HfMDK launches ASIMUT

More usage times and better planning for everyone: To make better use of the university's rooms, the HfMDK is introducing ASIMUT at the start of the winter semester 2023/24. The software has been specially developed for the special needs of artistic universities and combines room booking and event management in one system.

With the introduction of the software, the HfMDK will also become part of the ASIMUT community, which consists of numerousnational and international colleges and universities. In annual user meetings, all universities provide practice-oriented feedback for the further development of ASIMUT and can benefit equally from innovations, updates and training as well as mutual exchange within this network.

• Summer semester 2023: Import of data into ASIMUT and planning of the winter semester 2023/24 in ASIMUT by KBB
• July 2023: Getting to know ASIMUT for the administration
• July 19, 2023: Getting to know ASIMUT for teachers and students (see above)
• September / October: Hands-on training and hands-on tutorials for all university staff
• October 1, 2023: Launch of ASIMUT at the HfMDK

The introduction of ASIMUT cannot, of course, create new rooms. However, combined with new booking rules and more transparency, the software can help all university members to make better use of existing room capacities. We want to achieve the following goals:

• Room capacity is used effectively
• Rooms can be reserved flexibly on a long-term basis
• Rooms are also available spontaneously
• Consultations and inquiries are reduced
• Stress and annoyance are avoided
• Agreement among all university members on how individual rooms are to be used and left appropriately
• Respectful, considerate and appropriate handling of the rooms and the equipment therein by everyone

• No fair and transparent distribution of rooms
• No time-optimized use of the rooms
• No clear regulations on how long rooms are to be booked in advance for which project/workshops/rehearsals
• All rooms are reserved, nevertheless rooms are empty
• Individuals occupy large rooms, ensembles cannot find rehearsal space
• Shortage management, because rooms were not used effectively

In principle, all rooms can be reserved for all university members (booking rules are still being clarified for the special rooms Large Hall, Small Hall, B 203, Opera Studio and Drama Studio)

• Rooms are used multifunctionally and thus more effectively utilized
• More/sufficient rooms available for short or medium-term booking
• Rooms with priority use: reservation by 3 p.m. the day before for specific users, after that reservation available for all
• Reservations expire after 15 minutes if not used, the room can then be reserved again
• Transparency: Everyone can see every reservation
• Communication about moving/exchanging/leaving the room with another university member is possible directly in ASIMUT
• Room occupancy can be tracked (people who leave rooms dirty  can be identified)

Advantages for teachers

• All have equal rights (according to Deputat)
• More rooms available in the short and medium term
• Improved plannability due to bookings for the whole semester
• Flexible changes to bookings possible
• Students can be informed about changes in room/time planning directly in ASIMUT (also as a group or entire seminar)
• Continuous teaching/project calendar
• In ASIMUT communication about room allocation and event planning (extension level) is possible

Advantages for students

• All have equal rights, differences in courses of study can be taken into account
• More chances to occupy rooms for ensembles (also spontaneously)
• More short-term practice opportunities due to expiration of unused reservations
• Fast, up-to-date information on room and time planning for projects and classes directly in ASIMUT

Benefits for the Artistic Business Office (KBB):

• Less messages, less hassle, less workload
• More time for long-term event planning and execution
• Fair and transparent distribution of rooms