Intro

The GPC Database Maintenance contact tracks construction in GPCs in a FileMaker Pro database saved on the Registrar server under Course scheduling\1.General Purpose Classrooms\FacilitiesManagement-General\Campus Construction Projects\Current Construction Projects
The GPC Database Maintenance contact updates and maintains the GPC lists for multiple semesters located on the Registrar server under Course Scheduling\1.General Purpose Classrooms\GPC Master Lists. These GPC lists are also uploaded to the Registrar website.
The GPC Database Maintenance contact also manages any WORQSpace notifications about changes to GPCs and reviews the 291 job output every week.

New Construction

1. Notification

When informed of new construction projects in GPCs by departmental staff, ask for the notification via email to Scheduling@austin.utexas.edu. Ask them to include specific dates of construction (at least start date and end date), project manager names, and rooms to be affected. If final exam dates are included, be sure to ask if the room will be available for use on final exam dates. If not available, be sure the Final Exam contact and Priscilla are informed.

1. Add Record to FileMaker Pro Database

Click "New Record" to add a new entry into the FileMaker Pro database. Enter the building and room numbers affected into the field "Affected Area." Enter the semester and years affected into the "Timeframe" field. Enter a brief description of the project into the "Description" field including specific dates affected. Example: "WEL 2.122 to undergo major construction beginning after spring 15 commencement (05/24/15). Room to be blocked out summer 15- summer 16, ready in fall of 16." Enter the project manager's name and/or building managers names into "Project Managers" field. Once a project is completed, you can change the status drop-down menu to "complete," but for while the construction is in progress, it should say "in progress."

1. Save emails

Click the "Add Task" button to add information to the record. Every record should have a task titled "Notification of Construction." In this task, you should paste the original email correspondence where Scheduling was notified of the construction. Any new emails regarding the construction should also be saved as tasks. These tasks can be marked as 100% completed so that they show up on the bottom half of the screen under "completed tasks and old emails."

1. Plan out future tasks/blocking out rooms

Add any future tasks that need to be completed by Scheduling and do when applicable. For example, if WEL 2.122 is undergoing construction following spring 15 commencement through summer 16. The no class days following commencement in spring need to be blocked out in Room Scheduling. You could add a task titled "Spring 2015 no-class days following commencement blocked out" and leave the percentage below 100% so that it shows up in the upper half of the screen under "Tasks to Do." Once, this task is done, you can change the percentage to 100% so it shows up in the bottom half of the screen under "Completed Tasks and Old Emails."

1. Notify Short Course Dataset Lead

Notify the Shortcourse Dataset contact of any construction that involves class days for semesters for which the final unload/reload has not happened. (Advance copy/CSU opens after final unload/reload)

1. Add note to affected GPC lists

If a room is not available all semester long, make a strike through the room number on the applicable GPC lists. Asterisk and explain that the room is unavailable for construction. If a room is not available for only a certain small span of dates, just asterisk and list the dates or explain. For example, "Room is not available following commencement due to construction."
If we receive notification that the room capacity will be changing, follow the protocol listed below, and leave a note on the GPC excel spreadsheet detailing the changes if they are due to construction/renovation.

1. Upload updated GPC lists online Using UT Box

Notifications of construction project completion

As you receive email notices of completion for projects in progress in GPCs, save these on the FileMaker Pro Database and change the status of the project to complete. You can then make these rooms available for scheduling by deleting the reservations that blocked them out in the Room Scheduling System. Update the GPC list to reflect these rooms as available and upload a new copy.

Construction: first class day prep

A month before the first class date (event on Room Scheduling production calendar). For projects that should be ending in the previous semester where you haven't received a completion notice, send another follow up email. See Template A. (You would have at this point sent one when creating the GPC list for that next semester.) You want to include the first class date and ask them to confirm that the project will be completed.

• If they are complete, be sure to mark everything as 100% complete in FileMaker Pro and change the status to complete. Make sure the future semester GPC list does not reflect the construction.
• If projects will not be complete, inform Priscilla and work together to determine if classes need to be relocated for the future semester.

Create New GPC list

Ideally, creation of the GPC list for a new semester should begin one month before rollover (event on CS calendar). The short course contact will use the GPC list to block out construction. (The day or so) before Original Phase of a new semester, the GPC list must be uploaded online for department schedulers to use to assist with their room requests.

1. Make a copy of last-like semester

Building and control hours are different for long semesters (fall and spring) versus the summer semester. Make a copy of the last-like semester InDesign file and save it into a new semester folder under Course Scheduling\1.General Purpose Classrooms\GPC Master Lists. Rename it with the correct semester. Update the year, the revision date, and your initials.

1. Double check building hours and partial control

Double check that all building hours and partial control hours are correctly listed. There is a spreadsheet of these by semester type located under Course Scheduling\1.General Purpose Classrooms\GPC Master Lists\Building & Control Hours. All building hours and partial control hours in the Excel document should be reflected on the GPC list.

1. Remove completed construction projects

Since you copied over the last-like semester, you will see notes about construction that are a year old. These may or may not still be relevant for the new semester. Remove any construction projects that have been completed already. You can use the GPC list for the previous semester and the GPC FileMaker Pro database under Course scheduling\1.General Purpose Classrooms\FacilitiesManagement-General\Campus Construction Projects\Current Construction Projects to help you.

1. Review previous semester GPC list

Scan the previous semester GPC list for any construction notes.
Ending Projects: For projects that are supposed to end in the semester before the GPC list that you are working on, reach out to the Project Manager to make sure the project will be completed on time. Email them and ask them to confirm the project will be completed before the start of the new semester, include the first class date. See Template B. If the PMs confirm they are going to be over by that point, do not include them on the new GPC list.
Continuing Projects: For projects in the semester before the GPC list that you are working on that are supposed to continue on into the semester that you are working on, reach out to the project manager to confirm that the project is still going to continue on into that semester. See Template C. If the PMs confirm that they will be continuing in the new semester, be sure to add them onto the GPC list.
New GPCs: When new GPCs are added to the list during the current semester, we must check what courses are scheduled in the new GPC spaces and manually check each new course in Class Manager to make sure the room is charted. If the room is not charted, we must delete the room from Class Manager and re-add the room manually, then check the log to make sure that the room has been charted. After this step, run a conflict report to see whether or not classes are scheduled at the same time in the new GPC. (Added 9/05/17 KD)

1. Add new construction projects

Make sure any new construction projects that will be starting in the new semester as noted in the Construction FileMaker Pro Database (Course scheduling\1.General Purpose Classrooms\FacilitiesManagement-General\Campus Construction Projects\Current Construction Projects) are added to the new semester GPC list.

1. Reach out to PMCS (in Summer only)

Reach out to PMCS to ask if there are any construction projects planned in GPCs for the semester that we don't already know about. See Template D. Contact: Jill Stewart.

1. Double-check

Once all updates have been made, have another team member double check the GPC list for accuracy.

1. Upload GPC list online

The GPC list needs to be uploaded before the beginning of Original Phase. Usually this is uploaded the Friday before, or at the latest that Monday morning.
Uploading Files to UT Box

WORQSpace Notifications

Access to WORQSpace is currently restricted. FARM (Facilities Administration and Reports Manager) can be used instead https://utdirect.utexas.edu/oir/facilities/index.WBX
WORQSpace sends automated notifications when changes are made to GPCs. Click on the link in the notification email to see what change was made. The most common change will be to the room's capacity. Make sure to save these emails in the GPC folder.

• Fixed Seating Room – Capacity Change

IRRIS did a recount of capacities in fixed seating classrooms in December 2014 to include mobility challenged spots, per the THECB's definition of capacity. Per Deana Sutliff, these recounts should be complete. If we receive a notification for a change of capacity in a fixed seating room, an email to Deana should be sent to clarify what the change was. Update applicable Scheduling systems and documents. For instructions, see Updating Room Capacity.

• Moveable Chair Room – Capacity Change

Deana and her team occasionally review the number of seats present in a moveable chair room. They update the capacity of the room based on the number of chairs present at the time of the count. If the change is deemed to be legitimate, and to be lasting, update applicable Scheduling systems and documents. For instructions, see Updating Room Capacity.

Invalid Rooms/Capacity Changes – Job 291

The NRNW0291 (aka 291) report runs every Sunday (until the 20^th/10^th class date) and spits output on the Scheduling server (austin.utexas.edu\disk\reg). It generates two text documents for each: 1) the control card and 2) the list of CSNs with changes. If the control card shows that zero records were updated, there will be no second text document/list of CSNs and no further action needs to be taken.

• Capacity changes

The list of CSNs will show rooms where the capacity was updated in Class Manager to reflect what is in WORQSpace. If the capacity change is for a departmental room, no action needs to be taken. If it is for a GPC, we should already be aware of the change (see Room Capacity Changes section below). We should have received a WORQSpace email and followed the instructions for those changes. If not, we need to investigate why we did not receive the notification email.

• Invalid rooms

The list of CSNs will also include any rooms showing up as invalid. We need to check with the department scheduler to make sure they entered the right room number. See Template E. Check in FARM to see if the room number exists. Scheduling systems read from FARM. A room may exist in WORQSpace, but not in FARM. If this is the case, Worqspace/IRRIS will need to fix the issue. Updates in Worqspace take an overnight process to show up in FARM and the 291 to reflect in CM/OCS. Some invalid rooms are due to typos in the room number, or the department should be using a provisional room number because the room is under construction. If the latter is the case, the department needs to work with WORQSpace in order to determine what room number they should be using.

Updating Room Capacity

If a room capacity update comes from a user, we should direct that user to the Worqspace team. If the change comes directly from Worqspace, we are able to make the change immediately.
If we receive notification that a room capacity needs to change, and this change has been confirmed/is legitimate, you will need to update the room capacity everywhere it is documented on the various systems, as well as where it is visible to the public. Use the tracking changes spreadsheet to keep track of the places you have updated the change, and where there is still remaining information to be updated. \\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\1.General Purpose Classrooms\FacilitiesManagement-General\BldgListFromIMA_IRRIS\2016 Capacity Updates\Tracking Changes.xlsx
This includes:

1. GPC Lists for current semester, and all future semesters.
   • Update all of the GPC lists in the below folder using InDesign with the new capacity:

\\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\1.General Purpose Classrooms\GPC Master Lists

• • Save the files as PDFs (after moving old GPC list to the archive folder) and upload to the website.
  • https://utexas.app.box.com/files

1. Update the capacity on the GPC excel sheet:

\\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\1.General Purpose Classrooms\GPC Master Lists\GPC excel sheet.xlsx

1. If the Exam capacity is to be updated (consult with Final Exam contact and Priscilla)
   • You will need to update this in the Room Scheduling system (see bullet 4 below)
   • Update the Exam Capacity Chart (Z:\Final Exams\Documents\Exam Capacity Chart) and upload the new chart to the Canvas Final Exam course online
   • Upload new Exam Cap Chart to the website via UT Box: https://utexas.app.box.com/files
2. Update the capacity in the Room Scheduling System
   • Select 'Maintain Room Inventory' from the 'Perform Administrative Tasks' drop down.

• Insert the building and room information for the current semester
  • Change the capacity.
  • If the exam capacity is to be updated, change that as well.
  • Do this for all current and future semesters.

1. If the room capacity change is a result of a construction/renovation, note this on the GPC excel sheet (including information about how many seats and exam seats were lost). Link to sheet in number 2 above. All changes should be made in the last column, titled "Special (Unpublishable) Notes"

**Keep in mind that if you are updating a room's capacity during a production phase, you will need to adjust all closing limits of the courses in production to be at the capacity (if it is being decreased). Any closing limits that are below the capacity can be left as is. Use the All Sections report for this task. A good production note would be: "CPS per IRRIS, capacity change"
***Also note, that the final exam scheduler should be notified of the change if it affects exam capacity.

Templates

Send from Scheduling@austin.utexas.edu address and file in Facilities-Renovation-Construction folder.
A) First Class Date Prep
With the first class day of the [semester year] semester approaching, I wanted to touch base with you regarding the renovation in [building and/or room]. We have the [applicable GPCs] coming back online and have classes scheduled in these rooms starting [first class date]. Please let me know if the renovations affecting [building and/or room] has been/will be complete by the start of the [semester] semester.
B) GPC list creation, ending projects
Our office is preparing to work on the [semester year] course schedule which encompasses [first class date through last class date]. I wanted to check in with you to see if the [building and/or room] renovation is on track to be complete before [first class date].
Please confirm that this is correct. Thanks in advance,
C) GPC list creation, continuing projects
Our office is preparing to work on the [semester year] course schedule which encompasses [first class date through last class date]. I wanted to confirm with you that [building and/or room] will be [unavailable these dates]. We have it coming back online for scheduling beginning with the [semester year] semester on the first class day [first class date].
Please confirm that this is correct. Thanks in advance,
D) GPC list creation, Summer only
Our office is preparing to work on the summer [year] course schedule which encompasses [first class date through last class date]. I wanted to reach out to you to see if you knew of any construction projects that will affect the availability of general purpose classrooms during this time. We have been informed of [building and/or room] renovations.
E) Invalid Room
For [semester year], [FOS course] (CSN: ######) is showing up as having an invalid department room, [building room]. Is this the correct room? If so, you will want to reach out to IRRIS at <span style="color: #0563c1"><span style="text-decoration: underline; ">IRRIS-Space@austin.utexas.edu</span></span>.