Fed Uni Strategic Scheduling (FUSS)

The current scheduling systems and processes in place are a mixture of digital systems, manual processes and some data integrations. The University is looking to procure a fully integrated and holistic solution that could provide functionality to improve on the following key requirements:

1. Timetable creation

The draft timetable is generated through a combination of manual and auto-scheduling steps performed in TechnologyOne’s timetabling module – Syllabus Plus. For most of Higher Education, through integration the final timetables are released on Allocate+, class registration/student enabled timetabling system by JDR Software; For TAFE and limited HE activities not currently utilising JDR software, timetables are viewed via web timetables available as part of TechnologyOne’s software suite.

2. Room Bookings

The current web room booking system (a part of Technology One’s suite) does not synchronise with MS Teams bookings. The MS Teams meeting bookings show on the hardware interfaces of the relevant spaces, yet these meetings may not be booked in the Web Room Booking System as required. This causes booking clashes and user confusion. Our current room booking system has limited capacity for stakeholders to adjust their standing booking. This increases administrative workload.

3. Staff workload allocations

Staff workload allocations are currently recorded and change managed in SWP (a part of TechnologyOne’s suite).

There is currently limited staff workload planning functionality that includes approval and change management workflows. Extending this functionality would enhance optimum timetable creation and staff resource utilisation.

Additionally, the current staff workload planning solution has no auditing capability.

4. Exam scheduling system

The University employs Databee (Exams Manager Software) to manage the scheduling and logistics of assessments that occur in the University’s official examination periods. Academic services team manage the handling of it. Timetabling team are responsible for scheduling purposes.

Although possible, there is currently no process or system integration between exams and class delivery scheduling.

5. Class Registration

Allocate+ is the class registration/student enabled timetabling solution currently provided by JDR Software and owned by the Timetabling team. This is a downstream integration from Syllabus Plus and the Student Management System (built on Campus Solutions).

Allocate+ (known to students as mySchedule) is currently used by Higher Education students to view, preference and adjust their individual timetables. There is potential for this to expand to TAFE students.

Allocate+ is also used by staff to communicate with students, view class lists, record student attendance and view permission-based staff timetables. This tool may also be utilised for broad cohort student attendance audit purposes.