A Fragmented Operation in Need of Change
The institution's scheduling function supported over 120 programmes and 35,000 course instances annually across four campuses — yet operated in silos, relying on manual processes with no central coordination. The result was resource conflicts, duplicated effort, and a student experience held back by an inability to offer online enrolment.
Resource Silos
Departmental ownership of rooms and equipment led to underutilisation in some areas while others struggled to secure suitable spaces.
Scheduling Conflicts
Professors teaching across schools encountered conflicting timetables with no central mechanism for resolution.
No Online Enrolment
Online enrolment for students was entirely unfeasible under the existing fragmented model.
Duplicated Effort
Slow, inefficient processes with duplicated effort and no visibility across the institution.
A Structured, Stakeholder-Led Transformation
The programme followed a five-stage methodology — Assessment, Engagement, Analysis, Design, and Implementation — anchored by the Prosci ADKAR change management framework. Surveys, focus groups, and collaborative workshops with professors, students, staff, and scheduling teams surfaced root causes and built genuine stakeholder buy-in. A SWOT and root cause analysis informed the design of a centralised target operating model, validated against peer institutions.
A best-in-class scheduling platform was selected to automate manual tasks — enabling a centralised team to optimise space, equipment, and resources holistically across all four campuses for the first time.
Measurable Impact Across the Institution
Post-implementation surveys conducted six months after go-live recorded a significant increase in satisfaction among professors, students, and staff. Enhanced resource utilisation rates were sustained across two full semesters, with marked reductions in empty rooms and scheduling conflicts. Adoption of new ways of working was closely monitored and confirmed through regular tracking and stakeholder feedback sessions.
A Blueprint for Administrative Modernisation
This programme demonstrates that even deeply entrenched, institution-wide inefficiencies can be resolved through structured change management, inclusive stakeholder engagement, and the right technology. The lessons learned — engage change management from day one, invest in communication planning, and treat transformation as an ongoing journey — offer a proven framework for any organisation seeking to modernise complex administrative functions.