Units from different stakes sharing 1 building calendar issu

Discussions about the Calendar Tool at lds.org. Questions about the calendar on the classic site should be posted in the LUWS forum.
pwissler
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Units from different stakes sharing 1 building calendar issu

Postby pwissler » Tue Apr 23, 2013 9:52 am

Recently two of our stakes in Pennsylvania were divideded into 3 stakes. Two wards that share a building and were both in the same stake are now in different stakes, but continue to share the same building.

Now that two stakes have units in one building, neither ward can see event reservations in the calendar and thus do not know about or see event conflicts.

Is there a way for the two stakes to see and coordinate use of the one building?

Pat Wissler, Stake Website Administrator for Harrisburg, Pennsylvania Stake

russellhltn
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Re: Units from different stakes sharing 1 building calendar

Postby russellhltn » Tue Apr 23, 2013 11:10 am

pwissler wrote:Now that two stakes have units in one building, neither ward can see event reservations in the calendar and thus do not know about or see event conflicts.


Sure you can: in week view.

And yes, the system does work for a building that serves multiple stakes.

However, it sounds like yet another case of using reservations improperly. You might want to read the thread making Resservations.
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Re: Units from different stakes sharing 1 building calendar

Postby jdlessley » Tue Apr 23, 2013 12:28 pm

pwissler wrote:Is there a way for the two stakes to see and coordinate use of the one building?

It is not clear from your post whether the location has been properly set up for both wards in the agent stake's system correctly. If they have been properly set up then, as russellhltn stated, the members of both wards can view all events scheduled at the location regardless of which ward scheduled it.

When one ward schedules an event that conflicts with the other ward and there is no system warning then the stake that is not the agent stake has created a duplicate location in their system. The agent stake must add the ward in the other stake to the location in the agent stake's system and the other stake should delete the duplicate location in their system. Deleting the duplicate location will require each event using that duplicate location to be edited to use the correct location. Otherwise the event will still be there but it won't be scheduled at a location.
JD Lessley
Have you tried finding your answer on the LDS.org Help Center page or the LDSTech wiki?

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Re: Units from different stakes sharing 1 building calendar

Postby russellhltn » Tue Apr 23, 2013 12:51 pm

Note that properly setting up the locations is more then just the stakes - the agent stake must be entered properly by the FM Group into their database.

From the help file:
If different stakes share the same building, the building information is managed by the agent stake in charge of that building. The building will still appear to the other stakes using it as long as the building information is correctly entered into the Facility Management database (FMAT). If the building information isn't correct, contact your facility manager to update the location information.
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nancypalemany
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Re: Units from different stakes sharing 1 building calendar

Postby nancypalemany » Tue Jan 21, 2014 8:16 pm

"If different stakes share the same building, the building information is managed by the agent stake in charge of that building. The building will still appear to the other stakes using it as long as the building information is correctly entered into the Facility Management database (FMAT). If the building information isn't correct, contact your facility manager to update the location information."

I am going to assume that FMAT, stands for what we call here "Physical Facilities"? I called my group today and they gave me a blank look and sent me to global. We share three buildings in our stake with the neighboring stake and the report I am getting as the Stake Calendaring Specialist is that the other stake can't see what is on the "week" view of the calendar for each of the particular buildings we share in common. I can see some things they schedule in these buildings but not all and they say they can't see us at all. We are the agent stake for two of the buildings, for the third building the other stake is the agent stake. Can you understand why why they can't see our entries? I'm wondering if we have user error even when I specifically instruct them to go to the "week" view instead of the "month" view?

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aebrown
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Re: Units from different stakes sharing 1 building calendar

Postby aebrown » Tue Jan 21, 2014 9:22 pm

nancypalemany wrote:I am going to assume that FMAT, stands for what we call here "Physical Facilities"? I called my group today and they gave me a blank look and sent me to global.

Well, not exactly. The "FM" part of "FMAT" does stand for Facilities Management, and the FM Group are the team of Church employees assigned to manage the meetinghouses for several stakes in your area. I'm guessing that when you said "Physical Facilities" you meant "FM Group."

But FMAT refers to Facilities Management Automated Tools -- a software application and corresponding database that manages much of the work the FM groups across the Church do. You can learn more about FMAT in an LDSTech article titled Physical Facilities Management: Software Tools to the Rescue.

If you got a blank look, then something got lost in translation, or you weren't talking to the right person in your FM Group. I guarantee that someone in the FM Group knows very well what FMAT is.

nancypalemany wrote: We share three buildings in our stake with the neighboring stake and the report I am getting as the Stake Calendaring Specialist is that the other stake can't see what is on the "week" view of the calendar for each of the particular buildings we share in common. I can see some things they schedule in these buildings but not all and they say they can't see us at all. We are the agent stake for two of the buildings, for the third building the other stake is the agent stake. Can you understand why why they can't see our entries? I'm wondering if we have user error even when I specifically instruct them to go to the "week" view instead of the "month" view?

Before you even start talking about what people can see in Week View, you need to make sure that the following has been done:
  • For the buildings for which your stake is the agent stake, a stake calendar administrator has verified that the other stake and appropriate wards in that stake have been assigned to that location. This is done via Settings > Locations and Rooms > (choose the correct location) > Add units to location.
  • The above step may not be necessary if those units in the other stake are connected to the location in FMAT, but even if they're not, you should be able to assign them manually as I described above.
  • Talk to a calendar editor (or better yet, a stake calendar administrator) in the other stake. Make sure that they can see the location you assigned to them. It should appear on the list of buildings available when they create an event, and it should also appear in the Locations section in the lower left corner of the main Calendar view.
  • Make sure that the other stake has not manually added a location to represent the building. This shared scheduling will only work if they are using the location that the Calendar system will cause to appear for them because you as the agent stake assigned their units to your location.

russellhltn
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Re: Units from different stakes sharing 1 building calendar

Postby russellhltn » Tue Jan 21, 2014 10:02 pm

aebrown wrote:If you got a blank look, then something got lost in translation, or you weren't talking to the right person in your FM Group. I guarantee that someone in the FM Group knows very well what FMAT is.

Odds are, if you were talking to the ward/stake Physical Facilities Rep, they probably have no clue. You need to talk to a church employee of the FM Group.
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nancypalemany
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Re: Units from different stakes sharing 1 building calendar

Postby nancypalemany » Wed Jan 22, 2014 7:03 am

Check: I was talking to my Stake Calendar Administrator counter part in the other stake or at least as close as they come to that

Check: We both see the shared buildings, he sees my two, I see his one and we both noticed his one is in there twice, once simply called "Bering" as is the pattern, and once called "Bering Building" - I'm going to recommend we only use "Bering" and remove "Bering Building".
In fact: My understanding is, if a building appears on the other stake's list they "Should" be able to click on "week" view and see the events that are already scheduled in that building - correct? They have my building (our stake center) on their list and we have the most populated calendar in the stake - I used my building's calendar as a test to "see what he could see and all that he could see" (was not the other side of the mountain, sorry - a little levity) were only those stake items that were on his stakes calendar. Please clarify if I do not have that correct.

Check: It was a church employee (the secretary, in fact) that I was speaking with, but I did not ask the correct question - I will ask specifically about FMAT. I will also read the link you provided to gain a better understanding. Thank you.

nancypalemany
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Re: Units from different stakes sharing 1 building calendar

Postby nancypalemany » Wed Jan 22, 2014 7:16 am

When I do connect with the FM person who understands FMAT, if I simply tell them the issue, that the other stake can't see what's going on in the buildings we share, will that individual know what needs to be done or is there more I need to tell them?

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Re: Units from different stakes sharing 1 building calendar

Postby russellhltn » Wed Jan 22, 2014 11:05 am

You might want to read the Shared building "bugs" thread.
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