Astra Schedule

Astra Scheduleis our facility management system

Permissions in Astra are based on Region (Security)

Regions are groupings of rooms used by a College or Area

Check availability of most campus spaces (CALENDARS)

In advance of your classroom change request

In preparation to complete the Room/Space Request Form for submission to Facilities Reservations (FRES)

“Talks” to PeopleSoft every 3 minutes (ACADEMICS)

Primary scheduling of classes is done in PeopleSoft ONLY

Academics (class section) data entered in PS will show up in Astra

Contact APSS for special needs, e.g. room double-booking for classes

Exclusive use spaces can be scheduled for Events (EVENTS)

Astra will lead you to believe you can schedule ANY ROOM; you cannot.

All other event scheduling is handled by Facilities Reservations: http://www.csuchico.edu/fres/index.shtml

Resources tab will show you room information (RESOURCES)

Reports are available to help (REPORTS)

Security

Guest Users

Any employee with a User ID

Logging in from a campus machine

(or using the VPN)

View access to Scheduling Grids: General Use Conference Rooms, General Use Lecture rooms

Campus Users

Any employee with a User ID who has completed the Astra Security form

Campus credentials

Region-specific permissions

Create and save Filters

Self-booking in Exclusive Use spaces

Navigation – 3 main tabs(plus information)

CALENDARS

ACADEMICS

EVENTS

Plus:

Resources

Reporting

Customize your tabs! Similar to Excel Column selection and sort Section and Column resizing

Filters

Save time by creating preset filters for things you view the most

Filters are tab-specific

Set a default filter

Set a Clear All filter

CALENDARS tab Available Rooms currently isn’t functioning at optimal

level; use Event Wizard instead

Scheduling Grids At a glance information for a specific space

View Day or Week

Or Term!

Choose Calendar

General Use Conference Rooms is default

We’re looking into user-specific default settings

Set Filters All filters create AND statement, except Features

Set Parameters

Likely questions:Who is in that room right now?When is this room available?

Scheduling Grids

Filters

Custom “Clear All”

Showing typical filter choices ---->

Room

Columns show/hide

Results

Grid

Day/Week

Term End Date

Click to create event in your Exclusive Use space

Wrench to set “flags”

Print

Export to Excel

Or, Weekly Room Report

ACADEMICS tab Sections

Create a filter for your Subject(s)

View “Sections”

Never “Add a Section”

Section data is imported from PeopleSoft every 3 minutes

Based on Room changes

Some changes are transmitted overnight

Notifications is not used at this time

Likely questions:Did my PeopleSoft changes import?What section info is in Astra?Does Astra final exam info match PeopleSoft?

Sections

Best Filters:

Start/End Date

Term

Subject/Course

Astra remembers!

Note # of results ----->

Note Start Dates ----->

Columns: Drag, Sort

Other filters provide information best found in other ways…

EVENTS tab

Events

Great for finding existing events

Schedule an event in your exclusive use space

Event Wizard

Best Practice for finding available rooms

Event Request is not used at this time

Notifications is not used at this time

Do you schedule a lot of events? Contact Facilities Reservations (fres@csuchico.edu) to set up detailed training!

Likely questions:Did my event get scheduled?What rooms are available for my preferred meeting pattern?

Events Must enter at least one filter

Best filters:

Start/End Date

Customer (dept)

Approver or

Scheduler

Ask us about Customer Contact!

Add an Event

Only for exclusive use spaces

Can also add Quick Event from CALENDARS > Scheduling Grids

Add an Event

Add an Event -- Steps:ONLY for your exclusive use spaces!

1. Required* event information: Event Name* Event Type* Owner* Customer* Customer Contact* Estimated Attendance

2. Meetings: Add Meeting Meeting Recurrence

Create, OK

3. Meetings: Assign Rooms Select meeting

Set Filter criteria, Search Select from Available,

OK

4. Save Note Event Status!

Event Wizardaka Jennifer’s favorite tool

1. Event Information

Event Name, Event Type; Next

2. Meetings

Recurring info; Create; Next

3. Rooms

Filter; Search

Column sorts

Event Wizard results: by Score and by Room, alpha-order

RESOURCES tab

View your rooms View other people’s

rooms

Notifications is not used at this time

Likely questions:What are my exclusive use spaces?What features does a room have?What does the room look like?Who “owns” that room?

REPORTING tab

Weekly Room Report

Other reports are possible…if you can dream it, we can probably find a report for it!

You may, or may not, have a list that looks like this ----->

Weekly Room Report

Select Date = Monday of the week

Select Campus, Building, Room click the empty box

Apply Astra remembers!

Print = printer icon Export (Blue = Sections Green = Events)

7

6

51

23

4

Troubleshooting

Clear State and Reload

“super refresh”, similar to clearing your browser cache

Unstick a window

Clear custom filters all at once

Refresh after software upgrade

Let us know about problems!

HELPJennifer L. Aceves, Coordinator of Academic Scheduling and Workload Reporting

apss@csuchico.edu

898-4688 (but email is best)

http://www.csuchico.edu/apss

Click on the “Astra” link on the left navigation bar to find:

Astra log in

Access request form

Helpful guides (in progress – ask if you don’t see what you’re looking for!)

This training revised July 11, 2017