The Problem
One problem that we as space management & timetabling consultants regularly encounter when working with timetable data exports, is the absence of class sizes within the data. The class-size field is a key piece of data that is used to determine the sizes of classrooms required by each department, therefore its absence can be a primary cause of numerous problems for timetabling staff and can even lead to problems within the space-planning process.
To many, this problem can sound like an innocuous omission, however in our extensive experience within the sector, we frequently observe the very real problems and inefficiencies within the timetabling and space-management process that can be traced back to timetable data that lacks a full set of class sizes.
Effects on the Timetabling Process
One of the primary issues with a timetable dataset that has incomplete class-size data, is that human input is then required in order to manually determine and then allocate an appropriately sized teaching space for the activity/activities in question. The need for human intervention inevitably has the consequence of slowing down the timetabling process, reducing its efficiency. Furthermore, it undermines the very purpose of using timetabling software, as instead of increasing the automaticity of the process, the need for human input to “fill in the gaps” leads to the process becoming less efficient.
Absence of class-size information also causes secondary problems, introducing the possibility of human error and/or uninformed judgement calls when it comes to deciding the appropriate size teaching space for each booking where class size is absent.
Another common inefficiency that results from incomplete or absent class-size data becomes apparent when a timetabled activity needs to be moved. When the location of an activity with missing class-size information must be changed, the timetabling team are then either forced into re-allocating the same location for the activity. Failing this, the timetabling team are then left with the task of manually contacting the person who requested the booking in order to gather information about the suitability of alternative rooms. The latter solution to the absent class-size problem is an extremely time-consuming procedure, given the sheer quantity of activities that handled every academic year as part of the timetabling process. The additional pressures that are then put on the timetabling team as a result are therefore an example of yet another indirect problem caused by incomplete class-size data.
Impact on Utilisation
In addition to negatively impacting the timetabling processes, the absence of class sizes within the timetable data at best can lead to inaccurate timetable utilisation figures, and at worst also result in teaching spaces being poorly occupied, negatively impacting the University’s utilisation rate and the perceived availability of space.
The main reason that an absence of class-size data can impact negatively upon timetable utilisation figures, is that there is then a reliance on the person requesting each teaching activity to include within this request a teaching space that is suitably sized for the activity in question.
This echoes back to the problem of absent class sizes inevitably undermining the expertise of the timetabling staff and functionality of the software, while increasing the probability of inaccurate human input within the timetabling process.
Influence on the Estate-Planning Process
The final impact of absent class-size data within the timetable, is on planning of the estate. The class-size field is a key piece of data; it is a crucial element that is used to determine the capacity of the teaching spaces required to accommodate the timetable demand. The absence of class sizes within the timetable data can therefore limit the usefulness of the timetable data when determining the number and capacity of teaching spaces that the estate requires to accommodate the demand.
Just as absent class-size data impacts upon the timetabling process by making the process less efficient, it has a similar effect that runs in parallel when it comes to the estate-planning process. This is because the calculating of timetable occupancy and utilisation rates requires the presence of class sizes. In the event of these class sizes being absent, additional time must then be taken by staff to gather the missing information from those who requested the bookings, or alternatively an estimation based on room capacity is made. The former adds additional steps (and therefore inefficiency) to the process, while the latter solution can potentially lead to the production of inaccurate timetable occupancy and utilisation figures.
Examples and Solutions
Though we sometimes work with timetable datasets that contain complete class-size information, the most common scenario is a timetable dataset with a notable quantity of class sizes that are absent from the data, or even embedded within a text string in an entirely different column. The latter is a rare example, though it serves to highlight the need for implementing a standardised system of assigning class sizes to timetable activities, most preferably within a dedicated “Class Size” field that is easily identifiable.
- In our extensive space and timetabling management experience, we have found that the most effective solution for remedying the problem is to ensure a standardised timetabling process. This process would ideally require a planned size be provided for all activities during the timetable data collection stage or for adhoc bookings, when requested. If a room booking is requested without a class size, the requested room should not be booked until a class size is provided.
- Ensuring a standardised process that requires the inclusion of a planned class size for each booking (for both teaching and ad-hoc activities) will allow a HE institution increased control over its timetabling processes, as well as increasing the flexibility of the timetable.
- In our experience, we have found that embedding the requirement for class size data within an online booking solution i.e. a room booking form, forces the user to provide the data required and removes the chance that requests are sent without this data included. This has the positive effect of limiting the extra communication time caused by requests with incomplete class-size data.
- Eliminating the absence of class size information within the timetabling process substantially increases the reliability of the timetable data itself. By ensuring that the timetable is a robust dataset, this allows it to be used as a complete and dependable resource that can be utilised more reliably for other processes such as space modelling and more generally, the estate-planning process. This therefore allows the timetable to become a very useful resource when planning the estate.
Though timetabling is a notoriously complex practice, there are certain simple procedures – such as ensuring the allocation of class-size information to all bookings – that if adhered to, can have an overwhelmingly positive impact upon the efficiency and accuracy of the timetable implementation, as well having a positive impact on the estate-planning process.
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