1. Timetabling for 2006 Consultative Forum 02 February 2005

2. 1. Objectives To outline plans for producing a comprehensive 2006 academic timetable for the Kensington campus To set the proposed changes in the context of an expanded set of functions in myUNSW for Staff To obtain support from faculties and schools on those aspects of the proposal that are beneficial to them (or largely neutral) To identify issues and concerns that may affect each faculty’s ability to participate fully in the revised timetabling business process To constitute a timetabling reference group To reach consensus on the best way forward.

3. 2. The problem What’s wrong with the timetable? Low effective utilisation of physical resources and time Poor choices for students, especially in combined programs No coordinated strategy for updating the academic timetable Some parts of the timetable are locked into a 1970s time warp No way of investigating feasibility of new programs or effect of changes in teaching space availability UNSW uniquely uses no scheduling tools

4. Room utilisation 9am-6pm Source: CATS bookings, S1 2003 Large: 180-500 seats (excl. Clancy, NSG, Ritchie, Sci; 16 theatres) Medium: 100-168 seats (22 theatres) % of time room is booked % of seats occupied when in use Target utilisation (frequency x occupancy) = 75%

5. 3. Options 1. Do nothing. Probable consequences: Increased demands on physical space: more buildings required More difficulty in introducing courses and new or modified programs 2. Construct complete timetable for selected faculties Blacked out bookings entrench inequities and inefficiencies Little gain (except in experience) unless fairly extensive 3. Construct complete timetable for all feasible faculties New timetable can be based on established need rather than historical accident Significant challenges to capture all relevant parameters, especially course compatibility requirements based on program rules

6. 4. Proposed approach Brief History 1990s: issue raised repeatedly at Academic Board, no resolution Since 2003: analysis of time and room utilisation, faculty consultation (funded by Facilities Dept) Oct 2004: Academic Services Committee recommends approval of project, later endorsed by Academic Board Dec 2004: Funding provided by DVC Resources. Sponsored by DVC (Academic) Principles Improve utilisation, goal is accepted standard of 75% (frequency x occupancy) compared to current 50% Increase available course combinations for students Smooth chronological peaks Level the playing field for recently introduced courses Accommodate preferences where possible

7. Proposed approach – new business process Class scheduling requirements are captured in NSS Based on schedule from previous year New fields created on class schedule for timetabling parameters such as expected enrolment, room requirements, eLearning needs etc Some optional fields become mandatory to improve data integrity and quality Provisional schedule generated using external engine (Syllabus-Plus Course Planner) Schedule imported to NSS, bookings to CATS Casual bookings and low-enrolment course needs forwarded to CATS Most interaction occurs via myUNSW for Staff

8. 5. Scope What’s included and what’s not? Courses: all on-campus above minimum threshold enrolment All regular large- and small-group teaching activities included Small Honours seminar courses and similar offerings remain school responsibility Sessions: 2006 S1 and S2. X1 and X2 from 2007. Faculties: all Kensington except undergraduate Medicine (at least initially). ADFA, CFA, Singapore: 2007. Staff scheduling: not yet (implemented after 2006 with faculty agreement) Staff availability constraints may still be incorporated Students: allocation of students to classes is not in scope: existing on-line enrolment procedures apply

9. 6. Integration Timetabling is just one aspect of maintaining rules governing what students must or may enrol in to complete their program Staff should be able to see and manage all aspects of Calendars Offerings and enrolment constraints (course catalogue) Program rules (handbook, or a more structured system) Class timetable requirements and room needs Class activities: in-person, eLearning, distance, exams Class operational schedule: response to changes in demand Roles for teachers, administrators and supervisors – including Vista roles Maintain teachers (according to to school/faculty procedures) Accessed and updated via myUNSW for Staff Eventually supports on-line self-service advising processes

10. Systems today and tomorrow Academic Advising Students, Advisers Results History Timetabling Syllabus Plus Existing functionality Potential functionality Program Rules WebCT- Vista Students, Staff Course Catalogue Class Schedule Online Handbook Enrolment Requirements Enrolment Quotas Reserve Capacities Meeting Times myUNSW Equivalent Courses All users Students, Staff (proposed) Configuration maintained by Schools

11. 7. Some issues – technical UNSW has little expertise in the use of scheduling software The volume, complexity and volatility of existing program rules may make a feasible greenfield timetable elusive Stage 1 rules are captured in potentially usable form (Sitar), but many rules are expressed as overall requirements (courses listed independent of stage) Not all classes are fully described on NSS Activities missing; components misnamed Course linkages not always explicitly recorded NSS and CATS are only partly synchronised

12. Class Schedule growth Active: available (possibly stopped), enrolment not zero Empty: available, no enrolments Inactive: cancelled or tentative

13. Class Schedule profile

14. Empty classes: where and why? Goal: improve accuracy of class schedule so it reflects genuinely available and running courses Classes: 1642 Open: 542 (33%) Consent: 738 (45%) Other: 362 (22%)

15. Timetabling – CATS/NSS correlation Source: CATS bookings, S1 2004

16. 8. Some issues – policy CATS-2 system exacerbates scheduling problems and low utilisation figures (yet some reserve school space is justified) Need for wider range of learning space, yet no drop in demand for conventional rooms Reluctance of some faculties to record small-group classes on NSS Reluctance of some faculties to pre-schedule small group classes at all Possible reluctance to accept wider range of teaching hours Conflicting needs and wishes

17. 9. Some issues – operational Demand is notoriously difficult to predict: how easy will it be to schedule a new class quickly or cancel an non-viable one (with automatic advice to the students affected too)? Room requirements can change after enrolment (low/high demand; disabled facilities required) Staff may not be available to teach at the scheduled time

18. 2006 Timetable (one-off conversion) NSS CATS External sources (CATS- 2005, TAS) Program rules database Interim data sources Sitar Online handbook Enrolment History Planned modules Rapid prototyping/ conversion module Syll+ Faculty reviewers UEF Provisional timetable Room bookings Existing modules

19. Timetabling and academic advising from 2007 onwards NSSCATS Program rules database Syll+ myUNSW portal Provisional timetable Timetable parameters Room bookings Academic advising engine Main data flow Results StudentsStaff Updates; casual bookings HandbookProgram audit

20. 10. Timeline Feb – May Establish parameters and approved principles Capture clash-free requirements from program rules Investigate scheduling patterns available with Syllabus-Plus May – July Produce of prototype timetables based on 2005 data Review by faculties, refinement of models Implement changes to class schedule panels, possibly via myUNSW Implement interfaces between NSS and S+ Aug – Sept Conduct info sessions for school staff Roll class schedule forward, update timetabling parameters Convert data from external sources (mainly CATS, one-off) Oct – Nov Produce provisional 2006 schedule Review, amend as required and publish.

21. 11. Conclusion What do we agree on? What can we not yet resolve? Next steps