Health Net ITG Central Calendar How To Guide

ITG Central Calendar Guide v6 7/19/2012
C:DOCUME~1A074230LOCALS~1Tempnotes25396CA. ITG Central
Calendar How To Guide Final v6 03-19-12.doc Page 1
ITG Central Calendar Guide
Project Overview
The ITG Central Calendar is a Lotus Notes Calendar with all the same
functionality. You will simply use the available fields to input information so
that it will show up in a Calendar view on a Calendar List or Monthly View.
• The purpose of the Central Calendar is to
o Provide central location for aggregate of scheduled ITG and
Business initiatives and events
o To predict intersections and potential impact.
o Allow for de-centralized administration and reporting
o Allow CENTRALIZED VIEWING of approved calendar entries
on the corporate Intranet
Guide Objectives
• To give data entry instructions
• To provide guidance on the types of key business events and ITG
scheduled events to collect
o These should include items with system impacts or implications, or
items that would be affected by ITG systems.
• To define the areas to be represented on the calendar.
NOTE: At least one department representative needs to be designated
by each vice president to gather, gain approval and enter all events to
be displayed in the calendar, accessible online across the enterprise.
• Cust/Tech Services: Juanell Hefner, asst. Nicole Chaney; Project
Manager : Natalie Kaufman
• CTO (BE, PPMO, WCOE, etc): Mark Brooks, asst. Stacy Amstutz
• Production Services: Diane Dunphy, asst. Liz Crosby
• Federal DIACAP: Tim Duval, asst. Glenda Recinos
• Govt/T3: Jim Young, asst. Christy Bonnett
• ITG Internal: Linda Lalande
o Budget
o Meetings
o Reports

Access Roles and Responsibilities
>Managers: Have rights to delete entire database, change design,
add roles to grant access, read/write/delete items
(their own or others)

>Editors: Have rights to read/write/delete items (their own or
others).

Instructions for Data Entry for Manager, Editors
The ITG Central Calendar functions just like any Lotus Notes Calendar. You
will simply use the available fields to input information so that it will show up
in a Calendar view as a List or Monthly View.
Specifically, we are using the SUBJECT field for the Event Topic, and to list
the name of the person scheduling the event, and LOCATION field to list the
VP Contact, and a BRIEF DESCRIPTION of the item being listed on the
calendar.
To get started, follow the steps below and shown in the screen shots.
Step 1: Once you are granted access, you will be sent an email with a link.
Open the link, and then add a bookmark so it shows up in the Lotus
Notes margin.

Step 2. Go to Lotus Notes Central Calendar, Select ENTRY TYPE.
a. All Day Event: Use when there is NOT a start and end time.
(MOST COMMON TO THIS CALENDAR)
b. Appointment: Use when there is a start and end time
c. Meeting: Use to INVITE OTHERS to event at specific start and
end time
Step 3. Use SUBJECT field to list Calendar TOPIC with any pertinent
headline information, and YOUR NAME.
Example: Limit 20 words
10R2 – Go Live Weekend - 5/26-28 - Go Live Date 5/29 - Diane
All Hands – Cascade to Managers & Above - Robin

Step 4. Choose Start and End Date for All Day Events.
For Meetings or Appointments, select TIME and REPEAT if
applicable.
Step 5. Use LOCATION field to list VP Contact Name, Business Contact
Name if needed, followed by a Brief Description of the listing with
relevant information including touch points with other systems, or
any details you want VISIBLE on the calendar. Limit 100 words.
Example: LIMIT 100 Words
Sinsangkeo-10R3 Release implementation weekend (8/15-16)
Go Live 8/17
Flynn – Disaster recovery test at remote facility related to core
claims and surround systems
Young – Financial quarter close weekend 8/14-16
Step 6. Use DESCRIPTION field for any details you want to include that
will NOT BE VISIBLE on the calendar. This field will only be visible
to those with Manager, Editor or Read Only access.
Step 7. Attach any documents needed. This field will only be visible to
those with Manager, Editor or Read Only access.
Step 8. SAVE and CLOSE.

To assign access to other users: Only available to users with
Manager: open calendar, go to File > Database > Access Control

Select either Editor or Reader in the boxes indicated. Check off the
Access functions you want the person to have. Select Person in the User
Type. Click the ADD button, select the name from the address book, and hit
ok on the Add dialog box, then hit add on the Access dialog box. Call or
email Josh Kessler if you need assistance on this function - 916-935-1006.

Weekly Calendar Posting
Linda Lalande, ITG Communications Manager, will take a weekly snapshot of
the calendar, including 3 months of events. The calendar will be captured as
a PDF and posted to the ITG site on the Left navigation bar, under the
Calendar Banner.
Calendar List view will show Subject and Location Fields.

Excel spreadsheet model
The Excel spreadsheet model can be used for gathering and gaining approval
for data to enter into the Lotus Notes calendar. It is set up the headers that
mirror the calendar fields for easy reference and transfer. Information listed
in the model is SUGGESTED ONLY, to give users ideas. Please delete any
information that you do not want included. Add updated information and add
or delete rows as needed. It is your tool.
You are free to load your APPROVED data directly into the calendar if you
like, and skip the step of using the Excel spreadsheet.
Link to spreadsheet:

I:ITGCalendar
Revised 03-19-12B.

Health Net ITG Central Calendar How To Guide

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