Preparation for our onsite arrival will ensure a more successful implementation of Theatre Manager's Facility Management module.

For a downloadable checklist of this information

Click Here

Please have Ready for Trainer's Arrival

• The "Local" Administrator password for the database server. This may be a different password then the "Domain" Administrator account. This account is required for the database server only.
• If you have a Network Domain setup, the "Domain" Administrator user ID and password for the server and workstation(s)
• If you are not using a Network Domain setup, the "Local" Administrator user ID and password for workstation(s)
• If you are using a Wireless Network that will be used by the Onsite Trainer, the Wireless Network password

Onsite Trainer Arrives

As this is most likely the first time to your facility for our training, providing the trainer a sense of your organization is important as then they can get a better sense of how to customize the training they will provide to your organization. Some ideas to give them a sense of your organization are:

• Location and setup of the box office
• Location and walk through of the venue seating location(s)
• Locations for other administration staff's offices

Some other helpful locations to know about are:

• Location of the training location
• Location of a coffee/lunch room area
• Location of the water closet

Meet & Greet

• All staff members should attend this important meeting (usually 30 minutes)
• You may not be using all 100% of Theatre Manager by the end of training
• Bring forward any changes in the training agenda based on your specific goals

Who Should be Attending this Overview Session?

• General Manager
  • Why things didn't work out as planned
  • How did item 'x' or item 'y' fell through the cracks
• Business Manager
  • Invoicing and billing
• Facility Manager
  • Venue/Building Availability
  • Providing overall picture of what date/time is available for bookings
  • Providing overall picture of what date/time for scheduling regular building maintenance projects
• Project Manager
  • Single source of all scheduling
  • Overall views for each ongoing project
• Artist Services Coordinator
  • Booking Venues, studio space for Artists
  • Booking Housing, accommodations for Artists
• House Manager
  • Estimate labor requirements for external clients
  • Organization and allocating ushers, captains, and other people working the events
  • Taking/tracking housing deposits and payments
• Box Office Manager
  • What is going on in the building as a whole
  • Monitor and react to changes to venue changes
• Audio/Video Engineers
  • Project staffing requirements for where everyone needs to be
• Master Carpenter
  • What is going on in the building as a whole
  • What is happening next
  • Arrangement of the crews
• Senior Management
  • What is going on in the building as a whole
  • High level view of what is going on

Getting to Know Your Business

• Events/Projects that you have upcoming
• Your existing method of scheduling and managing your facility
• What you like/dislike when using your existing method(s) of scheduling and management of your facility
• Opportunities for what you can use Facility Management for

Facility Management Overview

• Slide Show Presentation containing the overview of Theatre Manager's Facility Management Module
• "Hands-on" experience using the Facility Management Module will be part of the next session. This session will be a sit back and soak in the information presented.

For a downloadable checklist of all of the Day 1 Activities and information

Click Here

Facility Management Overview (Continued - if required)

• Slide Show Presentation containing the overview of Theatre Manager's Facility Management Module
• "Hands-on" experience using the Facility Management Module will be part of the next session. This session will be a sit back and soak in the information presented.

For a downloadable checklist of all of the Day 1 Activities and information

Click Here

Data Preparation for Exporting (IT Department)

• Based on the existing scheduling software, export data that could potentially be imported into Theatre Manager (Projects, Volunteers, Positions, Resources, Inventory, Personnel Activities, Billing Rates, etc.)

Software Installation (IT Department)

If your organization requires Theatre Manager to be installed on additional workstations for any new users that require access, the Theatre Manager installation files will be provided.

• Installation and configuration of Theatre Manager on each of the workstations
• Connectivity testing from workstations to server

For a downloadable checklist of all of the Day 1 Activities and information

Click Here

Employee Management

• Create new employees for new users
• Providing the basic required access (an indepth review of the access requirements will be done in a separate session)

Theatre Manager Introduction

• Logging into the database
• Toolbar Functionality and Menu Introduction
• Accessing the Calendar

Terminology

• What does Calendar mean?
• What does Event mean?
• What does Task mean?
• What does Project mean?
• What does Participant mean?
• What does Employee/Staff mean?
• What does Volunteer mean?
• What does Resource mean?
• What does Inventory mean?

Mechanics of Using the Calendar

• Accessing the Calendar
• Changing the views using Filters to display calendars with people, tasks, and projects
• Navigation via the date toolbar
• Changing the default calendar preferences for setting colors
• Using quick buttons for hiding/showing information on the calendar
• Saving your display preferences

Calendar Filters

• Calendar management to isolate the view to a single venue or event; or a group of events; or to a related set of tasks
• Creating Custom Views
• Saving Calendar Filters
• Filters can be Universal and Shared or kept Private

Break Time

Where to Start? (Project or Task.... Chicken or Egg)

• Start with the Task or Project first?
• Updating Code Tables - Task Types and Project Types
• Updating Global Colors settings in the Calendar
• Assigning Delegate Employees to Employees

Tasks

• Making new tasks private
• Adding attachments to tasks

For a downloadable checklist of all of the Day 2 Activities and information

Click Here

Setting up Venues and Calendar Types

• Setting up new venues, meeting rooms, dressing rooms, rehearsal halls
• Updating Code Tables - Calendar Types
• Updating Global Colors settings in the Calendar
• Assigning Delegate Employees to Employee Preferences

Tasks (Continued)

• Using your real life facility management cases, start adding tasks
• Adding attachments to tasks

Resources & Inventory Management

• Creating Resources
• Defining Resource classifications
• Creating Inventory
• Determining profit versus non-profit costing
• Setup of G/L Accounts for Cost of Goods Sold versus Income Accounts

Tasks (Continued)

• Adding Resources/Inventory to tasks

Break Time

Project Management

• Creating a New Project
• Dragging existing tasks from the calendar into a Project
• Adding new tasks to the project, then showing then on the calendar
• Assigning Participants to the task, making them apart of the Project

Gantt Chart for Viewing and Project Management

• Turning the Project into a Gantt Chart view

Project Management (Continued)

• Use an Existing Project as a template and Duplicate it for 'next time' (very powerful)

Tasks (Continued)

• Assigning Venues to tasks
• Adding Resources/Inventory (billable and non-billable) to tasks
• Adding Participants to tasks

Data Exporting/Importing

• Review if there is any data to be imported (volunteers, positions, resources, projects, tasks, etc.)

Practice/Workshop Time

• Go play with what you have learned and keep updating your projects

Meeting with Executive Director - Review of Onsite Training

• Status update of where we are in the training process
• Outstanding tasks that need to be completed
• Missed topics that were part of the base curriculum and reasons why they were missed
• Possible options (cancel future topics, shortened time allocation to future topics, postpone a future topic for another onsite training session in the future) to catch up on any missed topics

Data Exporting (IT Department)

• Based on the existing scheduling software, export data that could potentially be imported into Theatre Manager (Projects, Volunteers, Positions, Resources, Inventory, Personnel Activities, Billing Rates, etc.)

For a downloadable checklist of all of the Day 2 Activities and information

Click Here

Data Exporting (IT Department)

• Based on the existing scheduling software, export data that could potentially be imported into Theatre Manager (Projects, Volunteers, Positions, Resources, Inventory, Personnel Activities, Billing Rates, etc.)

Data Importing (Arts Management)

• If data has been provided to import:
  • Review the exported data to see if it could be imported
  • Import Resources, Inventory, Personnel Activities, Billing Rates, etc.

Facility Manager

• If no data is going to be imported tonight:
  • Continue to setup Resources and Inventory used within the facility.
  • Continue to setup code table values associated with the Facility Management module.

Software Installation (IT Department)

If your organization requires Theatre Manager to be installed on additional workstations for any new users that require access, the Theatre Manager installation files will be provided.

• Installation and configuration of Theatre Manager on each of the workstations
• Connectivity testing from workstations to server

For a downloadable checklist of all of the Day 2 Activities and information

Click Here

Install Updated Database (if required)

• Install updated/data imported database
• Review any imported data for verification of accuracy

Review of Prior Topics

• Calendar Views
• Creating a Calendar Filter

Vacation/Holidays and Background Tasks

• Adding Statutory holidays to the calendar
• Items going on all day long, that you want people just to know about
• Employee Vacation days

Moving the Start Date of a Project

• Project dependent tasks
• Gantt dependent tasks
• Manually moving tasks

Calendar Views

• Multiple Calendar Views at one time
• Variations of the calendar default views

Task Management

• General Overview
• Attaching Events to a task
  • Searching for Events & Performances
• Attaching Resources to the task
  • Creating Resources as required
• Review the Calendar display - Show by Resource, from the Resource Point-Of-View
• Review the Calendar display - Show by Venue, from the Venue Point-Of-View
• Review the Calendar display - Show by Employee, from the Employee Point-Of-View
• Setting Alarms for reminder of important tasks



Break Time




Personnel/Staff/Employees/Volunteers/Participants

• Personnel versus Participants
• Complete entering Participants/Staff
• Add Volunteers



Patron Management

• Finding Existing Patrons
• Tricks for searching different ways for patrons
• Different Patron Icons
• Changing displayed columns, re-ordering the displayed columns
• Editing Existing Patrons
• Creating New Patrons (multiple address and contact numbers)



Personnel Management

• Adding a desired position to personnel
For a downloadable checklist of all of the Day 3 Activities and information
Click Here

Personnel Management (Continued)

• Setting up new positions/job functions that are allowed to be assigned to personnel
• Defining duration hours (before, after, during) for those positions
• Defining billing rates/costs and G/L accounts for those positions
• Return back and assign the new positions/job functions to personnel

Task Management (Continued)

• Return to the previously created tasks and assign personnel positions

Personnel Management (Continued)

• Return to the Personnel Window and see the history list being updated
• Edit tasks assigned to the Personnel via the Tasks tab

Practice/Workshop Time

• Practice locating patrons
• Update the skill sets for your own personnel record and then other employees
• Start updating your tasks with Resources and personnel assignments

Employee Management

• Limiting the access to the new employees only to Facility Management & Personnel Windows
• Update security to only include personnel management, versus marketing information
• Excluding box office module, donation module, and other non-required modules
• Providing view only access versus insert, edit, or delete privileges
• Providing access to personnel to only print reports

Break Time

Project & Task (Continued)

• Create 2 new tasks in the future, not assigned to a project or personnel
• Create a new project
• Click on the tasks tab
• Take the tasks and drag it onto the list to associate it with a Project
• Back to the question: Project or Task; Chicken or Egg
• Adding new tasks within the Projects task list

Gantt Chart

• Sounds really technical doesn't it?
• Review the Gantt Chart window
• Changing of views
• Moving tasks within the Gantt Chart view
• Editing tasks via the Gantt Chart view
• Adding tasks via the Gantt Chart view
• Linking Tasks with dependencies/relationships
• Adding Suspensions to tasks
• Adding Split-Times to tasks

Data Exporting/Importing

• Review if there is any data to be imported (volunteers, positions, resources, projects, tasks, etc.)

Data Exporting (IT Department))

• Finalize export for Projects, Volunteers, Positions, Resources, Inventory, Personnel Activities, Billing Rates, etc.

Practice/Workshop Time

• Go play with what you have learned and keep updating your projects

For a downloadable checklist of all of the Day 3 Activities and information

Click Here

Data Importing (Arts Management)

• If data has been provided to import:
  • Finalize import for Resources, Inventory, Personnel Activities, Billing Rates, etc.

Facility Manager

• If no data is going to be imported tonight:
  • Complete the setup of Employees to access Theatre Manager and assigning the required security access privileges.
  • Continue to setup Resources and Inventory used within the facility.
  • Continue to setup Personnel and assigning Personnel Positions/Job Functions.
  • Continue to setup code table values associated with the Facility Management module.
  For a downloadable checklist of all of the Day 3 Activities and information
  Click Here

Install Updated Database (if required)

• Install updated/data imported database
• Review any imported data for verification of accuracy

Review of Prior Topics

• Calendar Views
• Creating a Calendar Filter
• Creating a Project
• Creating and updating Tasks
• Updating Personnel with Positions

Notifications

Facility Management Notifications are different then Workflow Notifications. This section involves the management of what to do within the Pending Notifications Window.

• General Startup Warnings
• Tasks Assigned to You
• Letters or Emails to be Sent
• Email Responses Waiting to be Retrieved
• Unsent Notifications
• Awaiting Responses
• Task/Meeting Notifications
• New Responses from Participant Responses

Managing Incoming and Outgoing Personnel Email Notification Responses

• Managing the Email responses outside of the Notifications Window

Invoicing and Billing

• Printing out invoices for completed Projects
• Maintaining default set of invoice comments

Practice/Workshop Time

• Go play with what you have learned and keep updating your projects

For a downloadable checklist of all of the Day 4 Activities and information

Click Here

Introduction to Reports

The purpose of this session is not to learn each and every report in Theatre Manager, rather it is used to learn about the Report Criteria Window and how to access the data so you print Theatre Manager's reports.

• Facility Management Reports
• Indepth review of Part of the Criteria Window
• Using Filters to quickly find data base fields
• Saving reports as PDF's for saving on the Server
• Creating Custom Categories
• Saving and using previously saved criteria
• Using the “Test” button
• Running similar reports with the same criteria
• Altering the criteria on the existing data
• Exporting data directly into MS Excel documents
• Producing reports in Theatre Manager that mimic the reports from your prior system (based on the reports that have been supplied to the Trainer)
• Creating criteria for reports that mimic the report criteria from your prior system (based on the reports that have been supplied to the Trainer)
• **Printing the Calendar
• **Printing the Gantt Chart
• **People attached to a Project
• **Who is doing What & When
• **Reports on Venue Activity
• **Reports on Staff Activity

Review of Outstanding Tasks

• Review of what has been completed to date
• Assigning of responsibility for each of the tasks to get completed
• Determine estimated time for completion for outstanding tasks

Meeting with Executive Director - Review of Onsite Training

• On how training went
• Outstanding tasks that need to be completed
• Missed topics that were part of the base curriculum and reasons why they were missed
• Possible options (future onsite training session, telephone training sessions) to catch up on any missed topics

Break Time

Open Floor Questions/Review of Prior Topics

• Project Management
• Task Management
• Resources Management
• Patron Management
• Employee Management
• Pending Notifications Management
• Invoices and Billing
• Reports
• Available time for revisiting a missed session

Practice/Workshop Time

• Go play with what you have learned and keep updating your projects

Onsite Trainer Departs

• All the best to all who participated during this training process! The optimum training process and experience is directly related to the effort that each one of the participants put into it on a daily basis.

For a downloadable checklist of all of the Day 4 Activities and information

Click Here

Facility Manager

• Complete the setup of Employees to access Theatre Manager and assigning the required security access privileges.
• Continue to setup Resources and Inventory used within the facility.
• Continue to setup Personnel and assigning Personnel Positions/Job Functions.
• Continue to setup code table values associated with the Facility Management module.

All Staff

• Continue to work on all outstanding tasks that were not completed during training.

For a downloadable checklist of all of the Day 4 Activities and information

Click Here