Timetabling Program

The Timetabling Program

All of the following information can be found on the regularly updated Timetabling Program website

Since January 2019 the Service Improvement Group (SIG) has been working alongside Division of Student Administration and Academic Services (DSAAS), Information Technology Services, Facilities & Services, and Colleges/Schools in supporting the delivery of the Timetabling Program as a University change initiative.

The Registrar had identified in May 2018, with support from workshops facilitated by external consultants held with colleges, schools and services that timetabling was an area of improvement identified by the community as part of a transformational change program for student administration and support services.

In addition, the results of the 2017 Administrative Services Survey (published in July 2017) showed that staff were dissatisfied with the inconsistent nature of the timetabling process across ANU from College to College.  External consultants (Partners in Performance) were reengaged to dig deeper into timetabling practices and supports across ANU and made a series of recommendations to Senior Management in October 2018, which have informed the current change project. In January 2019, the Service Improvement Group (SIG) was asked to work in partnership with DSAAS to deliver this program of work and a SIG program manager was assigned.

Our collective aim is to deliver a student centred timetable which is timely, reliable and stable and which accommodates essential constraints in respect of facilities and staff availability in an efficient and effective manner to support the ANU community.

Program Steering Committee

Role Name
Chair Chris Grange, COO
Member Royston Gustavson, PVCE
Member Bronwen Whiting, ADE, CBE
Member Rae Frances, Dean, CASS
Member Anna Cowan, Deputy Dean, CoS/CHM
Member Ariel Edge, Registrar, DSA
Member Joan Angel, Deputy Registrar, DSA
Member Karen Hill, Director, ITS
Member Selina Walmsley, Project Manager, ITS
Member Nicki Middleton, Director, F&S
Member Lakshmi West, Director, SIG
Member Amanda Snashall, Director, IDTC
Member Eden Lim, President, ANUSA
Member Campbell Clapp, VP, ANUSA

The Projects

The timetabling program is made up of 6 individual projects which are broken into 4 streams of work.

Timetabling Program parts - Policy, Staff Experience, Rooms and Resources, Student Experience

Program Objective

An outline of the objectives for each project can be found below:

Projects Projected Delivery Date Objective
1. Policy & Procedure

July/August 2019

To strengthen theuniversity’stimetable policy& procedures and ensure clear communication and adoption of practices.

2. Individual Timetabling

Semester 1 2021

To implementa timetabling management system which enables students to manage their individual timetable

3. Room & Resource Availability

Semester 1 2020

To improve the availability and amenity of teaching spaces across ANU

4. Room & Resource Booking

Semester 1 2021

To implement a centralised room & resource booking system

5. Teaching Unavailability

September 2019

Improve data collection for teaching unavailability and change requests.

6. Tutorials

Semester 1 2021

To implement changes to practice and systems that facilitate early release of tutorials for students

The Project Team

The core project team members working across the projects are listed below:

Name Role Division
Jonathan Rich Program Manager Service Improvement Group (SIG)
Ravinith Prasad Project Manager Service Improvement Group (SIG)
Selina Walmsley Project Manager Information Technology Services (ITS)
Michael Johns Business Analyst Service Improvement Group (SIG)
Prachi Shinde Business Analyst Service Improvement Group (SIG)
Jess Thompson Business Analyst Service Improvement Group (SIG)
Lu Chen Business Analyst Information Technology Services (ITS)
Balaji Ranganathan eForm Developer Service Improvement Group (SIG)
Bernie Wilsea-Smith Subject Matter Expert Division Student Administration and Academic Services (DSAAS)
Stacy Curtis Subject Matter Expert Division Student Administration and Academic Services (DSAAS)
Yusuf Ariffin Subject Matter Expert Division Student Administration and Academic Services (DSAAS)

The Program Reference Group

The Program Reference Group meets bi-weekly to support the Program Team by providing valuable feedback and insights on solutions and ideas for the program from the administrative perspective.

This group is made up of representatives from across all Colleges and the Timetabling Team. Below is a list of current representatives from your area:

ROLE

NAME

College / School

Co-Chair

Matt Talbot

College of Arts and Social Sciences

Co-Chair

Jonathan Rich

Service Improvement Group (SIG)

Member

Liv Duczek

College of Engineering & Computer Science

Member

Sandra Harrison

College of Engineering & Computer Science

Member

Jennah Robichaud

College of Asia & the Pacific

Member

Christina Gee

Crawford School of Public Policy

Member

Ravinith Prasad

College of Business & Economics

Member

Finn Wijnberg

Research School of Economics

Member

Nicole King

ANU College of Law

Member

Russell Atkinson

ANU College of Law

Member

Rachael Heal

School of Demography

Member

Caroline Chapman

School of health & Medicine

Member

Amy Seath

Research School of Psychology

Member

Melanie Trinick

Research School of Biology

Member

Rachel Larobina

The Fenner School of Environment & Society

Member

Piers Bairstow

The Fenner School of Environment & Society

Member

Stacey Curtis

Timetabling Team (DSAAS)

Member

Yusuf Ariffin

Timetabling Team (DSAAS)

What has been done to date?

The Timetabling Program Steering Committee met for the first time on 19 June 2019, which provided permission to execute the projects outlined above.

Since January, the Program Team has been having numerous consultations around the University to better understand the landscape and requirements for each of the projects in order to support the needs of the Colleges/Schools, Service Divisions and Students.

Projects

What has been done to date

1. Policy & Procedure

An updated Timetabling Policy & Procedure has been reviewed and revised through extensive consultation with ASQO, AQAC and the Academic Board since January 2019. Both have been reviewed by the Provost and are being recirculated with AQAC and Academic Board for noting before receiving final approval from the Provost and Vice-Chancellor.

2. Individual Timetabling

The Project Team from ITS has been developing the business requirements with stakeholders across ANU (including School Managers, College/School administrators, SAMs, etc.) and evaluating the best solution platform on the market. They are currently preparing to procure a solution system that will be announced in the coming weeks.

3. Room & Resource Availability

The Project Team has consulted with General Managers, School Managers, various student administrators, F&S and ITS to negotiate the use of School/College rooms by Central Timetabling as departmentally shared spaces since January 2019. Schools and Colleges have agreed to allow Central Timetabling the use of 23 rooms around campus. These rooms will receive some renovations and full AV upgrades in exchange for the use of the spaces. Coordination for renovations are currently underway and rooms are projected to be ready for Semester 1 2020.

4. Room and Resource Booking

The Project Team from ITS has been developing the business requirements with stakeholders across ANU (including School Managers, College/School administrators, SAMs, etc.) and evaluating the best solution platform on the market. As part of their evaluation process, they having been working with the Research School of Biology in the implementation of the Resource Booker system and evaluating it as the possible solution choice for this project.

5. Teaching Unavailability

The Project Team has been developing a new Teaching Unavailability eForm in concert with academic staff, SAMs, Education Governance Officers, student administrators, DSA and ADEs. This new platform will be available for submissions 2-30 September 2019. More specific information on the eForm will be released in the coming weeks.

6. Tutorials

We are currently evaluating what are the best options for releasing Tutorials earlier based on consolations with the Wattle Team, student administrators and DSA using data analytics to inform the discussion. The Project Team from ITS is incorporating tutorial interface into the Individual Timetabling solution in order to unify timetabling and tutorials to a single platform for students.

What's Next

The updated Timetabling Policy and Procedure have been reviewed by the Provost and are being recirculated with AQAC and Academic Board for noting before receiving final approval from the Provost and Vice-Chancellor. Upon publication of these two documents, this project will be closed.

On 2 September 2019 the new Teaching Unavailability eForm will be go live. All staff that have reoccurring unavailability requirements will be able to submit an unavailability request eForm from 2 - 30 September 2019 for the 2020 academic year.

Questions or Feedback? Please Contact

Timetabling Program

For further questions about the overall Timetabling Program, contact the Service Improvement Group Program Manager at jonathan.rich@anu.edu.au.  

Current or Upcoming Timetable

For specific queries relating to the current or upcoming timetable, please contact the Division Student Administration, Timetabling team at timetabling@anu.edu.au