The Journey to find a The Journey to find a Comprehensive Online Comprehensive Online

Scheduling SystemScheduling System

University of Texas at ArlingtonUniversity of Texas at Arlington

25,000 students25,000 students Tests offered:Tests offered:

Credit-by-Exam Credit-by-Exam PlacementPlacement Distance EdDistance Ed Miller AnalogiesMiller Analogies Institutional SATInstitutional SAT HESI A2HESI A2 Major Field TestMajor Field Test TEXES Teacher TEXES Teacher

Certification ExamsCertification Exams

University of Texas at ArlingtonUniversity of Texas at Arlington

Computer lab with 10 Computer lab with 10 workstationsworkstations

Seminar Room with 10 seatsSeminar Room with 10 seats Classroom space on campusClassroom space on campus 2 individual rooms2 individual rooms 2 Testing Specialists2 Testing Specialists 1 Graduate Student1 Graduate Student 3,000 exams administered3,000 exams administered

Old Scheduling SystemOld Scheduling System

TESS – Test Evaluation and Service SiteTESS – Test Evaluation and Service Site Web-based for staffWeb-based for staff Staff enters all examineesStaff enters all examinees Staff cancels or modifies all appointmentsStaff cancels or modifies all appointments Ability to have multiple tests in one room at Ability to have multiple tests in one room at

same timesame time Ability to have multiple exams across campus Ability to have multiple exams across campus

scheduledscheduled Reason to changeReason to change

No longer supported by vendorNo longer supported by vendor Security issuesSecurity issues Calendar ended in December 2010Calendar ended in December 2010

Scheduling System NeedsScheduling System Needs

On-line self-registration and payOn-line self-registration and pay Verification that examinee understands rulesVerification that examinee understands rules Admission ticket for examineeAdmission ticket for examinee Reminder to examineeReminder to examinee Ability to schedule more than one location and test Ability to schedule more than one location and test

program at same time program at same time Schedule more than one test in a room at the same Schedule more than one test in a room at the same

time.time. Flexible schedulingFlexible scheduling ReportsReports

Student RosterStudent Roster Test Center volumeTest Center volume Changes to examinee registrationChanges to examinee registration Payment trackingPayment tracking

ResearchResearch

Register BlastRegister Blast Appointment PlusAppointment Plus SARSSARS TitaniumTitanium Service BuzzService Buzz TimeTradeTimeTrade

TimeTrade, Inc.TimeTrade, Inc.

Configured SolutionConfigured Solution Payment option not includedPayment option not included

Link to UTA payment siteLink to UTA payment site Track student paymentTrack student payment

Multiple site schedulingMultiple site scheduling Multiple test schedulingMultiple test scheduling Flexible schedulingFlexible scheduling E-mail confirmation and reminders to E-mail confirmation and reminders to

examineesexaminees Easy to open/close sessionsEasy to open/close sessions Comprehensive rules structureComprehensive rules structure Great people to work withGreat people to work with

ImplementationImplementation

October 2008 ContractOctober 2008 Contract Detailed information provided on Detailed information provided on

needsneeds Copied test information from prior Copied test information from prior

scheduling systemscheduling system One-on-one phone meetings and e-One-on-one phone meetings and e-

mail with Client Service Consultantmail with Client Service Consultant Go live May 2009Go live May 2009

Waited for UT Arlington payment portalWaited for UT Arlington payment portal Started with MFT (Major Field Test) Started with MFT (Major Field Test)

exam which is free to students in order exam which is free to students in order to test systemto test system

A Daily View of Our A Daily View of Our AppointmentsAppointments

UT Arlington Test SchedulerUT Arlington Test SchedulerDEMODEMO

About TimeTradeAbout TimeTrade

The leading provider of The leading provider of appointment scheduling appointment scheduling solutions to many solutions to many different types of different types of organizationsorganizations

Founded in 2000Founded in 2000

Appointment scheduling Appointment scheduling is our sole focusis our sole focus

We offer… We offer… • Turnkey solutions that are quick to implementTurnkey solutions that are quick to implement

• Embeddable solutions that can be integrated with Embeddable solutions that can be integrated with other systems using a Services-Oriented Architecture 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.”

Our clients include…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 – Student Advising and Admissions

TimeTrade at a glanceTimeTrade at a glance

TimeTrade Enterprise Scheduling Engine

Resource Schedules

Business Rules

EasilyConfigurable

Roles-Based Permissions

Scheduling at UTAScheduling at UTABEFORE TimeTradeBEFORE TimeTrade

RegistrationRegistration Registering the student was an administrative Registering the student was an administrative

task.task. 5 minutes per student to register which had to 5 minutes per student to register which had to

be done by office personnel.be done by office personnel. Modify or cancel appointmentModify or cancel appointment

Can only be done by office personnel.Can only be done by office personnel. A daunting task that could only be done once A daunting task that could only be done once

before asking the student to pay for this process before asking the student to pay for this process to be done.to be done.

A two minute task for each reschedule or A two minute task for each reschedule or cancel.cancel.

PaymentPayment Students had to either pay at Bursar or fax in Students had to either pay at Bursar or fax in

credit-card payment form.credit-card payment form. No on-line payment and payments had to be No on-line payment and payments had to be

managed by the staff at the testing center.managed by the staff at the testing center.

RegistrationRegistration Student registers self over the internet.Student registers self over the internet. Very few calls of students needing help.Very few calls of students needing help.

Modify or cancel appointmentModify or cancel appointment Student can do this themselves over the internet.Student can do this themselves over the internet. Students can reschedule as often as they like with no Students can reschedule as often as they like with no

extra fee and no work on the staff time.extra fee and no work on the staff time. Some still call us to modify or cancel their Some still call us to modify or cancel their

appointment especially if they need to change within appointment especially if they need to change within 24 hours. This was a scheduling business rule we 24 hours. This was a scheduling business rule we asked to put in place.asked to put in place.

PaymentPayment Student can pay on-line or pay at BursarStudent can pay on-line or pay at Bursar. Students . Students

save time since no fax transmissions need to save time since no fax transmissions need to be made.be made.

95% pay on-line. The staff at the testing center 95% pay on-line. The staff at the testing center is rarely involved in these financial transactions.is rarely involved in these financial transactions.

Time Savings of approximately 300 hours per year!!!

Scheduling at UTAScheduling at UTAUSING TimeTradeUSING TimeTrade

ResultsResults

Lab seat maximizationLab seat maximization Easy to open lab timesEasy to open lab times Easy to restrict certain examsEasy to restrict certain exams Utilization increase 100 exams Utilization increase 100 exams

since April 2009since April 2009

Future PlansFuture Plans

Integrated payment system to Integrated payment system to request financial transaction request financial transaction before registration.before registration.

Report on other types of Report on other types of statistical data to gather more statistical data to gather more information about appointments information about appointments made at the testing center.made at the testing center.

Contact InfoContact Info

Connie LorickConnie LorickAssistant DirectorAssistant Director

UT Arlington Testing ServicesUT Arlington Testing Services817-272-2944817-272-2944

connie@uta.educonnie@uta.edu

Glen HoffmanGlen HoffmanSr. Sales EngineerSr. Sales Engineer

TimeTrade SystemsTimeTrade Systems781-541-5871781-541-5871

ghoffman@timetrade.comghoffman@timetrade.com

Find out more about TimeTrade Find out more about TimeTrade at the Exhibitor’s Fair tomorrow!at the Exhibitor’s Fair tomorrow!