Enterprise Timetabling Upgrade
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1 Enterprise Timetabling Upgrade Online Data Collection Presentation for Technical Staff
2 Agenda Enterprise Timetabling Upgrade project overview Deadlines New Laboratory Timetabling Procedures Further information and support
3 Project Overview - Objective To provide the University with a sustainable and supportable Enterprise Timetabling System that will improve both the student & staff experience.
4 Project Overview What are we doing Upgrading the current Syllabus Plus solution used for Class timetabling, including:» Upgrading the current version of Syllabus Plus for class timetabling» Replacing the Integration between PeopleSoft and Syllabus» Implementation of online data collection for class timetabling» Implementation of online access to draft timetables» An upgrade to the existing Web Room Bookings System» Provide online reports out of Syllabus Plus as required» Provide other systems with access to timetabling data Upgrading the current Exam Scheduler solution used for Exam timetabling, including:» Upgrading the current version of Exam Scheduler» Build an automated interface between PeopleSoft and Syllabus» Upgrade the current online data collection process for exams» Implementation of online access to draft timetables» Improved reporting out of Exam Scheduler
5 Project Overview - Timeline Key Date Activity Oct 2013 Information sessions Early Dec 2013 Timetable data collection user testing - Schools Jan 2014 Late Jan/Early Feb February 2014 Beginning Mar 2014 March 2014 Timetable development user testing Exams and Timetabling (EXT) staff Draft timetable view testing - Schools Training - Online data collection for timetabling for Schools and EXT staff Implementation Online data collection for class timetabling Training Enterprise Foundation and Web Room Booking for EXT Staff Web room booking user testing Frequent users 19 March 2014 Implementation Enterprise Foundation April 2014 Implementation Draft timetable view 17 May 2014 Implementation Web Room Booking upgrade Late July 2014 Information Sessions - Exam Scheduler and data collection Training Exam Scheduler and data collection for Schools and EXT Staff Implementation Exam Scheduler and data collection upgrade
6 Deadlines This data collection period: Friday, 7 March 2014 Course Convenor deadline for Course Timetabling Requirements forms with Labs. Friday, 14 March 2014 Course Convenor deadline for all other Course Timetabling Requirements. Friday, 21 March 2014 Technical staff deadline for lab timetables.
7 New Laboratory Timetabling Procedures With the introduction of online data collection there are now new laboratory timetabling procedures:» Griffith Portal > Class timetabling > Class timetabling administration
8 New Laboratory Timetabling Procedures cont d In the past:» Exams and Timetabling created a spreadsheet of the past Lab Timetable for you to work from» You received paper copies of the Course Timetabling Requirements forms» Used these to review, fine tune and reconstruct your historical Lab Timetable spreadsheet» Sent this Lab Timetable spreadsheet through to SAO (and EXT).
9 New Laboratory Timetabling Procedures cont d Now:» You will be able to download the historical timetabling data yourself via the Griffith Portal Griffith Portal > Learning and teaching > Class timetabling > Class timetabling reporting > Other useful reports > Class by Size and Status» You will have access to run reports to monitor the progress of the online data collection process Griffith Portal > Learning and teaching > Class timetabling > Class timetabling reporting > Data collection progress > CTR progress» You can also run reports to see a summary view of all submitted CTR Forms Griffith Portal > Learning and teaching > Class timetabling > Class timetabling reporting > Data summary view > CTR Summary
10 New Laboratory Timetabling Procedures cont d Download the historical report (Class by Size and Status) to an Excel Spreadsheet to use as the base for your Lab Timetable for the current data collection period. Use the reports and queries to review, fine tune and reconstruct this Lab Timetable spreadsheet. As is current practice - you will often find that a few changes are needed and/or some new courses have been added you will continue to confirmed these details with the Course Convenor. Again, as is current practice - If the new CTR request is significantly different to the historical lab data we recommend that, as usual, you get together with the Course Convenor to discuss the requirements and negotiate lab space, times and the level of support available.
11 New Laboratory Timetabling Procedures cont d Once all course requirements have been evaluated, ensure that the Lab Timetable spreadsheets are updated and finalised. the spreadsheets to the SAO (cc to relevant Class Timetabling Officer) by the specified deadline (Friday of Week 3) As the spreadsheets are received from technical staff, Class Timetabling Officers enter the information into Syllabus Plus and will contact the technical staff for clarification if any difficulties arise. Once the Lab timetable is complete, a draft timetable will be displayed online to Schools/Departments (including technical staff) for feedback as needed.
12 Further Information and Support Do not hesitate to contact your Class Timetabling Officer for support or clarification. Project Website:»
13 Thank You
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