New Calendar System Is on Its Way

By Mika Ono

In response to the need for a more robust and accessible online calendar, Information Technology Services (ITS) is introducing a new calendar and room reservation system that incorporates both Scripps Research Institute campuses.

"The new Web-based system will meet two important goals," said Senior Vice President Cary Thomas. "First, you'll be able to see in one panel an overview of all Scripps Research events, or choose to view a subsection of events, for example only events associated with the graduate school. The new system will also act as a real-time tool to search for available meeting rooms while helping to avoid scheduling conflicts."

The new system enables employees to:

• Use the calendar on a Mac, PC, or other platform
• Connect to the calendar using numerous browsers, including Explorer, Safari, Firefox, etc.
• Access the system from any computer on campus (or via VPN connection from an off-campus computer) using an existing Scripps Research email ID and password
• View a schedule of both California and Florida events, listed according to their local time zones
• Choose to view a particular kind of event—for example those affiliated with the graduate program, appearing on the holiday schedule, labeled as a lab meeting, sponsored by ScrippsAssists, held on the Florida campus, etc.—using a pull-down menu
• Set up email notifications and reminders
• Attach syllabi, CVs, and other material if desired when scheduling an event
• Download events to other calendar systems, for example Microsoft Outlook, iCal, and Palm OS personal digital assistants.

"One of the obvious strengths of the new calendar system is that it is user-friendly," said Amy MacDonald of the ITS Help Desk, who will provide support for the new system in California with IT Service's Sharlene Stanfield, Communication's Jann Coury, and Human Resources' Jesse Stumpp. "Also, because the new calendar is web-based, people on both Windows and Macintosh platforms can use it without any extra steps."

Thomas stressed that while the new program is both easy to use and readily accessible, its powerful features mandate a learning process for all users. Training will be provided so that those who need or want to use the system can take full advantage of it. At the same time, he urged staff to be patient during the conversion to the new system.

In Florida, the calendar system will be managed by Kathleen Ryan, (561) 228-2050, with back-end support from the Florida IT Services group, which is directed by Anthony Carvalloza. For a sneak preview of the new calendar system, click here.

Stay tuned for announcements on the Scripps Research-wide training schedule for the new system.

Send comments to: mikaono[at]scripps.edu

"One of the obvious strengths of the new calendar system is that it is user-friendly."

—Amy MacDonald