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Ashant Chalasani Premium Member Group moderator
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Sharepoint Meeting/Seminar-Room Scheduling Solution
Greetings Sharepointers!

I'm looking for a SharePoint solution that would allow a 500 person enterprise schedule their meetings and conferences. The app should help to check over the LAN if meeting facilities are available on a certain date & time, and further help to reserve/cancel. Users are able to avail features like request technical equipment for their meeting and receive feedback on availability etc. It would be ideal if the client's multiple sites across the globe can use this "facility management" solution.

Would anybody know of one that could be recommended? In this case, it would be interesting to know what infrastructure requirements exist (ex. WSS, MOSS, Windows Server req. etc)

Thanks in advance!

Ashant Chalasani
This post was modified on 22 Jun 2009 at 07:57 am.
- 22 Jun 2009, 07:34 am
Ashant Chalasani wrote: > Greetings Sharepointers! > > I'm looking for a SharePoint solution that would allow a 500 person > enterprise schedule their meetings and conferences. The app should > help to check over the LAN if meeting facilities are available on a > certain date & time, and further help to reserve/cancel. Users are > able to avail features like request technical equipment for their > meeting and receive feedback on availability etc. It would be ideal > if the client's multiple sites across the globe can use this > "facility management" solution. > > Would anybody know of one that could be recommended? In this case, > it would be interesting to know what infrastructure requirements > exist (ex. WSS, MOSS, Windows Server req. etc) > > Thanks in advance! > > Ashant Chalasani
Lars Nielsen Premium Member Group moderator
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Re: Sharepoint Meeting/Seminar-Room Scheduling Solution
Hi Ashant,

I could check with our SP experts, I am pretty they know a solution...

But... we use internally just MS Exchange/Outlook to solve exactly the described requirements - same do most of our clients (speaking of at least several hundred - in our case of several thousand - users distributed around the globe). In my point of view this works quite simple and good.

Facilities like rooms and other resources like equipment are defined in Exchange and can be "invited" to meetings. It is possible to check the availability of facilities and resources via the calendar and you will receive an automatic information, if or if not the resource is available...

The reason why this works is, that we - as many of our clients - are usually organized in smaller groups (offices, departments, locations, ...) with no more than, say, 500 persons per group sharing the same resources, say, 10 meeting rooms and 3 mobile beamers in the same local area. Additionally usually most of facility equipment is stationary in the room (like beamers).

This solutions will not cover more sophisticated requirements, like the management of 100 rooms including mobile equipment for 2000 employees in the same building or internal and external charging of daily rates per room or the management of an adequate catering service or interfaces to 3rd party software, etc.
(But your requirements do not sound like this is needed... so, why not keep it smart and simple... ;o)

Regards,
Lars
- 22 Jun 2009, 6:05 pm
Lars Nielsen wrote: > Hi Ashant, > > I could check with our SP experts, I am pretty they know a solution... > > But... we use internally just MS Exchange/Outlook to solve exactly > the described requirements - same do most of our clients (speaking of > at least several hundred - in our case of several thousand - users > distributed around the globe). In my point of view this works quite > simple and good. > > Facilities like rooms and other resources like equipment are defined > in Exchange and can be "invited" to meetings. It is possible to check > the availability of facilities and resources via the calendar and you > will receive an automatic information, if or if not the resource is > available... > > The reason why this works is, that we - as many of our clients - are > usually organized in smaller groups (offices, departments, locations, > ...) with no more than, say, 500 persons per group sharing the same > resources, say, 10 meeting rooms and 3 mobile beamers in the same > local area. Additionally usually most of facility equipment is > stationary in the room (like beamers). > > This solutions will not cover more sophisticated requirements, like > the management of 100 rooms including mobile equipment for 2000 > employees in the same building or internal and external charging of > daily rates per room or the management of an adequate catering > service or interfaces to 3rd party software, etc. > (But your requirements do not sound like this is needed... so, why > not keep it smart and simple... ;o) > > Regards, > Lars
Ashant Chalasani Premium Member Group moderator
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Re^2: Sharepoint Meeting/Seminar-Room Scheduling Solution
Hello Lars,

hmm.. interesting. Well this is something we'll look into on the MS Exchange server (assuming the customer has it).

Did you have to implement any additional .NET components for the Exchange server, or on the Outlook client?

Best
Ashant
- 22 Jun 2009, 7:08 pm
Ashant Chalasani wrote: > Hello Lars, > > hmm.. interesting. Well this is something we'll look into on the MS > Exchange server (assuming the customer has it). > > Did you have to implement any additional .NET components for the > Exchange server, or on the Outlook client? > > Best > Ashant
Lars Nielsen Premium Member Group moderator
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Re^3: Sharepoint Meeting/Seminar-Room Scheduling Solution
Hi Ashant,

as far as I know this is just Exchange (Server) configuration - no extra server components nor Outlook client configuration or plug-ins needed.
(see http://www.msexchange.org/tutorials/Booking-Resources-Exchan...)

But I am only a PM, not an Exchange admin nor a .NET developer... ;o)

Regards,
Lars
- 22 Jun 2009, 10:41 pm
Lars Nielsen wrote: > Hi Ashant, > > as far as I know this is just Exchange (Server) configuration - no > extra server components nor Outlook client configuration or plug-ins > needed. > (see > http://www.msexchange.org/tutorials/Booking-Resources-ExchangeServer-2 > 003-Outlook-System-2003.html) > > But I am only a PM, not an Exchange admin nor a .NET developer... ;o) > > Regards, > Lars
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Nico Thiemer Premium Member Group moderator
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Re^5: Sharepoint Meeting/Seminar-Room Scheduling Solution
The discribed function isn´t available in sharepoint out-of-the-box.
You can use Exchange Server, but in this case all users should be in the same active directory.
There are a lot of people, who wish exactly the same functions in sharepoint as you described. We developed a SharePoint Add-On which fits the required functions. For more informations:
http://www.datafino.de/Produkte/Seiten/ResourceManager.aspx
- 25 Jun 2009, 09:27 am
Nico Thiemer wrote: > The discribed function isn´t available in sharepoint out-of-the-box. > You can use Exchange Server, but in this case all users should be in > the same active directory. > There are a lot of people, who wish exactly the same functions in > sharepoint as you described. We developed a SharePoint Add-On which > fits the required functions. For more informations: > http://www.datafino.de/Produkte/Seiten/ResourceManager.aspx
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Senaj Lelic Premium Member Group moderator
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Re: Sharepoint Meeting/Seminar-Room Scheduling Solution
HI,

well you COULD develop something like this in SharePoint - BUT: this whole functionality already exists in Exchange 2007 in combination with Outlook 2007 even - this just as a premier information.

AFAIK there is no real solution offering this so this would have to be developed.
Regards
Senaj Lelic
maguro DataAssist GmbH
- 25 Jun 2009, 09:36 am
Senaj Lelic wrote: > HI, > > well you COULD develop something like this in SharePoint - BUT: this > whole functionality already exists in Exchange 2007 in combination > with Outlook 2007 even - this just as a premier information. > > AFAIK there is no real solution offering this so this would have to > be developed. > Regards > Senaj Lelic > maguro DataAssist GmbH
Michael Sterk
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Re^2: Sharepoint Meeting/Seminar-Room Scheduling Solution
Hi,

I also agree. The best thing would be Exchange in combination with Outlook.
All the features you need are there already avaliable.

Kind regards

Michael
- 25 Jun 2009, 09:48 am
Michael Sterk wrote: > Hi, > > I also agree. The best thing would be Exchange in combination with > Outlook. > All the features you need are there already avaliable. > > Kind regards > > Michael
Ashant Chalasani Premium Member Group moderator
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Re^3: Sharepoint Meeting/Seminar-Room Scheduling Solution
Dear All,

Thanks for the valuable feedback. One important feature needed is to be able to manage facilities in multiple-locations. Can the Exchange + Outlook method be used for the purpose?

Herr Thiemer.. Can the Datainfo Resourcemanager be used for "any" kind of resources? What limitations have you faced in the past in real practice in this regard? Also, can the Resourcemanager handle multiple sites?

Thanks
Ashant
This post was modified on 25 Jun 2009 at 10:05 am.
- 25 Jun 2009, 10:03 am
Ashant Chalasani wrote: > Dear All, > > Thanks for the valuable feedback. One important feature needed is to > be able to manage facilities in multiple-locations. Can the Exchange > + Outlook method be used for the purpose? > > Herr Thiemer.. Can the Datainfo Resourcemanager be used for "any" > kind of resources? What limitations have you faced in the past in > real practice in this regard? Also, can the Resourcemanager handle > multiple sites? > > Thanks > Ashant

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