1. Kurtis Hoffman Operations Analyst Office of the University Registrar Case Western Reserve University kurtis.hoffman@case.edu

2. Different forms for different types/levels of approval Requestor data entries/fields entered automatically populate at approval level based on user’s original form Email notifications to requestor after initial submission; not notified until all levels of approval received Question Prompt Types: Text, Multiple Choice, Yes/No Real-time room availability Requestor builds meeting pattern (Single, Recurring, Spanning)

3. Before implementing Astra request forms, it is crucial to first understand intended outcome(s) for establishing a forms approval process. Before implementing Astra request forms, it is crucial to first understand intended outcome(s) for establishing a forms approval process. Focus Groups and/or other mechanisms for meeting with different constituents to understand core business processes and procedures. Focus Groups and/or other mechanisms for meeting with different constituents to understand core business processes and procedures. What information is needed from the requestor for approver to move forward? What information is needed from the requestor for approver to move forward? Event request forms are linked/authenticated to specific user role. Event request forms are linked/authenticated to specific user role. If your organization uses LDAP groups, specific forms for specific groups of people is available. If your organization uses LDAP groups, specific forms for specific groups of people is available.

4. Event Request Templates  Delivered Event Request Templates Guest User Form Internal User Form  Section Headers & Fields Add and/or create titles Flexibility in arrangements

5. Best Practices & Policies: Astra Request Form Standards

6. Form #1 Academic Spaces Faculty & Staff Form #2 Academic Spaces Student Groups Form #3 School of Law Faculty & Students

7. Workflow Form #1 Approval & Routing Office of the University Registrar Approver Faculty & Staff Requestor

9. Form #2 Approval & Routing Office of the University Registrar Resource Approval (if applicable) Thwing Center Administration Approval Recognized Student Organization Requestor

10. Student Groups

11. Form #3 Approval & Routing Events Staff, School of Law Resource Addition (if applicable) School of Law Academic Services Approval School of Law Faculty & Students Requestor

12. School of Law

13. PROSPECTIVE USERS: ASTRA REQUEST FORMS CURRENT USERS: ASTRA REQUEST FORMS How does your organization currently handle special event requests? In what ways might your organization benefit from Astra request forms? How many Astra request forms are currently live for your organization? What is the workflow review/approval set-up for each (if applicable)? What are a few of the determining factors in establishing workflow review/approval set-up for your organization? LDAP authentication? Describe the ‘buy-in’ process from stakeholders? What were some of the greatest benefits/challenges? Are there resources in place for users (eg., training)? Of the delivered section headers and fields, which would be selected, in initial consideration, for your organization’s Astra request forms? Would there be shared standards across all versions that might exist? Are you measuring feedback, positive and/or suggestions, to make enhancements to existing Astra request forms? If so, what is your organization working toward?

14. With our thanks! Office of the University Registrar Kurtis Hoffman Operations Analyst Office of the University Registrar Case Western Reserve University kurtis.hoffman@case.edu * 216/368-3449