Description:This system was developed to interface to standard Lotus Rooms and Resources. The system incorporates changes to the standard notes 8.0.x mail template to allow users to record and capture reservations/bookings for specific video conference rooms and resources as well as car fleet management. The system further incorporates an interface to feed into corporate cost recovery facilities.
The mail file was modified to allow a new profile document containing only those exception rooms and/or resources being targeted. When using standard calendaring and scheduling users are presented with additional popup dialogs to enter additional information needed for video conferencing and fleet management if they are recorded as the exceptions within the resource profile. All other rooms and resources are ignored by the system and work as per standard notes calendaring and scheduling.
An additional Reservation Extension database was developed with several purposes in mind. This database monitors both changes in reservations for video conferences and fleet management applying specified business rules. Business rules include things such as our cancellation policy. It also provides an audit mechanism for fleet management in terms of taxation implications and providing a permanent record for investigation into parking and driving infringement notices. The system also generates data for provision to the corporate cost recovery processing.
Users of the system receive email notifications when changes and cancellations take place. Similarly, administrators of the system get email notifications for cancellations and changes in order to administer 3rd party video conference applications.
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