Statement_of_Requirements_--_Event_Scheduling_System_Redacted.pdf

Office of Contracting and Logistics Management Revised 05 Mar 2015

Statement of Requirements

Event Scheduling System NPS Office of Academic Administration

Naval Postgraduate School

1.0 Background/Introduction:

Under the Office of Academic Administration, the Scheduling Office schedules academic classes and classrooms. Additionally, beginning in July of 2019, the Scheduling Office assumes new responsibility for event scheduling. Events comprise things like meetings, training, workshops, conferences, make-up classes, study groups and the like.

2.0 Minimal Technical Requirements/Salient Characteristics:

The Scheduling Office requires a comprehensive data system for organizing and displaying event requests and scheduled bookings. Specific requirements are as follows:

a. Direct integration with existing Infosilem class scheduling system and database of campus rooms to provide a single system for all scheduling activities and utilization of scheduled spaces.

b. Users can search for a room on campus that best fits their needs, including building, number of seats, room amenities, etc.

a. Self-service to allow users to self-book certain rooms.

c. System allows users (individuals seeking to reserve space) to place requests online pending confirmation.

b. Automatic alert of room reservation request is sent to building administrator responsible for approving requests.

d. System allows for multiple administrators who have access to approve only those events occurring in their area of responsibility.

e. Identify room/space characteristics: Capacity, Equipment/Technology, Accessibility, Furniture, security, restriction type (building/department), room type (lab, fixed seating, tiered), and availability.

f. Display images room/space.

c. Communication capability to provide appropriate email notifications to ensure that campus Schedulers, Administrators, and event requestors are informed of building space use and reservation status.

d. Confirmation email is automatically sent upon approval of reservation.

e. Automatic confirmation of reservation is sent to requester once reservation is approved.

f. Provide web-based access to calendars of scheduled events.

g. Capability to integrate with MS Exchange to synchronize room calendars.

h. Building/room administrator can quickly view the status of building/room usage on any given day.

i. Canned reports of room utilization.