11_14_2017_JCECC Room Reservation Request


Concept

This topic will cover the steps to check for room availability, complete/submit a room reservation request and look up a Request ID to check the status.


Steps:

  1. Follow this path to start a Judicial College Education and Conference Center (JCECC) room reservation request.

     

    Click the Main Menu button.

    Step 1

  2. Click the ELM Systems menu.

    Step 2

  3. Click the Self Service menu.

    Step 3

  4. Click the JCM Room Reservations menu.

    Step 4

  5. This request will be for an Excel Level 3 class to be held in room LL15 on September 7th 2017 from 9am - 4pm on behalf of Kelly Williamson.

     

    Click the Add a New Value tab.

    Step 5

  6. It is a recommended practice to check the date(s) of your request to see if the room is available prior to completing the details.

     

    Click the Room Reservations tab.

    Step 6

  7. Click the Calendar date/time field.

    Step 7

  8. Click the September list item.

    Step 8

  9. Click the 7th date/time field.

    Step 9

  10. Click the Calendar date/time field.

    Step 10

  11. Click the September list item.

    Step 11

  12. Click the 7th date/time field.

    Step 12

  13. Click the Search button.

    Step 13

  14. In the resulting list, the Status column will show one of the following for each existing request in the date range:

     

    Approved

    Cancelled

    Denied

    Pending

     

    Reservations are handled on a first come first serve basis.

    Step 14

  15. From the resulting list we can see that Room LL15 is not currently booked for an event on this date.

     

    Click the Reserve a Room tab.

    Step 15

  16. Continue by entering the room reservation request details.

     

    Click in the Event Title field.

    Step 16

  17. Your unique Event ID will populate after the form is submitted.

    Step 17

  18. a valid value
     e.g.
    Enter
     "Excel Level 3"
     into the Event Title field.

    Step 18

  19. This event is for a computer class.

     

    Click the Class list item.

    Step 19

  20. a valid value
     e.g.
    Enter
     "Microsoft Excel Advanced Topics"
     into the Description field.

    Step 20

  21. Click the Calendar date/time field.

    Step 21

  22. Click the September list item.

    Step 22

  23. Click the 7th date/time field.

    Step 23

  24. a valid value
     e.g.
    Enter
     "9am"
     into the Start Time field.

    Step 24

  25. a valid value
     e.g.
    Enter
     "4pm"
     into the End Time field.

    Step 25

  26. Click the Search button.

    Step 26

  27. Click the Computer Room LL15 link.

    Step 27

  28. This room only has one layout option.

     

    Click the Classroom list item.

    Step 28

  29. Each Room Layout choice is preset with a Max Occupancy.

     

    The classroom layout for Computer Room LL15 has a Max Occupancy of 12.

    Step 29

  30. For future reference on layouts available for other rooms.

     

    Click the JECC Room Layout Examples button.

    Step 30

  31. The current event request layout will be in classroom style.

     

    Click the Return button.

    Step 31

  32. a valid value
     e.g.
    Enter
     "12"
     into the # Attendees Expected field.

    Step 32

  33. If you would like this event to include catering: A catering request form must also be submitted when checking this option.

     

    Click the Catering option.

    Step 33

  34. Adjusting the number in the Occurrences(Weeks) will change this request into a multiple day request after submitting.

    Step 34

  35. Add checks next to the days of the week for your request(s).  One check mark will automatically appear based on the day of the week for your start date.

    Step 35

  36. To allow CONNECT to validate that the room is in fact available for the date/time requested.

     

    Click the Check Availability button.

    Step 36

  37. Click the OK button.

    Step 37

  38. This request is being completed on behalf of Kelly Williamson.

     

    Click the Search button.

    Step 38

  39. a valid value
     e.g.
    Enter
     "williamson"
     into the Name field.

    Step 39

  40. Click the Look Up button.

    Step 40

  41. Click the WILLIAMSON,KELLY S link.

    Step 41

  42. Scroll down to enter the Equipment and Accommodation requirements on the bottom of the form.

     

    Click the Down Arrow button of the scrollbar.

    Step 42

  43. This request has equipment requirements of a laptop, projector and easle.  Each must be added.

     

    Click the Search button.

    Step 43

  44. To add the laptop either click on laptop or 1007.

     

    Click the 1007 link.

    Step 44

  45. Click the Add a new row button.

    Step 45

  46. Click the Search button.

    Step 46

  47. Click the 1006 link.

    Step 47

  48. Click the Add a new row button.

    Step 48

  49. Click the Search button.

    Step 49

  50. Click the 1004 link.

    Step 50

  51. For the Accomodations this request will require Wireless network connectivity and controlled lighting.

     

    Click the Search button.

    Step 51

  52. Click the Wireless Network link.

    Step 52

  53. Click the Add a new row link.

    Step 53

  54. Click the Search button.

    Step 54

  55. Click the Controlled Lighting link.

    Step 55

  56. a valid value
     e.g.
    Enter
     "Additional information that is not listed above."
     into the Comments and Notes field.

    Step 56

  57. Review all the data entered for accuracy prior to moving forward.

     

    Click the Submit for Approval button.

    Step 57

  58. Click the OK button.

    Step 58

  59. Click the Down Arrow scrollbar box.

    Step 59

  60. The request has been assigned an ID #11288 and is in the pending status.

     

    An email will be sent to notify a status change, such as approved or denied.

    Step 60

  61. Click the Multiple Approvers link.

    Step 61

  62. This list shows the approvers for this request.

    Step 62

  63. Click the Close button.

    Step 63

  64. To check on the status of this request you can return to the Room Reservation page and search using your room reservation ID#11288.

     

    Click the JCM Room Reservations menu.

    Step 64

  65. a valid value
     e.g.
    Enter
     "11288"
     into the Room Reservation ID field.

    Step 65

  66. Click the Search button.

    Step 66

  67. Click the Down Arrow scrollbar to move down the page.

    Step 67

  68. The Copy Reservation button will create a new request with the same details, which can be adjusted, or modified, prior to submitting.

    Step 68

  69. The cancel button, in sequence with the save button, will discontinue the approval routing process, and notify the administrators that the event has been cancelled.

    Step 69

  70. Click the Home link to exit the Judicial College Room Reservation Request.

     

    Click the Home link.

    Step 70

  71. Click the Sign out link.

    Step 71

You have completed this topic.

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