The proposed scope of the service may include: Self-Servicing Scheduling Portal for State agencies to be able to schedule Conference Rooms and Facilities to replace existing system. The proposed objectives/requirements for the service includes, but is not limited to: Track reservations; Send a confirmation email to the requester 2 days in advance of the meeting to confirm requestor is still in need of the reserved space, if the reservation needs canceled have the capability for response. Send confirmation that the space was actually used Block off time so double bookings cannot happen; Allow reservations to be booked a year in advance; Manage the limits of reservations per requester; Add, remove, edit users access; Have a dashboard to view reservations with full details (date/time of reservation and reserved by); Approve agency reservations automatically with the exception of the Governor Garden and Capitol Facilities; Create fillable PDFs where needed; Have an interactive map for facility layout; Have a drop-down menu to select equipment (ie TV, Monitor, Microphone, etc) to choose from for the reservation; Be interactive (everything you need to complete a room reservation pops up as questions instead of them going through and just making selections); Leave a 1 – hour window between reservations for room setup and cleanup; Option to select a secondary contact for when the event coordinator isn’t available; Retain historical data so requesters can choose previous rooms with same layouts etc.; Ability to add and remove inventory (equipment)...
