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The Real Estate - Room Reservation ES bundle allows the reservation of meeting rooms and other facilities, for one-time or recurring events. You can request a room with specified equipment, book additional services such as lunch or catering, and allocate the costs in controlling. All this, thanks to eSOA, as a simple employee self-service.

Until now, in most cases, the room reservation process could only be handled by trained employees, e.g. assistants, who had to administrate self-made spreadsheets or databases. If another employee or manager wanted to book a meeting room, he was forced to contact such a specialist before finalizing the meeting request on his own, thus loosing valuable time.

By offering the room reservation scenario in the application SAP Real Estate Management (as of SAP enhancement package 2), at least professional users from corporate facility management were enabled to handle automated room reservations.

Now, this scenarios becomes available to every employee.

Booking of meeting rooms can be extremely time-consuming and, depending on the software or system landscape, can often be done by power users only (e.g. assistants). This often causes high administrative efforts, especially when there is no possibility to search for specific room equipment or to order additional services. The lack of cost awareness due to missing visibility of involved costs generates waste of money and reduced profitability due to inefficient room utilization.

Real Estate - Room Reservation
(click to enlarge)


Room reservation is a key scenario for every company and their employees. It helps to overcome the above mentioned pain points by facilitating a simple-to use reservation process. The Bundle creates a improved level of accessibility providing standardization and simplification für the entire room reservation process.



Audience

The Real Estate - Room Reservation ES bundle can be used by every company in every industry.
It will be used by Managers as well as by Cerks and actually every employee, for whom it is common to book meetings with other colleagues or externals - whether he would do this only once in a year or several times a day.

For details on Service Operations, Business Objects and Process Components, please check the ES Workplace.


How to Use This ES Bundle

Use Case 1: Create Room Reservation (single)

Creating a single room reservation

The following table summarizes these steps and the associated enterprise services:

Step

Enterprise Service Invoked

Step 1: Employee enters time and date of a planned meeting

None

Step 2: Employee enters the number of attendees (this number could also be transferred automatically from the attendees list) and desired location (site / building / floor)

Find Venue Space Group by Venue Type

Step 3: Employee presses the "Find available rooms" button

Find Venue Occupancy Schedule by Elements

Step 4: Employee calculates costs of the reservation

Find Venue Reservation Price by Elements

Step 5: Employee selects one of the offered rooms, and saves the reservation

Create Venue Reservation

Use Case 2: Create Room Reservation (single, with certain equipment)

Creating a single room reservation, combined with a query for certain equipment

The following table summarizes these steps and the associated enterprise services:

Step

Enterprise Service Invoked

Step 1: Employee enters time and date of a planned meeting

None

Step 2: Employee enters the number of attendees and desired location (site / building / floor)

Find Venue Space Group by Venue Type

Step 3: Employee opens the "Equipment" Pop-Up and specifies desired equipment (e.g. video projector and/or dashboard)

Find Venue Fittings by Venue Type

Step 4: Employee presses the "Find available rooms" button

Find Venue Occupancy Schedule by Elements

Step 5: Employee selects one of the offered rooms, and saves the reservation

Create Venue Reservation

Use Case 3: Create Room Reservation (single, with booking additional services and cost calculation)

Creating a single room reservation, combined with booking additional services and checking the price of the reservation

The following table summarizes these steps and the associated enterprise services:

Step

Enterprise Service Invoked

Step 1: Employee enters time and date of a planned meeting

None

Step 2: Employee enters the number of attendees and desired location (site / building / floor)

Find Venue Space Group by Venue Type

Step 3: Employee presses the "Find available rooms" button

Find Venue Occupancy Schedule by Elements

Step 4: Employee opens the "Services" Pop-Up and specifies desired services (e.g. coffee and/or lunch)

Read Venue

Step 5: Employee calculates overall costs of the reservation (room + services)

Find Venue Reservation Price by Elements

Step 6: Employee selects one of the offered rooms, and saves the reservation

Create Venue Reservation

Use Case 4: Create Room Reservation (recurring)

Creating recurring meeting

The following table summarizes these steps and the associated enterprise services:

Step

Enterprise Service Invoked

Step 1: Employee opens the "Recurrence" pop-up and chooses a recurrence pattern (e.g. "weekly")

None

Step 2: Employee enters time and date of a planned meeting

None

Step 3: Employee enters the number of attendees and desired location (site / building / floor)

Find Venue Space Group by Venue Type

Step 4: Employee presses the "Find available rooms" button

Find Venue Occupancy Schedule by Elements

Step 5: Employee selects one of the offered rooms, and saves the reservation

Create Venue Reservation

Use Case 5: Edit reservation

Editing an already existing reservation (e.g. date, room, involved services)

The following table summarizes these steps and the associated enterprise services:

Step

Enterprise Service Invoked

Step 1: Employee accesses an already existing reservation

Read Venue Reservation Item

Step 2: Employee changes already existing settings of the reservation (e.g. date, room, services) and saves cahnges

Change Venue Reservation Item

Use Case 6: Cancel reservation

Canceling an already existing reservation

The following table summarizes these steps and the associated enterprise services:

Step

Enterprise Service Invoked

Step 1: Employee accesses an already existing reservation

Read Venue Reservation Item

Step 2: Employee checks cancellations costs in case he chooses to cancel a reservation

Calculate Venue Reservation Cancellation Price

Step 3a: Employee cancels the reservation

Cancel Venue Reservation

Step 3b: Employee cancels only one time of a recurring reservation

Cancel Venue Reservation Item

Use Case 7: Create Reservation for a certain object type

Creating a single room reservation, this time for a special object type (canteen)

The following table summarizes these steps and the associated enterprise services:

Step

Enterprise Service Invoked

Step 1: Employee enters time and date of a planned meeting

None

Step 2:Employee selects a special object type (canteen)

Find Venue Type

Step 3: Employee enters the number of attendees and desired location (site / building / floor)

Find Venue Space Group by Venue Type

Step 4: Employee presses the "Find available objects" button

Find Venue Occupancy Schedule by Elements

Step 5: Employee selects one of the offered objects, and saves the reservation

Create Venue Reservation

Best Practices

Room Reservation Solution

Room Reservation is available as an Implementation Package based on SOA* on


The room reservation solution is an employee self service solution, which enables users to find and book available rooms for meetings, including requests for technical equipment, catering, and other services.
The Package inculdes the following features:

  • Room Reservation supports an end to end room booking process for employees without the need to change between systems
  • The employees' process consists of: scheduling meetings, reserving rooms, ordering additional services, assigning the costs to cost centers and confirming the reservation
  • Improves cost awareness
  • Seamless integration to SAP ERP
  • Guided solution with an intuitive and easy-to-use interface

For detailed information including pricing, visit https://ecohub.sdn.sap.com/irj/ecohub/solutions/roomreservation

  

*What is an Implementation Package based on SOA?

An Implementation Package based on SOA is a business process solution.  It is provided via the rapid implementation of a tailored application
based on SOA. It helps enterprises differentiate, while lowering the related cost.

The Implementation Package comprises the combination of:

  • Business Use Case
  • Delivery Type and Methodology
  • Technical Foundation and Tool Support

Future Directions

  • Future directions for this ES bundle will be market-driven.

System Requirements

  • SAP ERP 6.0
  • SAP enhancement package 4 for SAP ERP 6.0
  • SAP Real Estate Management (additionally)