Successful hierarchy of stake / ward callings for calendar/scheduling?

Discussions about the Calendar Tool at lds.org. Questions about the calendar on the classic site should be posted in the LUWS forum.
kisaac
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Successful hierarchy of stake / ward callings for calendar/scheduling?

Postby kisaac » Mon Aug 29, 2011 9:32 am

Can you share a successful hierarchy of stake to ward callings for calendar/scheduling on Lds.org? We all can reference the help file "Calendar Rights and Roles," to understand the calling terminology and tasks associated with them, so we don't need to talk about that in this thread, but I'd like to see Organizational charts from anyone operating successfully for the past year, integrated from the stake presidency down to the ward level.

Who oversees who, (Example: Is the High Council involved?) and where does your oversight and training from stake to ward happen when new people are called? Do you have one main Stake Building Scheduler that oversees ward level building schedulers? Do you have one scheduler per building, or allow each ward to have it's own (if possible) when wards share the building? Do these rotate yearly? Has the stake mandated/suggested a ward structure? What would you change in your organizational chart now that some of us are a year into this and you had the opportunity to start fresh?

Thanks!

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aebrown
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Postby aebrown » Mon Aug 29, 2011 11:20 am

kisaac wrote:Can you share a successful hierarchy of stake to ward callings for calendar/scheduling on Lds.org?


I don't know if I'd label our experience as entirely "successful," but I'll share what we are doing.

Stake Level:

  1. At the stake level, our calendaring process is done almost completely on an annual basis, with a few adjustments along the way.
  2. Because of that, we have one main calendar coordinator (that happens to be me). I enter all the stake events into the calendar, and make adjustments throughout the year.
  3. We have a couple of private calendars for the stake presidency: one is for stake presidency meetings, out-of-town times, etc.; the other is for the stake president's appointments (which is used just by the stake president and the executive secretary).
  4. We've chosen not to have other people involved in scheduling stake events for simplicity's sake. The high council has no role at all.
Building Level:

  1. Each building has a rotating agent ward. The bishop of that ward assigns a building scheduler.
  2. There is just one building scheduler per building. They work out their own arrangements for backup; I am a building scheduler for each building, so I can help with urgent needs if the building scheduler is unavailable.
  3. The stake calendar coordinator is responsible for training building schedulers.
Ward Level:

  1. Each ward has designated a calendar coordinator. That person is the point of contact for training from the stake, and for working out conflicts found by the building scheduler. The coordinator may be a bishopric member, executive secretary, clerk, or ward website administrator -- it's the bishop's choice.
  2. The stake has mandated that each ward has to have a calendar coordinator as the single point of contact from the stake or building schedulers, but other than that, the wards can decide how to manage the calendars in their ward.
  3. In conjunction with the ward council, the calendar coordinator determines how many calendars there will be and who has responsibility for each.
  4. Most wards have multiple calendar editors. They get their training from the calendar coordinator.
At this point, it's working reasonably well for us. We occasionally have people unwittingly schedule the entire building or make other mistakes, but we can work those out. Probably the biggest problems occur with people who aren't calendar editors who want to schedule buildings for events (some are ward/stake functions and some are events for family, mission reunions, etc.). People don't know who to contact, so I often get the call. In most cases, the ward calendar coordinator could do that, or the building scheduler, but regular members are often unaware of who those people are.
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kisaac
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Postby kisaac » Mon Aug 29, 2011 6:45 pm

thank you! do you have a "stake building specialist," or is that a function of the "stake calendar coordinator," (you?)

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aebrown
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Postby aebrown » Mon Aug 29, 2011 10:17 pm

kisaac wrote:thank you! do you have a "stake building specialist," or is that a function of the "stake calendar coordinator," (you?)


Neither. Each building has a building scheduler; there is no one with that position at a stake level. I train the building schedulers, but I wouldn't say that I function in any way as a "stake building specialist"; each building has its own people that take care of the scheduling issues for that building.
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lediesa
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Postby lediesa » Sun Oct 02, 2011 6:55 pm

I just got called as the new Stake building scheduler. I was trained by the previous stake building scheduler about the new system. They had created a seperate stake calendar called "scheduling the stake building". All events had to be scheduled through it and if it wasn't on this calendar, then it wasn't scheduled. then organizations had to put the same events on their calendar, so there are two postings for every event, one on the organizational calendar, and one on the scheduling calendar. They did this because the stake building scheduler couldn't see events from wards other than theirown.

As far as heirachy went: Stake Presidency member: Stake Clerk works with Stake building scheduler (me). There is only one scheduler per building, so the wards that meet in the stake building do not have seperate building schedulers. This is the same for other buildings with multiple wards and they work with their ward clerks. I am creating a training to take to the ward level and I am planning to remove the system the previous scheduler used with two calendars and use the system as it is set up to be done with each organization scheduling resources within their own calendar.

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aebrown
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Postby aebrown » Sun Oct 02, 2011 7:57 pm

lediesa wrote:They did this because the stake building scheduler couldn't see events from wards other than their own.


It sounds like they didn't understand how the system worked, because a building scheduler definitely can see events from other wards. He can even make changes to those events.

In the Calendar help system, see Building Scheduler Role and Check Location/Resource Availability and Subscribed Locations.

But it sounds like you understand that, since you are removing that unnecessary "scheduling the stake building" calendar. That's good!
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vailmd
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Our Building Scheduler can't see events scsheduled by members from another building

Postby vailmd » Mon Oct 10, 2011 1:40 pm

We have multiple buildings in out Stake. We have had some one from building A schedule and event in building B. The event is not visible to the building scheduler for building B. I believe this is because the person who scheduled the event did so using his local Ward calendar. Since a person not residing in that ward can subscribe to that calendar it cannot be seen. Any suggestions on how to work around this?

jdlessley
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Postby jdlessley » Mon Oct 10, 2011 3:52 pm

vailmd wrote:We have multiple buildings in out Stake. We have had some one from building A schedule and event in building B. The event is not visible to the building scheduler for building B. I believe this is because the person who scheduled the event did so using his local Ward calendar. Since a person not residing in that ward can subscribe to that calendar it cannot be seen. Any suggestions on how to work around this?
You are correct that a member of one ward cannot see the calendar of another ward. However, any calendar editor, approver, or building scheduler can view those events with resources reserved by using a section of the calendar available to them titled "Subscribed Locations". By checking a location they can view the events at that location that have resources scheduled. To aviod clutter that can make it difficult to see just those events, all the calendars checked in "Subscribed Calendars" can be unchecked.

For more information see the calendar help section titled "View Calendars of Other Wards".
JD Lessley
Have you tried finding your answer on the LDS.org Help Center page or the LDSTech wiki?

connierosewells
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Postby connierosewells » Thu Jan 19, 2012 10:12 am

I need to see if someone has a blank pedigree chart (or if you have software) they have made so a bishop can display this on his white board and see at a glance who is in what calling.

Cwells


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