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Spreadsheet Models for Generating Student Class Schedules3 October 24, 2005 The University of Central Florida Established in 1963 in Orlando Florida (first classes in 1968), Metropolitan Research University Grown from 1,948 to 45,000 students in 37 years 38,000 undergraduates and 7,000+ graduates 12 regional campus instructional sites 9 th largest public university Established in 1963 in Orlando Florida (first classes in 1968), Metropolitan Research University Grown from 1,948 to 45,000 students in 37 years 38,000 undergraduates and 7,000+ graduates 12 regional campus instructional sites 9 th largest public university Stands for Opportunity Doctoral intensive 92 Bachelors, 94 Masters, 3 Specialist, and 25 PhD programs Largest undergraduate enrollment in state Approximately 1,200+ faculty and 3,100 staff Nine colleges Arts and Sciences, Biomedical Sciences, Business Administration, Education, Engineering and Computer Science, Health and Public Affairs, Honors, Hospitality Management, and Optics and Photonics Doctoral intensive 92 Bachelors, 94 Masters, 3 Specialist, and 25 PhD programs Largest undergraduate enrollment in state Approximately 1,200+ faculty and 3,100 staff Nine colleges Arts and Sciences, Biomedical Sciences, Business Administration, Education, Engineering and Computer Science, Health and Public Affairs, Honors, Hospitality Management, and Optics and Photonics
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University of Central Florida
Spreadsheet Model Approaches for Generating Student Class Schedules
Robert L. ArmacostDirector, University Analysis and Planning Support
Magdy HelalResearch Associate, University Analysis and Planning Support
Dianne AdamsCoordinator of Computer Applications, University Analysis and
Planning SupportUniversity of Central Florida
2005 SAIR Conference October 24, 2005Presentation available at http://uaps.ucf.edu
Spreadsheet Models for Generating Student Class Schedules 2October 24, 2005
Goals for the Presentation
Challenges in addressing graduation rates Introduction to Grad On Track solution Challenges in meeting guarantees Challenges developing student class schedules Optimization approach using Solver Add-in Limited enumeration approach Stand-alone Visual Basic implementation Comparison of approaches
Spreadsheet Models for Generating Student Class Schedules 3October 24, 2005
The University of Central Florida
Established in 1963 in Orlando Florida (first classes in 1968), Metropolitan Research University
Grown from 1,948 to 45,000 students in 37 years 38,000 undergraduates and 7,000+
graduates 12 regional campus instructional sites 9th largest public university
Stands for Opportunity
Doctoral intensive 92 Bachelors, 94 Masters, 3 Specialist, and 25 PhD programs
Largest undergraduate enrollment in state Approximately 1,200+ faculty and 3,100 staff Nine colleges
Arts and Sciences, Biomedical Sciences, Business Administration, Education, Engineering and Computer Science, Health and Public Affairs, Honors, Hospitality Management, and Optics and Photonics
Spreadsheet Models for Generating Student Class Schedules 4October 24, 2005
Graduation is the Goal63
.4%
53.5
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52.0
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49.2
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49.1
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48.6
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48.3
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47.3
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44.0
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43.6
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41.8
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41.8
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40.2
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40.1
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38.9
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38.8
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37.8
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36.6
%
35.3
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34.9
%
33.2
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33.1
%
32.1
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31.0
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22.8
%
0.0%
10.0%
20.0%
30.0%
40.0%
50.0%
60.0%
70.0%N
CSU
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Aspirational
Medical School
Large MRU Peers
Other MRUs
Large Metropolitan Research University 6-year Graduation Rates—IPEDS 97
Spreadsheet Models for Generating Student Class Schedules 5October 24, 2005
Graduation is the GoalLarge Metropolitan Research University 4-year Graduation Rates—IPEDS 99
27.7
%
26.6
%
26.0
%
24.3
%
22.6
%
22.0
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19.7
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17.9
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16.4
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15.5
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14.4
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13.7
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12.6
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12.3
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11.1
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9.1%
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UC
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SDSU UH
WSU
IUPU
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UCF
Aspirational
Medical School
Large MRU Peers
Other MRUs
Spreadsheet Models for Generating Student Class Schedules 6October 24, 2005
Graduation is the GoalUCF Time to Degree —2003-04 Baccalaureate GraduatesSemesters to Graduation--2003-04 Graduates (entered as FTICs)
0
100
200
300
400
500
600
700
800
4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 28 29 30 31
Number of semesters to graduation
Num
ber o
f gra
duat
es
Average time to graduation = 11.83 semesters
67.9% graduated in 12 semesters or less
(Semester count includes summer, fall, and spring)
Spreadsheet Models for Generating Student Class Schedules 7October 24, 2005
Graduation is the Goal BUT
Florida SUS 4-year graduation rate = 33% University of Florida 4-year graduation rate = 52% University of Central Florida 4-year graduation rate = 29.5%
Differences in institutional mission Time to degree
1998 FTIC cohort—46-51% of graduates graduate in 4 years or less (81-90% in 5 years or less)
1998 FTIC cohort—41-47% dropped out 2003-04 graduates—average time to degree was 11.83
semesters
Spreadsheet Models for Generating Student Class Schedules 8October 24, 2005
Improve Graduation Rate
Delayed graduation represents significant lifetime losses
Perception: UCF = U Can’t Finish Class availability Unplanned delays System inefficiency—excess hours
Solution: New program that guarantees class availability
Grad On Track (GOT) was born
Spreadsheet Models for Generating Student Class Schedules 9October 24, 2005
Grad On Track
http://gradontrack.sdes.ucf.edu
Spreadsheet Models for Generating Student Class Schedules 10October 24, 2005
Grad On Track Requirements
FTIC student Declares single major on entry Has appropriate math and chemistry placements Agrees to follow a restricted schedule for the major
Limited electives Generally 15 hours per semester
Maintains satisfactory performance UCF
Guarantees a seat in every class that is needed Guarantees graduation in four years
Spreadsheet Models for Generating Student Class Schedules 11October 24, 2005
Biology GOT ScheduleBiology BS
SEMESTER Fall 15 SEMESTER Spring 15Course No. Hours Course No. HoursBSC 2010 General Biology 4 BSC 2011 Biological Diversity 4ENC 1101 English Composition I 3 CHM 2046 Chemistry Fundamentals with Lab 4CHM 2045 Chemistry Fundamentals 4 MAC 2312 Calculus with Analytical Geometry II 4MAC 2311 Calculus with Analytical Geometry 4 ENC 1102 English Composition II 3
SEMESTER Fall 17 SEMESTER Spring 14Course No. Hours Course No. HoursBOT 4303 Plant Kingdom 5 CHM 2211 Organic Chemistry II 3CHM 2210 Organic Chemistry I 3 CHM 2211L Organic Chemistry Lab 2PCB 3304 Principles of Ecology 3 PCB 3063 Genetics 3STA 2023 Statistical Methods I 3 PCB 3442 Florida Aquatic Ecology 3PSY 2012 General Psychology 3 POS 2041 American National Government 3
SEMESTER Fall 16 SEMESTER Spring 15Course No. Hours Course No. HoursPCB 4302 Physiochemical Limnology 4 MCB 3020 General Microbiology 5ZOO 3713 Comparative Vertebrate Anatomy 5 PCB 3233 Immunology 3EUH 2000 Western Civilization I 3 EUH 2001 Western Civilization II 3PHY 2053 College Physics I 4 PHY 2054 College Physics II 4
SEMESTER Fall 13 SEMESTER Spring 15Course No. Hours Course No. HoursMCB 3203 Pathogenic Microbiology 3 BOT 3800 Ethnobotany 3PCB 3023 Molecular Cell Biology 3 PCB 4683 Population Biology & Evolution 4PCB 4723 Animal Physiology 4 ZOO 4603 Embryology/Development 5SPC 1016 Fundamentals of Technical Presentations 3 REL 2300 World Religions 3
Spreadsheet Models for Generating Student Class Schedules 12October 24, 2005
How to Guarantee Classes? Biology BS
BSC 2010: 3 lecture sections, 22 lab sections CHM 2045: 16 lecture sections ENC 1101: 110 lecture sections MAC 2311: 22 lecture sections
2,555,520 combinations!!! Potential conflicts with times that classes are offered Technical challenge
Construct a feasible class schedule that identifies which sections of which courses need seats to be reserved
Administrative challenge How to actually reserve those seats
Spreadsheet Models for Generating Student Class Schedules 13October 24, 2005
Scheduling Approaches Foundation is first obtaining scheduled dates and times
for all classes offered Objective is to identify a feasible schedule for a given
program Problem reduces to finding a class schedule for one
week Alternative scheduling approaches
Optimization-based approach—find a feasible solution for a particular “set-covering” 0-1 integer program
Enumeration-based approach—develop a feasible schedule by constructing a schedule adding one class at a time
Spreadsheet Models for Generating Student Class Schedules 14October 24, 2005
System Guidelines Scheduling tool should
Read input from the university database (class data) Classes open in the semester Number of sections of each class Meeting dates for each section Meeting start and end times
Read input from academic departments (program data) List of courses required for the program in that semester
Manipulate these inputs Generate feasible schedules for the classes
Implementation should Be accessible on a desktop or on the Web Spreadsheet based (initially)
Spreadsheet Models for Generating Student Class Schedules 15October 24, 2005
StructureUniversity Database
Access Database
Classes data.Excel file each semester.
Scheduling Tool
Filtered, coded, formatted data.Two Excel files each semester.
Academic Departments
Program data.Excel file each major
Schedules.Excel File each Major.
Spreadsheet Models for Generating Student Class Schedules 16October 24, 2005
Class Data Preparation
Download from PeopleSoft to Excel
Used as is Import to Access
database Filter then format
and code meeting times
Generate Excel sheets for input to scheduler
Spreadsheet Models for Generating Student Class Schedules 17October 24, 2005
Program Requirement Data Obtained for each program with GOT students Use shown template
Spreadsheet Models for Generating Student Class Schedules 18October 24, 2005
Optimization-based Scheduler Finding student class schedule is a “set-covering”
problem Find the class sections that will “cover” the “set” of program
requirements (courses) Constraints
No two sections can be scheduled at the same time Exactly one section of each course must be scheduled during
a week Maximum of five hours of classes may be scheduled in a given
day Objective
No particular objective is required—only looking for a feasible solution
Objective could be changed to generate different feasible solutions
Spreadsheet Models for Generating Student Class Schedules 19October 24, 2005
Excel Setup Columns correspond to class sections offered at
different times Rows correspond to half-hour time periods for each
day of the week Cell values = 1 if class section is offered at that time or
= 0 if section is not offered at that time Decision variable row cells = 1 if that section of the
course is scheduled and = 0 otherwise SOLVER Add-in
Tools > Solver (go to Tools > Add-ins and check “Solver Add-in” if not loaded)
“Target cell” is the objective to be optimized “Changing cells” are the decision variables “Constraints” are the conditions to be satisfied
Spreadsheet Models for Generating Student Class Schedules 20October 24, 2005
Solver Setup
Spreadsheet Models for Generating Student Class Schedules 21October 24, 2005
SolverStart
New class data
Update class data
Read existing course list
No
Show selection user interface
User selects major and semester (and courses)
Identifying sections for selected courses
Checking the availability of data
Preparing and formatting data
Exporting data to Solver File
Data available
Exit
No
Solver generates Schedules
Developing graphical representations
Saving Results in an Excel file
End
Yes
Yes
Spreadsheet Models for Generating Student Class Schedules 22October 24, 2005
User Output
Spreadsheet Models for Generating Student Class Schedules 23October 24, 2005
The Scheduler Used VBA to integrate data preparation and generate
multiple schedules
Spreadsheet Models for Generating Student Class Schedules 24October 24, 2005
Demo
Spreadsheet Models for Generating Student Class Schedules 25October 24, 2005
Solver Pros and Cons Pros
Generates feasible solutions Modifiable to add other constraints (e.g., minimum time
between classes) Relatively easy to customize output
Cons Requires mathematical understanding to set up Requires careful mapping of class schedule data Relatively long execution times Potential automation connection problems Need to “trick” the set up to generate alternate schedules
Spreadsheet Models for Generating Student Class Schedules 26October 24, 2005
Enumeration Approach Potential for reducing processing time Use existing data structure with class and program
information Constructive generation of student class schedule Apply heuristic scheduling rule
Schedule most restrictive class first Add next most restrictive class while satisfying time conflict
constraints Number of feasible schedules is limited by the amount
of time to be spent or number specified in advance Output format is same as for Solver
Spreadsheet Models for Generating Student Class Schedules 27October 24, 2005
Enumeration ApproachStart
New class data
Update class data
Read existing course list
No
Show selection user interface
User selects major and semester (and courses)
Identifying sections for selected courses
Checking the availability of data
Preparing and formatting data
Exporting data to Enumeration File
Data available
Exit
No Graphical representations for completed schedules parts
Saving Results in as Excel file
End
Yes
Yes
Arranging sections in ascending order of the number of sections
per course
Setting up schedules for each section
Adding sections one after one to existing schedules
Spreadsheet Models for Generating Student Class Schedules 28October 24, 2005
Demo
Spreadsheet Models for Generating Student Class Schedules 29October 24, 2005
Enumeration Pros and Cons
Pros Easier to set up than Solver Computer processing time efficient Less automation connection problems
Cons Rigid structure—must be recoded for customized results Must be run until finished to get any solutions Limited number of feasible solutions as coded
Spreadsheet Models for Generating Student Class Schedules 30October 24, 2005
Stand-Alone VB Application Based on the constructive enumerative approach
Spreadsheet Models for Generating Student Class Schedules 31October 24, 2005
Demo
Spreadsheet Models for Generating Student Class Schedules 32October 24, 2005
VB Application Pros and Cons Pros
Offers more control and user-friendly capabilities than Solver or Enumeration
No need to deal with underlying Excel or database files Faster, at least 10 times faster when using Solver DLL Extendable to connect directly to the internet, SQL servers, and university
database Scalable
No language limitations as with VBA Cons
Advanced programming skills Special software and/or add-ins needed Difficulty in using automation and data objects Time consuming to develop Sensitive to software releases and upgrades
Spreadsheet Models for Generating Student Class Schedules 33October 24, 2005
Use of Student Schedules
Output includes a relatively large (50-60) set of schedules Replaces previous trial and error generation approach
GOT first year advisor Selects a schedule and registers the student Uses the set of feasible schedules to help student identify
alternatives Uses to advise registration for second year
Program advisors Set of schedules provide input for advisors for third and fourth
years
Spreadsheet Models for Generating Student Class Schedules 34October 24, 2005
Benefits of GOT Initiative Programs required to prepare four-year schedule Led to full year registration Highlighted schedule conflicts Publication of planned offerings of courses
Facilitates better advising and planning by students Program issues
Attractive to uncertain students with uncertain parents 15 hour requirement is a potential barrier Self-directed student do not need or desire the program
Identified potential benefits of having a tool to generate a four year program of study tailored to individual desires and planned course offerings
Spreadsheet Models for Generating Student Class Schedules 35October 24, 2005
Future Technical Extensions Stand-alone VB application Real-time connection to university database Local SQL/database servers for advisors and students Student web access with advisor approval Allow online registration Link to academic departments to dynamically update
program data
Spreadsheet Models for Generating Student Class Schedules 36October 24, 2005
Questions
???
Mr. Magdy HelalResearch Associate, University
Analysis and Planning SupportUniversity of Central Florida12424 Research Parkway, Suite
215Orlando, FL [email protected] http://uaps.ucf.edu
Dr. Robert L. ArmacostDirector, University Analysis and
Planning SupportUniversity of Central Florida12424 Research Parkway, Suite
215Orlando, FL [email protected] http://uaps.ucf.edu