STMFD Personnel (Staff: ITS) procedure in EMS

This procedure is specifically for Stamford campus events.

As of Fall 2023, there is a new procedure for requesting IT services for an event. This procedure is meant to simplify the process, creating a centralized workflow to confirm IT staff availability. All requests should be entered at least 2 weeks in advance of an event, when possible. IT services is not confirmed for an event or walkthrough unless Stamford ITS approves the request.

For either an Onsite Tech or Walkthrough Tech service request, the client will be charged for the amount of time services were rendered.

Client Inquiry is when the client has a technical question about a room and a response is needed from Stamford ITS.

Instructions for Requesting Stamford ITS Staff (Onsite, Walkthrough or to Respond to Client Inquiry)

Steps for Event Coordinator

Onsite Tech, Walkthrough Tech, or Client Inquiry

In EMS reservation, add resource STMFD Personnel → Staff: ITS in booking details.
Enter total hours in Quantity section. (1 hour min* for Onsite or Walkthrough Tech)
*4 hour min when services needed outside normal business hours of 8am-5pm Monday-Friday
In Notes section, choose Onsite Tech, Walkthrough Tech or Client Inquiry. Enter start and end time for service request. You may include other information as well.
Example 1:
Onsite tech requested, Start time: 7:30am, End time: 11:30am
Client will have laptop and wants to be able to present slides while sitting at panel on stage.
Example 2:
Client Inquiry
Client wants to know about using Zoom in room. Is this possible and how do they connect their laptop to our system to do this? Please contact Joe Smith at 203-555-5555 or jsmith@email.com
Leave Special Instructions section blank as this is field that Stamford ITS will use for confirmation.

Instructions for Confirming Stamford ITS Staff

Steps for Stamford ITS

Approve Onsite Tech or Walkthrough Tech

Navigate to STMFD Personnel → Staff: ITS in booking details.
In Special Instructions section, enter Onsite Tech confirmed (tech name) or Walkthrough Tech confirmed (tech name). You may include other information as well.
Example 1:
Onsite tech confirmed (student tech Joe Smith): 7:30am start time, 4 total hours
Example 2:
Walkthrough tech confirmed (Sergio Pineda): Meet at 1:00pm in room

Decline Onsite Tech or Walkthrough Tech

Navigate to STMFD Personnel → Staff: ITS in booking details.
In Special Instructions section, enter Onsite Tech unavailable. You may include other information as well.
Example 1:
Onsite tech unavailable for event. However, tech is available on campus if you experience issues with equipment in room. Contact Event Services or Welcome Desk.
Example 2:
Walkthrough tech unavailable on day/time specified. Tech available at 1:00pm instead. Please confirm if this new time works.

Instructions for Responding to Client Inquiry

Steps for Stamford ITS

Respond to Client Inquiry

This is a two-step process.

First Step: Contact Event Coordinator (Kathy Harrison or Gayle Riquier) or Client to discuss technical question(s)

Second Step: Update Special Instructions section in EMS reservation.

Navigate to STMFD Personnel → Staff: ITS in booking details.
In Special Instructions section, enter result of conversation with Event Coordinator or Client. Confirm any technical requests or other pertinent information.
Example:
Spoke to client and determined that they will need Onsite Tech to help set up their Web Conferencing at start of event.

If any IT Resources need to be added after discussion with Client, contact Event Coordinator to have those resources added in EMS reservation to invoice Client.