Timetabling
People
Classes
Space
Time
1
A University-wide Timetabling Solution
Presentation to the
Academic Services Committee
Student Systems and Publications Office
12 October 2004
Timetabling
People
Classes
Space
Time
Presentation Approach

To present the initial case for establishing a University-wide
timetabling solution and service for 2006


To summarise investigations to date

To list key business and technical challenges, issues,
stakeholders and obstacles

To obtain ASC support for timetabling as a ‘priority’ focus
item for 2004-5
To describe the ‘way forward’, including the proposed scope
and approach to developing a University-wide timetable
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Timetabling
People
Classes
Space
Time
Primary Timetabling Objective
To introduce a University-wide timetabling solution, fully
integrated with other academic administration systems and
services, in order to:

Plan and manage resources, including teaching space, more
effectively

Provide the information the University requires to make informed
decisions about future teaching and space needs, on existing and
planned campuses

Improve the quality of the student experience by publishing a
timetable that meets their expectations

Schedule classes at times and in teaching spaces that meet the
needs of students and academic staff

Provide the tools administrators need to perform their duties as
timetabling managers
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Timetabling
People
Classes
Space
Time
The Business Need - 1

The current uncoordinated arrangements provide no ability for the
University to best manage its space and optimize its teaching
timetable for the benefit of the students and staff.

Teaching space is not used efficiently due to hoarding, phantom
bookings, poor match to class size and time slots skewed to peak
times on Monday to Thursday.

Hundreds of courses are “offered” but do not result in any
enrolments, leading to an inaccurate view of what is genuinely
available.

Interdependencies between course offerings make it almost
impossible to adjust the timetable incrementally to improve space
utilisation or introduce new course combinations.

Many approved course combinations are impossible to take due to
timetable clashes – a particular problem for combined degree
programs.

Recording class offerings and teaching space on NSS is incomplete,
limiting efforts to gain a comprehensive view of the teaching profile.
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Timetabling
People
Classes
Space
Time
The Business Need - 2

Parts of the timetable are locked in a 1970s time-warp – some
courses have been offered in the same patterns for 30 years, despite
enrolment fluctuations and other changes.



There is low effective utilisation of physical resources and time.

The CATS-2 system (absolute priority bookings for rooms closely
associated with schools) exacerbates scheduling problems.

There is a need for a wider range of learning spaces and facilities, yet
there is no apparent drop in demand for conventional rooms.

UNSW has seen a significant take-up in eLearning, yet this too has
not led to a drop in demand for face-to-face teaching.

The introduction of space charging in the UNSW budget model will
lead to an increased focus on teaching space allocation and planning.
Poor choices for students, especially in combined programs.
The teaching space limit has now been reached. The removal of the
Heffron theatres from the CATS inventory squeezes the last drop
from the safety margin.
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Timetabling
People
Classes
Space
Time
‘Academic Administration’ Systems and Services
6
Results
History
Configuration
maintained
by Schools
Program
Rules
Academic
Advising
Students,
Advisers
Course
Catalogue
Online
Handbook
All users
Enrolment
Requirements
Equivalent
Courses
WebCTVista
Students, Staff
Class
Schedule
myUNSW
Reserve
Capacities
Enrolment
Quotas
Meeting
Times
Students,
Staff (proposed)
Existing functionality
Potential functionality
Timetabling
Syllabus
Plus
Timetabling
People
Classes
Space
Time
Timetabling – Room Utilisation 9am-6pm
% of time room is booked
7
Large theatre frequency
Large theatre occupancy
Medium theatre frequency
Medium theatre occupancy
100%
90%
80%
70%
60%
50%
40%
30%
20%
10%
0%
% of seats
occupied
when in use
Source:
Mon
Tue
Wed
Thu
Fri
CATS
bookings,
S1 2003
Large: 180-500 seats (excl. Clancy, NSG, Ritchie, Sci; 16 theatres)
Medium: 100-168 seats (22 theatres)
Timetabling
People
Classes
Space
Time
Issue 1 - Space Utilisation
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Status: poor (see chart)
Effects: unavailability of theatres; intractable timetable clashes;
new courses banished to outlying times
Causes: skewed time distribution; historical precedence;
convenience bookings; CATS-2 system and unused bookings
If central timetabling occurs…
If there is no change…
• All courses (including new
ones) are considered on an
equitable basis
• Increasing cases of unfulfilled
booking requests
• No justification for CATS-2
• Schedule based on program
rules and genuine facility
characteristic requirements
• Some new programs may not
be able to be timetabled (and
may have to be withdrawn)
• New buildings required to
satisfy peak demand
Timetabling
People
Classes
Space
Time
Issue 2 - Planning Capability
Status: non-existent (for example, Heffron theatre removal
analysis was ad hoc and changes effected manually)
Effects: impossible to respond effectively to any significant change
Causes: no central timetabling solution, unique among Australian
universities
Central timetabling can embrace…
If there is no central timetabling…
• Changes to program rules and
course offerings
• Effects of all changes must be
discovered through trial and
error, or just ignored (and
inequities perpetuated)
• Changes to teaching practices
that impact facility usage
• Changes to facility inventory and
characteristics, including
upgraded services
• Alternative scenarios without
commitment
• No effective planning can occur
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Timetabling
People
Classes
Space
Time
Issue 3 – System Integration
Status: poor integration of timetabling, resource management, and
student enrolment and advising services
Effects: multiple processes are required to finalise an individual
timetable (up to 2½ months); no connection between program
rules and enrolment; eLearning needs are not recorded with
other class information; CATS bookings are independent of class
schedule
Causes: development by ‘topsy’ methodology; little commitment to
complete the missing links of timetabling and academic advising
Integration can achieve…
If there is no reform…
• Program rulesets driving both
the timetable and academic
advising reports
• Increasing student
dissatisfaction with inconsistent
procedures
• A timetable coupled to CATS
booking processes
• Additional staff load, continued
duplication of effort
• Class schedule modified to
accept scheduling parameters
and eLearning requirements
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Timetabling
People
Classes
Space
Time
Issue 4 – Supporting UNSW Asia
Status: no forward planning for timetabling requirements for UNSW
Asia
Effects: ineffective timetable, risk of compromising success of
venture.
Causes: UNSW slow to appreciate importance of getting
administrative services right
Early timetable planning means…
If there is no planning…
• Interfaces between NSS and S+
can be developed to suit needs
of all campuses
• Timetable construction may
have to be outsourced due to
lack of timetabling experience
within UNSW
• Staged course and program
delivery can be accommodated
by reconfiguring annually
• Move from Republic Poly to
Changi in 2008 can be smooth
• Loss of control of processes
• Missed opportunity to develop
effective procedures
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Timetabling
People
Classes
Space
Time
Issue 5 – Change Management
Status: all learning & teaching activities will be impacted in some
way
Effects: schools will lose ‘rights’ to existing resource or time
allocation; new planning roles for school admin staff
Causes: years of procrastination
If done properly…
If change is managed poorly…
• Consultation ensures that the
timetable is not a surprise (or
shock) for schools
• There may be serious objections
and misunderstandings
• Scheduling guidelines are
transparent and measures of
timetable quality negotiated
• Timetabling unit operates to
agreed principles to manage new
processes
• It will be difficult to obtain
faculty cooperation, without
which the new timetable may be
unworkable
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Timetabling
People
Classes
Space
Time
Issue 6 – Cultural Challenges
Status: no culture of central role in scheduling processes
Effects: large variation in timetabling practices across UNSW; silos,
dog-in-the-manger attitudes; suspicion about competence and
reliability of central control
Causes: lack of coordinated efforts over many years
If the culture can be changed…
If there is no culture change…
• Faculties would agree to record all
timetabled (and course-related
eLearning) activities on NSS
• Class schedule data would
remain scattered across
systems, leading to
inconsistencies and costly
interfaces
• Faculties would accurately and
completely specify genuine
teaching resource requirements
• Timetabling unit would negotiate
on any late changes or objections
to the provisional timetable
• An incomplete and ineffective
timetable would result
• CATS processes would remain
manual
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Timetabling
People
Classes
Space
Time
Timetabling – CATS/NSS correlation
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1200
NSS class matched
No NSS match
Casual
Not used (after audit)
Number of CATS Bookings
1000
800
600
Source:
CATS bookings,
S1 2004
400
200
0
COMM
ARTSC
SCI
ENG
LAW
MED
BLTEN
Timetabling
People
Classes
Space
Time
Issue 7 – Technical Challenges
Status: detailed analysis not yet undertaken
Effects: estimates of costs and benefits are approximate
Causes: UNSW slow to plan for central timetabling
Easy to moderate technical
problems…
• Preserving existing class patterns
(L2 L1 etc)
• School and cohort blackout slots
• Specifying facility requirements
• Specifying expected class size
trends
• Aggregated classes (time slot vs
actual class)
• Composite component types
(TLB = tut + lab)
Difficult technical problems…
• Capturing program rules in a
form suitable for scheduling
• Interleaved odd/even week
classes
• Preserving class structures such
as reserve caps, associations
• Implicit class linkages such as 2
tuts following lec
• Managing complex class
patterns that change over time
• Incorporating permitted clashes
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Timetabling
People
Classes
Space
Time
Scope - Proposed

All faculties, including UNSW@ADFA, other than the undergraduate

Integration of the CATS and NSS systems to provide a comprehensive
timetabling solution.

Integration for scheduling purposes, through NSS, of WebCT Vista
activities.

Business Process Reengineering - Development of new policy and
business processes to support the change in current business practices.

Change management associated with the introduction of the solution into
faculties and administrative areas.


Provision of core training to faculty and administrative staff.

Out of Scope
medical curriculum and AGSM.
Development of core competencies in timetabling software within UNSW
IT Services.


Scheduling teaching staff in the timetable.
Preference-based student allocations to classes.
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Timetabling
People
Classes
Space
Time
Approach


Business-change oriented approach


Move to centralised timetabling for 2006.

It will include an important IT dimension, especially around
developing the skills to support the Syllabus+ application and the
interfaces to NSS.
The project will be organised around the challenges of managing the
organisational, procedural, role, and cultural changes required for a
successful implementation.
Governance - Proposed


Sponsor: Professor Robert King, DVC Academic.


Project Management: Steering Committee to be established.

Engagement: Management forum for Deans, Heads of School to
be established.
Central Timetabling Unit (CTU): established on project start-up:
ensures that skills acquisition occurs early and is rolled-forward to a
Production scheduling environment; manages change program.
User engagement: User Reference Group to be established –
representation from faculties and schools, and students.
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Timetabling
People
Classes
Space
Time
Approach: 3-phase plan

Phase 1 – Establish governance and infrastructure [November
2004 – February 2005]




Establish criteria for measuring quality of a new timetable.
Establish plan for data capture (including program rules, scheduling
parameters, CATS facility characteristics).
Phase 2 – Iterative prototyping [January – May 2005]


Create trial timetables based on existing 2005 classes through to May 2005.

Establish development schedule for interfaces and modifications
Analyse results, identify shortcomings, refine for full run
September/October 2005.
Phase 3 – Production timetable schedule and support [June –
September 2005 and onwards]




BSDS modify class schedule to accept scheduling parameters

SAD/CTU manage exceptions, finalise timetable by mid-November.
SAD roll forward prototype schedule (early September)
Course authorities add/update class requirements
Class configuration exported to Syllabus+, timetable constructed, imported
to NSS with bookings to CATS (October)
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Timetabling
People
Classes
Space
Time
Benefits and Outcomes

For Students

For Schools and Faculties
 Improved choice of non-clashing classes
 A complete timetable (with locations) available earlier
 High-achieving combined-degree students able to build timetable
 Level teaching field (by removing bias towards allocation of
“desirable” timeslots based on historical precedent)
 Single entry point for class bookings
 Improved capability to plan program and course changes
 Increased time to assign staff to classes

For UNSW
 Ability to undertake resource planning
 Reduced capital and maintenance costs for teaching space as
utilisation improves
 Opportunity to move towards integrated Academic Advising
and timetabling solution
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Timetabling
People
Classes
Space
Time
Further Information

Acknowledgement



For further information and enquiries:
Robert Morrell
Assistant Registrar
Student Administration
The University of New South Wales


This presentation draws on investigations undertaken by
Student Administration and Business Systems Development
Services in 2003 and 2004.
telephone: +61 2 9385 1919
email: r.morrell@unsw.edu.au
Geoff Whale
Business Systems Development Services
& School of Computer Science & Engineering

telephone: +61 2 9385 4046
email: g.whale@unsw.edu.au
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