1. Texas Regional Ad Astra Summit Astra Schedule: 10 tips for successful implementation Presented by Becky Brecht, PMP Business Analyst, Concordia University Texas Austin, TX

2. Texas Regional Ad Astra Summit Tip #1 identify project team o sponsor o project manager o trainer o Astra Schedule super-users system administrator event administrator academic administrator calendar administrator

3. Texas Regional Ad Astra Summit Tip #2 Identify customer groups o Academic advising o Admissions o Athletics o etc. identify roles o event requestors o deans o faculty o general users

4. Texas Regional Ad Astra Summit Tip #3 Identify process for ongoing customer support (Helpdesk) and train support staff o Tier 1: Helpdesk o Tier 2, 3: Ad Astra

5. Texas Regional Ad Astra Summit Tip #4 Create a project schedule and identify tasks/resources to perform tasks o kick-off meeting: get info about people’s ooo schedules for the next few months; can affect go-live date o decide on how the team will communicate o check in with team members and help eliminate barriers to success o keep lines of communication open with your Ad Astra rep

6. Texas Regional Ad Astra Summit Tip #5 Follow up to ensure project is on schedule; don’t be afraid to push back schedule if needed o better to go ugly early

7. Texas Regional Ad Astra Summit Tip #6 Make a communication plan Carefully consider timing of messages to different users/groups o Event Requestors o Deans o Faculty Consider delivery method o email o website

8. Texas Regional Ad Astra Summit Tip #7 Make a training plan for the different groups; carefully consider delivery method Pass out quick reference handout Record training for online viewing by new-hires Consider timing of training with communication plan

9. Texas Regional Ad Astra Summit Tip #8 Room layouts o Work with facilities folks and Astra Schedule Event Administrator and Academic Administrator to gain agreement on what room layouts will be loaded into the system for each room, and what the table and chair capacity is for each layout, for each room o Ensure your room layouts adhere to the fire code o Use photo and diagram, not same photo twice

10. Texas Regional Ad Astra Summit Tip #9 Limit the scope of your initial implementation

11. Texas Regional Ad Astra Summit Tip #10 Know what browsers support your version of Astra Schedule Communicate supported browsers to all users early & often

12. Texas Regional Ad Astra Summit Summary 1.Identify project team 2.Identify groups/roles 3.Identify process for ongoing customer support 4.Create a project schedule and identify tasks/resources to perform tasks 5.Follow up to ensure project is on schedule; push back schedule if needed 6.Make communication plan; carefully considering the timing of messages to different users/groups 7.Make a training plan for different groups; carefully consider delivery method 8.Room layouts: create different room configs; consider fire code 9.Limit scope of initial implementation 10.Know & communicate your supported browsers

13. Texas Regional Ad Astra Summit Contact Info rebecca.brecht@concordia.edu