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SCHEDULING SOFTWARE
TOWN HALL MEETINGOffice of the Registrar
October 18, 2019
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AGENDA
I. Introductions
II. Current Scheduling Challenges
III. Requirements for New Scheduling Software
IV. Project Timeline
V. Questions
VI. Feedback from Scheduling Community
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CURRENT SCHEDULING CHALLENGES
PROBLEMS WITH AD ASTRA
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CURRENT SCHEDULING CHALLENGES
PROBLEMS WITH AD ASTRA
• Performance Issues and data base size constraints
• Not built for an institution the size of UConn
• Performance bottlenecks during busy periods
• Loss of key functionality
• Breakdown of customer support from company
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CURRENT SCHEDULING CHALLENGES
DATA COLLECTION
• Proof process labor intensive and slow
• No data entry guidelines for departments
• Lack of transparency
• Custom reporting not possible
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CURRENT SCHEDULING CHALLENGES
CLASSROOM UTILIZATION
• Can’t provide feedback to departments about efficiency of
classroom utilization
• Can’t meaningfully account for faculty and student preferences
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CURRENT SCHEDULING CHALLENGES
FINAL EXAMS
• Existing process largely manual
• Lack tools to minimize student conflicts/bunched finals
• Astra constraints
• Frequently crashes
• Unforgiving of small user errors
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CURRENT SCHEDULING CHALLENGES
EVENTS
• Can’t support events with many meetings
• Event scheduling process inefficient
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CURRENT SCHEDULING CHALLENGES
TECHNICAL
• Insufficient data structure
• Lack of data management tools
• Limitation of user maintenance and security
• Inefficient and outdated integration methods
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REQUIREMENTS FOR SCHEDULING SOFTWARE
DATA COLLECTION
• Electronic entry form available to departments
• Real-time feedback about standard meeting pattern and
spread
• Provide tools to assist departments in building schedule
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REQUIREMENTS FOR SCHEDULING SOFTWARE
CLASSROOM SCHEDULING
• More stable environment
• Ability to handle larger volume
• More robust optimization tools
• Maintenance of historical data
• More sophisticated reporting capabilities
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REQUIREMENTS FOR SCHEDULING SOFTWARE
FINAL EXAMS
• Minimize student/faculty conflicts
• Sophisticated optimization tool
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REQUIREMENTS FOR SCHEDULING SOFTWARE
EVENT SCHEDULING
• Electronic request form with workflow
• More robust security model that allows more granular access
• Better coordination with academic schedule
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REQUIREMENTS FOR SCHEDULING SOFTWARE
TECHNICAL
• Ability to leverage active directory to maintain users
• More robust security model
• Provides database management tools
• Leverages current integration methods
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REQUIREMENTS FOR SCHEDULING SOFTWARE
POSSIBILITIES
• Course forecasting tools
• Custom data dashboards
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INITIAL PROJECT TIMELINE
Feb. 1, 2020: Open RFP
May 1, 2020: Vendor of
Interest Selected
Aug. 1, 2020: Contract Signed
Feb. 1, 2021: Implementation
and Training
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RESOURCES
REGISTRAR.UCONN.EDU
• Link to recording of meeting
• Feedback form
• Copy of presentation
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WE WANT TO HEAR FROM YOU
NEEDS AND WANTS
• Reporting and Data
• Security/Technical
• Academic Schedule Data Input
• Events
• Final Exams
• Other/misc.