Tracking and Supporting Visitors to NRAO

Needs

• Does not ask the Visitor to use system
• System that makes it easy for scientific staff (Host) to enter basic information about an upcoming visitor. A simple (Host) interface that asks for:
  • Full name of Visitor
  • Institution/Affiliation
  • email address
  • Date(s) of Visit - Range allowed
  • Needs a desk/office (with option to request specific office)
  • Primary reason for visit (drop-down: collaboration, DR visitor, colloquium, etc.)
  • Whether or not visitor needs desk (office # preference, if applicable)
  • Whether or not visitor needs CS support - ideally, would trigger an email to cv-helpdesk
  • Administrative staff assigned to ticket (drop down: JJ, Nicole, Lyndele)
  • Will need logistical support (hotel, travel, etc)
  • Not necessary to require all fields - fields are there only to collect info that the Host may have available at the time that the ticket is opened.

• System should send an email to all admins when a 'visitor ticket' is opened.
  • Admin staff can sort out who should manage the ticket from that point forward (if not assigned by Host)
  • This option allows for back-up

• Each record should include the following additional fields (Full User Interface)
  • Whatever minimum information that Joyce needs to run against Denial List
    • Location (Institution/City/Country)
  • Field for more detail about type of CS support needed (computer, server space, account, etc.)
  • Additional activities (drop-down: colloquium, talk, presentation, other)
  • Account code (drop-down list)
  • Lodging needed check-box:
    • Request Room Type - drop down menu (Residence Inn, Red Roof Inn, Cavalier Inn, etc.)
    • drop-down: Direct-billed, Visitor to pay
  • Office assigned (drop-down list)

• Multiple people should be able to edit/add to each visitor record (hosts, admins, CS, Joyce)

• Reports
  • Ability to view room availability before trying to book rooms for visitors.
  • Ability to create user-defined reports. Examples:
    • By date range AND Visitor Type (Data Reduction, Science collaborator, etc)
    • By date range AND Visitor Type AND Room Number
    • By date range AND Room Number
    • All should be selectable by Site:
    • How many data reduction visitors were at ER from Apr 1-July 31, 2012?
    • Which rooms were they in?