The Current State Assessment (CSA) highlighted a number of issues relating to timetabling:

  • The inefficient use of staff time and effort in timetable creation (both in Schools and the Timetabling Unit);
  • The inefficient publication of teaching and exam timetables (lack of a single and reliable source); and
  • An inability to easily notify students of any changes to timetables.

In order to address these issues, the Outline Business Case (OBC4) proposed the solution should:

  • Make full use of the Timetabling Unit, delivering a more efficient service;
  • Provide students with a comprehensive, individual timetable that includes all their activities, including exams, in one place; and
  • Deliver timetables into a standard electronic diary application such as Office 365 and include notifications functionality.

In addition to this, a separate timetabling project, SAS006 Comprehensive Timetable Analysis, that has been running concurrently, defined the makeup of a fully comprehensive student timetable and suggested the following recommendations:

  • Evaluate priority and activity types for phased inclusion;
  • Define the data requirements and method needed for the delivery of different activity types in a calendar; and
  • Establish process standardisation and collaborative culture needed for delivery


Project Vision

The project will develop an intuitive, user-friendly service that optimises all University resources to provide a comprehensive and personalised timetable for students on Office 365.  This vision is supported by the endorsement from the SA&S Board to continue developing one centrally based service (the Timetabling Unit), which works in business partnership with Schools.

This would have the Timetabling Unit take on a total resource planning function with additional responsibilities and overall accountability (with oversight from the Senatus Curriculum and Student Progression Committee (CSPC)) for University timetable production/representation.

The standardisation of the timetabling processes will:

  • Deliver a transparent structure with clearly defined and specialist roles both locally and centrally;
  • Dedicated business processes and commitment to the Central Timetabling System, managed by the specialist team;
  • Improve the quality of timetables produced for students and allow for a consistent central point for reliable and updatable information;
  • Allow students to apply for changes through the specialist team, who have oversight of the university timetable and will represent change requests in the Central Timetabling System; and
  • Support continued growth of University timetable activity type inclusion as identified in SAS006 Comprehensive Timetable Analysis.



Project will be divided into below Workstreams (WS) to track the progress; identify, assign & complete various project actions; and for reporting purposes.

  • WS1 HR  & People Transition to TTU team and roles in schools
  • WS2 Change
  • WS3 Communication
  • WS4 Ways of Working - standard ways across 3 colleges by means of reviewing business requirements (gaps/exceptions), agree process to be for Room Booking & Timetabling activities, standard operating procedures, training
  • WS5 Logistics (estates/room/equipment)
  • WS6 Governance & Policy - Project & SA&S Board, policy change approved by CSPC
  • WS7 Medical School Room Booking System - System analysis/implementation to meet local Medical School's requirements to transfer activities to Core Timetabling Room Booking service  -The proposed in year project (SAS014) will address the medical school room booking requirements, mainly NHS access to Central Room Booking system and system compatibility
  • WS8 MVM teaching timetabling data preparation and data migration. CSE timetabling data creation.


  • Plan attached below
  • Proposed project governance  attached below

Current project status

Report Date RAG Budget Effort Completed Effort to complete
October 2018 GREEN 0.0 days 0.0 days 0.0

Project Info

Comprehensive Student Timetabling
Service Excellence - Student Administration and Support (SAS)
Management Office
Service Excellence PMO
Project Manager
Swati Chauhan
Project Sponsor
Scott Rosie
Current Stage
Start Date
Planning Date
Delivery Date
Close Date
Overall Priority


Not available.

Project Dashboard

Project journal

Change dashboard

Nothing to report.