Scheduling Using SyllabusPlus At Higher Colleges of Technology

HCT scheduling using

Syllabus Plus

Presented by

Sabeena KM Khalid Tariq Business Systems Analyst Head, Enterprise Systems Development

8 December 2014

© 2014 ELLUCIAN. CONFIDENTIAL & PROPRIETARY.

Agenda

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Introduction to Higher Colleges of Technology

HCT Scheduling Process Steps

Banner – Syllabus Plus Mapping

Write back Syllabus Plus - Banner

Scheduling Timelines

Syllabus Plus ET Highlights

1

2

3

4

5

6

Introduction


Introduction to HCT

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• Largest federal institution for Higher Education in the UAE

• Started in 1988 with 239 students and four colleges

• Today…Largest Higher Education institution in the UAE

• More than 22,000+ students & 17 campuses across UAE

• Reached the highest enrolment of 23,000 students

this semester

• Graduated 45,000 students in 60,000 credentials

• Graduates 5,000 students every year


Achievements of HCT

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2005 • First in Middle East to upgrade to Banner™ by Ellucian 7

2008

• First outside US to upgrade to Banner™ by Ellucian 8 (third including US)

• Sharepoint 2007 implementation

• Syllabus Plus (Scheduling ) software implementation with full integration to Banner™ by Ellucian

2009

• Distance learning setup between western region campuses

• First in UAE to go live with Advancement

• Business intelligence implementation using Business Objects

2010

• Merit award from Ellucian for Founding Community Source initiative


Achievements of HCT (cont’d)

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2011

• First in Middle East to implement Flexible Registration & Ellucian Payment Center by Touchnet®

• Voice of Employee (VoE) award from VOVICI for having more than 500,000 surveys per year

2012

• First in Middle East to implement Oracle® Exadata for Banner

• Migrated from WebCT Vista to Blackboard Learn

• iPad implementation across HCT—wireless upgrade and rollout of 10,000+ iPads

2013

• Migrated 50,000+ student email accounts to cloud

• 100% eText book adoption

• Merit Award from Ellucian for Groovy Grails Training initiative

2014

• Won Arabian Computer News Award for Education Industry for three consecutive years

• DR setup for all critical applications

• Upgraded internet link to 2 G

• Blackboard Catalyst Award for e-text book implementation

HCT Applications platform


HCT enterprise systems—packaged

Banner Student, Banner

Accounts Receivable, Banner

Flexible Registration, Banner

Finance, Banner Human

Resources, Banner

Advancement, Position Control

Curriculum Development

System

Learning Management System Business Intelligence

Portal Enterprise Architecture

Library Information System Document Management

System

Scheduling Software Mehnaty (Job Search)

Enterprise Feedback

Management Payment Gateway

eText Aggregators Help Desk/Knowledge

Management

http://www.alamo.edu/it/services/blackboard/index.html

http://www.ellucian.ae/

http://www.curricunet.com/


HCT enterprise systems—developed and integrated

History of Syllabus Plus

@ HCT


• Studied several scheduling solutions in 2005

• Purchased Syllabus Plus in 2006

• Implemented with full integration in 2006 Classic Syllabus Plus

• Upgraded to Enterprise Time Tabler in 2010

• Upgraded to latest version of Enterprise Time Tabler in 2014

Syllabus Plus @ HCT

11

Banner—Syllabus Plus

Mapping


Syllabus Plus–Banner Fields Mapping

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HCT scheduling process


HCT scheduling process

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4. Syllabus Plus setup

3. Open scheduling

2. Planning 1. Projection

8. Schedule modification

7. Write back to Banner

6. Scheduling in Syllabus

Plus

5. Banner to Syllabus Plus

upload


• Combined effort of program chairs and academic services

• Done early in the previous semester

• Based on current & previous semester data

• Based on enrolment and new admissions

• Based on advised plan in E-advising process

• Projected No. of students and no. of sections required

Projection

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1. Projection


• Done by program chairs

• Pre-scheduling planning tools available

• Faculty load and locations planned

• Recruit additional faculties, if required

Planning

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2. Planning


• Setup SOATERM:

• Set CRN starting No. in SOATERM: assistant registrar

• Create POTs. Automated process: schedulers request &

asst. registrar approve

• Rollover CRNs (SSRROLL – asst. registrar) or create CRN &

then copy (SSASECT – schedulers)

• Rollover only CRN shell excluding meeting times & locations

• Create blocks or reuse existing blocks (STVBLCK)

• Attach CRNs to blocks (SSABLCK)

Open scheduling

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3. Open scheduling


Syllabus Plus database set up (DBA)

• SPROD1 (Fall), SPROD2 (Spring), SPROD3 (Summer)

Set up Syllabus Plus to Banner period mapping (SZASPRD)

• 2x30 min periods in SPLUS = 1x50 min period in Banner

Set up profiles (SZVSMPR)

• Default profile

• Ramadan profile

• Evening class profile

Attach/detach blocks to profiles (SZASPBM)

Syllabus Plus setup

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4. Syllabus Plus setup


Run Banner to Syllabus Plus refresh process

(HCT integration process using SPDA by Syllabus Plus)

Blocks Student set, program of study

Part-of-term Named availability

CRN Courses, module, 1 default

activity (meeting time) created

Faculty Instructor, suitability

Buildings Zones

Rooms Locations, suitability

Scheduled to run 2 times a day. No scheduling activity

during the process run.

Banner to Syllabus Plus upload

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5. Banner to Syllabus Plus

upload


• Schedulers perform this

• Create needed no. of activities (meeting times)

• Assign meeting time and resources

• Can block week/day/time

• Shows conflicts

• Save

Scheduling in Syllabus Plus

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6. Scheduling in Syllabus

Plus


• HCT integration process

• Schedulers use SZAMSCH – custom form in Banner

• Can write back by CRN, block and campus

• Mapping feature available to write back different times

(for Ramdhan timing and shifted schedules)

• Validation on course contact hours match with scheduled hours

• Write back meeting times and resources to Banner scheduling module

Write back to Banner

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7. Write back to Banner


Schedule time mapping

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Block 1

Period 1

Period 2

Period 3

Period 4

Period 5

Period 6

Period 7

Period 8

Period 9

Period 10

Period 11

Period 12

Period 13

Period 14

Block 2

Period 1

Period 2

Period 3

Period 4

Period 5

Period 6

Period 7

Period 8

Period 9

Period 10

Period 11

Period 12

Period 13

Period 14

Time

7:00

8:00

9:00

10:00

11:00

12:00

13:00

14:00

15:00

16:00

17:00

18:00

19:00

20:00

Block 1

Period 1

Period 2

Period 3

Period 4

Period 5

Period 6

Period 7

Period 8

Period 9

Period 10

Period 11

Period 12

Period 13

Period 14

Block 2

Period 1

Period 2

Period 3

Period 4

Period 5

Period 6

Period 7

Period 8

Period 9

Period 10

Period 11

Period 12

Period 13

Period 14

Block 1

Period 1

Period 2

Period 3

Period 4

Period 5

Period 6

Period 7

Period 8

Period 9

Period 10

Period 11

Period 12

Period 13

Period 14

Block 1

Period 1

Period 2

Period 3

Period 4

Period 5

Period 6

Period 7

Period 8

Period 9

Period 10

Period 11

Period 12

Period 13

Period 14

Shifting

Shortening

(Ramadhan)


8. Schedule modification

• Schedulers do schedule modifications in Syllabus Plus

• Final version write back to Banner

• Write back process overwrites the previous schedule

Schedule modification

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Scheduling timelines


HCT scheduling timelines (for Spring 2015)

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October 2014

Projection /Planning

November 2014

Open Scheduling / Syllabus Plus Setup / Banner to Syllabus Plus Upload

November 2014

Scheduling in Syllabus Plus

December 2014

Write back of schedule Schedule Modification

December 2014

Open registration

Jan 2015

Final schedule display to students and teachers

February 2015

Start of term

Syllabus Plus ET highlights


• Users can personalize their workspace

• Provides a multi-week timetable view

• Supports creation of activity variants

• Supports creation of jointly taught activities

• Resources editor to refine resource, day, and time changes

• Master timetable grid with a drag and drop capability

• Click and drag capability to extend the duration of activities

• More advanced filtering and sorting of object lists

• Capability to customize the content of the timetable grid

• Printing from the timetable grid

• Allows “Full” or “Request” permissions to change scheduling and resources in

multi-user mode

• Allows problem waivers

Syllabus Plus ET Highlights

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Khalid Tariq Head, Enterprise Systems

Development

Higher Colleges of Technology

[email protected]

Sabeena Business Systems Analyst

Higher Colleges of Technology

[email protected]

Scheduling Using SyllabusPlus At Higher Colleges of Technology

Education

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