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DAU Course Scheduling & Related Topics

DAU Course Scheduling & Related Topics. Mark Whiteside LOG FIPT 2 Nov 07. Agenda. Schedule Management Demand Management. DAU Schedule Management. (1) Build (8 Months – Aug - Apr) Data Call Scrub Stock Exchange Final (2) Field (30 Days) Load ATRRS Corrections/Adjustments

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DAU Course Scheduling & Related Topics

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  1. DAU Course Scheduling & Related Topics Mark Whiteside LOG FIPT 2 Nov 07

  2. Agenda • Schedule Management • Demand Management

  3. DAU Schedule Management (1) Build (8 Months – Aug - Apr) • Data Call • Scrub • Stock Exchange • Final (2) Field(30 Days) • Load ATRRS • Corrections/Adjustments • Coordinate w/Business Systems (ATRRS, ATLAS, MtM, Finance, data mart, and eMTS) (3) Execute and Manage(Daily/Monthly/Quarterly) • Low Fill • Date Changes • < 24 Waivers • Fee-for-Service • 90-60-45 Readiness • ATO Meetings (Quarterly) • DACM Rep Meetings (Monthly)

  4. Building the Schedule

  5. DAU Resourced CapacityMacro Level Resource ParametersFY08 Schedule Build • DAU Annual Capacity forStudent Grads • Approximately 115,000 • Classroom Seats Consistent w/ Prior Year Levels • Approximately 1,200 Offerings • Approximately 35-36K Seats • Funding Constraints for Student TDY 123,791 113,279 109,666 87,974 71,841 60,485 46,520 42,239 38,620

  6. Macro Level Resource ParametersMix of Classroom SitesFY08 Review & Analysis Customer Site DAU Site Emphasis on maintaining a balance of resident vs. local classes to optimize travel resources.

  7. Macro Level Resource ParametersLocal Class ComparisonFY07

  8. Building the ScheduleSchedule Optimization Process 1 2 3 Student and Faculty $ TDY Faculty Availability Facilities Utilization DEMAND Air Force 4th Estate Army Navy # of Seats Course Priority Location Priority DAU Faculty Only DAU Funded (Resource Optimized) Teaching Capacity

  9. Building the FY09 Teaching Schedule Step 9 Con’t. Schedule Open for Registration Step 1 DAU Sends Data Call to DACMs June 3 ‘08 Aug ‘07 Step 3Scrubbing Reqts Step 9 Upload Schedule into ATRRS Step 2 DACM’s Provide Requirements to DAU Iterative Process Step 7IterationsClean-up May ‘08 LCIC Requirement For Course Dev; Research, Performance Support Oct ‘07 7-9 Nov Pre-Scheduling Meeting (8 Nov DACM Participation) Step 8 DAU Provides Schedule to Services Step 4 PRM Provides Data Call to the Regions Apr ‘08 Step 6 VTC/Meeting PRM/Deans/Acad Deans Review Faculty Workload and Schedule Step 5 Region Deans/Acad Deans Analyze Requirements and Determine Capacity. Provide PRM with Training Plan. Dec ‘07 Trade Mtg Regions/PRM Feb ‘08 Feb ‘08

  10. Fielding of the ScheduleCoordinating & Loading of the DAU Business Systems Internal System Optimization Internal System Data Repository and BI (Analyses) External System Student Registration Database of Record Internal System Learning Mgt System ScheduleReleased End of April/May 3 June

  11. Course Registration Process Students Apply for DAU Training (Classroom, Web, & Continuous Learning Modules) Thru the Appropriate Registration System: Army – https://www.atrrs.army.mil/channels/aitas/ Navy – https://www.atrrs.army.mil/channels/registernow/rnswitch.asp Air Force – https://www.atrrs.army.mil/channels/acqnow/ 4th Estate – https://www.atrrs.army.mil/channels/acqtas/ Non-DoD Fed Gov’t – https://www.atrrs.army.mil/channels/faitas/student/logon.aspx?caller=1 Industry – https://atrrs.army.mil/channels/nondod/ DACM’s Determine Who Goes to Training

  12. Execution and Demand Management

  13. Key Aspects of Demand Management • Establish Customer Schedule Priorities- Courses - Locations- Top 10 Course List – Dynamic Data Feeds • 2. Optimize Use of Available Seats- P1’s and P2’s • 3. Set Targets for Certification Completions - Outcomes- Level 1 – 3 • 4. Capacity Management- Fill Rate Training Priority P1 = Required for Position Certification P2 = Requested for Certification in Applicant’s Career Field at a Level Higher than Required by Current PositionP3 = Cross Certification P4 = Non-AT&L Position; Other FY07 Cancelled Classes (Low Fill) = 79(10 were LOG)

  14. Course Priority Rankings Macro Level • Priority 1 – High • Course has been identified as a key (bottleneck) requirement in order to achieve the certification targets for the AT&L workforce in the upcoming year. • Priority 2 – Medium • Important course that addresses significant skill areas but the requirements demand levels for this course are not anticipated to significantly exceed DAU’s supply based on historical data. Example: In FY08, the Army received 2,353 seats for ACQ 201B, Army should not expect to materially increase the number for FY09. • Priority 3 – Low • Supply for the course meets demand. No issues at this time. If “trades” need to be made between high and medium priority courses then low priority courses will be cut.

  15. Location Priority Rankings Micro Level • (for Local/Customer Sites Only) • Priority 1 – High • High volume cost effective site. • Priority 2 – Medium • Lower volume cost effective site. • Priority 3 – Low • Low volume site. By CourseBy Location

  16. Current Top 10 (+2) Course Priority Listing FY08(as of 3 Oct 07) Waivers <24 Used for Certification Courses Current Top 12 FY XX Requirements not met • ACQ 201B • BCF 101 • BCF 203 • BCF 204 • BCF 205 • BCF 211 • CON 100 • CON 120 • CON 353 • LOG 201B • LOG 235B • PQM 201B DynamicReviewed Monthly Wish List – Build of new requests after schedule is built Course of Interest Emerging Issues – i.e., Cost Estimating

  17. Logistics AT&L Employeesby Certification Level Focus onCertificationOutcomes Based Upon FY07 AT&L Workforce Data

  18. Classroom Capacity ManagementCapacity vs. InputsFY07 Capacity RateFY05 = 96%FY06 = 97%FY07 (YTD) = 95% 1%Increase From Initial SeatCapacity to Final Seat Capacity Data Excludes FFS, ACQ 403, BCF 209, BCF 229 Capacity = Max # of Seats Available FY04 Capacity Per Offering = 28; Average Inputs = 26FY05 Capacity Per Offering = 30; Average Inputs = 28FY06 Capacity Per Offering = 30; Average Inputs = 29FY07 Capacity Per Offering = 28; Average Inputs = 26

  19. Execute & Manage(Daily/Monthly/Quarterly) Schedule Adjustments: Dates Locations Class Sizes <24 Waivers Cancellations Replacements • 90-60-45 Worker Level Meetings: • DAU/DACM Reps • Review Low Fill Listing • Review Top 10 Listing • Review All Classes w/In • 90 Day Timeframe • Adequate Reservations • Right Location • Suitable Facilities • DAU/ATO Meetings: • DAU/DACM Reps • Sample Discussion Topics: • Demand Management • Backlog Issues • Process Improvements • Customer Training Sites • System Enhancements Daily Monthly Quarterly

  20. Weekly Low Fill Report SAMPLE

  21. LOG FIPT Meeting Aug 07 Action Item Provide comprehensive summary and analysis of LOG course backlog (i.e., LOG 201B, LOG 235B, LOG 304). Determine proposed steps to eliminate backlogs. Focus of Analysis Supply vs. Demand • Steps In Eliminating Backlogs • Analyze the Data • Identify Course on Top 10 Listing • Determine if Capacity Exists to Support Additional Offerings

  22. What Occurred in FY07?Inputs by Training Priority 197 / Class Size of 24 = 8 Classes 197 / Class Size of 24 = 8 Classes 65 / Class Size of 24 = 3 Classes Input: Student Reported for First Day of Class

  23. What is the Supply for FY08?as of 18 Oct 07

  24. FY08 Service CAP (aka Seats) How is the CAP (Seats) Being Used?

  25. FY08 Reservations by Priorityas of 18 Oct 07 122 / Class Size of 24 = 5 Classes 87 / Class Size of 24 = 4 Classes 26 / Class Size of 24 = 1 Class

  26. FY08 Distinct Waits by Training Priority Does a Backlog Really Exist?as of 18 Oct 07 Focus on P1’s & 2’s Cancel122 P3 & P4 Reservations(Previous Slide) Cancel87 P3 & P4 Reservations(Previous Slide) Cancel26 P3 & P4 Reservations(Previous Slide) Distinct Wait: Student May be Waitlisted for Multiple Offerings/Classes of the Same Course; but They are Counted as a Wait One Time

  27. Back-up

  28. Demand Faculty Facilities Automated Scheduling SystemNew in FY08 for the FY09 Schedule Build

  29. FY09 Schedule Build(Start in Aug ’07; Publish in Jun ’08 – 10 Months!) Shorten Cycle to 6 Months; then to 3 Months Data CollectionDACM’s Collect Reqts from the Field DACM Rep System Training DACM’s Load DAU System Regional System Training DAU Regions Assess Resource Capability Final Iterations & Changes Load/Go Live Aug 07 Sept Oct Nov Dec Jan Feb 3 June 08

  30. Collect Requirements URL: To Be Provided Sectioning Build # of Offerings Ex: CON 100; 1,000 Seats; Max Class Size = 30; 33 Offerings/Sections • Schedule BuildOptimize De-confliction • Time • Faculty • Facilities 1 2 3 Web Access:User ID Password 3 Oct ‘07 1 Nov ‘07 3 Dec ‘07 Automated Scheduling3 Phases

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