The Daily Venue Allocation Project Deon Coetzee and

The Daily Venue Allocation Project Deon Coetzee and Ruhan Ferreira University of Cape Town ICTS, Systems Division

The Daily Venue Allocation Project 1. 2. 3. 4. 5. 6. Rationale Scope (Deliverables) Business Process and Timeline NB!! What will Departmental Staff do Differently Risk – Maintaining Meeting Patterns in the Expanded Form Impact of the Project Departments (Scheduling of Classes) Health Sciences (Different Scheduling Practices) Training, Documentation and Support - NB!! (Key Success Factor) Programme Enrolment, Online Enrolment, Walk-In Enrolment in terms of clashing checking and performance ü The Student Handbooks ü ü 7. Implementation Timelines 8. Questions

Rationale - Daily Venue Allocation Project Proposed By • University Timetable Committee and in particular Prof. Liz Lange DVC for Teaching and Learning Problem Statement • Limited Number Teaching Venues • High Demand for Venues (Academic and Ad Hoc Uses) • Need for Flexible and Efficient Venue Allocation Process • S+ Schedules Activities 1 Week at a Time ü Activity (Meeting Pattern) Bound to Venue for each week of the Quarter: 5 days Per Activity ü Cannot Schedule Venues for Non-Academic use on PUBLIC HOLIDAYS ü Lack of Flexibility in Venue Allocations ü Inefficient use of venues

Weekly Allocation Schedule VS Daily Allocation Schedule Weekly Allocations Daily Allocations Less Flexible • Same Time, Same Venue • Public Holidays are a difficult to cater for More Flexible • Same Time, Different Venues • Easy to cater for Public Holidays Fewer Meeting Patterns • (4 Quarters x 1 Meeting Pattern) = 4 Meeting Patterns More Meeting Patterns • (4 Quarters x 7 Meeting Patterns) = 28 Meeting Patterns

Project Scope • Centralised Processes for ü Expanding Meeting Patterns (Weeks into Days) – Development is Complete ü Collapsing Meeting Patters (Days into Weeks) – Development is Complete • Built-In System Checks for Data Accuracy, e. g Start and End Times cannot be blank • Improved Reporting for Checking SOC Data • Easier Integration between People. Soft and Syllabus Plus (S+) • Changes to Business Objects Reporting for Venue Usage Analysis • NB!! Documentation, Training and Support (Key Success Factor) • UCT Mobile App and the UCT Website must still Work!

Prior-Term Copy Deadline for Class Scheduling NB!! Compliance Reset S+ Indicators Expand Meeting Patterns SOC Training Send Expanded Meeting Patterns to S+ Live Scheduling Sessions Faculties and Departments check SOC Data Allocate Venues in S+ Update Peoplesoft with Venue Allocations Departments Maintain Meeting Patterns in Expanded Format

Business Timeline – Provisional Dates Start Date 24 June 2019 28 June 2019 01 July 2019 12 August 2019 20 August 2019 19 August 2019 16 September 2019 17 September 2019 09 October 2019 14 October 2019 Mid-December 2019 January/February 2020 End Date 28 June 2019 19 July 2019 16 August 2019 Till Registration is over 30 th August 2019 04 October 2019 Activity Faculty Roadshows by SSS to Present the new Process Prior-Term Copy Reset the S+ Indicators Schedule of Classes Training Live Scheduling (Sorting out Errors) Schedule of Classes Support Download of Handbook Data Departments and Faculties check SOC Data Expand the Meeting Patterns Demand Analysis by the Venues Department Venue Capacity Request Sign-Off by Faculties First Extract of SOC Data into S+ Update Peoplesoft with Venue Allocations Enrolment (Programme, Online and Walk-In)

What will be Departments to Differently Before the Expansion of the Timetable: • Nothing – Prior to the Expansion of the Meeting Patterns • 1 Meeting Pattern Per Quarter • Up to 5 days Per Meeting Pattern After the Expansion of the Timetable: • 1 Meeting Pattern Per Day • Maintain Meeting Pattern Data in Expanded Form • When New Classes are Created – Centralised Process to Expand Meeting Patterns of New Classes

Weekly Allocation Schedule

Daily Allocation Schedule

Implementation Timelines • Go-Live by 30 th June 2019 ü Expand Collapse Functions ü System Validation for Data Accuracy ü A Report to Check SOC Data • Delivery by End August 2019 ü Changes to Business Objects Reports for Venues Usage/Demand Analysis ü Improved Integration between People. Soft and S+ ü Updates to the UCT Mobile App Web Service ü Updates to Lecture Recording Timetable used by CILT

Questions ?