Course and Room Scheduling Key Success Factors Pierre Guay Infosilem Inc. July 2nd, 2012

SELF SERVICE & REQUESTS BUSINESS INTELLIGENCE ROOM SCHEDULING COURSE SCHEDULING EXAM SCHEDULING STUDENT SCHEDULING CAMPUS SCHEDULING SELF SERVICE & REQUESTS CAMPUS CALENDARING BUSINESS INTELLIGENCE

COURSE REQUIREMENTS Number and size of sections Delivery Method: Lecture, Lab, Tutorial, etc Time Patterns, Sequence Scheduling Restrictions STUDENT REQUIREMENTS Programs of Study Interdisciplinary & Cross-Departmental Offerings Student Access & Registration Conflicts Degree Completion INSTRUCTOR REQUIREMENTS Instructors Preferences Workload Assignment Research Commitment / Departmental Meetings Extracurricular Activities ROOM REQUIREMENTS Type, Characteristics, Capacity Location, Travel Time, Back-to-Back Institutional versus Departmental Space Priority Assignment and Preferences

SCHEDULING DEPT ROOM SCHEDULING ACADEMIC DEPT ACADEMIC DEPT FORCED TIME ACADEMIC DEPT FORCED TIME ACADEMIC DEPT SCHEDULING DEPT ROOM SCHEDULING FORCED TIME ACADEMIC DEPT

COURSE SCHEDULING ROOM SCHEDULING TIME REQUESTS FORCED TIME FORCED TIME ACADEMIC DEPT TIME REQUESTS FORCED TIME FORCED TIME ACADEMIC DEPT SCHEDULING DEPT COURSE SCHEDULING ROOM SCHEDULING TIME REQUESTS FORCED TIME FORCED TIME ACADEMIC DEPT

Room and Course Scheduling Efficiency Challenges CHALLENGES ROOM COURSE Room Utilization Rate Seat Utilization Rate Standard Time Patterns Sound Scheduling Policy Proper Scheduling Sequence Prime Time Effect Room Ownership Faculty-Driven Scheduling Conflict-Free Registration Student Progression/Graduation Historical Inefficiencies Collaborative Scheduling Operational Efficiency Transparency / Fairness

Room and Course Scheduling Key Success Factors Scheduling and Space Committee Who, what, when…? Design / Review Scheduling Policies (GASP!) Academic Week Courses Instructor Students Rooms Operational Considerations What is being scheduled? Critical Timelines Roles and Responsibilities Staffing Information System Implementation Strong Team Pilots and Simulations Proper Data Collection Process Communication, communication, communication…

“They are the best in the business “They are the best in the business. Infosilem helped us to convert from an inefficient and cumbersome manual scheduling process to automation in a very short time-period, and were able to tailor their product to our special needs.” - Barb Davis, Registrar

“Infosilem EnCampus™ allowed us to redesign the scheduling process so that the needs of our students became the primary criteria in building our timetables. The University course schedule really works for students and what’s more we now have room capacity we didn’t think we had.” - Joseph Thompson, Registrar

“Infosilem has taken what could be a very complex task for any institution's IT department and compressed it into a few simple clicks that any functional user with a mouse could complete. They have created a very user-friendly application.” - Lynette Johnson, Senior Business Analyst

Like many of us, we are perpetually being asked to do more with less Like many of us, we are perpetually being asked to do more with less. Infosilem’s ability to partner with our office to address our needs in such an immediate manner is almost like having more staff at hand to help us meet our deadlines and responsibilities. Their commitment to service of their clients after the sale is like none other we have seen before. - Gerard J. Donahue, University Registrar

Thank You! Pierre Guay pierre.guay@infosilem.com (450) 420-5585 ext. 242