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Operations Group 16 th July 2019 4.3, Lister Learning and Teaching Centre

Operations Group 16 th July 2019 4.3, Lister Learning and Teaching Centre. Agenda. Welcome (KF) Action Points from previous meeting – None (KF) 2018/19 End of Year Statistics (AM) Service Improvement Register (NB) 2019/20 Data Collection/Creation (KF)/ Data Validation Macro (LH)

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Operations Group 16 th July 2019 4.3, Lister Learning and Teaching Centre

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  1. Operations Group 16th July 2019 4.3, Lister Learning and Teaching Centre

  2. Agenda • Welcome (KF) • Action Points from previous meeting – None (KF) • 2018/19 End of Year Statistics (AM) • Service Improvement Register (NB) • 2019/20 Data Collection/Creation (KF)/ Data Validation Macro (LH) • 2019/20 Room Allocation Process – PRAM-to-RAP (BP) • 2019/20 Student Allocation (KF) • Student-related reports available to schools (AM) • WRB Process update (BP) • A.O.B.

  3. 2. Action Points from previous meeting • None

  4. 18/19 End of Year Statistics • 11% increase in teaching hours • 13% increase in teaching activities at declaration • 1.5% of whole-class teaching scheduled on Wednesday afternoon (out of all teaching) 1.7% in 1718

  5. 18/19 End of Year Statistics Total number of students (DT) Students with timetables No of allocations No of calendar entries 3% 4% 6% 3% 34385 30916 975399 4834010

  6. 18/19 End of Year Statistics • Teaching Change Request form • Group Change Request form • Total 5682 • Total 11296 • 13% increase • 26% increase • 27% out of all teaching activities at declaration • 4% of all sub-group allocations

  7. End of Year Statistics Find the current and past statistics on our website https://www.ed.ac.uk/timetabling-examinations/timetabling/modelling-and-reporting

  8. 4. Service Improvement Register The service improvement register details the result of a Management Team Workshop between Service Excellence TT Project and the management team of the TTU. The following table outlines the proposed resolution and agreed timescale. It should be noted that this paper details the perspective of resolution for 19/20 delivery, with further developments anticipated to be ongoing.

  9. 5. 2019/20 Data Collection/Creation FEB SLA Meetings / Data Collection Spreadsheets sent with guidance June All complete Passed to Estate for RAP MARCH/APRIL Start Data Creation MARCH Workshops/ Hot Desk Sessions May/June Quality Assurance

  10. Successes • Vets Main rooming exercise for SEM1 was carried out 1 month earlier than 1819. • Vets Sem2 Data Collection process has started (was Sept/Oct in 1819) • Summer School EAP1 now have personalised calendars via Office 365!!

  11. Data Validation Macro

  12. What it does

  13. Advantages

  14. What it needs to work

  15. Consistency: Solutions

  16. Pilot schools • SPS • Economics • HCA • Engineering • Law Still a work in progress…

  17. Any Questions? Email me at lisa.heywood@ed.ac.uk for more info or to share ideas

  18. 6. 2019/20 Room Allocation Process – PRAM-to-RAP

  19. a) Key Dates and Timescales

  20. b) PRAMS (no longer called Rapid-RAPs) This year-last 2 years Wow … Like 18/19, this are 16 exercises this year, with well over 9000 activities scheduled as a result. Incredible … 17/18’s overall Mini-MAP allocation success rate was 71.06%. 18/19 came in at 77.59%. 19/20 came in at 80.87% (with over 1,287 more activities included in this year’s exercise). Special … For the first year, a CAHSS School kicked off the season – (19/20 – Economics, 18/19 – Biological Sciences, 17/18 – Biomedical Sciences)

  21. b) PRAMS who was involved …

  22. b) PRAMS Headline Stats

  23. b) PRAMS Headline Stats

  24. c) Offline Exercise Results and Improvements • Same as before … • - Once again, all CAHSS data was created by the TTU • More value than before … • - TTU have also created all CSE and CMVM data • - The Offline Room Allocation team – up to 5 per session this year • - Also with reps from the Data and Modelling sides of the TTU • - 2 offline week period remained, but split over multiple weeks • Room for improvement … • New innovations will be forthcoming for 2020-21’s process • Includes amendments to room suitabilities and the PRAM/Pre-set room options

  25. c) Offline Exercise Results and Improvements

  26. d) Declaration – 19/20 process and the beyond • An email will go out to announce that our main Room Allocation Process exercise has been completed (a copy of the news story will also appear on our web pages) • This is scheduled to go out on Friday 19th July 2019 • The email will go out to TedUsers and SatAdmin, inviting users to start looking at allocations • From that point, the TTU will continue to look for solutions for the remaining outstanding activities • ¡¡ Any room allocation changes this generates will need to be notified to the relevant School Data Collection Contact !!

  27. d) Declaration – 19/20 process and the beyond • What can Schools do following Friday’s communication? • Check room allocations in Web Timetables • Disseminate the results to colleagues as required (however, some allocations will change) • Utilise the Change Request Form as required for all ongoing changes • This includes advising us of cancellations for unrequired activities • Keep an eye on the progress of outstanding activities over the Summer months as the TTU continues to allocate the remainder

  28. 7. 2019/20 Student Allocation • Before Whole Class Student Allocation can start (1st August) • Student data being transferred over to create their calendars • Live testing of Office 365 – Currently with IS Apps service Management • Clash checking of core courses using planned student sets and the double booked report • Room Allocation Declaration and unallocated activities added to the TBC location • Subgroup allocation (Welcome Week) • SLA Spreadsheets received from schools (deadline 20th Aug) • TTU Prepare templates for specific allocation

  29. Group Change Request Form All schools will be added to the form so that it has a universal function for students.

  30. Class Only Students Student Sub Groups no allocation required Issue Student who are registered as class only taking up vital space in tutorial Groups Considerations Students need to still come through to Scientia to be allocated onto the lectures to ensure we have enough capacity in the lecture theatres Time consuming for the schools to acquire lists of students who are CO and supply them to the TTU Solution TTU have worked with Student records to create a report that shows us who is registered as CO for each course. TTU will then during sub group allocation ensure that these students are filtered out into a fake group that will not be scheduled

  31. Student-related reports available to schools SASG: Student Systems / Officially Dev & Maintained / Student • Class List • Engagement Monitoring • Students Double Booked with 2nd activity • Course Group upload file • Travel Constraint • Register upload file • Attendance Sheets • Student Timetable

  32. Student-related reports available to schools

  33. 9. Web Room Bookings – New Process Update Following on from consultation at the last Ops Group (5th February 2019) and a separate workshop held with regular WRB users (12th March 2019), we settled on the following two options, beginning with Option 2:

  34. 9. Web Room Bookings – New Process Update As a result, following from a planned declare of 19th July 2019, the key dates involved for 19/20 are:

  35. 10. A.O.B.

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