Content Comparison

Course Level Information Excel Format

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Download From Tableau

Class Section Information Excel Format

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Class Fees Excel Format

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We understand the complexity of running programs and navigating university systems. We understand that staff at this point may take on many different roles that are competing for attention.

As we seek to improve this process, this document outlines the service level agreement between those who are program schedulers and the data systems support team.

Directors need to assign program schedulers to engage in this process. As roles change directors should utilize the Canvas course for training and other resources. Directors should provide assistance to new scheduling roles.

Program Scheduler Responsibilities:

• Provide scheduling timeline to Systems and Data (and keep informed of changes) at least a term ahead. This will become part of the priorities in managing requests. Important dates should be added to the UCL Peoplesoft Scheduling Outlook calendar.

• Utilize the university system, CLSS, to update Class Section Information in Peoplesoft.

• Use the spreadsheet formats found above for all change requests submitted through the UCL service desk.

  • Format of the spreadsheets should not be modified.

• Include the name of the University term ; the term, UCL Unit, and type of scheduling change (Course, Fee, etc..) in the title of the spreadsheet.

  • F22 PROED Course Description Updates

  • S22 Lifelong Fee Updates

  • U22 Osher Class Updates

• Submit one term per spreadsheet.

• Use the first column of the spreadsheet to indicate the nature of the change. Examples include:

  • Update Fee or Update Item Type

  • Move class fee to course level

  • Update description

  • New/Update Instructor or New Location

  • etc.

• Highlight cells in green where changes have been made.

• Attend training refreshers every term. (One on one training should be provided by Unit Managers not by DLT Team)

  • Set dates for each term (November for Spring, for example)

  • These will be recorded and uploaded to Mediaspace.

• Directors will provide training to new Schedulers by utilizing Canvas course and other recorded trainings.

Systems & Data

Team Member Responsibilities:

• Manage the scheduling for PS scheduling for course catalog and tuition/fees in Peoplesoft for units. (Provide visibility into the when scheduling submissions will be made, letting submitters know the current schedule, priorities, etc.)

  • Outlook Calendar: UCL Peoplesoft Scheduling

• Review submitted spreadsheets for formatting and clear identification of what is expected to change.

• Work with the submitter to clear up any confusion in the update requests.

• Provide estimates to completion times for the given spreadsheet updates.

  • This is based on the number of changes in the spreadsheet

    • Received before 2:00 00pm and less than 30 rows, done before 5. (this excludes multiple submissions, or high demand times)

    • Larger requests done within 2 business days.by 5pm the next business day.

• Utilize tier 1 support to manage normal requests. Elevate to tier 2 when:

  • Handle requests that impact student registration ASAP.

  See

  • Urgent

  Red Button

  • requests will be considered “all hands on deck” times. This will be indicated by adding Urgent to the subject line and/or body of the email sent into the service desk.

    • What can trigger this?

      • Relationship with partner

      • Marketing

      • Mass Error

    • Directors should be made aware of these incidents

• Return the spreadsheet with notes to clearly identify the items that were completed or information about why a request was not able to be completed. Continue to work with submitter to complete the request.

• Maintain communication with all of UCL around the current status of our systems including system outages, etc.

• Conduct training Refresher Training 3 times a year. Deliver KPI/reports to directors and schedulers before

  • Conduct a retrospective prior to these trainings.

Measure/KPI

Halli Taukiuvea Create a how to internal document to manage spreadsheets to be able to track the KPI.

Questions

• Training?

• Number of Scheduling Requests Per Month By Person

• Time to completion of a specific requests

• All other KPI’s will need to be handled manually based on request

This SLA will be reviewed at the end of each semester after a retrospective prior to training.

Typical System Updates Schedule:

This is based on the workaround for CLSS while Courseleaf addresses its issue with Session 4 courses.

Once information is entered into Peoplesoft:

• Peoplesoft data is pulled each morning into the operational data store (ODS) by starting at 6:00 am.

• Tableau refreshes its data from the operational data store (ODS) between 11:00 am and 12:00 pm. This is where programs will verify changes were made and updated correctly.

• CE Web registration system and intranet is refreshed every business day by 1011:00 am. This is done manuallya manual process, so there could be delay depending on staffing.

⚠️This is based on the workaround for CLSS while Courseleaf addresses its issue with Session 4 courses.

• Scheduling Office has committed to enter ALL information submitted through CLSS by 4:00 pm by the end of the day which is 5:00 pm.

• If information is received after 4:00 pm the Scheduling Office will enter them the following business day and there will be a 24 hour delay in the systems updating below.