why put it on tap? more convenient than the old blue form system

Student Organization Training 2008

Why put it on TAP?

• More convenient than the old Blue Form system• 24 Access from any browser location

Who may use TAP?

• Principal Members of CSI Registered Student Organizations• CSI Advisors• Fund Managers• Facilities Managers• Other department representatives

Student Organization Training 2008

What do I need to begin TAPPING my event?

a) Location reservation. (written documentation)

b) Funding sources. (confirmed)c) Technical requirements. (confirmed)d) Table, chairs, other event

equipment/party supply needs.e) Food and beverage needs.f) Off campus vendor information. (Party

City, Trophy place)g) Entertainment plans. (contract info)

h) Security and safety concerns. (collaborative decision)

i) Parking needs.j) Ticketing/Box Office needs. (Pre-sale,

price ranges)k) Co-sponsorship and Charity benefit

information.

Student Organization Training 2008

Click on the

“Students” button

Click on the

“Students” button

Student Organization Training 2008

Home Page: This page will have information organized in a fashion similar to Facebook:

• Last log in.• Latest messages.• Most recent events.• Advisor contact information.• Fund Manager contact info.• Etc.

The information will be formatted differently than seen here.

Home Page: This page will have information organized in a fashion similar to Facebook:

• Last log in.• Latest messages.• Most recent events.• Advisor contact information.• Fund Manager contact info.• Etc.

The information will be formatted differently than seen here.

Error Report: Click here if you experience a bug or have feedback related to the design or functionality of TAP.

Error Report: Click here if you experience a bug or have feedback related to the design or functionality of TAP.

Student Organization Training 2008

Email Settings: Allow user to change contact email from UCSD address (default) to something more useful.

Email Settings: Allow user to change contact email from UCSD address (default) to something more useful.

Student Organization Training 2008

View Events: Allows user to filter events started by Principal Member or Organization (note: “All Orgs” option is for Advisor use only). Event Listing also sorts events by date and indicates event status:

• Incomplete – Student still has work to do.• Awaiting Approvals – Student’s work is done for now.• Complete – Event is ready to go. Everything is approved and ordered.• Cancelled – Event has been cancelled by either Advisor or Organization.

View Events: Allows user to filter events started by Principal Member or Organization (note: “All Orgs” option is for Advisor use only). Event Listing also sorts events by date and indicates event status:

• Incomplete – Student still has work to do.• Awaiting Approvals – Student’s work is done for now.• Complete – Event is ready to go. Everything is approved and ordered.• Cancelled – Event has been cancelled by either Advisor or Organization.

Student Organization Training 2008

Create New Event: Allows user to select the type of location:

• University Centers Facility• Non–University Center Location

Note: The “click here” hyperlinks will be replaced with graphical buttons in the future.

Create New Event: Allows user to select the type of location:

• University Centers Facility• Non–University Center Location

Note: The “click here” hyperlinks will be replaced with graphical buttons in the future.

Student Organization Training 2008

University Centers Location

1. Enter EMS Reservation Number and click “Submit”.

2. Click on “Select this booking” if the location is correct (note: this will be replaced with a more intuitive “Next” button as part of a status bar to help users navigate the site linearly.

University Centers Location

1. Enter EMS Reservation Number and click “Submit”.

2. Click on “Select this booking” if the location is correct (note: this will be replaced with a more intuitive “Next” button as part of a status bar to help users navigate the site linearly.

Student Organization Training 2008

New Event: This is where the

user enters the

vital information related to the event,

including a

PR/Marketing

Description.

New Event: This is where the

user enters the

vital information related to the event,

including a

PR/Marketing

Description.

Student Organization Training 2008

New Event: This is where the

user enters a Detailed Timeline/Agenda for

the purpose of Advisor Approval.

New Event: This is where the

user enters a Detailed Timeline/Agenda for

the purpose of Advisor Approval.

Student Organization Training 2008

Questionnaire: The questionnaire is intended to help Advisors and Principal Members anticipate the tasks each Organization will have to complete in order to have a successful event.

Answers will determine what “modules” are added for completion. A list of incomplete modules will appear in the status bar on the right.

Questionnaire: The questionnaire is intended to help Advisors and Principal Members anticipate the tasks each Organization will have to complete in order to have a successful event.

Answers will determine what “modules” are added for completion. A list of incomplete modules will appear in the status bar on the right.

Helpful Hints:

Throughout TAP there are helpful hints icons to better understand the purpose

of a question or text field. Note: the (?) will be replaced with a graphic

icon in the future.

Helpful Hints:

Throughout TAP there are helpful hints icons to better understand the purpose

of a question or text field. Note: the (?) will be replaced with a graphic

icon in the future.

Student Organization Training 2008

Questionnaire: Answer

the questions and click “Submit” or “Save and Continue Later” if you want to save some answers but want to return to answer others you’re

unsure of. The TAP does not create an event until the user clicks “Submit”

Questionnaire: Answer

the questions and click “Submit” or “Save and Continue Later” if you want to save some answers but want to return to answer others you’re

unsure of. The TAP does not create an event until the user clicks “Submit”

Student Organization Training 2008

Module List: Answers to the questionnaire generate a list of most likely necessary tasks. Each task is managed in a module that has an approval hierarchy and ordered status.

• Incomplete modules require information from the Principal Member.• Ready for Approval means that an Advisor must sign off on the task.• Things may remain unordered because there are no funding sources.

Module List: Answers to the questionnaire generate a list of most likely necessary tasks. Each task is managed in a module that has an approval hierarchy and ordered status.

• Incomplete modules require information from the Principal Member.• Ready for Approval means that an Advisor must sign off on the task.• Things may remain unordered because there are no funding sources.

Student Organization Training 2008

Status Bar: The Status Bar will be updated to:• Reflect minimal summary information.• Provide a more intuitive list of incomplete tasks with easy to identify graphical indicators.• Provide a “Next” button so that the user can easily browse through TAP one task at a time with a clear understanding of when everything has been completely entered.

Status Bar: The Status Bar will be updated to:• Reflect minimal summary information.• Provide a more intuitive list of incomplete tasks with easy to identify graphical indicators.• Provide a “Next” button so that the user can easily browse through TAP one task at a time with a clear understanding of when everything has been completely entered.

Student Organization Training 2008

Quote/Reservation # Module: There are two types of modules. This module type is a quote/reservation style of module that requires a Principal Member to secure and enter a confirmation number from a service provider as well as a quoted cost for the service. Upon submittal, the Student Organization Fund Manager will order and arrange for payment to the service provider.

Quote/Reservation # Module: There are two types of modules. This module type is a quote/reservation style of module that requires a Principal Member to secure and enter a confirmation number from a service provider as well as a quoted cost for the service. Upon submittal, the Student Organization Fund Manager will order and arrange for payment to the service provider.

Student Organization Training 2008

Worksheet Module: The second type is a worksheet style module that requires a Principal Member to enter item descriptions, quantity, item price, and sometimes vendor information if the provider is off campus. Upon submittal, the Student Organization Fund Manager will order and arrange for payment to the service provider. For on campus providers there will likely be a link to a pricing list (note the hyperlink will be replaced with a graphical button in the future).

Worksheet Module: The second type is a worksheet style module that requires a Principal Member to enter item descriptions, quantity, item price, and sometimes vendor information if the provider is off campus. Upon submittal, the Student Organization Fund Manager will order and arrange for payment to the service provider. For on campus providers there will likely be a link to a pricing list (note the hyperlink will be replaced with a graphical button in the future).

Student Organization Training 2008

Finance Page: The Finance Page is where a Principal Member lists a Student Organization’s funding sources. Additionally, the Fund Managers will use this page to order the necessary services. Note: currently the only way to navigate to the Finance Page is by using the “Event Pages > View Finance Page” drop down menu but this page will become part of the status bar browsing function mentioned earlier.

Finance Page: The Finance Page is where a Principal Member lists a Student Organization’s funding sources. Additionally, the Fund Managers will use this page to order the necessary services. Note: currently the only way to navigate to the Finance Page is by using the “Event Pages > View Finance Page” drop down menu but this page will become part of the status bar browsing function mentioned earlier.

Student Organization Training 2008

Finance Page: Enter sources

of funding.

Finance Page: Enter sources

of funding.

Finance Page: Note: “Index #” is a field only

visible to Fund Managers

Finance Page: Note: “Index #” is a field only

visible to Fund Managers

Student Organization Training 2008

Status: The status for this event has changed from “Incomplete” to “Awaiting Approvals”, which is identified by the amber outline of the “Event Status” list. At this point the user is waiting for Advisor Approval and/or Fund Managers to place orders. Again, the status bar will be updated with more intuitive graphical indicators in the near future.

Status: The status for this event has changed from “Incomplete” to “Awaiting Approvals”, which is identified by the amber outline of the “Event Status” list. At this point the user is waiting for Advisor Approval and/or Fund Managers to place orders. Again, the status bar will be updated with more intuitive graphical indicators in the near future.

Student Organization Training 2008

Returning to TAP for Status Report: If you return to TAP for a status report, you can:

• View your events by clicking on “View Events”; and• Clicking on the event you want to review.

Returning to TAP for Status Report: If you return to TAP for a status report, you can:

• View your events by clicking on “View Events”; and• Clicking on the event you want to review.

Student Organization Training 2008

Contacting your Advisor or Fund Manager: If you’re concerned that your event hasn’t been completed and you want to contact your Advisor or Fund Manager, you can post a message by clicking on “Event Actions > Post a Message”. Likewise, Advisors and Fund Managers will post messages to Principal Members for various reasons.

Contacting your Advisor or Fund Manager: If you’re concerned that your event hasn’t been completed and you want to contact your Advisor or Fund Manager, you can post a message by clicking on “Event Actions > Post a Message”. Likewise, Advisors and Fund Managers will post messages to Principal Members for various reasons.

Student Organization Training 2008

Contacting your Advisor or Fund Manager: If you’re concerned that your event hasn’t been completed and you want to contact your Advisor or Fund Manager, you can post a message by clicking on “Event Actions > Post a Message”. Likewise, Advisors and Fund Managers will posting messages to Principal Members for various reasons.

Contacting your Advisor or Fund Manager: If you’re concerned that your event hasn’t been completed and you want to contact your Advisor or Fund Manager, you can post a message by clicking on “Event Actions > Post a Message”. Likewise, Advisors and Fund Managers will posting messages to Principal Members for various reasons.

Student Organization Training 2008

View Message Board: All

correspondence between Principal Members, Advisors, and Fund Managers will be recorded on the Message Board which is located under

“Event Actions > View Message

Board”.

View Message Board: All

correspondence between Principal Members, Advisors, and Fund Managers will be recorded on the Message Board which is located under

“Event Actions > View Message

Board”.

Student Organization Training 2008

Message Threads: All messages are threaded and should provide valuable information regarding event status, requirements, changes, updates, etc.

Warnings: Warnings will be automatically emailed to Principal Members when an event remains incomplete inside 14 days of an event. Escalating warning up to possible cancellation will be sent at 10, 7, and 4 days prior to an event if modules go uncompleted.

Message Threads: All messages are threaded and should provide valuable information regarding event status, requirements, changes, updates, etc.

Warnings: Warnings will be automatically emailed to Principal Members when an event remains incomplete inside 14 days of an event. Escalating warning up to possible cancellation will be sent at 10, 7, and 4 days prior to an event if modules go uncompleted.

Student Organization Training 2008

Questions or Comments?

Josh Cheung – TAP Programmerjtcheung@ucsd.edu

858.822.0769

John Hughes – Business Officerjohnhughes@ucsd.edu

858.534.4256

Emily Marx – Director, CSIemarx@ucsd.edu858.822.0004