data maintenance January 2019 V02 1 2 Contents Roles and Responsibilities of a Super User 3 Navigation in the Planon Back Office 5 Setting up Filters 9 Updating Room Data ID: 760473
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Slide1
Guide for Super Users
Room data maintenance
January 2019 – V.02
1
Slide22
Contents
Roles and Responsibilities of a Super User
3
Navigation in
the
Planon
‘Back Office’
5
Setting up Filters
9
Updating Room Data
16
Appendix 1 – Full list of room data and Super User permissions
20
Slide3Super User Roles & Responsibilities
3
Slide44
Each department will have one key superuser and may have one or more backups.Room Data Super Users are expected to:Maintain room details in Planon for rooms “owned” by their department: Initially check and update the data so it is correctUpdate as changes occur Review once a yearThe data to be maintained for each room includes:Facilities and equipmentCapacityLayoutSeating typePhotoKnown as nameNotes
Super User Roles & Responsibilities
Room contactRoom contact emailRoom contact numberAV contactAV contact emailSuper userSuper user email
Whether
the room is :
Requestable
Catering Friendly
Exam friendly
Quiet room
Student bookable
Room access type
Directions
Accessibility
link
Slide55
High level steps:Navigate to the correct screen in PlanonFilter the list of rooms (to display only your own rooms or a subset of them)Make changes to room data
Maintaining Room Data Overview
Navigate to the correct screen in PlanonLogin at planon.imperial.ac.ukFrom left hand menu, click Room Booking then Room bookingsSelect Graphical Planner in the top rowSelect Data view tab
Filter the list of roomsUse one of your existing filters or add a new one
Make changes to the room data
Select a single room, or a collection of rooms (using Shift or Control), or all rooms in the filtered list
Make changes and
save
Note: Check appendix for fields that should not be changed.
Slide6Navigation to the correct screen in Planon
6
Slide77
Super Users have been granted access to the ‘back office’ functions in Planon.To access this area, log into Planon in a browser,planon.imperial.ac.uk,and navigate to the menu on the left-hand side.Click on “Room Booking” and then “Room bookings”.
Navigation in Planon back office
Slide88
Navigation in the Back Office
Graphical Planner
tab shows
a list of rooms.
There are two display tabs:
Data view
Graphical plannerData view tab shows detailed room information and is used to maintain room data.Graphical planner tab shows room bookings.
1)
2)
Super Users
have the ability to
amend or cancel bookings in the back office of Planon. When displaying the Graphical Planner view, do not click on the bookings.
Slide99
Navigation in the Back Office
You can show or hide the room details by clicking the small arrow to the left of the display.
Slide10Setting up filters
10
Slide1111
Setting up a filter – Department (1/2)
Filters can be created so that you only see the rooms you are responsible for.To set up a filter for your department, navigate to the “Graphical Planner”. Click the filter button.Click on the cogs button and then “Add filter”
1)
2)
Slide1212
Setting up a filter – Department
(2/2)
3) Give your filter a memorable name. In the drop-down menu, select “Department”. Click the pop-up button at the end of the row to bring up the options.
4) Select your department
then click
“OK”.
5) Click “OK”. You will now only see a list of the rooms in your department. This filter is now saved and can be turned on or off.
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Setting up a filter – Room (1/2)
To set up a filter for a room, navigate to the “Graphical Planner”. Click the filter button.Click on the cogs button and then “Add filter”
1)
2)
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Setting up a filter –
Room (2/2)
3) Give your filter a memorable name. In the drop-down menu, select “Code”. In the value field type the start of the room name. Then click “OK”.
5)
You
will now only see this room. This filter is now saved and can be turned on or off.
Slide1515
Setting up a filter –
Edit or delete filters
To edit or delete a filter, select the filter, then click on the cogs to display the menu. With no filter selection, only the Add filter option is available. With a filter selected, all options are available.
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Setting up a filter – multiple criteria
You
can add multiple criteria to your filter. In this example, a filter has been created in order to view
a bespoke selection of rooms. 1) While adding a new filter or editing an existing filter, click the “+” at the end of the row, which will add a new set of criteria below.
2) In the new row, enter your additional criteria. Select AND or OR depending on whether a single room needs to meet both criteria (AND) or just one (OR) to be included in the list.In this case, a second room has been added to the filter.
Slide17Updating Room Data
17
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Updating Room Data – single room
To maintain the data for a single room:Select the room from the list by clicking on it
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Updating Room Data – single room
Open the “Data view” tab by clicking the small arrow if necessary. All the data held against an individual room can be found in the “General” and “Additional fields” tabs.In Appendix 1 (page 40) of this guide, a full list of the data fields which should or should not be amended by Super Users, can be found.If data needs to be changed in a field which Super Users should not update, contact the Planon System Administrators in the Estates Operations Customer Service Centre eo-csc@imperial.ac.uk.
Slide2020
Updating Room Data – single room
To change data, navigate to the field you would like to change, and click the pop-up button or type in the field if there is no button.
In this example, the “Room facilities” need to be updated. In the pop-up window, select or deselect the facilities as required.
Click OK
Click Save
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Updating Room Data – multiple rooms
To maintain the data for a multiple rooms:Select the rooms from the list by clicking on them. Hold the shift key while clicking on the second room to select a range. Hold the CTRL key while clicking to select additional individual rooms.Click Modify within selection
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Updating Room Data – multiple rooms
To change data, navigate to the field you would like to change, and click the pop-up button or type in the field if there is no button.
Enter or select new values. Click OK
Click OK
Slide23Appendix
23
Slide2424
Appendix 1 – Updatable fields
If
data needs to be changed in a field which Super Users should not update, contact the Planon System Administrators in the Estates Operations Customer Service Centre, eo-csc@imperial.ac.uk.
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Updating Room Data – Appendix 1
Space unit data (General)
Should Super User edit?*Room typeNoCodeNoCampusNoBuildingNoNameNoSpaceNoRoom facilitiesYesCalendarNoNum. of advance reservation daysNoMax. num. of reservable daysNo
Details (General)Should Super User edit?Work order groupNoCapacityYesDefault LayoutYesTariff groupNoCompound space (Y/N)NoTransferred to archive?NoTransition period in minutesNoStandard order referenceNoPhotoYes
*If data needs to be changed in a field which Super Users should not update, contact the Planon System Administrators in the
Estates Operations Customer Service Centre
.
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Updating Room Data – Appendix 1
Access (Additional fields)Should Super User edit?Room access typeYesDirectionsYesAccessibility linkYes
Room features (Additional fields)
Should Super User edit?
Requestable
Yes
Moderated room
No
Catering Friendly
Yes
Exam friendly
Yes
Seating type
Yes
Quiet room
Yes
Student bookable
Yes
Flooring material type
Yes
Area sqm
No
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Updating Room Data – Appendix 1
Celcat export data (Additional fields)
Should Super User edit?KX IDNoYear availabilityNoCelcat IDNoDemand categoryNo
Contacts (Additional fields)Should Super User edit?Room contactYesRoom contact emailYesRoom contact numberYesAV contactYesAV contact emailYesModerator team emailNoModerator groupNoRoom booking groupNoSuper userYesSuper user emailYes
Room data (Additional fields)
Should Super User edit?
Department
No
Start Date
No
End date
No
Known as
Yes
Calendar
No
Owning system
No
Last Updated By
No
Late update Date
No
Notes
Yes
Notes (private)
Yes