Scheduling 101 - The Scheduler Role & Scheduling Systems

Owned by Halli Taukiuvea
Last updated: Aug 03, 2022 by Halli Taukiuvea
2 min read

In This Article: An introduction to the scheduler role and the different systems we use for scheduling.

 

Scheduling Role & Responsibilities

Each unit is allowed two schedulers who have the following responsibilities:

  • Set up all new courses with the correct information

  • Apply fees to the correct level by utilizing the proper item type

  • Schedule UCL classes in Astra during semester breaks to avoid scheduling conflicts

  • Review all classes to ensure that they're set up with the correct instructor, room, dates, times, capacity, and notes

  • If class errors are found, make adjustments in CLSS prior to the start/publish date of the semester

  • Ensure that all classes appear on the University's website and UCL's website at the correct times

  • Review the double book report to catch scheduling conflicts and resolve them as soon as possible

  • After the semester has begun, submit any allowable changes through the Help Desk


Scheduling Systems & Their Purpose

CLSS

A University system used to schedule class information, dates, times, days, instructor, class notes, class capacities, and attributes. CLSS transfers data directly into PeopleSoft.

PeopleSoft

The source of truth for the University and for UCL.

Astra 

A University system used to schedule physical classrooms. Astra and PeopleSoft share/transfer data between one another.

Tableau 

Produces audits and reports based off data fed to it by PeopleSoft.

UCL Service Desk

The UCL Service Desk is managed in Salesforce.



The Data Process

  1. Data is entered by Schedulers directly in CLSS

  2. The data entered in CLSS automatically updates PeopleSoft within a few minutes.

  3. PeopleSoft data is put in other systems

    1. Astra - helps us see which classrooms have been scheduled, and which are available. Updates made in Peoplesoft are pushed to Astra within a few minutes.

    2. Data Warehouse - gives UCL the data we need to refresh our own systems. (The ODS is refreshed daily at 8am)

    3. Website & Intranet - manually refreshed each morning by 10am. Utilized by UCL classes to allow registration on UCL website. The Intranet is a place where UCL staff can manage student registration information and view class information.

  4.  Data is available in Tableau to audit and proof course and class information entered by DLT Team and the data entered in CLSS (by Unit’s) is correct.

This is why the data entered in CLSS is SO IMPORTANT! It feeds all of the other systems that we rely on to do our jobs! Using CLSS correctly is the best way UCL Units can control the class data that is displaying on the website for our customers.

 

Which System to Use to Submit/View Data

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