MOVING FROM SPREADSHEETS TO AN ONLINE ACADEMIC SCHEDULE BUILD PROCESS
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1 MOVING FROM SPREADSHEETS TO AN ONLINE ACADEMIC SCHEDULE BUILD PROCESS Michael Lamb EMS Software Implementation Consultant October 27, 2015
2 Collecting Course Changes Many schools use a variety of methods for collecting course changes: Paper spreadsheets Electronic spreadsheets Phone calls Word of mouth 2
3 Collecting Course Changes How do you track all of these changes? Collecting paper, having to store it, file it, retrieve it Looking through multiple s to find the correct/most up to date information Writing down information and filing correctly 3
4 Collecting Course Changes In addition, you also have to try to decode what people mean, especially if you re collecting paper documents (or, even worse, what that note you jotted down while doing five other things means) 4
5 Collecting Course Changes In other words: 5
6 You ve made your point; how can EMS help? Using EMS, you can utilize the Campus Planning Interface to give your customers an easy to use web interface where they can look at their courses, make changes, and give you the opportunity to easily collect and read the changes they make. No more having to read chicken scratch, or figure out what exactly changed on the spreadsheet you run a report in EMS and can quickly focus on just the changes. 6
7 Wow, that sounds amazing! I can t wait to start! Great! A few things to keep in mind when you start planning on using EMS to help you collect course changes: 7
8 Collecting course changes through EMS is intended to be done in waves/phases. What we mean by this is that you ll have a period of time where the schedule is open for changes. Once the deadline is reached, access to make course changes is shut down, and you then input all the course changes that were collected during this period. If a user needs to make a changes while they re locked out, you ll need to decide how to handle that. Best practice: inform users they ll need to hold onto changes until the next period of changes is open. 8
9 Change is hard. Having people use the CPI to collect course changes will give you overall benefits, but be aware that you re likely going to face some resistance. Work with your users to make sure they re prepared and practiced for using the tool. Also make sure you re comfortable with the tools you re having them use; you want to be confident when you show users how to use the new system. 9
10 Keeping those things in mind, let s begin. 1. Who are your users? 1. Are they department administrators, chairs, deans, or who? 2. What subjects will they be needing access to? 2. What s the timeline for your term? How many rounds of changes will you be doing, and how long will it take you to enter that information into your SIS between rounds? 3. How will you train your users? 1. Make sure you leave enough time to train your users you don t want to be throwing them into the deep end with no time to practice and a deadline fast approaching 2. On the other hand, make sure you re not doing your training five months before users will actually be using the system, as they ll likely forget most of what you showed them Don t be afraid to create some documentation or cheat sheets for your users to refer to when they re using the system
11 What kind of information can I collect from my users? Course Changes: you can choose to allow your users to edit: subject, course number, section number, title, estimated enrollment, instructor, and credit hours. Course Date (Meeting Pattern changes): you can choose to allow your users to edit: start/end dates, start/end times, days of the week, course type. You can also allow your users to add new courses/sections, as well as cancel courses. 11
12 Alright, I m letting my users submit course changes online, but how do I get the data? Once the deadline for changes is reached, you ll need to turn off access to the CPI for your users. Then, you ll need to run the Course Changes report. This report will give you a listing of all the changes that your users made through the CPI. Use this report to enter the changes submitted to you into your SIS. 12
13 You are still the gatekeeper of data if someone has entered something strange through the CPI, you do not have to put it into your SIS. After you have finished inputting the changes, you ll be ready to re-sync EMS with your updated SIS. Re-sync the term (only AFTER you are SURE you ve entered all the course changes), and EMS will pull in the new data. You may get a Missed SIS Changes report; if you do, SAVE A COPY. These are changes that EMS detected were made in EMS but not inputted into the SIS. Keep in mind that some of these missed changes may simply be differences in how the course was inputted into the CPI ( ENG 1XX ) versus how it was inputted into the SIS ( ENG 101 ). 13
14 MOVING FROM SPREADSHEETS TO AN ONLINE ACADEMIC SCHEDULE BUILD PROCESS Michael Lamb EMS Software Implementation Consultant Don t forget! Complete the session feedback survey in the EMS Live! 2015 mobile app to increase your prize winning chances!
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