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Using GroupWise Calendar for Office Events and Resource Management

Novell Cool Solutions: Tip
By Dennis Smith

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Posted: 12 Jun 2003
 

Problem: How can a GroupWise calendar be used for office / events / resource management?

Solution: Here are a few solutions that a GroupWise calendar has solved for managing activities in my office, the Help Desk / Training Unit of the New York State Education Department in Albany, NY.

  1. OFFICE CALENDAR
    • A HelpDesk GW account was created and a member of the Unit was declared its owner.
    • Full proxy rights were provided to all members of the Unit.
    • The mailbox is used as a contact point for the entire department of 3500 people when requesting help in using computers.
    • The calendar is used to track the Unit's staff activities. The Appointments section is used to show who is taking a vacation day, arriving late, leaving early, on-the-road for work, out-of-the-office for work (e.g. teaching classes, site visits, etc.), unit meetings, and the like. The Notes section is used to list the Help Desk Room assignments (i.e. 8-9, Mary; 9-12:30, Sue and Tom; 12:30-4, Adam and Jane; 4-5, Sarah. The Task section is used to list who is note taker at unit meetings.


  2. RESOURCES CALENDAR
    • An Equipment GW account was created and a member of the Unit was declared its owner.
    • Full proxy rights were provided to all members of the Unit.
    • The mailbox is used as a contact point for the entire department of 3500 people when submitting requests to borrow computer and electronic equipment.
    • The calendar is used to track equipment being borrowed. The Appointments section is used for reservations to borrow the equipment. We show who is borrowing what, when, and for how long. We also show which staff member took the request. The Tasks section includes items that show when an item was picked up, which staff person loaned it, and when it is due back. We can easily see overdue borrowed equipment when the task turns red and call the person to remind them to return the equipment.

    PS - The department uses GroupWise calendars to management the many conference rooms that are available for staff to use. Most are booked via GroupWise, some have no staff intervention while others require a person to review the reservations and provide approval/feedback.

  3. EVENTS CALENDAR
    • An Events GW account was created and a member of the Unit was declared its owner.
    • Full proxy rights were provided to all members of the Unit.
    • The mailbox is used as a contact point for the entire department to register for training classes and other events.
    • The calendar is used to show each planned event, its length, and where it will be held. The Appointments section shows each event. The Notes section includes an item that lists the roster of attendees. The Tasks section includes items that assign staff to various duties like preparing presentations, obtaining equipment, sending reminder E-mails to attendees, etc.

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