Meeting Point Webtop


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Meeting Point Webtop

  1. 1. <ul><li>Meeting Point 2 makes Room Bookings easy! </li></ul><ul><li>Meeting Point 2 is a computerised facility booking package which runs on standard Windows platforms. </li></ul><ul><li>Meeting Point 2 automates the task of booking and controlling meeting rooms, as well as covering all the related topics, such as catering orders for meetings, equipment such as Overhead Projectors, multiple bookings etc. </li></ul><ul><li>The following presentation outlines the simple interface which Meeting Point 2 uses to guide you through the booking process. For further information contact us on 0208 540 6997 or e-mail us at . </li></ul>
  2. 2. The Room Plan <ul><li>Coloured bars show status of booking (confirmed, provisional etc) </li></ul><ul><li>Rooms are displayed across the left </li></ul><ul><li>Time is displayed across the top </li></ul><ul><li>Double click on a booking to amend or add details </li></ul><ul><li>Right click a booking to view summary details </li></ul><ul><li>Green and grey bars allow addition of set-up / clear-up time to a booking </li></ul>The room plan is the main screen in Meeting Point 2. It shows at a glance which facilities are booked for a given day, allowing instant assessment of occupancy and availability.
  3. 3. Making a Booking Making a booking is a simple process. Once a booking time has been reserved, other users of the system will be unable to access it for their own bookings. In this way the possibility of double booking a facility is avoided. 1. Click on the required room and select a start and end time for the meeting. 2. Enter the details of the meeting: Organiser; Meeting Title; Department; any catering required etc. 3. Confirm the booking and note the unique booking reference number.
  4. 4. Booking Details Window <ul><li>All the details are entered on one screen </li></ul><ul><li>The number of people will be checked against the defined room capacity </li></ul><ul><li>Bookings can be made as Confirmed or Provisional </li></ul><ul><li>Department cost code system enables facility usage analysis, and cross charging for catering costs </li></ul>The booking details window is where the particulars of a meeting are added.
  5. 5. Adding Catering to a Booking <ul><li>Catering Options are ordered from a predefined list </li></ul><ul><li>Delivery Times and quantities can be altered </li></ul><ul><li>Cross charging reports can help reference costs </li></ul><ul><li>Catering department can monitor bookings for catering direct from their screen </li></ul>Meeting Point 2 allows you to add catering orders to a booking from a pre-defined menu list. Catering administrators can then run reports which print details of what is needed where and when, while Finance departments can cross-check catering invoices .
  6. 6. Booking Equipment <ul><li>Track moveable items and view availability </li></ul><ul><li>Right click on a booking to tell which room an item is booked to. </li></ul><ul><li>Tile the Equipment plan with the room plan to show complete availabilityof all facilities </li></ul><ul><li>Facilities staff can locate any item of equipment simply by checking the equipment plan </li></ul><ul><li>Equipment may be booked without a room if desired </li></ul>Meeting Point books equipment in the same way it handles room booking. The Equipment plan shows the availability of transferable resources and can be used to monitor the movement of OHPs, VCRs etc.
  7. 7. Multiple Bookings <ul><li>Meeting Point 2 ‘s Multiple Booking Feature allows a repeat booking to be made for any time period, saving huge amounts of admin time </li></ul><ul><li>Select a facility and them either book it daily, in week multiples or monthly. </li></ul><ul><li>Multiple bookings will check to see that a room is free and flag up if the selected facilities are unavailable. </li></ul><ul><li>Bookings which form part of a multiple booking have their own unique multiple reference number to help track series bookings. </li></ul>The Multiple booking feature saves huge amounts of time by allowing the user to make a regular booking across any time period in a matter of seconds.
  8. 8. Browse Window The browse window allows the user to find meetings and bookings easily from a list. The list of bookings can be browsed on date, surname, facility, booking date or reference number.
  9. 9. E-mail Facility <ul><li>Provides quick “readback” of details to Meeting booker </li></ul><ul><li>Insures the facility manager against misunderstandings and mistakes </li></ul><ul><li>Facility can be turned off if not required </li></ul><ul><li>Sends details to the host, organiser and attendees of a meeting. </li></ul>Meeting Point 2 has an e-mail facility which can send the details of a meeting to the attendees and organiser.
  10. 10. Search Facility <ul><li>Enter details of what you are searching for </li></ul><ul><li>Enter details about when you want the facilities </li></ul><ul><li>Meeting Point will present you with a list of options </li></ul><ul><li>Select one, and Meeting Point will reserve the time for you and take you straight to the booking screen </li></ul>Meeting Point 2’s search facility allows you to search for available facilities across a defined time span.
  11. 11. Intranet Module Meeting Point 2’s newest function allows anyone with intranet access to view the availability of rooms or equipment before they ring facilities. 1. Determine whether you want to view room or equipment bookings. Select a date and site 2. Click the Display bookings button and the intranet page will show the user the availability of facilities on a given day.
  12. 12. Technical Specification (1) <ul><li>Meeting Point 2 is a 32-bit application designed to run on a client/server platform. </li></ul><ul><li>Operating Environment </li></ul><ul><li>Meeting Point 2 runs under Windows 95/98/NT and in all standard network environments, including Netware and Windows NT4. </li></ul><ul><li>Hardware requirements </li></ul><ul><li>Minimum recommended hardware is a workstation processor of Pentium 90 standard or higher, with 32 mb RAM, and a high resolution monitor of at least 800 * 600. </li></ul><ul><li>Platforms </li></ul><ul><li>Users of Meeting Point 2 must also own a licensed relational database. The following DBMS engines are currently supported: </li></ul><ul><li>Oracle 7/8 Microsoft SQL Server 6/7 </li></ul><ul><li>MS Access* Sybase Adaptive Server </li></ul><ul><li>*This version is quaranteed by Albacrest up to 5 users. For higher numbers of users, we recommend that a more robust database be used (such as SQL Server). </li></ul>
  13. 13. Technical Specification (2) <ul><li>Installation </li></ul><ul><li>Software installation procedures are fully automated and include SQL scripts to build the Meeting Point database structure for the appropriate DBMS. All procedures are documented in the User Manual. </li></ul><ul><li>Location of Files </li></ul><ul><li>The installation procedure initially places executables and libraries in a server home location from where they are downloaded to each client workstation by the utility provided. A maximum of 8MB of disk space is required on each workstation. </li></ul><ul><li>Support </li></ul><ul><li>The cost of the package includes 90 days' telephone support. Thereafter, an annual support service is available at a cost of 15% of the total purchase price. The service covers ongoing telephone support as well as software upgrade releases, which are issued about twice a year. </li></ul><ul><li>Training </li></ul><ul><li>Training can be arranged for groups of up to 5. Training on Meeting Point takes approximately one day. </li></ul>
  14. 14. Contact <ul><li>We hope this presentation has given you an insight into the capabilities of Meeting Point 2. </li></ul><ul><li>To arrange a demonstration of Meeting Point 2 at your offices, and to discuss how an installation of Meeting Point 2 can help you administrate the room bookings in your building, call Ben Ferns now on 0208 540 6997. </li></ul>Albacrest Computer Services 11 Pelham Road Wimbledon Sw19 1SU [email_address]