course scheduling at bsu starting september 2013 revised september 2014 – overview of our current...
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COURSE SCHEDULING
AT BSU
STARTING SEPTEMBER 2013
Revised September 2014 – Overview of our Current Scheduling Process
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Course Scheduling at BSUHistorical Overview
Challenges of Prior BSU Scheduling Process (in place for years) – as determined at a Business Process Analysis attended by Deans, Chairs, Administrative Assistants, Registrar’s Office, Provost’s Office and Information Technology in January 2013:
• Too Many Drafts, too many “Touches” of all Course Section Data, and too much Room for Error
• Culture of “Bad Data” Submitted up Front Followed by Constant Changes
• Culture of Missed Deadlines
• Lack of Software to Support Scheduling Process
• Elongated Process, in large part due to Manual Data Entry of ALL Course Sections each Semester
• Never Enough Time and/or “Frozen” State of Data to Schedule Classrooms Prior to Advising or Registration
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Course Scheduling at BSUHistorical Overview – 2001 to 2012 Serious Classroom Shortage – Ongoing since late
1990s
Fall 2001 Fall 2012 % Increase
Total Headcount 9,038 11,417 26.3%
FTE (full-time equivalents) 6,518 9,200 41.2%
General Purpose Classrooms (GPC) 73 108 47.9%
Number of Course Sections Requiring a GPC * Not available Not available Not available
* Additional Recent Factors: smaller class sizes and increased numbers of sections with the Core Curriculum (2006), new programs with
new course requirements, and many more 1 credit and 4 credit courses.
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Course Scheduling at BSUHistorical Overview
“Peak” Class Time Periods (Where Course Section Demand Exceeds Classroom Inventory) Continue to Increase
• “Peak” Time Periods have increased from 7 standard day time blocks in 2001 to ALL daytime periods except 8:00am and Friday afternoon
• Even late afternoon and early evening time periods are increasingly tight
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Course Scheduling at BSU Historical Overview
Rules to Assist in Managing General Purpose Classroom Space
at the Front End of the Process for Fall and Spring (for now . . . ): 2000-2010
10% Rule . . . which over time became the 8% Rule due to increased sections
Maximum % of a department’s total daytime general-purpose-classroom sections which could be scheduled in any one “peak” time period 2010-Present
Vernon Number
Fixed number of sections allotted up front to each department per “peak” time period for their general-purpose-classroom sections; calculated by Registrar’s Office based on a proportional assessment of last year’s “like semester” data and number of available classrooms.
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EMS – Campus Planning Interface
Scheduling Tool – Software Features *
• Robust Classroom/Space Scheduling Software, Integrated with Banner
• A Scheduling “Work Space” Permits the Rolling of Standard Course Sections in Banner from Like Term to Like Term
• Drop-Down Menus for Data Entry of Faculty Names and Standard Time Blocks – for validation and ease of use
• Classroom Preferences can be Requested Up Front
• Shared View of all Course Section Data – For Deans, Chairs, Administrative Assistants, Specialized Departments and Registrar’s Office During Final Schedule Editing and Post-Publication
* Many of these Features were requested by Chairs at a Provost-Led Focus Group on Scheduling Issues in 2012.
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Additional Benefits of New Process
• 1x Submission to the Registrar’s Office – elimination of drafts between offices results in fewer changes and less room for error
• Before Advising and Registration Begin, enforced deadlines and more time permit:o Preliminary Classroom Schedulingo Timely Data to Dean’s on “Roomless” Sections
• Classroom Utilization and Availability can easily be viewed
• Summer Course Sections can now be published early with Registration in March
• Departments that follow similar schedules from year to year, and utilize standard semester and quarter start/ end dates and standard time blocks, will benefit the most from this tool
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Ongoing Scheduling Roles of Deans, Chairs, and Administrative Assistants – Standardized across
Departments and Colleges
00293024
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Annual Cycle – Fall, Spring, SummerPreplanning and Final Schedule Edit Cycles per Semester
are known up front
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Final Course Schedule 7 Week CycleFor Departments That Preplan their Schedule, a 5-Week period
of Final Edits has proven to be more than enough
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Biggest Risk Factors. . . Continuation of “Bad Habits”
• “Non-Clean” Data Up Front
• Not Enough Schedule “Preplanning”
• Non-Compliance with Deadlines
• Non-Compliance with Scheduling Standards, including the Vernon Number of Allotted Sections per Peak Time Period
• Non-Stop Day and Time Changes Post Publication
For all of these, we need your help!
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EMS-CPI – Overview of Software
Event Management Software - Campus Planning Interface
Scheduling solution that facilitates online collaboration between the Deans, Academic Departments, Specialized Departments, and Registrar’s Office
• Web-Based Access
• Search and Sort Capabilities
• Room Preferences Can Easily be Designated Up Front
• Available Room Search Feature
• Reporting Capabilities
• Direct Tie into the Classroom Scheduling Software
• Integrates (somewhat) with Banner
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Schedule Process Flow• Standard ‘like-term’ course sections
are rolled in Banner (Spring to Spring, Fall to Fall, Summer to Summer)
• Banner sections are ‘synced’ into EMS-CPI
• Final Schedule Editing Opens to Academic Departments
• Academic Departments edit/add course sections in EMS-CPI
• Editing closes in EMS-CPI
• Final schedule is moved from EMS-CPI to Banner with home-grown batch processes
• Data is cleaned up in Banner and non-standard courses sections are hand entered/built
• Classrooms are scheduled
• Course sections are published prior to advising and registration
Banner
Department Registrar
EMS-CPI
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Accessing EMS-CPIWeb based interface -
Once authorization form has been approved and processed, you may access EMP-CPI through any standard internet browser (ex. Internet Explorer or Firefox).
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Viewing a Schedule in EMS-CPI
Academic Browser – Best place to see lists of course sections and download data to Excel using “Export”
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Report Availability in EMS-CPI
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Report Availability in EMS-CPICourse Change Report – Shows Edits in Red
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Report Availability in EMS-CPICourse Preferences – Shows Room Preferences requested during
the Final Schedule Edit Phase
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Report AvailabilityInstructor Back to Back – Highlights Potential Instructor Time Conflicts
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Requesting Room Preferences in EMS-CPIAn easy step up front as part of the Final Schedule Editing Process
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Classrooms May Even be Viewed in EMS-CPI
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The Academic BookGraphical View by Instructor for Current and Past Semesters
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The Academic Book. . . . Or by Room
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Managing User Options
EMS-CPI Password can easily be changed
• Enter current password• Enter new password• Confirm password and Save
Forgot your password? Contact [email protected].
Changing Your EMS-CPI Password
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Course Scheduling “Central”Via Academic Affair Website – All scheduling needs in one location,
including the link to EMS-CPI