Master Library Facilities Service
Master Library (ML) provides two web-based applications for districts to purchase ML Schedules and ML Work Order.
ML Schedules is a Facility and Event Use Request system that automates the process of booking a facility or equipment etc. for an event which allows for maximizing facility usage. The web-based application allows a school district to provide access to both internal district staff as well as external community groups (if desired) to book a facility for an event. As an option, the system can auto generate an invoice to be sent to the outside agency for booking of a facility. The system allows a school to reduce administrative support having this application. It also avoids potential liability with centralized insurance data.
ML Work Order is designed to streamline the process for both Maintenance and IT Work Order requests. The district can customize the routing process by location and problem type. Generate cost reports with labor, expenses, and budget codes. Work Order request can be made from any web-enabled device at any time. Optional modules include Asset Management and Preventive Maintenance.
Benefits
- Dramatically reduces required staff resources
- Eliminates space overbooking while maximizing facility use
- Reduces time, paper and costs associated with event invoicing
- Decreases submission, approval and management times
- Reduces operating costs while supporting green initiatives
- Improves communications for everyone involved in the process
- Centralizes binders, files, paperwork and spreadsheets in one place
- Reduces liability by aggregating insurance documentation
- Standalone cloud-based software at affordable annual subscription
- Improves operations with equipment, personnel and other data
- Integrates with Google Calendar®, building automation software and other applications
District Administrators
- District-defined sites, buildings and spaces
- Self booking by district staff and community members
- Define district staff Roles for admins, approvers and others
- Auto-check of space availability during Request process
- Google calendar integration with custom space URLs
- Cloud-based access from any web-enabled device
- Real-time reporting with flexible filters and views
- Pending, On Hold, Approved and Declined statuses
- Fully electronic records, invoices and communications
- Easy-to-use, intuitive web-based forms and processes
- Quick setup and implementation with U.S. based support
- API available for push, pull and two-way data exchange
- Customized Request form fields based on District needs
District Request Approvers
- Custom approval process and staff based on spaces and sites
- Automated email notifications of pending Requests
- Reservation Manager and No Approval Needed features increase efficiency and reduce response times
Business Office
- Automatic invoicing using district space, equipment and personnel fees, sent before or after the event
- Flexible reports for revenue, equipment and space use
Buildings & Grounds Staff
- Automatic notification of booked events including supporting equipment and personnel needed
- Fast, flexible reports keep staff focused on today’s (or tomorrow’s) events
Hardware: 1. Workstation with access to the Internet. Software: 1. Internet Software and an Internet Service Provider.
District Responsibilities:
1. Provide Internet Access and devices such as computer to access the Internet
2. Compile and provide data for conversion purposes
3. Provide district staff for implementation planning
4. Report any system difficulties/problems to the WNYRIC for prompt resolution to maintain quality service
5. Designate a contact person for communications between the WNYRIC and school
6. Attend any announced workshops or training classes
7. Tech time will be billed at an hourly rate if needed.
WNYRIC Responsibilities:
1. Schedule and facilitate planning, as district requests
2. Provide one day of district wide training in the first year as part of the support fee.
3. Provide three hours of district wide online training during each subsequent year.
4. Provide district wide training at a per diem rate.
5. Provide support by phone and email, including vendor support when needed
6. Provide a means for additional data entry at a per diem rate
7. Provide documentation for the application
8. Update WNYRIC web site with service information and documentation
The WNYRIC utilizes cost effective best practices determined by research that allows our experienced and trained technical staff to perform robust testing and support of the WNYRIC network in the areas of security, infrastructure, energy management, virtualization strategies, disaster recovery and business continuity. Therefore, we are able to be a district advocate for vendor contract issues and aggressively negotiate contract pricing and performance terms.
Staff follow best practices in order to provide necessary security as it relates to the most recent student, teacher and principal data security and privacy regulations.
Service Desk can be reached Monday –Friday from 7:00 a.m. – 4:30 p.m. by calling (716) 821-7171, 1-800-872-0780 or by e-mail at servicedesk@e1b.org. A representative will be available from 4:30 p.m. through 11:00 p.m to assist you with calls regarding emergency situations. During all other hours and holidays, a caller will receive important information regarding coverage.