TT Unit Ops Group

In Nebraska, DD providers are in need of a 30% rate increase to overcome financial losses and lack of state support. Financial data comparisons and state spending trends highlight the urgency for increased rates to maintain service levels.

• Nebraska
• DD providers
• Financial crisis
• Rate increase
• State support

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1. TT Unit Ops Group 23rd January 2015 LT1, 7 Bristo Square

2. Agenda 1. Action Points from previous meeting 2. 15/16 location allocation timeline and deadlines 3. 15/16 timetabling: Template management Activity variants Personal TT update BI Explorer report update 4. Week numbering/labelling in Enterprise 5. Centralisation of services: TT data management Location management 6. Future of Student Timetabling project proposal update 7. TT Unit website updates 8. AOB

3. 1. Action Points from 1st July 2014 meeting ACTION POINT OWNER UPDATE To further simplify the Course Timetable Browser disclaimer TT Unit Ongoing To link 13/14 data to the BI Suite so that class list reporting can be tested IS Completed To investigate the random allocation of academic names when scheduling a course TT Unit TT Unit will feed back at meeting

4. 2. 15/16 location allocation timeline and deadlines Schools to check location allocations (early-July to end of August) Template Workshops (February) Aug 15 Nov 14 Dec 14 Jan 15 Feb 15 Mar 15 Apr 15 May 15 Jun 15 Jul 15 Oct 2014 Sep 2015 Nov 14 14 Oct, 2014 Snapshot of 14/15 For Roll Forward and issue opt out notice 3 Nov, 2014 Roll Forward Opt Out Deadline 4 Feb, 2015 Official Launch Date 29 May, 2015 Submit Centrally-allocated Location requests 15 Jun, 2015 Start Student Allocation 6 Jul, 2015 Centrally-Allocated Location Allocation Launch of 1516 SDB

5. 3. 15/16 Timetabling Area Update Template Management TT Unit will hold workshops during Feb/March Activity Variants TT Unit is reviewing the use of variants Personal Timetables SA conducted on a daily basis Jan 2015 - 22,280 students with partial timetables Aug 2014 20, 957

6. 4. Week numbering/labelling in Enterprise A request was received in October from a School as to whether the Web Timetables could be changed to show the week dates rather than the semester week numbers. Samples of current view - This may be possible but would only show up as week commencing Is there (could there be) a wider demand for this kind of change in other Schools or is this something that can remain as is?

7. 5. Centralisation of Services

8. Timetabling Process

9. School Review Outcome 18 16 14 12 10 Primary Tier 1 8 Tier 2 6 4 2 0 Timetabling Data Location Allocation Student Allocation

10. Management of Gen Teach Space Centralised management from 15/16: Central Area King s Buildings Holyrood 466k capital funding to upgrade AV kit in identified rooms Bookings to be managed by TT Unit priority system in operation for Schools

11. Proposed Enhanced Service TT Unit/LTSTS Service Benefit Service level Ensures quality and consistency of key data Ensures provision of accurate student personalised timetables Removal of requirement for Enterprise expertise at School level Ability to re-direct resource to other tasks Longer lead time for Schools to confirm requirements Commitment of all timetabling requirements to Enterprise Core Reduced requirement for Enterprise management at School level Efficient, single-point-of-contact booking service School teaching space priority allocation system Longer lead time for Schools to confirm requirements Centralised booking management of general teaching space Core TT Unit can manage specialist (i.e. labs, workshops etc) on behalf of Schools Reduced requirement for Enterprise management at School level Ability to re-direct resource to other tasks Centralised booking service for specialist space Optional

12. Proposed Enhanced Service cont TT Unit/LTSTS Service Central support for general teaching space Benefit Service level Centrally supplied and support AV equipment Consistent standard of equipment provision Centrally managed fabric and furniture upgrade and maintenance TT Unit service option for any/all random student allocation models Reduced requirement for Enterprise management at School level Ability to re-direct resource to other tasks Safely introduce new courses to timetable Modelling to re-shape programme offerings Offline modelling exercises to inform timetabling flexibility Make full use of TT Unit expertise Core Central support for student timetable allocation Optional Timetable modelling service for Schools Core

13. Enhanced Service Funding Business case submitted to Colleges Jan 2015 Request for additional funding to transfer timetabling/booking operations to TT Unit from 15/16 financial year Funding equivalent to 0.4 FTE at Grade 4 per School Delivers full range of enhanced service proposal

14. 6. Future of Student Timetabling Project Update

15. Key updates New project proposal to deliver: Full, comprehensive personalised timetable service To be delivered by online student self-sign-up system Provision of calendar service: Office365 or iCal Presented to Knowledge Strategy Committee (KSC) on 23/01/15

16. Proposed Project Timescale Project implementation Timescale Project start Aug 15 Centralisation of timetable data management Aug 15 Mar 16 Options appraisal: Calendar service Aug 15 Nov 15 Options appraisal: Enhanced allocation system Aug 15 Mar 16 Initial implementation: Calendar service Dec 15 Feb 16 Pilot scheme: Calendar service Mar 16 May 16 Calendar post-pilot evaluation and enhancement Jun 16 Aug 16 Initial implementation: Enhanced allocation system Oct 16 Apr 17 Live implementation: Calendar Service Nov 16 Pilot scheme: Enhanced allocation system Nov 17 Mar 18 Enhanced allocation system post-pilot evaluation and enhancement May 18 Jul 18 Training for staff allocation only May 18 Jul 18 Live implementation: Enhanced allocation system Jul 18 Project close Oct 18

17. Key project pre-requisites Sponsor funding: circa 250k Centralisation of timetable data management

18. 1415 Main Allocation Process Lessons Learnt (sample) PART OF OPERATION AREA LESSON LEARNT (including any planned improvements for 1516 where possible) Need to check as thoroughly as possible that the correct module instance has been interacted with (re correct academic year) future-proofs SA process Data Preparation Module instance Consistency of process/instructions In-house documentation existed but this has now been amalgamated into one document that all in the TTU will need to use as guidance Location allocation Contingency planning Last year s 1-person post-MAP allocation system is being replaced by team of 3 TTU members whittling down remaining teaching activities Modelling to maximise space As more space is removed from our pool of locations we will need to conduct more modelling exercises to anticipate impact/problems Student Allocation Template awareness and understanding Continue to work closely with Schools through Template Workshops and Data Collection Workshops to improve quality of data (esp. for SA purposes) SPDA management reverting to UEF When the SPDAs stop working, our manual back-up process will be activated sooner, allowing manual catching-up to be completed more speedily Miscellaneous SDB management All users benefit from a planned refresh of the database and August will continue to be the time this is done in prep for Semester 1

19. Any other business?