Phase 2: Project Implementation

Ad Astra Optimization Implementation Project

Background:

Given the current plan for refurbishing a number of buildings on campus (beginning with Butte), the institution needs a more efficient and sophisticated way of determining how to utilize its limited space. The institution already has and uses a system with the capability of helping the institution maximize space utilization.

Phase 1 (Modeling) is complete: Initial development of the classroom characteristics, course room requirements, and faculty needs and preferences for the successful room optimization beginning with the Fall 21 semester.

Scope (Phase 2-Scheduling):

Develop new Schedule Building process
- In consultation with department and college schedulers
- Set new timelines
Refine Order of Operations with spring 2021 schedule build
Implement new Schedule Building process
- Run and verify 2021-22 room assignments (without Butte Hall or Physical Sciences)
- Include new reports and periods of consultation and review

Project Contact: Jennifer Aceves, Class Scheduling Specialist

Key Stakeholders:

Provost

Deans

Associate Deans

Chairs

Faculty

AVP EMS

APSS

Department Schedulers

College Schedulers

Key Milestones:

Milestones and corresponding target dates of completion.
Milestone	Target Date
Project communication to key stakeholders	February 2020, May 2020, August 2020
Develop new schedule build process in consultation with department/college schedulers	March 2020
Implement scheduling suggestions where reasonable for spring 2021 schedule build	April 2020
Test Order of Operations with spring 2021	April 2020
Implement Academic Scheduling Provisions for fall 2021 schedule build	August 2020
Optimize room placements for fall 2021	Fall 2020
Verify fall 2021 room optimization	Fall 2020
Phase 2 Project completion	January 2021

Roles:

Responsible groups and their roles.
Group	Role
APSS	Training Vendor liaise Quality assurance Room assignments Modeling Preference set maintenance
Colleges	Room assignment review Model review Schedule adjustment
Academic Facilities	Classroom characteristics

Completed

Initial development of the classroom characteristics, course room requirements, and faculty needs and preferences for the successful room optimization beginning with the fall 2021 semester.

Upcoming

Ongoing maintenance of preferences in Optimizer.
Update curriculum process to collect course preferences in course proposal paperwork.