texas regional ad astra summit where do we go from here? strategic scheduling checkup: university of...

Texas Regional Ad Astra Summit

Where do we go from here?

Strategic Scheduling Checkup: University of North Texas 2012

Presented byKeitha Robertson - UNT

Jeff Lowry – Ad Astra


About UNT

• UNT was founded in 1890 as Texas Normal College and Teachers’ Training Institute

• Current Enrollments: approx. 36,000 at the Denton campus

• 26th largest public university in the US


• 157 buildings, 227 Classrooms, 293 Class labs• About 5,000 academic meeting patterns each term

Texas Regional Ad Astra SummitUNT Mission and

VisionUNT is a major public research university deeply committed to advancing educational excellence and preparing students to become thoughtful, engaged citizens of the world.

This is accomplished through a broad and balanced array of programs where well-prepared students and dedicated scholars and artists collaborate with our local and global communities in the creation, integration, application and dissemination of knowledge. In this way, UNT creates an enriched and sustainable future for our students, state, nation and world.


What is a Strategic Scheduling Checkup?• Benchmark current scheduling practices• Examines course offerings time and space

efficiencies and inefficiencies • Identifies cost savings and capacity/growth

opportunity. • “Weaving in course offering analysis with space

analysis provides a 360 degree view of schedule effectiveness” – aais website


Why we decided we needed a Checkup

• Anecdotal examples of scheduling inefficiencies in course offerings, time schedules and room usage with no statistical data

• Decentralized scheduling makes policies difficult to enforce

• State reporting o Effective use of current rooms ties to future funding for new rooms


Why we decided we needed a Checkup

• Largest lecture space on campus (over 500 seats) going offline in 2013 for a 2 year period during rebuilding of the student Union building

• Desire to revamp scheduling processes and utilize the Astra Schedule Optimizer (ie politics!)

• Notice of upcoming reduction in classroom seating by over 900 seats


Course Offering Complexity

What are some of the challenges that academic

schedulers face?


Getting it done• NOT EASY! – but worth it• Need Executive buy-in to the concept• Getting the Provost engaged• Emphasizing Student Success Initiatives• Tying the goals of the checkup in with the

strategic goals of the Universityo Enrollment growth initiativeso Quality of instruction

• Demonstrating cost savings possibilities


UNT Strategic Checkup Goals

• Visibility into academic space utilization and management opportunities, specifically can existing space support enrollment growth to 39,000 by 2020 (Fall 2011 data used)

• Address current, reported scheduling challenges:• Limited classroom availability in primetime• Loss of two academic buildings (primarily labs) and one 500-seat

auditorium in the Union going off-line in 2013

• Loss of about 900 seats in upcoming year due to change in cap calculations


UNT Strategic Checkup Goals

Continued• Understand course offerings inefficiencies directly

impacting budgets and capacity

• Understand course offerings warning signals potentially impacting student access to required courses and graduation

• Solution framework to leverage data from the SIS in future terms


Results

Good News&

Bad News


The Good• UNT does a really good job filling up classroom space

o 77.7% - One of the highest rates Astra has measured though there is still room for improvement

• Not as bottlenecked as anecdotal evidence was indicating

• Few reduction and elimination candidates• New building coming online Fall 2011 with 20

classrooms eased the strain on classroom space• All classrooms and class labs are fitted with almost

identical technology to enhance classroom effectiveness

• Working policies in place


The Bad• Very high percentage of Overloaded courses

o 55.4%

• Student success may be impacted by not offering enough sections of high demand courses

• High amount of waste factor in the scheduling block from non-standard meeting patterns


Course Offering Analysis – Seats Undergraduate

Only

Measurement Percent

Number Courses Percentile

Statistical Excess Seats 13.97% 19,668 of

140,768 seats 773

Statistical Additional Seats Needed

27.62% 38,876 of 140,768 seats 891

Additional Seats Needed (Fall 2012 courses only)

4.51% 6,355 of 140,768 seats 400

Enrollment Ratio 76.85%

Avg. Enroll / Avg. Enroll Cap. 30.96 /

40.28

56th Percenti

le

Balanced Course Ratio 26.65% 360 of

1,351

41st Percenti

le

Overloaded Course Ratio 40.04% 541 of

1,351

97th Percenti

le


Course Offering Analysis – Sections Undergraduate

Only

Measurement Percent Sections Percentile

Reduction Candidates 14.38% 596 of 4,144

53rd Percentil

e

Addition Candidates 55.43% 2,297 of 4,144

Highest Measure

d

Addition Candidates (Fall 2012 Only) 6.56% 272 of

4,144

69th Percentil

e

Elimination Candidates 1.91% 79 of 4,144

9th Percentil

e

Average Enrollment / Average Enrollment Capacity

UNT MeanLike

Institution Mean

Min Max

30.96 / 40.28

21.36 / 28.95

24.17 / 32.14

13.89 / 17.99

41.35 / 52.87


Course Offerings by Enrollment Ratio Tier

Undergraduate Only

Enrollment Ratio Courses % of Total

Average Enrollment

Average Enrollment

Cap

1-19% 106 7.85% 4.80 40.60

20-49% 152 11.25% 18.34 49.01

50-69% 192 14.21% 25.12 41.74

70-95% (Balanced) 360 26.65% 38.88 46.35

> 95% (Overloaded) 541 40.04% 46.40 45.58


Course Offering Analysis

Dashboards

65%

70%

75%

80%

85%

90%

Enrollment Ratio

UNTMean Goal

0%

10%

20%

30%

40%

50%

Balanced Course Ratio

UNTMean Goal

0%10%20%30%40%50%60%

Addition Candidates

UNTMean Goal

0%

5%

10%

15%

20%

Reduction Candidates

UNTMean Goal


Capacity Management

Findings 3Seat fill ratios in Classrooms vary by capacity:

SEATS ROOMS CAPACITY ENROLL FILL (ENROLL)

ENROLL CAP

FILL (CAP)

1 – 15 6 13.76 24.27 176.31% 34.22 248.63%16 – 25 12 24.81 20.32 81.92% 22.88 92.25%26 – 50 122 41.24 29.76 72.17% 35.03 84.95%51 – 100 21 77.13 59.59 77.26% 69.32 89.87%100+ 28 147.84 122.93 83.15% 134.59 91.04%Total 189 61.28 47.62 77.70% 54.27 88.56%

Classroom Seat Fill (Enroll) ratio comparison: Highest Measured (77.70%)

Texas Regional Ad Astra SummitCapacity Management

Findings 4

MEETING PATTERN

TOTAL USAGE

TOTAL UTILIZATIO

N

OFF-GRID USAGE

OFF-GRID UTILIZATION

MWF 9:00 - 9:50 450 79.37% 189 33.33%MWF 10:00 - 10:50 456 80.42% 198 34.92%

MWF 11:00 - 11:50 468 82.54% 198 34.92%

MWF 12:00 - 12:50 471 83.07% 303 53.44%

MWF 1:00 - 1:50 462 81.48% 360 63.49%MWF 2:00 - 2:50 459 80.95% 417 73.54%TR 9:30 - 10:50 480 84.66% 105 18.52%TR 11:00 - 12:20 474 83.60% 84 14.81%TR 12:30 - 1:50 465 82.01% 102 17.99%TR 2:00 - 3:20 471 83.07% 192 33.86%Total 4,656 82.12% 2,148 37.88%

On-grid Meeting Pattern usage in Classrooms varies by Pattern:


Capacity Management

Findings

• There is High off-grid meeting pattern usage in Classrooms:46.13% (75th percentile) of all usage and 37.88% effective primetime utilization for all Classrooms

• There is a High off-grid “waste factor”883 hours or 18.96% of all Classroom capacity is wasted (79th Percentile)


Capacity Management Dashboards

30%

35%

40%

45%

50%

55%

60%

Space Utilization

UNTMeanGoal

40%

45%

50%

55%

60%

65%

70%

Prime Ratio

UNTMeanGoal

2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 35,000

36,000

37,000

38,000

39,000

40,000

41,000

42,000

Enrollment Capacity

EnrollmentExisting CapacityEnrollment RatioOptimize RoomsMeeting PatternsPrime Ratio

Texas Regional Ad Astra SummitUNT Strategy Options to

EvaluateCourse Offering Efficiency Strategies:

• Evaluate Elimination Candidates for degree requirement impact• Select Reduction and Elimination Candidates (675 total

candidates; 16.29 % of all sections) to remove from Fall 2012 schedule

Course Offering Student Access Strategies:• Evaluate Addition Candidates for degree requirement impact• Optionally, implement Platinum Analytics (uncover key Addition

Candidates to improve student completion rates)

Capacity Bottlenecks Strategies:• Enrollment Ratio (10.59% potential capacity)• Optimize Rooms (10.66% potential capacity)• Meeting Patterns (13.96% potential capacity)• Prime Ratio (15.14% potential capacity)


• Develop a schedule review team and processo Senior leadership representationo Academic department representationo Focused on leveraging and sharing schedule analysis

• Develop data-driven scheduling policieso Course offering efficiency and effectivenesso Meeting pattern and room assignment efficiency

• Integrate schedule review team with academic planningo Curriculum planningo Academic space planningo Student success initiatives

UNT Potential Next Steps

From the Checkup

Texas Regional Ad Astra SummitWhere we plan to go from

here?

• Continued Analysis of the data• Task Force is being selected to move forward with

the initiativeo Headed by Vice Provost for Enrollment Management - Dr. Troy Johnsono Provost and VP for Academic Affairs – Dr. Warren Burggren is initiating

communications to encourage college department cooperationo Chaired by Associate Dean of Graduate School – Dr. Victor Prybutoko Representation from Deans Council, Registrar’s Office, budgeting,

Institutional Research, and Space Management

• Change in business policies and enforcement• Optimizer• Platinum Analytics


Questions?

texas regional ad astra summit where do we go from here? strategic scheduling checkup: university of...

Documents

strategic scheduling

scheduling challenges

astra schedule optimizer

university of north

scheduling processes

space analysis

academic space utilization

space efficiencies