sub-menu, assists customers with requesting campus locations for potlucks, carry out, self-prepared meals, and events with donated products. All requests originating from the CSS or manual scheduling in EMS will default to a new request state for this resource category. For the time being, all bookings that include resources from the DINING | Self Service resource category require that customers complete a standard food exemption form. Upon receipt and approval by the HDC Purchasing Office, the approved form will be attached to the affected reservation and the resource category state will be changed to approved by this office.

Schedulers should keep the following items in mind when managing reservations that use this resource category:

  • Set a reminder to check for approval from the HDC Purchasing Office. This will improve our ability to more quickly respond to customer requests. There is a pre-configured reminder type in use by the Events Office that all schedulers are free to use (ECSS | Food Exemption Approval).
  • Encourage our customers to submit a food exemption form at the time of request.

These changes will take effect on May 15.

April 21, 2015: Centralized Scheduling Service Update, Request Forms, and Reminders

Centralized Scheduling Service Update, Request Forms, and Reminders

Centralized Scheduling Service Update

We are on track for implementing staff and faculty access to the Centralized Scheduling Service. Last week, we received our first query results for staff and faculty contact information from Banner, and we are currently working with this information in our test database. Once we have verified that the process of synchronizing Banner and EMS contacts is working properly, full access to the CSS will be available.

The response from our initial test group has been overwhelmingly positive. As a result, we have been able to gather valuable feedback to help improve the service.

In anticipation of this change for how events, meeting spaces, and classrooms will be requested, we have made the following preparations:

  • CSS Online Tutorial
  • Talking Points for Department Heads to share with staff
  • Open presentations to campus on Tuesday, May 12 (9:30 AM - 10:30 AM, Jepson Hall 109) and Thursday, May 14 (3:00 PM - 4:00 PM, Gottwald Science Center A001)
  • Department specific presentations by request

Request Forms

In order to gradually migrate staff and faculty to the CSS, we are currently offering two types of request forms for event scheduling. The Classic Event Request Form is our traditional poster form that is hosted by Web Services. This form will remain active for the time being for those users who prefer the former system. Event request information is directed to the Events, Conferences, and Support Services inbox (urevents@richmond.edu) from this form.

The new Standard Event Request Form operates within the CSS and behaves similarly to the Classic form. However, this new form routes request information directly to EMS.

The Standard Request Form will exist to provide all University community members with a CSS experience even if they will not have login credentials after the completion of this current project phase.

Reminders

As we continue to move towards having a more centralized repository for event information, schedulers and services providers are encouraged to set reminders for themselves on individual bookings in order to prompt themselves to review booking details for changes. Reminders can be viewed in the Dashboard. Additionally, an excerpt from the EMS Users Manual is available to learn more about this useful feature.

April 1, 2015: EMS Project Update

EMS Project Update

To date we have 83 users of the Centralized Scheduling Service (CSS). Over the course of the past six weeks, we have made targeted presentations to Human Resources, Chaplaincy, Richmond College, Westhampton College, Student Involvement, and individuals that are considered high-volume requestors. We anticipate that we will complete the implementation of HR Toolkit sometime in May. This portion of the EMS project will allow us to scale our user base to the entire staff and faculty populations on campus.

In preparation for this significant change, we have been offering training sessions each Friday in Jepson Hall G24A from 10:00 AM to 11:30 AM. Anyone can attend these sessions, but they are primarily meant for those that use either the EMS Desktop or Web Clients. Each session is meant to follow the structure of our proposed EMS training model. We can also tailor instruction to meet individual needs. Additionally, we have also offered to hold presentations on the Centralized Scheduling Service to any department that would like to participate. Please contact me to schedule a presentation on this new service. Having a basic understanding for how the CSS works, will increase our ability to offer customer support no matter if you are a scheduler, service provider, or a department head.

Wright Harrison

Event Management Software Administrator

Events, Conferences & Support Services | University of Richmond

(804) 287-6333 Direct Line

March 17, 2015: EMS Training & Project Update

Reviewing the EMS Desktop Client and Exploring Reporting Options

We will continue with our usual Friday morning learning opportunities regarding EMS. This week we will focus on reviewing the EMS Desktop Client and its core functions. We will also spend some time looking more closely at various reporting options and how to configure reports.

This will be an ideal opportunity for anyone who uses either the EMS Desktop Client or Web Client and needs to produce reports. If you are attending the session in Jepson G24A (10:00 AM to 11:30 AM), please bring specific examples of the kinds of information you need to access. We will work on exploring which reports best convey the information you need to know.

Also, there is a file on our project website that deals specifically with Working with Memorized Reports. You may want to review this excerpt from the EMS Users’ Manual in advance.

Update on Centralized Scheduling Service Implementation

We also continue to increase the number of customers using the CSS. This is mainly being accomplished through targeted presentations to our high volume requestors. To date there are 60 active user accounts.

If you would like to organize a presentation on the CSS for your department, let me know. Presentations on the service take about 60 minutes to complete.

March 9, 2015: Project Progress and Training Opportunities

Project Progress and Training Opportunities

We continue to make progress on implementing Virtual EMS, otherwise known as the Centralized Scheduling Service (CSS), to campus. To date, we have 47 users on the CSS and are receiving 1 to 2 request per day from this initial test group. So far, everything is running as intended. By the end of this month, we anticipate bringing our user count to 90-100 users.

We are also partnering with Information Services to develop a query that will pre-populate our user database with staff and faculty records. This feature will make logging in to the CSS seamless. Once implemented, all anyone will need is their NetID and University password to access the CSS. We anticipate completing this portion of the project sometime in May.

Many of you may be curious about opportunities for training. There are a few ways for either you or your department to participate. First, each Friday from 10:00 AM to 11:30 AM, there is a classroom training session in Jepson Hall G24A. This past week, we covered the material for CSS: The Customer Interface (Part 1 of 2 of the grey box in the Level 4 column). This Friday, we will be working on CSS: Interacting with Customers, which is the second part to understanding how Virtual EMS works.

Perhaps, you are feeling that you missed prior opportunities for learning about EMS? Don’t worry. We will continue to cycle through the training program map each week as needed. You can always let me know if there is specific content you would like to cover. We are also offering presentations on the CSS to high volume requestors this month, which anyone receiving this email can join.

See below for a list of currently scheduled learning opportunities.

Date Class Name Location Time Sign Up
Tuesday, March 10, 2015 Introduction to the CSS Wilton Center - MultiFaith Room 2:00 PM - 3:00 PM Count Me In
Friday, March 13, 2015 Interacting with Customers & the CSS Jepson Hall - Computer Lab G24A 10:00 AM - 11:30 AM Count Me In
Wednesday, March 18, 2015 Introduction to the CSS Robins School of Business - Reynolds Board Room Q300 10:00 AM - 11:00 AM Class Full
Friday, March 20, 2015 EMS Client Overview or Q & A Jepson Hall - Computer Lab G24A 10:00 AM - 11:30 AM Count Me In
Tuesday, March 24, 2015 Introduction to the CSS Tyler Haynes Commons - Room 348 2:30 PM - 3:30 PM Count Me In
February 27, 2015: The Centralized Scheduling Service Is Here

The Centralized Scheduling Service Is Here

The Centralized Scheduling Service, the web portal to EMS, is online with limited access available to select customers at this time. What does this mean for schedulers and service providers? It means that we need to make sure that we are preparing for the addition of more users as we continue to spread the word this semester.

For now, only locations that are under the purview of the Events, Conferences, and Support Services department are available to customers for online requests. The T.C. Williams School of Law, University of Richmond Downtown, Weinstein Center for Recreation and Wellness, and the Modlin Center for the Arts will all need to work with ECSS to determine the scope of their own CSS implementations. Please contact me to begin discussing what information and decisions need to be made to make these areas a part of the CSS.

On Friday, March 6, we will be offering a training demonstration on the Centralized Scheduling Service in Jepson G24A from 10:00 AM to 11:30 AM. The number of seats at this location are limited; please let me know if you plan on attending. This training module will focus on the customer experience while using EMS and is ideal for anyone that either uses the EMS Desktop Client for scheduling or for providing services. Additionally, anyone who attends this session will be granted access to the CSS for their own scheduling needs.

February 24, 2015: Scheduling Service Order Bookings and Taking Rooms Offline

Scheduling Service Order Bookings and Taking Rooms Offline

One of the main advantages to EMS is that we are all working together via a centralized information system. This allows us to manage our campus locations to support event programming for our community. Much of the work that we do, however, is often behind the scenes and out of view from the customer perspective. Yet, we still need to schedule bookings in these locations in order to perform our work. Setting up tables and chairs, maintaining audio-visual equipment, replacing furniture, and draping tables with linens are all examples of when we might schedule a booking in advance of an actual event.

In these situations, we want to use a different booking status than the Confirmed status. While we are definitely certain that we will set up the tables and chairs or replace the dying LCD projector bulb, we want to use the Room Offline/Service Order status when scheduling these kinds of bookings. The advantage to doing this is that it more clearly reflects for how we are utilizing space on campus, and it keeps our important behind the scenes work “behind the scene.”

There may also be times when we need to take entire buildings offline. A good example of this is when the Heilman Dining Center closes for a break in the semester. While we could create all-day bookings taking the South Meeting Room offline to prevent customers from scheduling this location, a better practice is to utilize the building hours features in EMS. We might also have an opportunity to reflect changes in operating hours via the Holidays and Important Dates features. With this in mind, please contact me directly if you have further questions or need to accomplish more than just a service order booking.


Wright Harrison

Events Scheduling Coordinator

Events, Conferences & Support Services | University of Richmond

(804) 287-6333 Direct Line

Campus Event Schedule

February 9, 2015: EMS Software Updates and Configuration Changes

EMS Software Updates and Configuration Changes

On Thursday, February 12, we will be making upgrades to EMS. The test database will be updated during business hours. At the end of the day, upgrades will be applied to the production database.

On Friday, February 13, we will be making changes to the DINING | Services resource category as outlined in the message sent to you on February 2, 2015.

You will need to upgrade your version of the EMS Desktop Client if you are a user of that product. If you currently use the WebClient, then this does not apply to you. You can obtain a copy of the installation file by accessing my Outbox on NetFiles (username: wharriso). I have included instructions with screenshots on how to do this below. Again, if you are an EMS Desktop Client user, you are responsible for maintaining the most current version on your computer. If you need more information about NetFiles, there is an FAQ on the Information Services website that you may find helpful.

Finally, if you have any questions, do not hesitate to contact me.

Steps for Accessing the EMS Desktop Client on NetFiles:

Step 1

Step 1: Double-click on the WIN_OtherUsers shortcut in your NetFiles folder.

Step 2

Step 2: Navigate to the “w” folder.

Step 3

Step 3: Find my username, wharriso.

Step 4

Step 4: Open my Outbox folder.

Step 5

Step 5: Copy the file, EMSClient.msi to your computer (the Desktop, Downloads folder, or wherever you download files). Once you have done this, double-click on the file. You will be prompted to run the installation application.

Step 6

Step 6: Follow the prompts provided by the EMS Setup Wizard to install the application. If you have pinned the application to your taskbar, you will need to remove the old version and pin the newer version once you open it.

February 2, 2015: Configuration and Branding Changes for Dining Services

Configuration and Branding Changes to Dining Services

It is long overdue for a report on our progress as we move towards rolling out the Centralized Scheduling Service—the brand name for Virtual EMS. Today’s update will communicate some changes involving Dining Services. Remember, this message will be archived on the EMS Project Website.

DINING | Services: University Catering and Heilman Catering

Dining Services offers two different catering options: University Catering (referred to on campus as “Catering”), known for its full service catering options, and Heilman Catering (referred to on campus as “D-Hall”), which typically offers delivery, pick-up catering options, and the always popular boxed lunch.

Moving forward all references to these services will be branded as University Catering or Heilman Catering. It is imperative to make the distinction since we have intentionally configured comments, request form text, and confirmations to reflect this. Please keep this in mind when speaking with customers regarding these services.

Acceptance of Service Comment Types

Users can select University Catering or Heilman Catering based on their needs, and descriptions of each service (and even menus) can be found in the Centralized Scheduling Service. Once availability of service is confirmed by Dining Services, a specific Comment Type will be applied to the booking indicating either University Catering or Heilman Catering as accepting their business – either DINING | Catering Acceptance or DINING | Heilman Acceptance. Both of these comments include a link to the Catering Online Ordering System.

Some requests may have multiple meals and will utilize both University Catering and Heilman Catering (such as an all-day meeting or conference). Schedulers should:

  • Create an overall Booking that confirms the room for the duration of the event (use a Confirmed status). This will include any Support Services setup instructions and service orders.
  • Create additional Bookings with one Dining Services resource assigned to each (use the Associated Event status). Acceptance of service comments will be applied to each individual booking to indicate which service is being provided.

Service Availability and Confirming Events

Request forms on the Centralized Scheduling Service that pertain to event spaces (not classrooms) operate on a six month (180 day) rolling timetable. Schedulers will need to monitor bookings that have unconfirmed statuses with services via Browser searches on the same rolling six month timetable. When services are approved, schedulers should finalize remaining event details and update both the booking and reservation statuses to a confirmed status.

Additional Dining Resource Changes

The DINING | Services resource category will be reconfigured to reflect full service, delivery service, and pick-up orders on Friday, February 13, 2015. Be sure to make the selection that reflects the kind of service that is needed when scheduling events using the Desktop or Web Clients. Centralized Scheduling Service users will see resources in these separate groupings when they make their selections online.

The changes to this resource category should not affect any report configurations or security credentials.

December 17, 2014: EMS Server Updates and Software Patches

EMS Server Updates and Software Patches

Today, we will be making important upgrades to EMS. Some of this work will affect you and your work. First, EMS will be off-line after 5:00 PM today, December 17, 2014. Please make sure you complete your work by then, and go home and have a nice evening!

The second important change that affects you is that you will need to upgrade your version of the EMS Desktop Client if you are a user of that product. If you currently use the WebClient, then this does not apply to you. You can obtain a copy of the installation file by accessing my Outbox on NetFiles (username: wharriso). I have included instructions with screenshots on how to do this below. Again, if you are an EMS Desktop Client user, you are responsible for maintaining the most current version on your computer. If you need more information about NetFiles, there is an FAQ on the Information Services website that you may find helpful.

Finally, if you have any questions, do not hesitate to contact me.

Steps for Accessing the EMS Desktop Client on NetFiles:

Step 1

Step 1: Double-click on the WIN_OtherUsers shortcut in your NetFiles folder.

Step 2

Step 2: Navigate to the “w” folder.

Step 3

Step 3: Find my username, wharriso.

Step 4

Step 4: Open my Outbox folder.

Step 5

Step 5: Copy the file, EMSClient.msi to your computer (the Desktop, Downloads folder, or wherever you download files). Once you have done this, double-click on the file. You will be prompted to run the installation application.

Step 6

Step 6: Follow the prompts provided by the EMS Setup Wizard to install the application. If you have pinned the application to your taskbar, you will need to remove the old version and pin the newer version once you open it.

December 4, 2014: Training Assessment Reminder, Common Reports, & Connecting the Dots

Training Assessment Reminder, Common Reports, and Connecting the Dots

Welcome back! Yes, Thanksgiving break is too short, but the Winter holiday is almost here. In the meantime, it is important to not lose any momentum on the great progress and gains we have made with bringing EMS to our campus. Thanks to everyone for their support and engagement in the project. Remember, you can always view previous updates about the EMS project, right here, on our website.

Speaking of engagement, have you taken a moment to participate in the Training Needs Assessment Survey? It only takes a few short moments of your time, but your feedback will ensure that real, meaningful training content is delivered to you in 2015.

This week’s post brings us two Did You Know? items:

  • Common Reports and How to Run Them
  • Connecting the Dots: How do I find an event?

Common Reports and How to Run Them

Last week we discussed the need to update reports to reflect the addition of a new event status: Ad-hoc Confirmed. We also posted an excerpt from the EMS Manual that details working with your memorized reports. But perhaps we could benefit from an explanation about reports in general.

Having a basic understanding about the relationship between a database query and a report is helpful when working with any information system. Techopedia offers a very straightforward explanation as part of its technology dictionary. In summary, a query behaves as the question you want to ask, and the report defines the format of the answer.

EMS behaves no differently than the example above. In fact, each user account has access to certain types of reports that pertain to its operational need. In EMS, the query, or question, is controlled by the various tabs in the report dialog box (see image below) representing the search criteria. Once the appropriate criteria are set, reports can either be printed, exported, or memorized for future use.

Report Dialog Box Search criteria for reports can be set on each tab in the report dialog box. Memorized reports can be accessed in the drop-down box labeled: Setup.

For a list of the reports that are available in EMS, you can view the reports listing descriptions for more information.

Connecting the Dots: How do I find and event?

Have you ever received a phone call or email from a customer regarding an event but were not provided all the necessary information to locate the event? Well, there are multiple ways to “connect the dots” when working with customers to locate the appropriate record in EMS. You may want to consider the following:

The Organizations utility allows you to browse and search any organization that exists in the EMS database. From each organization record, you can view existing reservations or even create a new one. Depending on your user account permissions, you can also reassign reservations to other organizations.

The Navigator utility is the perfect solution for when you have either a Reservation ID, Booking ID, or Service Order ID. On our campus, this is traditionally thought of as the event reference number. For purposes of the Navigator, this is the unique identifier for the event. Once you provide this information, EMS will navigate directly to the event.

If you know the date and location of the event in question, the Book is a very convenient way of locating the booking record. Simply, navigate to the appropriate building and date, and off you go.

The Browser is likely to be the most powerful tool that EMS has to offer. The detective’s magnifying glass should “clue” you in that this is the tool to use for when barely sufficient event information has been provided. The Browser will allow you to conduct a basic search using common fields such as date, organization, location, and status. However, the advanced search method allows you to query on any field in the EMS database. Perhaps you need to see event results by event coordinator for a range of dates, or maybe you are interested in locating events with a specific resource scheduled, then the advanced search method is way to go. First, locate the applicable fields for your query. Once, they are selected, you can assign values for those fields and conduct the search.

The Browser Window Here, an advanced search is being conducted to find events during a specific span of time scheduled by a specific Event Coordinator with a specific resource scheduled.
November 21, 2014: New Status, Training Assessment, and Configuration Reminder

New Status, Training Assessment, and Configuration Reminder

The Thanksgiving holiday break is almost upon us. Everyone in the Events, Conferences, and Support Services Office wishes you a relaxing (and well-deserved) long weekend. Below you will find a few announcements regarding EMS this week.

EMS Updates This Week

  • Ad-Hoc Confirmed Status
  • Training Assessment Questionnaire
  • TMSS Configuration Change Reminder
  • Did You Know?

Ad-Hoc Confirmed Status

While we transition to implementing Virtual EMS, the web-based portal that will allow our customers to directly schedule their events, the ECSS office has been manually entering ad-hoc academic scheduling that is coordinated with the Office of the Registrar such as class meetings and study sessions. At the same time, we have implemented an automated 30-day reminder email for our customers for certain events with a Confirmed status. We quickly realized that we were sending confirmations for these ad-hoc bookings that had originally been scheduled with the Registrar.

In order to facilitate both processes and not confuse our customers, a new status was created: Ad-Hoc Confirmed. These bookings are typically simple meetings, but sometimes they require services such as multimedia support, food, and/or furniture to be moved. TMSS, Dining Services, Support Services, and Facilities all have had their accounts updated to be granted access to this new status. However, if you need this kind of programming to display on any reports that you routinely run, then you must reconfigure your individual reports to include this status. For more information refer to this excerpt from the EMS User Manual on how to do this.

Training Assessment Questionnaire

Each week, we speak to many of you and hear that you want to do more with EMS. We also want to help you get the most out of the program. In 2015, we would like to offer classroom learning opportunities that demonstrate many of the features in EMS. But before we can do that, we need your help. We have created a short questionnaire to help us assess the kinds of training content that you are seeking. Please take a moment to fill out this survey. Your support is greatly appreciated.

TMSS Resource Category Configurations

Remember that changes to TMSS categories and resources will be taking place on Tuesday, November 25. You can review the documentation regarding these changes here.

Did You Know?

Did you know that you can leverage public and custom Views in order to focus on certain types of spaces or spaces that concern your unique operations? This feature can be utilized in most all places of the EMS application, but it is most powerful when using the Book. Use the drop down menu in the upper left hand corner of the Book. Use the Views tab to filter the room list.

Locate views from the drop down menu in the upper left corner of the Reservation Book

Locate views from the drop-down menu in the upper left corner of the Reservation Book.

There are seven public views that are configured and available to all users. The rooms that display in each view depends on your account’s security credentials.

You can also configure your own personal Views from the Settings menu in the main application window. Just select My Views, and create a view that is pertinent to your operations. For example, if you need to monitor activity in specific rooms across multiple buildings, you could create a view in order to quickly see the activity in these spaces.

My Views is located under the Settings menu

To configure views, access My Views in the Settings menu.

Add specific rooms to your views by selecting a building and move individual rooms to the column on the right.

Add specific rooms to your views by selecting a building and move individual rooms to the column on the right.

November 13, 2014: EMS Announcement & Important Changes to TMSS Resources

EMS Announcement & Important Changes to TMSS Resources

Announcement: The project website has been updated! Here, you will find information about our current implementation timeline, EMS Contacts, and Listserv message archives. Soon, we will be adding a Training Needs Assessment that will allow you to tell us about the kinds of things you would like to learn about EMS.

Important Changes: On Tuesday, November 25 we will be making important changes to the TMSS resource categories that will affect how services are requested as well as how individual reports should be configured.

Why this matters to you?

After several meetings with TMSS, we realized that we needed to refine certain configurations and change certain scheduler practices in order to facilitate better information sharing.

What are the changes?

There will be a new resource category called TMSS | Technician Services that can be applied to bookings in all campus locations. This category is to be used whenever there is a resource or service that requires a staff member to be scheduled in order to provide the service or deliver equipment. (Think: rooms without built-in A/V technology or when a lecture needs to be videotaped).

TMSS | Notes will be phased out. Instead, schedulers should apply notes directly to the resource when scheduling TMSS Resources. The advantage to this is that it allows TMSS personnel to view requested resources, services, and notes in one place: Manage Services. To add a note to a TMSS resource, simply highlight the item and edit it in the Navigator window; apply scheduler notes in the Notes field. (See below for a screenshot of how to do this). We may be making similar changes to other service provider configurations in the future, but for now, this change only applies to TMSS.

Applying a note to a resource in EMS

Click on the image to view as full size.

How can I learn more?

Refer to the Related Documents and Files section on this page to view further details regarding changes to TMSS Resources. Remember, these changes will occur on Tuesday, November 25.

Did you know?

If you ever have questions or comments about EMS, it is likely that others would like to know too. Send an email to EMSatUR-list@richmond.edu to share with the group. Remember that posts are moderated for content.

Welcome Message

Welcome EMS Users and Stakeholders

You are receiving this message because you either use EMS each week to facilitate campus operations or you are a key stakeholder whose input and support is considered essential to our success.

The purpose of the Listserv (EMSatUR-list@richmond.edu) is to help build a culture around the project activities of implementing EMS at the University. Together, we can help to create a centralized information system for campus operations that will help us to have consistent and clear communications for how we accomplish our work.

The types of messages that you are able to receive from this email service could be:

  • questions and helpful information from other colleagues for our collective benefit
  • information about system configuration changes and helpful documentation
  • updated project implementation timelines
  • classroom training opportunities for EMS

We all receive a lot of emails on a daily basis so in order to keep your message count as low as possible, this Listserv will be moderated for content. You are also able to receive Listserv postings in a digest format. We will also be updating our project website in the coming weeks, which will also serve as a source for information regarding EMS at the University.

Let me know what questions you have. Your support and participation is vital. We are on our way forward to taking our communications and operations to an exciting, dynamic, and interconnected level!

Thanks,


Wright Harrison

wharriso@richmond.edu

Event Scheduling Coordinator

Events, Conferences, and Support Services

University of Richmond