CMIS Training Workshop 2020/21 Dataset Changes and Timetable Production

Welcome to CMIS Training Workshop 2020/21 Dataset

Topics Changes and approach for 20/21 Timeline Data Quality/Entry on CMIS What will stop my event from being roomed? What will help me get my event roomed? Specific faculty data What would you like from us?

Changes and approach for 20/21 This year s approach Roll over events/ term 2 week changes Second tier of events Blocking events together Event criteria changed (features, event type etc) Lifecycle training sessions start in Jan Modelling exercise to be undertaken in Feb Change notifications

Timeline 2020/21 timetable production timeline ID Activity Start Deadline Action on Dataset validation. Completeness of data. Supporting departments. 10 02/03/2020 03/04/2020 Central Timetabling/Estates 02/9/2019 02/9/2019 Estates 1 Initial communication email outlining methodology / approach 06/04/2020 (9:00) 05/05/2019 (9:00) Central Timetabling/Estates 11 No access to CMIS / Auto-rooming process Departments review the approach and raise concerns 02/9/2019 09/9/2019 Faculties / Departments 2 Access to CMIS re-instated 05/05/2020 05/05/2020 Central Timetabling/Estates 12 ISD rolls over the dataset for new academic timetabling year Faculties and Departments provide feedback on initial room allocations. 17/10/2019 04/11/2019 ISD 3 05/05/2020 05/06/2020 Faculties / Departments 13a Faculties and Departments provide feedback on current room allocations. 22/06/2020 10/07/2020 Faculties / Departments 13b Central Timetabling prepares new dataset 5/11/2019 13/12/2019 Central Timetabling/Estates 4 Faculties and Departments provide feedback on final room allocations, raise issues flagged by Dean 27/07/2020 17/08/2020 Faculties / Departments 13c Academic Review Process: Faculties confirm programmes / diets / modules, sizes, re-validated /discontinued programmes 06/01/2020 28/02/2020 SRS/Faculties / Departments 5 Central Timetabling shares timetabling information with deans for review and final sign off 03/08/2020 17/08/2020 Central Timetabling/Estates 14 CMIS Support/Central Timetabling/Estates Mandatory training and access to CMIS for teaching events in the new dataset 03/12/2019 13/12/2019 6 17/08/2020 17/08/2020 Deans 15 Deans sign off the timetable Student access to the next year starts 06/07/2020 ongoing Faculties / Departments 16 Faculties and Departments amend/create teaching events for student groups of size 150+ 16/12/2019 14/02/2020* Faculties / Departments 7 Faculties / Departments / Central Timetabling Estates 03/08/2020 ongoing 17 Faculties allocate students to their module subgroups** Estates enable students to view personalised timetables 27/07/2020 27/07/2020 Student Life Cycle Team 18 Central Timetabling carry out modelling exercise to ascertain any difficult to room events early 14/02/2020 28/02/2020 Central Timetabling 8 A level results are released 13/08/2020?? 13/08/2020 External 19 Final adjustments to room allocations following A level results release. 13/08/2020 18/09/2020 Central Timetabling/Estates 20 Faculties and Departments work with HoDs on teaching events for 2020/21. Faculties and Departments create all necessary teaching requests in the new dataset 16/12/2019 03/04/2020 Faculties / Departments 9 This date is indicative, but this will allow us to carry out the analysis of the demand for large lecture theatres at an earlier stage. ** If students have engaged with module registration at this point

Timeline Portico checked Validations checked Requests amended After auto rooming Allocations checked Alternative slots identified Split out blocked events Let us know about potential overshoots

Data Quality/Entry on CMIS There are two parts to the information on each event Info for the student so that it appears correctly on their timetable Info for timetabling to make sure you are roomed in the right sort of room

Demo of creating a new CMIS event

Key Points One room per event T1, T2 and T3 should be separate from each other Only events containing T or S will be roomed centrally Teaching events must be booked into DB space by deadline Check your portico and sub group information is correct

What will stop my event from being roomed? Summary of the Rooming Process Set our filter to take out any events With a size under 5 Doesn t contain CB Doesn t have T in the event type Has the source still as rolled Any event that falls into the above criteria is instantly made invisible and shut out of the rooming process

Auto rooming by favoured locations Your event must match the size of rooms in that building Your event must match the facilities in that building Auto rooming across UCL estate The computer is in charge it will not look at anything other than key data. Manual rooming This is the first point that a human is looking at your info Room availability limited now In 19/20 we had roomed more than 80% of events Post Auto rooming This is where we will ask you to look at alternative slots Waiting limits your chance of being roomed You don t want to be without a room at this stage

Examples of events that wont room Anything with No CB No CB Event Size 0 ROLL against the Source Event Size 0 or <5 Too many requests for the same day/time/week Events for rooms that do not exist (PC for 150, CR 200) Being too specific on the request

Data Validations This is why validations are so important Leaving events unchanged will result in either: Being roomed in an unsuitable room Not being roomed at all Your event being deleted Validations are early warnings that there is a potential issue with your event that needs addressing

What will help me get my event roomed? Check your validations carefully Make sure your size is correct by having accurate Portico and sub group info Using less popular slots Don t stack all your events for the same time and day Checking for any duplicate events

UCL Request Footprint If each department considered moving just 1 event each term from peak slots it would make a huge difference!

Term 1 All Data

Term 1 All Data Peak Slots Open Slots Monday 14:00 16:00 Monday 09:00 11:00 1 1 2 Tuesday 14:00 16:00 Friday 09:00 11:00 2 Wednesday 11:00 13:00 Thursday 09:00 11:00 3 3 4 Tuesday 11:00 13:00 Friday 16:00 18:00 4

Term 1 Term 2 All Data

Term 2 All Data Peak Slots Open Slots Tuesday 14:00 16:00 Monday 09:00 11:00 1 1 2 Thursday 14:00 16:00 Tuesday 09:00 11:00 2 Thursday 10:00 13:00 Friday 09:00 11:00 3 3 4 Wednesday 11:00 13:00 Friday 14:00 18:00 4

Benefits Increases probability of being roomed during auto-rooming 1 Increases quality of room allocation 2 Allocations completed earlier in the year 3 Gives more flexibility in peak slots 4 Reduces room swaps due to oversizing 5

What would you like us to do? What do you want from us? What are we missing? How can we help make the process easier? What would you like us to do differently? Contact your faculty Business Partner with any suggestions or if you need any help with CMIS or any timetabling related matter.

Any Questions?

Thank you for your time Happy Timetabling!!