Smart Scheduling

Automated Scheduling

Streamlines the scheduling and coordination of activities and resources within the enterprise, whether generating appointments from Outlook, Outlook Web Access or the AboutTime appointment management functionality. 

'Quick Schedule'

Use the ‘Quick Schedule’ process to ensure minimal user interaction with maximum utilization benefits.  Ad hoc events, as well as pre-defined activities from the Activity Catalog can be scheduled using the Quick Step methodology.

Advanced Scheduling

Additional advanced scheduling features fully support the complex business requirements of sophisticated business scheduling – from multi-resource single event scheduling to sequencing recurring event groups across different time zones. 

Scheduling by Category

Automatically schedule activities by Category.  This optional scheduling module considers preferences regarding when user-defined types of Activities should occur, and when Resources would prefer to engage in certain user-defined types of Activities.  The AboutTime Smart Scheduling engine generates scheduling solutions that avoid conflicts with these preferences. 

Rescheduling

Characteristics of the original scheduling request are carried forward, to simplify rescheduling for Single Events, Multiple Events, Event Groups, and Serial/Recurring Events. 

Optimization

Maximizes productivity and resource utilization, while reducing manual interaction. Considers preferences, such as personal schedules, defined availability, requisite resource features and associated appointments.

Workflow Management

Facilitates the implementation of the workflow and best practices that help the enterprise perform better. Whether managing activities that happen once – or a thousand times a day – AboutTime yields process and utilization improvements that create substantial value for any organization.

Time Zones

Time Zones are considered during the automated scheduling process to ensure that resource allocation is appropriate to the respective appointment parameters.

Calendaring

Manual scheduling (calendar booking to a specific date/time) is supported from the Outlook/OWA calendars as well as from the graphic representations of the AboutTime Resource Availability view.

Appointment Details

The detailed Appointment form supports access to all integral aspects of the appointment for viewing, modification or reference – resource features, resource availability, linked or associated appointments, next/previous appointments, sequencing details (etc) as well as the ability to add specific Notes or Attachments.

Appointment Management

Appointment Lists

Multiple views of appointments are provided to accommodate the specific needs of the individual user.  Appointments of all status’s are supported for prospective and retrospective reporting – active, completed, cancelled, confirmation required. Required security constraints are maintained to ensure appropriate viewing of appointments across the enterprise.

Filters

The Appointment Lists are supported by extensive filters and default parameters to ensure maximum flexibility and streamlined usability.  Search criteria also includes customized or User Defined Fields. 

Drill Down

Secure, drill-down capabilities enable display of additional details upon request, supporting the Views as effective productivity and access management tools.

Active Links

Effective use of hot link capability ensures that the user has an immediate connection to relevant appointment associations – to contact the original ‘scheduler’ of an appointment, to access associated resource records, to view the next/previous appointments for those resources.

Activity Management

Activity Catalog

Predefines enterprise Activity templates to streamline scheduling.  The Activity Catalog supports both individual activities and Activity Groups.  Activity Groups represent sets of events typically scheduled in a given scenario.  These can be ad hoc groupings or can be established to support a defined business process that has scheduled elements.

Activity/Group Characteristics

Features of Activities and Activity groups support the streamlined scheduling process - characteristics may include resources required for the activity(s), precedence relationships/ sequencing and minimum/maximum delays between activities in the group.  User Defined Fields are available to customize the data capture appropriate to the needs of the enterprise.

Resource Management

Resources

Intrinsic enterprise resources types include people, places and equipment.  These resources can be assembled into logical associations (Pools) to accurately reflect any type of resource deployment strategy and to streamline the scheduling process.

Resource Characteristics

Resources details that facilitate automated scheduling include specific open/close days/times and configurable Resource Features.  Embedded hyperlinks to user-defined URL’s provide maximum customization capabilities, such as resource links to user manuals, location maps, online vendors, equipment contacts, or business applications.

Resource Pools

Groups of homogenous resources.  Pools describe resources with similar attributes, such heavy equipment, consultants, conference rooms, etc.  Activities scheduled using Resource Pools will be allocated the appropriate number of members from each required pool.  For example, an appointment may require one conference room that seats 100+, two overhead projectors, and a Technical Support Engineer - in addition to the attendees and presenters.  The conference room, projectors and engineer could all be drawn from pre-defined pools – AboutTime automatically selects the required resources and ensures appropriate availability.

Category Assignments

Provides the ability to assign categories of activity preferences to resources, criteria which support automated scheduling by user-defined category.

Resource Features

The Resource Features allow the enterprise to configure appropriate characteristics of defined resources in order to streamline the scheduling process and optimize resource utilization.  For example, features can define room and equipment capacities, physical attributes, personal qualifications, or other relevant information.  Resource features ensure that AboutTime for Exchange Server will select the right resources for your business need every time.

Collaboration

Accessibility

Award-winning 'anytime, anywhere' collaboration strategy facilitates authorized accessibility to information, improving communication between workers, partners, and clients.  Seamless integration with Microsoft Exchange and Outlook maximizes the value of existing infrastructure, and the know-how of people who use it.

'Quick Links'

Each AboutTime for Exchange Server page supports the ability to embed links to enterprise-defined URL’s.  This supports quick access to corporate tools and reference within the context of Outlook-centric business processes and user experiences. 

Productivity

Streamlined process flow and advanced usability features increase productivity, with a direct impact on the bottom line.

Notifications

Advanced notifications eliminate phone-tag hassles by ensuring that all parties related to an appointment – whether internal or external to the enterprise - can be automatically informed of relevant appointment changes and details by email.  Notification information can also include appointment Attachments to ensure that participants have the relevant appointment materials.  The original ‘scheduler’ can be optionally included as a recipient of any electronic notifications.

Microsoft Outlook

Seamless integration with Microsoft® Outlook® and Outlook Web Access reduces personnel training requirements, due to the familiar ‘look and feel’, and facilitates rapid adoption by all stakeholders.   All appointment management capabilities are available directly from the AboutTime for Exchange Server functionality or the Outlook/OWA calendars.

Interoperability

Web Services

.NET Web Service interfaces create opportunities for sharing advanced scheduling services across corporate boundaries and technology platforms

Knowledge Worker

Seamless integration with the most widely-used knowledge worker suite (Microsoft Office) ensure that back-office data capture facilitates front-office intelligence on-demand

Multi-Language support

Provides data entry and presentation support in over 40 European languages, including French, German, Italian, Spanish, and Swedish.

Reporting

Forms

Standard forms and documents can be created using any SQL-compliant reporting tool, such as enterprise-specific operational, management or resource utilization reports.

Security

Active Directory

User Security model is fully integrated with Active Directory

Data Partitions

Explicit and comprehensive associations between User profiles and organizational hierarchies ensure that personnel can only access appropriate data

Functional Partitions

Role-based security model ensures that only qualified personnel can access layered feature sets, including configuration and advanced scheduling capabilities

Personalization

Role-based personalization delivers a tailored, custom-branded experience to every user

Web Services

Integrated Windows Security controls access to a rich set of Web Services that facilitate application integration and extension.

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