Richmond Upon Thames College provide a room booking service to staff and outside organisations to book rooms for meetings, student activities etc. Room booking is free for college staff and outside the college are charged at an hourly rate. The purpose of the new system is to extend the current computerised room booking system, which at present does little than assist room number of the booking order and associated invoices. The new system will ensure that staff can easily identify from the college timetable that who the room is allocated to, how big the room is and is the room is empty (free) or not.
This will enable staff to respond quickly to telephone enquiries. They will also be able to process incoming room booking orders more quickly- so as to provide much increased customer satisfaction with the service, as well as reducing administration costs. At the same time it is expected that the system will be much better at providing electronic green room booking forms. SYSTEM SCOPE The new system will replace the existing system (which only records room number) so as to include all processing of a room booking order through to recording its room number, time and date.
The new system will not allow users to see which rooms are available (empty), how big the room and who allocated to the rooms. However if possible the system should be built so that this can be done in the future. The system will not provide any tracking of the number of rooms booked by members over four years The system will use an automatic list of letting rooms from the electronic booking list on a spreadsheet. It will be sent to the 20 people who need this letting list. The system will use the existing PC’s.
It is expected that the system can be written in Access, Spreadsheet and Word processing for which the college already has licences. A budget and date needs to be confirm . PRESENT SYSTEM When a member of staff or outside organisation wants to hire a room for a meeting they will get a form. Members of staff will get an internal room booking form and people outside of the organisation will get external room booking form from Estates Department and they will fill it and send it back to Estates Department.
Then the Estates Department will send that form to the person who is allocated that room, if the room is available the ‘owner’ will sign that form and send it back to Estates Department. The Estates Department record all the green form information on spreadsheet and they keep green forms in their file. If the room is not available they try finding another room for them. Room booking is free for members of college staff. People outside of the college organisation have to pay. This is charged hourly per room and the minimum hire rate for up to 3 hours is i??
40. A 5% discount may be received for multiple bookings of more than 6 booking in any term and a further discount may be considered for recognised, registered charities. Every Year in July they have meetings and decided how much they will charge to let a room. Every week The Estates Department produce letting lists and send them to 20 people. EXISTING SYSTEM DEFICIENCIES The main problems with the current system follow from the fact that it does not cover anything to do with rooms.
However the room booking system is not easy to use, with very little ability to look up customers. Management cannot get reports or graphs which provide any useful analysis of room history and which room have been mostly used. The college timetable does not tell the how big a room is and who owns the room. College timetable are completed in September so The Estates Department does not know if there is any changes in the timetable. There isn’t any password for the folders and the files to keep them secure. They have not got an electronic copy of the green room booking form.