1. Common Timetabling Platform Rebecca Warren – Project Manager Kate Steele – School Administrator, Economics, Finance & Management Sophy Sidnell – Timetabling Implementation Officer

2. Agenda Project Overview Timetabler’s Overview System Tour Plans For 08/09 Questions and Answers

3. What are we doing? A three year project to create LOCALLY controlled electronic timetabling and room booking Enabling current staff with the expertise in a Department/School/Faculty to more effectively meet LOCAL needs using electronic timetabling Using Syllabus Plus Enterprise Suite Project signed off by UPARC and committed to by your Dean

4. Key Milestones 2007/08 All teaching space bookings recorded on the system – web views available 2008/09 Pilot departments using full student timetabling on Enterprise Others timetabling with staff and student sets Staff online and Calendar timetables by end 2009 2009/10 All departments using full student timetabling Online personalised timetables available to students by end 2010 Integration with other systems (e.g. Portal)

5. What are we NOT doing? The project will NOT centralise timetabling! Nor will it change control of space Or change things for the sake of it

6. Who are we? Project Manager (Rebecca Warren) Project Assistant (Mo Morris) Timetabling Implementation Officer (Sophy Sidnell) Business Analyst (Caroline Griffin) Standards Group Leads – Kate Steele, Chris Willmore http://www.bristol.ac.uk/timetabling

8. Why are we doing it? To provide online staff and student timetables and integration with other systems To improve staff satisfaction with the timetabling process, making it easier for timetablers to accommodate teaching staff and students’ individual requirements To gain a better understanding of space usage and inform future capital and recurrent spend on teaching space To provide better disaster recovery for teaching space

9. A timetabler’s perspective how to throw away the paper and pens and still stay sane Kate Steele School of Economics, Finance and Management

10. EFM timetabling over the years the olden days: a month in Cornwall 1999 – 2004 paper, pens, post-it notes 2005-06 implemented Syllabus Plus (S+) – rooms and staff only 2006-07 – added students 2007-08 – students’ timetables on web 2008-09 – staff timetables on web

11. Committed resources 1 x senior administrator 1 x IT officer 2 days’ Scientia training course support & knowledge from other Depts 1 x day’s dedicated consultancy from Scientia Scientia help-desk support

12. Planning, planning, planning

13. Teaching plans WHO teaches what? – teaching loads WHEN are they available – constraints WHAT do they like? - preferences HOW do they teach? - patterns WHEN do they teach? - timings

15. Benefits: Academics, Administrators, Students single, comprehensive information system detailed, accurate information desktop availability to all admin staff online timetables for staff, students easy to see possible alternative slots easy to change student options dispenses with indispensibility

16. feeds Blackboard and new Student Feedback System guaranteed 2 research days for academics easy to accommodate special constraints academics can get live class lists easy to export information e.g. for Faculty room requests; analysis; etc better use of rooms (alternative slots) roll-over year on year direct imports from SiTS, datahub

17. So if it’s that brilliant why hasn’t everyone done it? requires cultural shift initial set-up is resource-intensive and painful complex and demanding system all consuming activity requires last minute leap of faith

18. Scientia Enterprise Suite Sophy Sidnell Timetabling Implementation Officer

19. Enterprise Foundation Suite Scientia Database Enterprise Reference Data Manager Enterprise Course Planner Enterprise Timetabler Syllabus Plus

20. Enterprise Course Planner

21. Enterprise Timetabler

22. Reference Data Manager

23. What will you need to do? Now – ensure that your unit and programme information has been returned, check the timetablers’ list and start thinking about your individual circumstances January – follow up on staff availability information March/April – 2-day training course for all timetablers May – Central room requests via the system June onwards – timetabling using the system

24. Any questions? (and answers)