EMS is a suite of integrated scheduling tools designed to help organizations streamline the scheduling of meetings and events, maximize the utilization of campus facilities and other resources and improve the college's ability to internally communicate event details.
EMS is tightly integrated with Microsoft products currently used on campus (e.g. SQL Server, Exchange, and Active Directory). With EMS Enterprise, an event coordinator from any desktop computer connected to the Davidson network can check space availability, look at actual images of spaces including room capacity, room setup types, and room features, reserve the necessary room(s), reserve resources (e.g. microphones, chairs, conference phones) and request services. The campus event coordinators are notified of the pending requests and can quickly approve or decline requests.
Below is a summary of the components of our EMS system as well as a description of how each component is used and by whom.
- EMS Client - the client software is installed on computers of administrative users. It allows schedulers, service providers and administrators direct access to the EMS database to approve/decline requests, send confirmations, update event details, add events for external groups as well run ad hoc queries and reports.
- Virtual EMS - Virtual EMS creates a connection between the Web and the EMS database, allowing the campus at large and meeting attendees to use a standard Internet browser to view the EMS event calendars and event schedules as well as allow authorized users* to submit online requests or book space themselves.
- Master Calendar - Master Calendar serves as a focal point for all scheduling information, whether it's maintained in the EMS Database or is simply added directly to the calendar. A master calendar can be private or public. Public master calendars are viewable by the general public. Private calendars are only viewable by authorized users.
Users can subscribe to a master calendar or specific events within the calendar to automatically receive emails informing them of changes or cancellations. “Email a Friend” function allows users to notify others of upcoming events.
NOTE: All faculty, staff, and students will be authorized users of Virtual EMS.