Computer lab reservations: improving how to manage multiple reservation life cycles

Abstract

Since 2003, computer lab reservations during the summer semester have been growing more quickly than resources for managing computer lab reservations at the University of California, Berkeley. In the past one could easily manage the varying life cycles of lab reservations between May and August using notes and a paper calendar: the request, the lab's response to technical needs such as creating computer accounts, installing software and setting up printing capabilities, verification of fees paid if applicable, account testing by the user to catch any problems with the image, and finally, staffing the lab and holding the reservation on the appointed day. This cycle repeats for every new account reservation at the Workstation and Microcomputer Facilities (W&MF) on the Berkeley campus.Though new ways are sought to change the W&MF reservation system, the process must continue to include Oracle Calendar since each lab is a shared resource in the department. To date, calendaring for computer lab reservations has been maintained partially using this software with all other setup functions handled manually using written notes and email. This search for new software tools focused on systems that would not only improve documentation and milestone monitoring, but also increase the efficiency of communication among the facility coordinators concerning account status. Experiments were conducted with Microsoft Excel, Microsoft Project, and PHP Wiki from August 2005 through June 2006 with varying levels of success.