Learning and Teaching Committee

Timetabling

This paper is an update on the timetabling project.

The Executive Management Team and Operations Sub-Committee have agreed in principle to move towards a common timetabling system for the University. To take this forward an institutional change project has been put in place with Dr Anne Mumford as Project Manager and a project board chaired by Dr Jennifer Nutkins. The board is supported by Facilities Management with Caroline Pepper acting as lead.

The project board has met and discussed the following:

The results of the visits to other HEIs and their experience of introducing central timetable and some of the lessons we can learn, particularly in getting buy-in and phasing of the implementation.
The final version of the report from SUMS (Southern Universities Management Service of which the University is a member) which reported on visits to departments at the University and documented our current processes and the processes we might implement in the future with the timetabling system. SUMS have undertaken reviews of timetabling at a number of institutions and have a lot to contribute to the discussions. Consultants will continue to be involved in advising us as part of their VFM work for the University.
Discussion regarding the balance of what is in the timetabling system and what sits elsewhere (mostly LUSI) – example being module choice, exam timetabling.
Discussion regarding the timetabling timeline and the phasing of the introduction which it is recognised needs to be closely linked to associated developments in LUSI.
A draft invitation to tender produced by IT Services. It is hoped that this can be sent out in early November for responses by Christmas and supplier presentations in January.
The need to appoint the Timetabling Officer early in the project so that they can be involved in the implementation right from the start. In the first instance it is expected that they would be located in Facilities Management with the current room bookings and space management staff. They will have to work closely with the Academic Registry and with departments.

Dr Anne Mumford has updated departmental administrators at one of their meetings and the way we are going about the project in reviewing existing processes, visiting other institutions and having good representation from administrators on the project board is being well received.

Dr Mumford has also reported on progress to the Programme Quality Team and commenced through this discussions on a timetabling policy. Starting early on this will be helpful.

Discussions regarding the tender process with the Purchasing Manager have been undertaken and he has been asked to review the invitation to tender.

It is possible that we could make a purchase decision in February/March 2010 with implementation starting soon afterwards. Using the new system for room bookings whilst leaving timetabling processes as now would be possible for semester 1 2010/11. The earliest point for changing the way we timetable would be semester 2 in 2010/11. There are benefits in making the change in for a second semester when there is less uncertainty of numbers.

Anne Mumford

October 2009