PDS Facility Schedulerimages.acswebnetworks.com/1010/124/Scheduler.pdf• To send an e-mail or to go...

Parish Data System 14425 N. 19th Avenue, Phoenix, AZ 85023-6702

(800) 892-5202 - www.parishdata.com - [email protected]

PDS Facility Scheduler ™

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Parish Data System and the PDS Logo are registered trademarks of Parish Data System a division of ACS Technologies Group, Inc. The PDS Facility Scheduler, TM Program, are Copyright © 2006 ACS Technologies Group - all Rights Reserved. Windows® is a registered trademark of Microsoft Corporation in the United States and/or other countries. All other brand and product names are trademarks or registered trademarks of their respective companies.

There are different ways to schedule events in the PDS Facility Scheduler. Wizards step you through each scheduling process, whether it be for a single event, a series of recurring events, a package of related events or using past history. Each process is broken down into easy to follow steps.

What organization is to be scheduled? Where are they going to meet? How long will it last? Will there be fees or requirements?

There is a Check Availability process on the main menu which will help you find a facility that fits the requirements you enter. Just click on the Check Availability Button. For example, what rooms are available in October that seat at least 25 and have an overhead projector.

Setup how the event should print on calendars. Enter any reminders.

After all information is entered you will be alerted to any conflicts.

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There are a variety of calendar styles that show events that have been scheduled. On each calendar you can see all events scheduled or you can filter what displays. The display can also be printed.

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On the Listing Screen you can scroll up, down or sideways through the list. The Customize View button allows you to determine what is displayed. Reordering the columns is a drag and drop operation. Double click any entry to jump to the details screen.

The Organization Screen records information about each group that has already (or would like to) schedule events. You can add an unlimited number of organizations, each with any number of contacts. The tabs on the side take you to additional information about finances, the organization’s list of events and to their scheduling history.

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A Facility is any space that you want to make available for scheduling. Each facility may have features that you want to record. These features can be used as part of the selection process when deciding where to schedule an event. The names of the features are user definable and can be setup as either numbers or check boxes.

The subgroups tab shows how you can group multiple locations under one location. You can schedule any room individually or schedule all related rooms using the group.

You can scroll through the viewing of a listing of events. Set up the features of specific facilities and quickly view them before scheduling.

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You can set up your own list of special days, holidays, and graphics or use the ones that come with the program. Note the graphics connected to Independence Day. This will show on screen and on printed calendars if desired. There is a process for setting up your special days and holidays for a new year. It will also use the same graphics as the previous year if you want.

All scheduled events are displayed on the Event Listing Screen. A double click on any event will take you to that Event Detail Screen. Use the Customize View command to select what is shown in the list.

Quick look up to see which requirements have been met and which have still to be met.

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Some events are simple: one day, one time, one place. Some events are a little more complicated: every 2nd and 4th Wednesday except during July and August. Some events are a collection of many different events and can be a scheduler’s nightmare. The PDS Facility Scheduler can do all of these things easily and quickly.

You can have up to 7 contacts for Event Packages. Another nice feature of the PDS Facility Scheduler is that at one location you can view all charges and payments for event packages or single events.

The screens on this page show how an Event Package is handled by the PDS Facility Scheduler. A wedding would be a good example of such an event package. It is not just a wedding, it is a series of meetings and list of various requirements. Additionally, some of the events may involve fees.

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Flexible selections let you print a report for everyone or only those that meet specific criteria.

There are several pre-defined letters and also the ability to create your own.

Selecting a report is easy and quick. Double clicking on any of the selection headings will bring up another listing of specific report selections.

July 23, 2007

Ms Linda Donaldson 2325 Mulberry Ave. Phoenix, AZ 85022 Dear Ms Donaldson, Your wedding is only a few months away. While three months might seem like a long time, it can pass by very quickly. So before you get caught up with the many last minute details that require your attention, I would like to remind you about your remaining appointments and the requirements that still have to be completed. Remaining schedule: Event Name Date Times Scheduled *Interview August 22 5:00 PM - 7:00 PM *Conf 2 September 10 7:00 PM - 8:00 PM Rehearsal October 12 7:00 PM - 8:00 PM Organist This event is not yet scheduled. Contact our office to schedule it. Billing Summary: Description Amount Balance Wedding Wedding Fee $200.00 $200.00 Foccus Foccus Fee $25.00 $25.00 Evening for Engaged Evening for Engaged Pmt $20.00 $20.00

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Preview reports, letters, calendars, etc. on screen to make sure they are exactly the way you want them before printing them out. You can also print a blank calendar.

New report wizards step you through each part of the process. Use the back button to change any previous settings.

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A Billing Statement letter can be generated for those organizations that are charged a fee for using a specific facility. A breakdown of fees, payments and a balance are contained in this sample letter.

Use the Web Page Calendar to create a file for your Internet/Intranet Web Site. You can also have a scrolling web page calendar.

• Windows® 98/NT4.0/2000/ME/XP/2003 Server operating system, installed and running. • Pentium processor (minimum requirement). 300 MHz or more is recommended. • At least 16MB of RAM. 32 MB or more is highly recommended. • VGA color monitor (800 x 600 or higher). • CD-ROM for installing the program. • Any printer supported by Windows. • 50MB of available disk space to install the program and graphics. • Backups of data are created automatically and will require additional disk space. • To use the HTML Help files, you will need MS Internet Explorer 4.0 or higher. • The program does not limit the number of facilities, organizations and events that can be stored. They are only limited by the

amount of free disk space available. The Facility Scheduler files however, can never exceed 4 gigabytes. • To send an e-mail or to go to a web page from within the program, you need a browser such as Netscape navigator or MS

Internet Explorer 4.0 or higher. You also need an e-mail client such as MS Outlook or Outlook Express.

Note: The Facility Scheduler program is multi-user (network ready).

System Requirements

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