StaffStuff: A Custom Web-Based Software Solution for Organizing the Unique Staffing Needs of an Online Education Production Department

Abstract

StaffStuff is a custom software solution for management of video production staff and locations, including a web based user interface and a database of resources and the production projects to which they must be allocated. The package is tailored to the unique challenges of scheduling the filming of campus classes and other educational projects, within the context and restrictions of the clients’ particular institution and department, and with consideration of their unique business logic. A successful beta was released on January 2, and is in current use for Spring semester and for Summer School planning. The system ingests data about the courses and other projects for which the department produces media, either in bulk by file upload or by individual data entry. Each project may have a number of bookings for each instance of a video shoot or other required work session, including precise details of what resources will be required. For efficiency, it allows a regular schedule of weekly shoots to be defined if applicable, and for exceptions to that schedule to be entered. Resources may then be allocated to these bookings, such as particular locations and personnel. The system is able to run complex analyses to assist the user by identifying resources which are available for use. It reduces human error further by alerting administrative users to bookings which do not have appropriate resources allocated without conflicts, automates most routine notifications sent to staff, and provides a self-service interface for schedule information and shift requests.