The goal of the University's Process Improvement project within the Timetabling Programme is to achieve the end goal of efficient and flexible utilisation of the University teaching estate:
- Implement a new timetabling process to optimise the use of the teaching estate with flexibility to support the learning and teaching strategy.
- Reduce overall staff effort.
- Improve student experience.
Centralised Timetabling Function
For the 2026/27 Timetabling Process, we are transitioning from our current ways of working, which is highly fragmented across almost two hundred staff members in Colleges and Schools, to a more centralised function based within the Space Management and Timetabling Team in the Estates directorate.
This team will be responsible for the majority of processes related to the scheduling and rooming of class timetabling. This will improve consistency in our timetabling service, enhancing the experience of staff and students, and support improved efficiency of the University’s teaching estate.
Test & Learn
In June 2024, we launched a 'Test & Learn' phase of our Process Improvement project, dedicated to exploring innovative approaches to timetabling.
A team of seasoned timetablers from across the University came onboard as our Test & Learn Ambassadors, spearheading the initiative. The purpose of this project was:
- High quality data inputs
To identify key data items and sources and to assess the impact of high-quality input and completion on the production of the timetable and achievement of project goals.
- Reduced & rationally sequenced staff effort
To determine whether process changes to how timetabling data is gathered reduce staff effort and time spent without negatively impacting timetabling outcomes. - Accommodate student growth targets
To determine whether differing timetabling strategies would provide the flexibility and efficiency in utilisation required to support growth in student numbers on the existing campus. - Staff & student experience
To identify and validate opportunities, parameters or processes that improve the experience of staff and/ or students in relation to timetabled activity.
Data Modelling
To enhance the timetabling process, we are refining our data model to provide greater visibility and support more effective planning. As part of this, we are improving our ability to forecast class sizes and align them with room capacities to optimise room occupancy.
We are also introducing a scenario modelling capability that allows us to test different timetabling options and assess their impact.
Outcomes of data modelling so far:
- Course Size Estimation
Undergraduate course size estimates have been developed, validated, and integrated into timetabling. - Timetabling Performance
An initial dashboard has been developed to surface key metrics. Insights from this have been used to assess future systems with stronger reporting capabilities.
Currently in progress:
- Scenario Modelling Capability
Developing a model to estimate capacity for 1,200 additional students above 22/23 levels, using intake and progression flows. Final model in development. - Data Modelling Enhancements
Refining course size forecasts by comparing against actual enrolments. Work underway to expand the approach to postgraduates and enhance intake flow analysis at course level.
Performance Dashboard
We are developing a performance dashboard to accurately measure key timetabling metrics, providing better insights and supporting data-informed decisions.