TimetableUser Group Meeting

Thursday 9 April 2015

AGENDA• 2015 Timetable• Timetable Project Review• Timetabling Services Team• 2016 Timetable Key Dates• 2016 Availabilities• 2016 Data Roll• 2016 Timetable Data Collector• 2016 Clash free pathways• Web Room Booking• Website

2015 Timetable• Currently 16500+ activities scheduled• Outstanding Data - Teaching Staff:

– not able to determine alternative timeslots if not associated with class

– staff unable to use Timetable Viewer to see personal timetable

• Requesting Changes– specify the impact to students– monitoring class registrations– allocated space is size appropriate

Timetable Project Review• Thank you for the feedback• Report currently being written• Report due 17 April 2015• Include recommendations for 2016

onwards • Implementation plan for recommendations• Communicate to User Group and wider

community

Timetabling Services Team

Cheryl EdwardsManager, Timetabling

Cheryl EdwardsManager, Timetabling

Leesa MarkTimetabling Officer

Leesa MarkTimetabling Officer

New Team MemberTimetabling OfficerNew Team MemberTimetabling Officer

Tracy NichollsSenior Timetabling

Officer

Tracy NichollsSenior Timetabling

Officer

Julie TonkinRoom Booking

Assistant

Located:Room 101, Registry

Timetabling Services TeamCheryl EdwardsManager, Timetabling

Tracy NichollsSenior Timetabling Officer Schools: Medicine / Education / Humanities / Biological Sciences

Leesa MarkTimetabling OfficerSchools: Health Sciences / Social & Policy Studies / International Studies / Computer Sci, Eng & Maths / Psychology / Transition Office

New Team MemberTimetabling OfficerSchools: Nursing & Midwifery / Environment / Chemical & Physical Sciences / Business / Law

Timetabling Services Team

• Satya Webster and Marianne Treffers will continue to work with the Team– Integration functionality– Two datasets– Testing– Reports development

2016 Timetable Key Dates Date Task1 May 2015 Availabilities – what needs to roll for 2016

31 May 2015 Availabilities – Faculty to update Student Two

15 June 2015 Availabilities – Student Two Roll

1 July 2015 Availabilities and Activities – Import to Syllabus Plus

13 July 2015 Timetable Data Collector Opens

24 Aug 2015 Timetable Data Collector Closes

24 Aug 2015 Staff Unavailability Process commences

11 Sept 2015 Staff Unavailability Forms due

1 Oct 2015 Scheduling Commences

12 Oct 2015 Draft Timetable Released

10 Nov 2015 Timetable Published

2016 Availabilities• 2015 Availability List

– Student Two run reports

• Identify which availabilities need to roll– Core Topics– Electives – is it being offered– Non-Standard Semesters– Do not roll if not required

• Contact Hours – are they correct?– Paperwork submitted early– Resource data– Frequency

2016 Availabilities

2016 Availabilities

2016 Data Roll• What information will roll

– Topic• Availabilities

– Activity (e.g. Lecture, Tutorial)• Resources

– Programmes of Study• Topics associated with the course

– Pathways• Topic combinations for clash free timetables

– Location• Attributes

– Staff

2016 Data Roll

• Activity Resources– Room Type– AV– Other

• Resources provided for the 2015 Timetable will be rolled against the matching 2016 Availability per corresponding Activity (e.g. Lecture)

2016 Data Roll• What will not roll

– Classes • Individual Classes will not be rolled• Extra resources added at class level

• Will create classes during the Timetable Data Collector Phase– Classes will inherit the resources applied at

the activity level– Will need to create classes

2016 Data Roll

• Activities with fixed day and time– Field Placements – Clinical Placements– Excursions

Resources applied at the Activity level will be inherited when class is created and this will be visible in the Timetable Data Collector

2016 Timetable Data Collector• Will only be open once• New and updated REPORTS available• Check the Activity Resource data• Enter planned enrolments numbers• Add new resource data for new Avails• Enter class sizes• Create Classes• Create Jointly Taught Classes

Clash Free Pathways• Review of the Programmes of Study and

associated Pathways• Course Rule changes

– Important to communicate to Timetabling Services– Review implications for transitioning students

• Identify additional pathways• Cannot accommodate pathways for all

combinations of topics in particular PG options

• Ongoing work between May - August

Web Room Booking• Over 6000 bookings to date• Room Booking Assistant

– Provide support to users– Liaise with Buildings and Property– Manage space bookings (e.g. Courtyards)– Room Data Information– Outlook – resource calendars

• 2016 WRB system will be available early December 2015

Web Room Booking• Hints and Tips

– Virtual Spaces – book• Combined space OR• The individual spaces that make up the combined

space– Capacity ratio is 200% (e.g. will show

locations up to a maximum capacity of 60 for an activity of 20)

– Click on View filtered rooms

Web Room Booking• Use the Timetable viewer if you know the

room and time to check availability• Use WRB is you are flexible about location• Room list on Website for further details• Edit booking – contact Room Booking

Assistant• Delete Bookings – click on ‘my bookings’• Know your room select capacity and building

only

Website• www.flinders.edu.au/timetabling-

services/timetabling-services_home.cfm• Timetable Project Webpages – live for a

few more months• Room Information Pages – search via:

– Campus– Building– Room attributes– Photos (will be added)

TimetableTeam School Division

Leesa Mark Tracy NichollsHealth SciencesSocial and Policy StudiesInternational StudiesComputer Sci, Eng & MathsPsychologyTransition Office

MedicineEducationHumanitiesBiological Sciences

To be confirmed Buildings & PropertyNursing & MidwiferyEnvironmentChemical & Physical SciencesBusinessLaw

Web Room BookingOutlook Bookings

Timetable Team• Manager, Timetabling – Cheryl Edwards

Cheryl.edwards@flinders.edu.au / 08 7221 8296• Senior Timetabling Officer – Tracy Nicholls

Tracy.nicholls@flinders.edu.au / 08 7221 8330• Timetabling Officer – Leesa Mark

Leesa.mark@flinders.edu.au / 08 7221 8331• Timetabling Officer – to be confirmed

• Buildings & Property ( WRB & Outlook) – Julie Tonkinwebroombookings@flinders.edu.au / 08 7221 8333

Timetable Queries and Changes email to:Timetabling.Services@flinders.edu.au