Texas Regional Ad Astra Summit
Astra Schedule:
10 tips for successful implementation
Presented by Becky Brecht, PMP
Business Analyst, Concordia University Texas
Austin, TX
Texas Regional Ad Astra Summit
Tip #1
• identify project team
o sponsor
o project manager
o trainer
o Astra Schedule super-users
• system administrator
• event administrator
• academic administrator
• calendar administrator
Texas Regional Ad Astra Summit
Tip #2
• Identify customer groups
o Academic advising
o Admissions
o Athletics
o etc.
• identify roles
o event requestors
o deans
o faculty
o general users
Texas Regional Ad Astra Summit
Tip #3
• Identify process for ongoing customer support
(Helpdesk) and train support staff
o Tier 1: Helpdesk
o Tier 2, 3: Ad Astra
Texas Regional Ad Astra Summit
Tip #4
• Create a project schedule and identify
tasks/resources to perform tasks
o kick-off meeting: get info about people’s ooo schedules for the next few
months; can affect go-live date
o decide on how the team will communicate
o check in with team members and help eliminate barriers to success
o keep lines of communication open with your Ad Astra rep
Texas Regional Ad Astra Summit
Tip #5
• Follow up to ensure project is on schedule; don’t be
afraid to push back schedule if needed
o better to go ugly early
Texas Regional Ad Astra Summit
Tip #6
• Make a communication plan
• Carefully consider timing of messages to different
users/groups
o Event Requestors
o Deans
o Faculty
• Consider delivery method
o email
o website
Texas Regional Ad Astra Summit
Tip #7
• Make a training plan for the different groups;
carefully consider delivery method
• Pass out quick reference handout
• Record training for online viewing by new-hires
• Consider timing of training with communication
plan
Texas Regional Ad Astra Summit
Tip #8
• Room layouts
o Work with facilities folks and Astra Schedule Event Administrator and
Academic Administrator to gain agreement on what room layouts will be
loaded into the system for each room, and what the table and chair
capacity is for each layout, for each room
o Ensure your room layouts adhere to the fire code
o Use photo and diagram, not same photo twice
Texas Regional Ad Astra Summit
Tip #9
• Limit the scope
of your initial
implementation
Texas Regional Ad Astra Summit
Tip #10
• Know what browsers support your version of Astra
Schedule
• Communicate supported browsers to all users early
& often
Texas Regional Ad Astra Summit
Summary
1.
2.
3.
4.
Identify project team
Identify groups/roles
Identify process for ongoing customer support
Create a project schedule and identify tasks/resources to perform
tasks
5. Follow up to ensure project is on schedule; push back schedule if
needed
6. Make communication plan; carefully considering the timing of
messages to different users/groups
7. Make a training plan for different groups; carefully consider delivery
method
8. Room layouts: create different room configs; consider fire code
9. Limit scope of initial implementation
10. Know & communicate your supported browsers
Texas Regional Ad Astra Summit
Contact Info
• rebecca.brecht@concordia.edu