Overview of EMS Structure

Purpose

This article is designed to guide new EMS users through some of the terminology associated with the program and the relationships those terms have with each other.

Terminology

Reservations

• Created at the time an event request is entered into EMS along with a booking; contains the "who" and "what" of an event request
• Can contain multiple bookings to facilitate multi-day and/or multi-room event requests
• Has a reservation number that is tied to any correspondence with the requestor through invoices
• Comments can be made for the purposes of providing more general information for records or for providing additional guidance for affiliated staff
• Reminders can be set by administrators to affiliated staff

Bookings

• Created at the time an event request is entered into EMS along with a reservation; contains the "when" and "where" of an event request
• Can contain multiple resources / categories that are requested based on the needs of the event request (Audio/Visual equipment for example)
• Has a reservation number that is tied to any correspondence with the requestor through invoices
• Comments can be made for the purposes of providing more general information or additional guidance for affiliated support staff

Categories

• Contains resources, resource items, and other content types for certain user templates like notes
• Accessible to certain units and user templates (like administrators)
• If assigned to a booking, it will be visible on any confirmation messaging sent to the requestor

Resources

• Resources are created within a booking for requests of specific equipment for a given event request
• Can contain multiple resource items that are requested based on the needs of the event request (for audio/visual equipment: speakers, sound boards, video projectors and screens, etc.)
• If assigned to a booking, it will be visible on any confirmation messaging sent to the requestor

Resource Items

• Resource items are the specific inventoried items that are assigned to resources
• If specified in a resource and then assigned to a booking, it will be visible on any confirmation messaging sent to the requestor

Comments

• Can be added to reservations or bookings to note any specific information associated with an event request

Reminders

• Can be added to reservations or bookings to notify affiliated staff
• Reminders can be set to trigger a notification through the EMS Dashboard; adding a date to the Date Completed field of the reminder will clear it

User templates

• A user profile of sorts designed and administered by UO EMS administrators that grants set access to a particular EMS user
• Wide-ranging in their customization depending upon the unit's needs and requirements