Innovative calendar system tracks VIPs Published Oct. 2, 2006 By Karen Costura Electronic Systems Center Public Affairs HANSCOM AIR FORCE BASE, Mass. (AFPN) -- After employing a relatively simple Air Force Smart Operations 21 tool, Electronic Systems Center protocol office members here now have an innovative calendar system for tracking distinguished visitor information. AFSO 21 was designed to trigger ideas throughout the Air Force about how to streamline everyday processes in order to save money and make them more operative and efficient.One of the least complex AFSO 21 initiatives is called a "just do it" initiative. Under the "just do it" initiative, offices are asked to identify a well-defined problem and take a relatively simple and quick measure to work through it. The problem then can be solved without further measures, such as a more intricate rapid improvement event, according to Preskella Gindi, an AFSO 21 team member and program manager in the ESC Plans and Programs directorate project management office. The protocol office staff quickly thought of a process in their office that could use some improvement and worked with plans and programs experts to create and execute a Web-based calendar to manage and track distinguished visitor information better than before. The new calendar also provides scheduling information for on-call colonels responsible for welcoming distinguished visitors to Hanscom. Based upon an existing ESC calendar application developed by Matt Porter, formerly with the ESC Acquisition Center of Excellence and now working with the 350th Electronic Systems Wing's business operations office, the new protocol calendar uses information gathered from spreadsheets, briefings and e-mails, and combines it into one easy-to-use, color-coded, live-access tool. In addition, the calendar eliminated the need for four separate documents: an Excel "end-of-day" report, a daily e-mail that attached the "end-of-day" report sent to a large number of base members, a Power Point distinguished visitor slide and a scheduling chart for on-call colonels to greet and send off distinguished visitors. Before the new calendar, the protocol office frequently would send information to senior staff, knowing it could be outdated as soon as they reviewed it. Now, the calendar provides accurate, "real-time" information that staff members can evaluate at any time by logging in to the ESC CenterNet. "The new calendar has eliminated a very tedious and time-consuming process of notifying senior leadership of extensive distinguished visitor information," said Staff Sgt. Crystal Salas, protocol information manager. "Now the process is smooth. Only one entry is needed and the information is immediately updated." "This new tool saves our office two to three hours per day in workload," said Bruce Lazar, chief of protocol. "It is an invaluable resource." (Courtesy of Air Force Materiel Command Public Affairs)