Review the Effectiveness of Timetabling/Register Amendment

Procedures

Maureen Patton

Timetabling is a critical function for SERC

Timetables

Registers

Student Timetable

s

Staff Timetable

s

Room and Staff

utilisation

EMA payment

s to students

Funding

Strategic planning

and Decision making

Factors which have impacted on Timetabling are:

• Enrolment numbers

• Changes to modules taught

• Induction week for full-time FE students

• One-year programmes for full-time FE

• Merging of classes to improve efficiency

• Restructuring of Skills for Work programmes

• Six-week intensive TfS Essential Skills programmes

• Changes to the Employability units taught

To meet demands, timetabling processes must be as efficient as possible

Aim, Scope and Objectives• The aim of this project is to review and assess the adequacy of

current procedures to amend timetables and registers and make recommendations for improved efficiency and effectiveness.

• The scope of this project will involve a review of how amendments to timetables and registers are communicated to the Timetabling team.

• Objectives are:

• Identify issues which affect the timely production of accurate timetables and registers

• Examine the adequacy of the information submitted to Timetabling

• Make recommendations to ensure information submitted is adequate to process the amendment

• Make recommendations to better manage the timetabling amendment process

Research and Findings

• Questionnaire to Timetablers

• Emails in staff mailboxes

• Duplication

• Incomplete information

• Build up quickly and backlogs develop

• Random review of emails

• Various formats

• Lack of understanding

• Frustration on both sides

Research and Findings

• EMA complaints

• 20 complaints relating to Register issues (64%) in 2012/13

• Unmarked Register report (at 22 October 2013)Count of Reg IDColumn Labels

2 12 23 6 124 3 10 5 4 3 1903 27 9 39 17 144 11 12 23 39 20 3414 22 9 39 18 147 11 14 26 42 18 3465 21 13 42 17 163 10 16 26 42 18 3686 21 14 50 16 171 9 16 26 40 15 3787 21 16 52 21 181 12 15 27 40 15 4008 29 28 73 37 198 14 18 46 54 26 523Grand Total 153 89 318 132 1128 70 101 179 261 115 2546

Proposed solution for reporting Timetable and Register Amendments

• Develop electronic forms to replace emails requesting amendments to timetables and registers

• Assign an area on the College intranet where all forms relevant to Curriculum set-up, timetabling can be accessed

• Include links to relevant SOPs, guidelines on completing forms

• Provide details of who to contact if assistance is required

Further development could include reports of sick cover, room bookings responses to Register Audits

Unit 5006 Conducting a Management Project – Maureen Patton

Year Default to current year School Selected by user

Department Selected by user Campus Selected by user Tutor Selected by user

Amendment to Timetable Please enter details of amendments required to the timetable here Current

Details Amended Details

To take effect from:

Reason for change

Day Start Time End Time Start week End week Tutor Room

Status:

Timetabling/ Register Amendment Form – Timetable Amendment

This form should be used to inform the Knowledge Management unit of amendments required to timetables and/or registers. Please ensure you provide clear, accurate information which will allow the amendments to be processed without delay.

Confirmation email to tutor – automatic confirmation email to tutor

Can be analysed to reduce future amendments

Attach emails/files relating to amendment Confirmation email sent to

creator

Current details pulled from QL

Ability to drill down to Reg ID or module

Mandatory fields for essential data

Forms can be centrally stored within these groups Reports written providing

info by groups

Each stage of the workflow will enable tracking

The Impact of the ProjectBenefits to the team

• Improved efficiency – quicker turnaround

• Shared workload

• Structured approach – in control

• Improved data quality -issues highlighted

• Less complaints

• Reduced stress, greater job satisfaction

• Progress monitored

• Effective control and management

Benefits to the College

• Best use of resources

• Reduced waste (time)

• Improved data quality

• Expectations achieved

• Less complaints

More proactive approach to Register management

Timetabling amendments completed for a dept or School

Check unmarked registers for this dept or School

Follow up

In addition …..

• Multi-functional roles – training ongoing

• Time Management

• Setting realistic targets -

• Planning tasks to be completed

• Scheduled meetings to set aside time without interruption

• Times allocated for drop-ins

• Support required from Curriculum

• Curriculum Planning

• Submission of accurate information

• Meeting deadlines

Potential Risks

If project does not proceed:

• Delays in availability of accurate timetabling data

• Financial – Management cannot monitor progress towards meeting FLU targets, impacting on College decisions

• Complaints – students, EMA, tutors

• Unsatisfactory audits

• Lose trained, experienced staff

Any Questions