FM Group Calendar Coordination

Discussions about the Calendar Tool at lds.org. Questions about the calendar on the classic site should be posted in the LUWS forum.
lynnnielson
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FM Group Calendar Coordination

Postby lynnnielson » Thu Nov 17, 2011 11:35 pm

We had a building conflict where the gym floor in a building was refinished on the morning prior to a wedding reception. We were unaware of the refinishing project. Can the FM Group that oversees our facilities see a "Reservations" calendar for each facility like the building schedulers do? That could have helped prevent this conflict.

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aebrown
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Postby aebrown » Thu Nov 17, 2011 11:47 pm

lynnnielson wrote:We had a building conflict where the gym floor in a building was refinished on the morning prior to a wedding reception. We were unaware of the refinishing project. Can the FM Group that oversees our facilities see a "Reservations" calendar for each facility like the building schedulers do? That could have helped prevent this conflict.


I doubt that it is practical for the FM Group to see a calendar for every ward that they deal with. But if your local FM Group is anything like the groups I've worked with, they would never just decide to do a refinishing job without first scheduling it with the agent stake's PFR. That PFR is on the high council, so he should have great access to the stake calendar administrators, plus can look at the calendar himself.

When a PFR gets notified of such a project by the FM group, he can then work with a stake calendar administrator to get the appropriate rooms in the building scheduled for the entire length of time the gym floor or other parts of the building will be unusable. Had he done this in this case, the person booking the cultural hall for the refinishing project would have instantly been notified of the conflict. That, of course, presupposes that the people who scheduled the wedding reception booked proper time for setup.

I guess the bottom line is that this can all be handled just fine at the stake level, without trying to give the FM group any special calendar access. The only requirement is that the PFR makes sure the building is scheduled properly for any projects the FM group needs to do that will make any part of the building unusable. As long as he does that, and everyone else uses the calendar system properly to reserve their events, the calendar system will take care of the rest to make people aware of conflicts.
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russellhltn
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Postby russellhltn » Thu Nov 17, 2011 11:48 pm

Sounds like a failure to coordinate. I'm not sure as the calendar is going to fix that.

I don't know if FM has any access.
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lynnnielson
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Postby lynnnielson » Sun Nov 20, 2011 8:55 am

I appreciate your input we will work with our Stake PFR to see that the schedules are coordinated.

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Postby lynnnielson » Mon Nov 21, 2011 7:17 am

We added the Stake PFR as a "Building Scheduler" to each facility in the Calendar system for our Stake so that better coordination can occur. As a "Building Scheduler" the PRF can see the "Reservations" calendar for each facility to help us avoid conflicts in the future. Hopefully this will help.

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Postby russellhltn » Mon Nov 21, 2011 10:37 am

lynnnielson wrote:We added the Stake PFR as a "Building Scheduler" to each facility in the Calendar system for our Stake so that better coordination can occur. As a "Building Scheduler" the PRF can see the "Reservations" calendar for each facility to help us avoid conflicts in the future. Hopefully this will help.


Not as bad idea, but as we often say, a reservation is not an event. Anyone can see scheduled events for a location once they switch to week view.
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aebrown
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Postby aebrown » Mon Nov 21, 2011 11:50 am

RussellHltn wrote:Not as bad idea, but as we often say, a reservation is not an event. Anyone can see scheduled events for a location once they switch to week view.


And anyone can even see all the reservations for a building in week view, as long as their ward is assigned to the building. There's not a lot of detail, but they can see that there is a reservation for that location for that time on that date.
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russellhltn
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Postby russellhltn » Mon Nov 21, 2011 12:27 pm

Assuming the stake has not assigned all buildings to all units, and that someone is "only" a member, can they see other buildings in the stake without being assigned as a building scheduler? If not, then there is value in assigning them.
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aebrown
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Postby aebrown » Mon Nov 21, 2011 3:03 pm

RussellHltn wrote:Assuming the stake has not assigned all buildings to all units, and that someone is "only" a member, can they see other buildings in the stake without being assigned as a building scheduler? If not, then there is value in assigning them.


I just did a bit more research, which showed that members don't have to be in a unit assigned to a building in order to see the building listed under Available Locations. So every member can see all the buildings, and can thus see all the events and reservations associated with that building (albeit with very little detail on reservations or private events). So if the PFR only needs to see if something is scheduled or reserved for a location, there is no need to add him as a building scheduler.

And in general, I'd say that building scheduler powers are so great that it is prudent to be very cautious about giving those powers to someone just so he can check for an occasional FM group project conflict. You can accomplish the same thing by making him an editor on some appropriate calendar and letting him add events to that calendar. He'll then be notified of any conflicts.
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