University of Bolton

1
University of Bolton

• Timetabling and Resource
• Scheduling at Bolton

2
The Software

• The Software.
• At Bolton we use CELCAT.
• We have used CELCAT since the early 90s when
  timetabling was done by individual departments
• In 1998 we decided to centralise the database and
  class all general teaching rooms as pooled rooms
• When CELCAT moved to SQL with v6, the timetable
  information took on a new significance as it was
  far easier to access and query

3
The Software

• Notifier AutoCal

4
The Process at Bolton

• The timetable process
• Basic timetable created in CELCAT, rooms and
  standard information is transferred to new
  timetable
• Staff are imported into database from HR database
• Modules running requested from Schools (late Jan)
• Modules are imported into CELCAT on a daily basis
• Detailed timetable work can now commence as
  briefly explained in the next four slides

5
The Process at Bolton

• Stage 1
• Module occurrence information supplied to SDM for
  input into SITS
• Module occurrence information is imported into
  CELCAT from SITS
• CELCAT timetables produced and referred to
  Schools/Subject Areas for checking (times staff
  only)
• Modifications to timetables in line with feedback
  from Schools are carried out in CELCAT
• Any modifications MUST be notified back to SDM to
  update SITS

6
The Process at Bolton

• Stage 2
• Module selection takes place for continuing
  students, managed by the School Offices, the
  selections would then be input into SITS
• Export of student module selections from SITS
  into CELCAT this is merged with the staff and
  rooms information to produce the individual
  student timetables (this will run weekly once
  on-line enrolment starts)
• Room suitability checked on a regular basis and
  modified as required in CELCAT, this may not
  start until later in the summer

7
The Process at Bolton

• Stage 3
• Following examination boards continuing students
  may need to change modules based on results, they
  are advised to contact Tutors or School Office
  for advice on revised module selections
• This would be repeated following the resit
  examinations in late August/September
• Module selection changes updated in SITS by
  School Offices
• Export process starts to run, on a daily basis,
  to produce up to date student timetables

8
The Process at Bolton

• Stage 4
• Following enrolment, all new student make module
  selections, these are input into SITS by School
  Offices
• Room suitability checked, based on student
  numbers, on a regular basis and modified as
  required in CELCAT, with new web based timetables
  being produced every night (this must happen
  quickly to limit any confusion)
• All processes run at least every night to keep
  information as current as possible

9
Developments at Bolton

• CELCAT is now available on the Intranet to all
  staff inside the University from the following
  links..
• http//celcat.bolton.ac.uk8084
• http//celcat.bolton.ac.uk8084/sat
• http//celcat.bolton.ac.uk8084/roombooker
• Roombooker is currently under development for
  Sept 08 launch

10
Developments at Bolton

• The roombooker
• ..will also allow participants to be invited to
  meetings

11
Developments at Bolton
12
Developments at Bolton
13
Development Summary

• Introduce by September 2008.
• CELCAT Timetabler 6 - RoomBooker
• - Notifier
• - AutoCal
• This will require the availability of Web
  Published timetables for all students at Bolton
• Extend the use of SAT6 - Student Registers

14

• In light of our move to a single campus, as an
  aid to students and staff who are not familiar
  with the Deane Campus, we are looking at setting
  up a link to room information from the University
  web pages
• file//G\F2-002a.htm
• http//sharepoint.bolton.ac.uk/mysite/personal/jad
  1/Rooms/Wiki20Pages/Deane20Suite.aspx
• This will in the first instance be restricted to
  general teaching rooms

15

• Any Questions?