Simplifying Scheduling: A 3-part Series: Part 3

July 7, 2020
Class Scheduling

This 3-part series will help you understand the problems so many schools face today in their section scheduling endeavors. It will also provide guidance on determining your specific pain points, managing cultural change, and finding the scheduling solution that’s best for your institution.

Part 3 - prefer an ebook?

Explore the Marketplace: Selecting a Solution

Selecting a solution can be intimidating with vendors offering a seemingly endless list of bells and whistles. Many scheduling software vendors provide a competitor analysis, enabling you to familiarize yourself with the features currently offered at a market level. Then identify the solution that most effectively aligns with your needs.

Analyze Features: Theirs and Yours

In general, features that enable ease-of-use ,data-driven decision making, policy enforcement, and those that seamlessly reduce manual workload, are likely to be the most important for your institution. Configurability is also critical to ensure that a solution is able to support your institution-specific practices and processes. It’s also important to consider those features that might overlap with your existing systems to help you make a more informed decision, especially as it relates to pricing and ROI.

Look Under the Hood

·     Product Development: Find a vendor that’s making waves in innovation and design, and is committed to changing with and for the market it serves.

·     Customer Satisfaction: Always ask for references. And reach out to your network to solicit your peers’ preferences via a listserv or other communities.

·     Integrations: Involve your IT team in the decision-making process to ensure understanding of full technical requirements and capabilities.

·     Client Retention: While a product might look good on paper, its functionality and user experience can be poor. So, consider the vendor’s customer churn rate.

·     Customer Success: Look for a concrete, functional training plan, a documented track-record of supporting diverse staff, and a dedicated, on-demand support team.

·     Continuous Improvement: Make sure you’re given the tools for continual refinement and maintenance of your scheduling solution to guarantee long-term success.

Implementation and Beyond

Once you choose a vendor it is important to plan for the below activities in order to ensure a successful implementation:

·     Assemble a Task Force: Include staff from both the registrar’s office and IT department to troubleshoot problems, maintain the software, and support the end user.

·     Iterate Rules and Policies: Revisit the data-driven rules and policies governing your scheduling at least once a year to ensure their relevance, accuracy, and impact.

·     Survey Stakeholders: Partner with your third-party vendor to survey all users to assess the software’s impact and ensure it is achieving its intended outcomes.

·     Measure ROI: Quantify the software’s impact on metrics like graduation and retention rates, seat utilization, and tuition yields. Assign a dollar value to calculate ROI.

That's a Wrap

Adopting new technology can be overwhelming, however the impact on your processes can be huge. Make sure you’re doing your due diligence in finding a partner to help you achieve a resource-efficient, student-centric, and data-driven schedule.

Miss the first two posts in the series? Check out Part 1, Introduction: The Problem. The Pain Points and Part 2, Preparing for Change: A Cultural Approach

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