The Journey to find a Comprehensive Online Scheduling System

1. The Journey to find a Comprehensive Online Scheduling System

2. University of Texas at Arlington • 25,000 students • Tests offered: • Credit-by-Exam • Placement • Distance Ed • Miller Analogies • Institutional SAT • HESI A2 • Major Field Test • TEXES Teacher Certification Exams

3. University of Texas at Arlington • Computer lab with 10 workstations • Seminar Room with 10 seats • Classroom space on campus • 2 individual rooms • 2 Testing Specialists • 1 Graduate Student • 3,000 exams administered

4. Old Scheduling System • TESS – Test Evaluation and Service Site • Web-based for staff • Staff enters all examinees • Staff cancels or modifies all appointments • Ability to have multiple tests in one room at same time • Ability to have multiple exams across campus scheduled • Reason to change • No longer supported by vendor • Security issues • Calendar ended in December 2010

5. Scheduling System Needs • On-line self-registration and pay • Verification that examinee understands rules • Admission ticket for examinee • Reminder to examinee • Ability to schedule more than one location and test program at same time • Schedule more than one test in a room at the same time. • Flexible scheduling • Reports • Student Roster • Test Center volume • Changes to examinee registration • Payment tracking

6. Research • Register Blast • Appointment Plus • SARS • Titanium • Service Buzz • TimeTrade

7. TimeTrade, Inc. • Configured Solution • Payment option not included • Link to UTA payment site • Track student payment • Multiple site scheduling • Multiple test scheduling • Flexible scheduling • E-mail confirmation and reminders to examinees • Easy to open/close sessions • Comprehensive rules structure • Great people to work with

8. Implementation • October 2008 Contract • Detailed information provided on needs • Copied test information from prior scheduling system • One-on-one phone meetings and e-mail with Client Service Consultant • Go live May 2009 • Waited for UT Arlington payment portal • Started with MFT (Major Field Test) exam which is free to students in order to test system

9. A Daily View of Our Appointments

10. UT Arlington Test SchedulerDEMO

11. About TimeTrade • The leading provider of appointment scheduling solutions to many different types of organizations • Founded in 2000 • Appointment scheduling is our sole focus • We offer… • Turnkey solutions that are quick to implement • Embeddable solutions that can be integrated with other systems using a Services-Oriented Architecture “Organizations (large and small) and individual professionals or service providers who invest too much playing the time negotiation game will find what TimeTrade offers attractive.”

12. Our clients include… • Boston University – Graduate Admissions • Cape Cod Community College – Distance Learning • Columbia College Chicago –Campus Wide Scheduling • Harvard University –International Office Advising, Center for Workforce Development • Harvard Business School -Alumni career advising • North Carolina State University –RESNET Technical Support • Northeastern University –Student Fitness Center • University of Houston: C.T. Bauer College of Business –Student Advising, Career Services • University of South Florida: Sarasota-Manatee –StudentAdvising and Admissions

13. Business Rules Easily Configurable Roles-Based Permissions TimeTrade at a glance TimeTrade Enterprise Scheduling Engine Resource Schedules

14. Registration Registering the student was an administrative task. 5 minutes per student to register which had to be done by office personnel. Modify or cancel appointment Can only be done by office personnel. A daunting task that could only be done once before asking the student to pay for this process to be done. A two minute task for each reschedule or cancel. Payment Students had to either pay at Bursar or fax in credit-card payment form. No on-line payment and payments had to be managed by the staff at the testing center. Scheduling at UTABEFORE TimeTrade

15. Registration Student registers self over the internet. Very few calls of students needing help. Modify or cancel appointment Student can do this themselves over the internet. Students can reschedule as often as they like with no extra fee and no work on the staff time. Some still call us to modify or cancel their appointment especially if they need to change within 24 hours. This was a scheduling business rule we asked to put in place. Payment Student can pay on-line or pay at Bursar. Students save time since no fax transmissions need to be made. 95% pay on-line. The staff at the testing center is rarely involved in these financial transactions. Scheduling at UTAUSING TimeTrade Time Savings of approximately 300 hours per year!!!

16. Results • Lab seat maximization • Easy to open lab times • Easy to restrict certain exams • Utilization increase 100 exams since April 2009

17. Future Plans • Integrated payment system to request financial transaction before registration. • Report on other types of statistical data to gather more information about appointments made at the testing center.

18. Contact Info Connie Lorick Assistant Director UT Arlington Testing Services 817-272-2944 connie@uta.edu Glen Hoffman Sr. Sales Engineer TimeTrade Systems 781-541-5871 ghoffman@timetrade.com Find out more about TimeTrade at the Exhibitor’s Fair tomorrow!