Allocation and scheduling process
Summary
This page provides an overview of the chronological steps in a process that results in lecturers' allocation and planning. A focused track guide is available for project leaders and PLOUs to guide them through the process.
A milestone schedule is available on the Fontys ICT Portal of the scheduling office for current dates.
Fontys ICT, like many Fontys organisational units, uses the timetabling application Xedule for the timetabling process. The following frameworks are used for this purpose:
No more use of Excel sheet as half-day schedules;
Instead of passing fixed dayparts to schedulers, directions for scheduling are now passed on;
All information needed for the half-day schedule (allocations and directions for scheduling) must be delivered on time according to milestone planning;
After the deadline for submitting information to schedulers has passed, changes can only be passed on after the draft schedule has been published;
It is very important that everyone sticks to the deadline!
Introduction
The process
Preparations
Information manager puts the upcoming semester ready in the Inzetmatcher;
Project leaders and PLOUs prepare projects in the Inzetmatcher (including location);
PLOUs, CEs and project leaders supplement the Inzetmatcher with tasks or complement existing tasks.
To make the deployment process run smoothly, the following arrangements apply:
Each lecturer must be available for programme implementation for Internship or Graduation and for two days total (280h) in the First semester and/or for Education for Professionals.
This means that if, based on deployment preferences, there are insufficient lecturers available to carry out these semesters, any lecturer can be allocated for this purpose. The allocations for these semesters are recorded first in the allocation system so that availability for the other activities is clear thereafter.
Filling allocation system and providing directions for scheduling
Planning & Finance (
P&F) produces student forecasts showing the breakdown per semester (start/main/advanced/ minor) in numbers of restarts and advancement last semester and how the grades came about (please note this is an expectation and therefore not final!);
PLOUs provide feedback on student forecasts ;
P&F fills the allocation system with the budgets based on the adjusted forecast ;
P&F fills allocation with hours for strategic projects, coordination, additional education ;
Lecturers notify any changes based on the availability information known to the schedulers. ;
Lecturers indicate in the Inzetmatcher which tasks they would like to perform and also indicate a priority.
Allocation for Internship, Graduation, First semester and Education for Professionals (including which evenings) ;
Chairmen pass on consultation times to schedulers;
Operations Managers make a proposal OIL floor plan of the semesters per location in coordination with PLOUs and
P&F.
Collecting data from lecturers
HR informs the schedulers which lecturers will do Basic-level Teaching Qualification (
BKO);
PLOUs and PLs are in contact with lecturers who have indicated in the Inzetmatcher that they would like to be allocated in the unit of study (OE) or project;
The allocation is introduced by PLOUs, CEs and project leaders;
The PLOUs, CEs and PLs, give directions for scheduling to schedulers.
Please note that only allocation of a minimum of 70 hours results in a half-day slot in the planning. All other allocations are planned by the employees themselves via Microsoft Outlook.
Making half-day schedule
The schedulers now have all the information to create the half-day schedule. The draft half-day schedule will be published on Fontys MYX.
Refinement within the half-day schedule ===.
PLOUs and project leaders receive errors and changes from lecturers about the draft half-day schedule;
PLOUs and project leaders pass errors and changes to the schedulers for processing;
PLOUs and Project Leaders review the adjusted schedule to see if it matches the requested changes and errors.
Draft schedule
Only when the draft half-day schedule is agreed upon, PLOUs are allowed to make refinements within the agreed half-day schedule. This refinement is not processed in Xedule by the schedulers, but by the OIL teams themselves in additional tooling.
Activities by Schedulers AFTER delivery of half-day schedules
In collaboration with the Student Desk (internships and graduation), the internship and graduation data supplied in study weeks 10-12 will be scheduled for study weeks 19+20. The interim graduation sessions will take place in study weeks 1+2 and 9+10 respectively.
Assessors' meetings in study weeks 19+20: all lecturers involved in a unit of study are scheduled for the assessors' meeting. For the first semester's meeting, coordinators provide their own information.
Uitzonderingen
For programme implementation in Tilburg, a half-day schedule is provided across units of study (OEs) and OILs.