Common Timetabling PlatformProject UpdateJanuary 2009

Agenda

• Project update

• Process overview

• Coming up next

• Questions and answers

Project Update2008/09• Pilot departments using full student timetabling on Enterprise• Others timetabling with staff and student sets• Staff online and Calendar timetables by end 2009

Since our last meeting:

• Most unit and programme information received and is now being checked and analysed

• Working with pilot departments and current S+ users to get their information into the system

• Building the training database and preparing to train pilot departments in February

Processes Sub-Group

• Purpose: To create a recommended best practice for timetabling with Enterprise Timetabler

• Group has representation from each faculty• Currently drafts are being reviewed by the Standards

Team

Room Booking•Central Request of rooms

-Request of central rooms after 6pm or weekends

•Central Room timetabling

-Creating a new accessibility suitability

•Faculty of Arts/ SSL local room request

•Addition of new room

General Timetabling•Departmental Timetabling

-Adding a new module

•Changing a students choice

•QA of timetables

•Timetabling Erasmus Students*

•Roll Over

•ESU reconciliation after the start of term*

Year 1 Processes•Entering details for the planned year

•Changing planned 1st year information to actuals

Staff•Appointment of staff

•Using dummy members of staff

Processes for Review

Overview for departmental timetabling option 1

Process Owner: Process Manager: Author: Caroline Griffin

Last Revised: 20/01/2009Status: DraftVersion: 0.3 Feedback

April May-Aug Sep-Oct Wk0

Previous years room allocation

from central space

Returning student option

choices (Arts=May)

Create 'dummy' units to enable central room

requests

Review previous years room

allocation, and input requests for coming year to ET (Review

drafts from May-Aug)

AUG: Final space

allocation

Returning student option choices /

changes to option choice input into

ET

Download of Course

information from SITS

Download of Student Information from SITS

Set up tutorial groups

Organise jointly taught activities

Download of Staff

data from PIMS

Input 'dummy' teaching staff

where awaiting appointment

Input teaching staff constraints

Start developing Timetable

Release draft timetable for discussion

QA of timetable to ensure all

required components are

in place

New Students: AUG: A level

results/ Acceptance list

New Students: Replace

predicted with actual student

numbers

New Students: Review tutorial

groups

Replace any 'dummy' tutors

with actual names

New tutor details

AUG: Arts/ SSL request faculty

space

AUG: Arts/ SSL receive faculty

space allocation (and any

subsequent revisions)

Find space for any activity with

no location

Remove any students not

returning due to failed exams/ Suspension/ Withdrawal

Following final amendments, release final

timetable

Final Timetable

Teaching allocation

JUL: Students allocated to

groups

Student groups

Input any changes to timetables

following Open Unit Registration

Amended Timetable

Manual reconciliation

between ET and SITS

ET and SITS

reconciled

Overview for departmental timetabling option 2

Process Owner: Process Manager: Author: Caroline Griffin

Last Revised: 20/01/2009Status: DraftVersion: 0.3 Feedback

Mar-Apr May-Aug Sep-Oct Wk 0

Previous years room allocation

from central space

APR: Returning

student option choices

Review previous years room

allocation, and input requests for coming year to ET (Review

drafts from May-Aug)

AUG: Final space

allocation

Returning student option choices /

changes to option choice input into

ET

APR: Download of

Course information from SITS

Download of Student Information from SITS

Set up tutorial groups

Organise jointly taught activities

APR: Download of

Staff data from PIMS

Input 'dummy' teaching staff

where awaiting appointment

Input teaching staff constraints

Start developing Timetable

Release draft timetable for disucssion

QA of timetable to ensure all

required components are

in place

New Students: AUG: A level

results/ Acceptance list

New Students: Replace

predicted with actual student

numbers

New Students: Review tutorial

groups

Replace any 'dummy' tutors

with actual names

New tutor details

AUG: Arts/ SSL request faculty

space

AUG: Arts/ SSL receive faculty

space allocation (and any

subsequent revisions)

Find space for any activity with

no location

Remove any students not

returning due to failed exams/ Suspension/

Withdrawl

Following final ammendments,

release final timetable

Final Timetable

Schedule large activities

Teaching allocation

JUL: Students allocated to

groups

Input any changes to timeables

following Open Unit Registration

Amended Timetable

Manual reconciliation

between ET and SITS

ET and SITS

reconciled

What will you need to do?• January/February – follow up on staff availability

information• March/April – 2-day training course for all

timetablers• May – Central room requests via the system• June onwards – timetabling using the system• Autumn – staff timetables available online

Any questions?

(and answers)