Objective:
Implement online booking system for the meeting rooms in ECLAC. Generate reports on room usage and other statistics as and when needed.Description:
Currently meeting room reservation in ECLAC is done manually by meeting assistants using paper based reservation folder. This is a time consuming process, does not efficiently utilize all the available meeting rooms and often results in over/under booking. Some times the assistants are not informed about cancellations, and rooms remain booked but unused.This ICT FF initiative is to create a Lotus Notes based online room reservation and notification system that will not only automate the process but also provide meeting statistics and other reports related to the usage of the shared meeting rooms.
Scope:
Initially this system will be rolled out to ECLAC. Upon successful implementation in ECLAC other UN offices that do not yet have such a solution can implement a similar system.Output:
A functioning meeting room system for ECLACImpact:
This initiative will simplify the booking and tracking of meeting rooms. Avoid overbooking of rooms, ensure efficient use of resources, keep historical records and updated calendar of meetings and conferences and reduce time spent on filling up the room reservation books by conference teams.Implementation approach and timeline:
- Obtain templates used by DFS and other departments in ITSD
- Customize the templates to meet ECLAC’s needs
- Test run the system
- Develop procedures for online reservation system
- Train the users
- Roll out the system
