Presentation on theme: "Leeds Beckett: The story so far"— Presentation transcript:
1 Timetabling @ Leeds Beckett: The story so far Auto-scheduling and beyond
2 Agenda Who we are How we timetable at Leeds Beckett Journey so far Future developmentssome of our more long term goals moving forward
3 Leeds Beckett University New name!190-year history of educationFounded in 1824 as Leeds Mechanics InstituteCustomer Service ExcellenceInvestors in People GoldRoSPA GoldStats28,000 students2,900 staffEstateHeadingley CampusCity Campus
4 The timetabling planning process Timetabling stats for a typical semesterMarAprMayJunJulAugInput timetable requests intoData Capture DatabaseInput timetable into CMISRun auto scheduling processConsolidation periodPublish!
5 How the timetable is constructed ParametersThe timetable is constructed within the current agreed timeframes as per our current Timetable Policy:Mon, Tues, Thurs between hrsWednesday hrsFriday hrsThe majority of events are auto-scheduled using our timetabling software CMIS. Although some events including sessions that run outside the above timeframes are manually scheduled.
6 How the timetable is constructed ConstraintsThe following hard constraints are applied during the auto scheduling process:1 day free from teaching (staff & students)No more than 4 hours consecutive teachingApproved staff availability formsNB – faculties can also add additional constraints such as specified days (event specs), event orders and timings (orderings and blocks).
7 How students access their timetable Google Calendar on Mobile device or PC (at least twice a day)Student guidance hereOn-line timetables via Student Portal (updated in real time)Staff guide here
8 Journey so far…Pre-2009: 2009 AIMS consultancy report recommendations:Timetabling devolved to faculties / manual processSmall, central “help desk” team based in RegistryPoor space utilisationNew central team createdMove Timetable Support to EstatesAuto-scheduling project launched
9 Why improve? Pre-2009… Drivers for change… Individual student timetablesEportal – staff/students can view timetables on-line 24/7Google Calendar – student timetables can be exported to student calendarDrivers for change…Student Experience/NSSSpace & UtilisationExternal market
10 Why auto-schedule? Follow Sector Best Practice Evidence shows full auto-scheduling is essential to address room utilisation and enhance the student experienceConsolidate Mixed PracticeInconsistent timetabling methodsOver-reliance on manual schedulingImprove Student ExperienceNSS results: “timetabling” a common themeStudent Union on board
11 Benefits Common system for collecting timetabling data Work to the same deadlinesProvide a consistent student experienceUtilise teaching space usage more efficiently
12 ObjectivesThe University develop a new timetabling process using auto scheduling in a single set of operations for all faculties.Information on course and module management be held in Banner/CMIS tables and that these be the definitive master records, rolled over and verified annually.Data for timetabling is collated using consistent processes across the University for Data Collection.All faculties adopt the same procedures for timetabling.
13 Issues to address Profile Data Quality Protocols and principles Timetabling policyData collection (Timetable requests)ConstraintsStaffingCommunications
14 The Timetabling Project 2010 Timetabling Project to automate the timetableObjectivesGuiding principlesBenefitsProject Board establishedWorking groups created to focus on:Data QualityData CollectionTimetabling PolicyAcademic Work PlanningRaised profile (CMT/SU)Communications strategy/model
15 Communication Strategy AudienceNovDecJanFebMarAprMayJunJulMilestones:Concept launchLaunch of data collection processData Collection WindowAuto-scheduling processPublishTimetablesSupport StaffTimetablersCourse AdminCOO’sUpdate meetings with timetablers (TUG)TUGAcademic Delivery Planners Training / TUGTimetable Support Training / TUGTUG / COO’sStudentSUSTARSAll studentsMeet with SUMeet with STARSOpen ForumsOpen ForumsStudent newspaper storyPortal AnnouncementsAcademicsDeansAssoc Deans/COO’sAcademic ChampionsSubject group leadersAll staffMeet with Deans ---- Meet with COOs---- FLT meetingsFLT meetings AETCAF FBL HSSMeet with Subject group leaders ---- Data collection workshopsData collection workshops ---- Feature in staff magazine LS126Faculty NewslettersVC NewsletterStakeholdersIMTSRSOProject BoardEstatesProject Board ---- Working GrpsProject Board ---- Working Grps ---- Estates Newsletter----Network events---- Estates NewsletterProject Board ----Estates NewsletterExternalSERCOConsultancy PeriodOthersTrade UnionsHRCMTCMT updateMeet with HR & Unions ---- CMT update
16 What happened next? February 2011 April 2011 May 2011 September 2011 On-line data collection system launchedTimetabling Policy establishedStaff availability process agreedApril 2011Deadline for receipt of all timetable requestsMay 2011Auto-scheduling for the first time 2011/12September 2011Semester one timetable published 1st September
17 Lessons learnt Data Quality: Students not tied to modules on Banner Course structures not set up on BannerIncorrect data entered into CMISEvents created with too many multiple conflicting constraintsEvent specs used to manipulate event start and finish timesDeadlines for timetabling and staff information not met or of poor qualityData added to on-line data collection system after module had been finalised by timetablersExcessive teaching hours for staffSoftware (bugs)
18 Recommendations Software upgrade More time for data validation Enhance on-line data collection systemReview stages/order of auto timetablingCreate a separate dataset for each semesterReview staff time constraintsReview course structure information/module dataRemove Friday 5-6pm slotConsider new approaches to make timetables more student focused in relation to student experience.
19 If at first you don’t succeed… Jan 2012 – Refocus of UG curriculumDec 2012 – 1st Student survey on timetablingAug 2013 – Timetable support moved to RegistryDec 2013 – 2nd Student survey on timetablingApr 2014 – Launched Timetabling Strategy & Development Group (TSDG)Successfully completed 8 auto-scheduling exercises to date!
21 Change the culture People NOT systems Psychology of timetabling Students – survey data conflicting requirementsStaff – feeling of losing ‘control’, what else?Debunking the mythsKeeping people “on message”Unpicking perceived “timetabling” issues to identify the real issuesSanity tip – create a “crazy TT requests” folder!
22 Student FeedbackAs usual with this university i have once AGAIN recived notice of my timetable being avaiable for next semester online however once AGAIN, this is not the case and im left in this akward situation where im no longer in Leeds, i have no intention of returning to Leeds until my lectures etc begin however due to the false rather pathetic s stating i can access something which you have failed to provide for your students.I do regret to have to send this rather negative however, the issues within this university are beyond belief for a education facility and if this continues i shall be making a formal complaint via the vice chancellor of Leeds Met.I do hope it doesnt come to this and i hope you can Rectify your mistakes. Please understand that as a student here we NEED this information early and without it, like at the beginning of this academic year i missed 3-4 weeks of a module due to the poor organisation of the staff involved with organising and handing out timetables.Please for your sake and all the students within Leeds Met FIX THIS and stop wasting our time.This was an from a student who had in fact got a timetable:Was is in for 3 days and had no more than 2 hour gaps between sessions.In other words, the perfect timetable – published earlier than ever on December 12th!
23 Staff FeedbackI will ask Timetabling if we can adjust anything directly and perhaps swap things betweenI will also pursue with HR and the guidelines for deployment as I do think there are 'right to a family life' human rights issues here. It is unfortunate the timetable has fallen this way and for most staff most of this time this doesn't happen.But we must pursue this and make some changes for the reasons you state. It may be that some early or later starts are needed but not both on all 3 days.This was an from a member of staff suggesting a time constraint amounts to an infringement on their human rights!