Common Timetabling Platform Project Update January 2009.
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Transcript of Common Timetabling Platform Project Update January 2009.
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)