CIS 480 Project Overview by huanghengdong

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									               CIS 480 Semester Project: FCB Room and Equipment Scheduling Overview

        This document provides an overview of related systems that are currently in the form of a set
separate spreadsheets and manual documents that are used to: schedule classes into the classrooms of
FCB; to schedule usage of classrooms and conference rooms for committee meetings, club meetings,
help sessions, and all uses of rooms other than regularly scheduled classes; to manage the deployment
of computers and other equipment in classrooms and offices including tracking distribution across LAN
subnets and assignment of computers to faculty and staff members; and to manage the status of
equipment that can be checked out – portable computers and AV equipment . An overview of these
systems in the order listed above follow. Figures and documents referenced in this narrative can be
found in the pdf file User_Docs in the 4All Folder or accessed from the User Documents link at the top of
the online class schedule.

         Development of the class schedule is central to the other systems since scheduled classes take
priority over other uses of classrooms. Scheduling of classes begins with an estimate of the number of
sections of each class needed. This estimate is prepared by Scott Hoefle using a spreadsheet that tracks
general enrollment trends as well as enrollment growth in prerequisite courses to project the demand
across an academic year. Issues like Professor’s on sabbatical and other teaching resource constraints
are considered when translating the annual demand into the number of sections to be taught in a given
semester.

         From the estimated number of sections of each course required (see Figure 1 for an example),
The FCB Building Manger, Kay Pinto, creates an initial scheduling spreadsheet for the courses taught by
each area. At this point the time, days, and instructor assigned for each section are blank. This
information is sent to the area coordinators. Each area coordinator (AC) adds times, days, and instructor
assignments after consulting with their area faculty (see Figure 2). There is a University directive that
classes should be spread evenly between TTh and MWF schedules and between morning and afternoon
classes so ACs are instructed to consider this in their scheduling. ACs are also expected to ensure that
major courses often taken in the same semester are not scheduled at the same time.

        These initial area schedules are returned to Kay who consolidates them and begins the
scheduling of rooms for the classes (See Figure 3). Projected class size, computer lab requirements
(some classes are scheduled into a lab classroom one day a week), and instructor preferences are
considered when scheduling rooms. Often the initially proposed schedules may exceed the number of
available rooms at some of the more popular times and may not correspond well with the University
directive about spreading the class schedule across days and times of the day. Also Kay and Scott Hoefle
check the schedule to see that courses normally taken together (based upon the 4 year degree plans for
each area) can be taken without scheduling conflicts.

         Revised proposed schedules reflecting these adjustments are returned to the area coordinators
and a final schedule is agreed upon (see Document 1 of the assignment for Tuesday 1-24). This process
must be completed in time for student enrollment. Scheduling data is entered into LOUIE during the
scheduling process with final schedule information due about a week before enrollment begins. Changes
to the schedule can occur: to assign an instructor to a section that was originally listed as staff, to add
sections if enrollment exceeds capacity and it is possible to hire an additional instructor, or to drop a
section in cases of extremely low enrollment.

        The completed class schedule feeds into the process of managing other reservations
(reservations of a room on a one time basis) of classrooms in the FCB. When a professor wants a room
with computers for a day when she is not scheduled for a computer lab, a professor or student wants to
schedule a room for a club meeting, or the Accounting area wants to schedule a set of rooms for their
ACC 255 exams, Kay (or Cindy Thompson, Administrative Assistant in the Dean’s office) checks the class
schedule and a schedule sheet (Document 2 of the 1-24 assignment ) showing any one time reservations
that have been made for the date when the room is needed. She identifies available rooms that meet
the needs of the requestor and if an acceptable room can be found she records information about the
person or group requesting the room and the time period for which the room is to be reserved. A set of
Room reservations is kept for every day of the semester and is maintained in a loose leaf binder.

          Because the FCB has limited lab space, and classes that share a lab, the process of scheduling
rooms for finals is complicated. A separate spreadsheet is used to manage the scheduling of labs during
finals (Figure 4).

         Paul Wagner, the FCB IT director maintains inventory information about the computers and
related equipment – projectors, padcams, etc. deployed in FCB classrooms, study areas, and faculty and
staff offices. This application is currently maintained in spreadsheet form. (A sanitized copy of this
spreadsheet is available as FCBInventory.xlsx in the 4All folder for this class)This application is used to
show the equipment available in each classroom, and it also provides additional technical information
about computer systems in the college such as subnet assignments, faculty or staff a computer might be
assigned to, configuration of devices, etcetera.

        In addition, Paul’s staff maintains an inventory of equipment, mostly laptop PCs and Camera
equipment that can be checked out by faculty and staff. This is currently a largely manual process that
he would like to put in an online form, possibly including the ability to track availability and request
items via the web. (An excel file showing the template currently used for laptop checkout is available as
ComputerCheckout.xls in the 4 all folder).

PHASE 1 Deliverables (Due at class beginning or before on Tuesday January 31. 20 Points possible):

1. System Vision Document (following template of Figure 1-5 page 10 of your text).
2. Domain Dictionary for the system. As handed out in class and template available in 4All folder.
3. Interview agendas for interviews with:
        Kay Pinto and
        Paul Wagner
4. A questionnaire for distribution to Area Coordinators

								
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