Managing bookable spaces in a new way to make it easier, offer more choice, improve efficiency and support sustainability.

Current progress

The Semestry TermTime timetabling system is now live and was used, alongside the new SITS (student data management system) and the People Database integrations, to build and publish the Autumn 2021/22 timetable. The Timetabling Team is currently using TermTime to prepare the Spring 2022 timetable.

Project overview

The Space Systems Improvement Project (SSIP) aims to bring together academic timetabling, examination scheduling and room booking for work, study and social purposes into a single, easy-to-use system. The new software will be underpinned by the development of consistent and fair policies and processes for managing space.

When?

The timetabling system, TermTime, is now live and integrated in real time with SITS and the People Database, and presents the timetable to students through an application called My Timetable.

The project will now focus on the configuration and roll out of TermTime room booking functionality in 2022.

Where?

The benefits created by the project will be felt across the entire University.

Why?

We currently use three separate legacy solutions to manage our bookable space.  These solutions are outdated, increasingly expensive to operate, no longer fit for purpose and do not sit in line with the IT strategy.  Moreover, these legacy solutions block any innovation which will benefit our students, staff and visitors.

Benefits

The project will provide a better experience for students and staff when booking rooms.   Not only will it be faster and more intuitive, users will be able to choose from a wider range of availability, as well as book at any time and anywhere. 

The project will enable the university to be more efficient at managing and using the space around us, making our activities more sustainable.

How will this affect me?

The project will benefit all students and staff across Academic Departments, Colleges, and Professional Support Services. There may be space, currently managed by a specific department, that would be better suited as a centralised space. If you are a member of staff who currently manages the booking of a space, we will be in touch to discuss transitioning you to a centralised system. In the longer term we hope to be able to identify underutilised spaces and, where appropriate, develop more collaborative areas and study spaces as a result. 

A new Bookable Space Policy (PDF , 71kb) has been developed and approved to outline all of this.

Ultimately the SSIP project will increase the availability of bookable rooms and areas, and enable a true audit of all our space to ensure we make best use of it. 

Contact us

More questions? Please email the Campus Development Team

campus-development@york.ac.uk

Contact us

More questions? Please email the Campus Development Team

campus-development@york.ac.uk