Project 2

Project Title: Electronic Visitor Scheduling

Agency: State Capitol/Visitor Services Section

Project Implementation & Completion Dates: This is an ongoing project.

Project Description: The department has implemented a central scheduling program to schedule group tours
for all of the state government complex including

• Museum of History
• Museum of Natural Sciences
• Legislative Building
• State Capitol
• Museum of Art
• Executive Mansion

By scheduling in a central office and using a central computer for the program, each site may access its daily, weekly, and monthly schedules electronically in order to

• Compute statistical data
• Schedule volunteer tour guides
• Provide pre- and post-visit materials to teachers and group leaders

Currently teachers may download classroom materials and activities and scheduling information through the division's web site. Itineraries and information are faxed whenever possible. A request has been made for the development of a fully automated scheduling program at an estimated cost of $50,000. As a result teachers and leaders could actually schedule on-line rather than downloading material for mailing or faxing to Visitor Services.

Contact: Carol Henderson, Administrator of the State Capitol/Visitor Services Section, Division of Archives and History, (919) 733-4994.

Anticipated Environmental Sustainability Benefits:

The current scheduling system

• Saves time when coordinating schedules
• Eliminates printing and sending lists to multiple sites
• Enables schedule changes to be made as needed
• Cuts the cost of printing and postage
• Ensures timely delivery of information to various sites in state government

All of these changes enable the agency to serve visitors more effectively. The requested system would save even further by reducing

• Volume of paper products purchased
• Postage needed to mail information
• Cost of phone bills for both telephone calls and faxes