Getting Results with ARCHIBUS

Reservations

In many organizations, a significant amount of time is spent in meetings, either with internal staff or with clients and suppliers. Your meeting environment can impact both your company's efficiency as well as a client's impression of the company. It is therefore critical to be able to provide a comfortable, adequate meeting environment complete with the required resources, whether they be a catered lunch or video conferencing equipment.

With the Reservations application, you can effectively manage your room and resource reservations using a console that enables you to book rooms, add attendees and resources all from one view. Using the timeline, you can click and drag to reserve rooms and resources. When you change a room reservation time, the system updates resources and attendee availability to reflect your selections.

By including set-up and clean-up times in your reservations, you can organize an efficient, realistic meeting schedule. In addition, you can set up various room arrangements for one room, such as conference room and classroom room arrangements. This allows you to adequately prepare the setup and cleanup tasks that are required for each room arrangement and manage a smooth transition from one meeting to the next.

The Reservations application also includes a work request feature for trades and vendors. You can set up work requests for set-up and clean-up tasks. You can also set up work requests for various external resources, such as catering services. In addition, the Reservations reports calculate the actual use rate of your shared resources, enabling you to globally optimize your space and resource allocation.

As an additional feature for managing your site's room reservations, ARCHIBUS offers a separate program, the ARCHIBUS Reservations Plugin for Microsoft Outlook, which enables all of your enterprise users to make full-service room reservations right from the Microsoft Outlook's Appointment view. The Plugin and the full ARCHIBUS Reservations application work with each other so that new and changed reservations made in one environment are accessible in the other. Sites may wish to implement the Outlook Plugin so that users can access the reservation system from the familiar Outlook environment.

Reservations
Location	Workplace Services domain
Business Result	Better use shared resources. Bring visibility to the resources utilization rate. Increase the quality of meeting organization process. Create traceability on shared resource booking and delivery. Reduce the costs related to the process of reserving and allocating shared resources.
Used By	Any building occupant. Service Desk Personnel Reservation Approvers Reservation Administrators Receptionists Vendors / Trades
Reasons for Automating	An organization that does not have an efficient reservation system encounters the following costs and pitfalls: Need for call center personnel in charge of reservation request handling. Frequent mistakes or conflicts due to double booking or unclear reservation and authoring process. Underused resources due to a lack of visibility on real occupancy rate.
Related Applications	Space Inventory (This application is not required, but is recommended for creating a detailed space inventory.) Workplace Services Portal mobile app
Reports	Number of Room/Resource Reservations per Month/per Day Room Occupation per Month/per Day Resource Usage per Month/per Day Room Capacity Utilization per Month Costs per Division/Department per Month Arrangements Utilization per Month Rejections per Room/Resource per Month Room/Resource Cancellations per Month Checklist for Late Approvals Number of Room Reservations per Day Costs by Div. and Dept. - Details

The following are typical users:

User	Tasks
Any building occupant	Reserve a room or a resource. If they have the Workplace Services Portal mobile app, they can also make room reservations directly from their smart phone or mobile device.
Reservation Manager	Develop background data. Reserve rooms and/or resources. Approve reservations. Manage trade work required for fulfilling reservations. Review management reports.
Business Process Owner	Configure the application to meet the needs of the site. Develop background data.
Reservation Service Desk	Reserve rooms and/or resources. Approve reservations. Manage trade work.
Reservation Approver	Approve reservations.
Reservation Assistant / Reservation Host	Reserve rooms and/or resources.
Tradesperson Manager	Manage trade work required for fulfilling reservations.