Find out how we are introducing a new timetabling system, processes and policies to boost staff and student experience.
Overview
What it is: The timetabling project will move the University from its existing teaching and exam timetabling systems and processes, which are not meeting our needs, to a modern system and updated approach. It will also provide a new way to book general teaching space.
Why it’s better for you: The new system will reduce process complexity as well as being more reliable, stable and efficient, making working with it easier. It will also improve staff and student experience.
Why it’s better for the University: The system will lay the foundations for an improved timetabling service as well as presenting the timetable in a more modern, user-friendly and accessible format.
When it’s happening: The project started in 2023 and is expected to take four years to deliver.
How will it launch: As the project will be delivering multiple different functionalities and has several dependencies on other projects, it will be delivered in phases to best support the change for staff and students.
About the Timetabling project
The University has recognised that our current timetabling service does not deliver a suitable or satisfactory experience for staff or students.
After an external review of the service in 2022 delivered recommendations, the University Education Committee (UEC) endorsed these findings, and the project gained buy-in from key stakeholders. As a result, we are now committed to delivering a wide-ranging set of improvements to current timetabling processes and systems.
The work of the project will touch on almost all aspects of student and staff experience and is bound up with the future market position and operational effectiveness of the University. Alongside a number of other capital projects (Curriculum Reimagined, Student Information System), and internal process improvements (student number forecasting, quality checks on key data sets), as well as better collaborative working on business-as-usual issues, the new system will ensure the timetabling service is fully equipped to support current and future strategic objectives.
Benefits
The Timetabling project will introduce a number of benefits:
- Continuation of business: a modern timetabling system will replace our existing system ensuring the University can continue to run effectively.
- Staff capacity savings (revenue): the new system will ensure timetabling activity can continue without the need for a manual operation or significant numbers of extra timetabling staff.
- Staff capacity savings (time): timetabling colleagues will be freed up from duplication of work and the intensive work required to manage legacy systems.
- Quality: the project will improve understanding of the timetabling process and the perception of the process across the University.
Timeline
The project will be delivered over four years and in a number of phases as set out below:
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Winter 2024
‘To be’ process data gathering (ends January 2025).
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Spring 2025
Integrations work for the new system, whilst the 25-26 teaching timetable is constructed via the existing system.
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Summer 2025
25/26 teaching timetable available via Sussex Direct as normal however, some elements for incoming new students may be managed across multiple platforms. Support will be given at the relevant times to Schools staff to understand how to use these. The delivery of the project has been designed to minimise impact on school staff during busy periods.
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Autumn 2025
Exam timetables will be viewable to students and staff in the new system.
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Winter 2025 and Spring 2026
The 26-27 teaching timetable cycle will commence with the new system, with relevant staff having received the training they need to support them.
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Summer 2026
The 26-27 timetable will be published via the new system for the first time.
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Academic year 26-27
Teaching timetable now wholly available in the new system for both staff and students.
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Winter 2026 and beyond
Timetabling system delivery complete.