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Resource Management Tool

The ultimate integrated solution

About us
Serco Learning forms part of one of the worlds leading service companies, Serco Group Plc. Our experience of contracts throughout the world provides our deep understanding and thorough commitment to service delivery.
Serco Learning has many years experience in a wide range of educational fields and specializes in the design and development of sophisticated management information and administrative decision support systems for the Higher and Further Education sector. CMIS provides an integrated application framework that is specifically designed to allow institutions to plan, regulate, schedule and manage the full range of physical and academic resources in an environment of rapid change and increasingly constrained resources.

CMIS The ultimate integrated solution


CMIS is a fully integrated timetabling and resource management solution, designed to manage both physical and academic resources for any size of institution. This means that the best fit timetable can be provided for staff and students while maintaining the best use of resources.
It includes fully integrated online web tools, room booking, equipment booking, examination scheduling, registers and student allocation facilities. CMIS is designed to increase the efficiency of an institutions use of human and physical resources to bring about real financial benefits. It is already used by many universities and colleges throughout the UK to manage both complex timetabling and resource management issues. CMIS is supplied as a dual application made up of a live central database and a stand alone modelling tool, both of which have sophisticated reporting functionality. In addition a range of powerful plug-in modules are available: Room booking a comprehensive central room booking system that ensures a clash-free schedule Registers allowing the recording of student attendance on an event by week basis. Course management assisting with effective cost planning Exam scheduling a powerful and flexible examination timetabling system Student fitting managing the complexity of group and subgroup allocation through automatic timetable scheduling CMIS Apps web functionality that can fit on top of it with ePortal, DisplayPoint, API and Partnership Programme.

Facility CMIS

Core System / Dual Application


ePortal
Web access module

Core functions of timetabling, security, user management and reporting


Live Central Database Stand-alone System
Automatic Scheduling

DisplayPoint
Site information display

CMIS Data Server

Timetabling and Resource Management

Additional Modules
Room Booking Exam Scheduling

Registers

Student Fitting

API
Integration toolkit

Course Management

Modeling

Reporting

The core system


A dual application CMIS is made up of a live interactive program where real time changes are seen instantly by all users - and a standalone modelling tool where automated changes and modelling can be carried out without affecting the core data.
Core functions of timetabling, security, user management and reporting are common across both parts of the application.

Live Central Database Scheduling and resource management


The CMIS system is a single database connected to multiple users, providing a powerful management overview of all teaching resources. Physical and academic data can be taken from other sources to provide the building blocks for resource management linked to a timetable. Sophisticated security keeps all your data safe and the fully configurable reports system ensures that it is presented in ways you decide. That means you can define each users access to ensure only relevant information is available to them in the form that they need. Rules can be created to meet specific requirements in room use including maximum and minimum hours, or restricting use at certain times. Equipment can be allocated to particular rooms. Scheduling incorporates travel times to ensure maximum use of space and resources while minimising disruption to staff and students day. Course structures can be set up so that when students are enrolled on a course the system will show all compulsory and optional subjects. That ensures students pick up all the right modules for their pathway. Statutory returns are simplified because all data can be drawn from the system in fully configurable reports giving a transparent approach to costing.

Standalone System Modelling and automatic scheduling


Scheduler, the CMIS stand-alone system, provides a copy of the live database for use during scheduling processes so that changes can be checked before being committed to live data. It provides automatic scheduling of events within user defined parameters and can automatically allocate events to rooms according to capacity and required equipment or resources. Exams can be timetabled to take account of department, location, exam length and number of candidates. If multiple exams take place in the same room the user can define exact parameters of who shares the same time slot. The system also provides a way to model changes in resources, such as new builds or building rationalisation, to check the efficacy of proposed changes against projected module and student figures. It also enables analysis of issues where there is no logical solution to the problem to suggest changes that might be made in order to allow the event to be scheduled. Reporting, event and resource rules, configuration, data validation, and security options are available in the same format as the live system.

Why use CMIS?


CMIS helps to:
Reduce overheads Maximise efficiency Minimise waste Highlight and define problems Plan future developments Guarantee no resource clashes Manage space Manage events that impact on resources Reduce block booking Record and monitor attendance Fully automatic or manual timetabling Send instant emails for timetable changes View every timetable quickly Allocate students to groups automatically Schedule examinations

Resulting in a wealth of benefits:


Valuable costing, timetable and space information all in one system. Improved quality of information Improved resource use Clear and measurable cost benefits Improved student retention and success rates Best fit timetables Locate resources at any time Build quicker relationships with new students

for your staff:


Immediate timetable information in the format they want Online room booking facilities for ad hoc bookings Easy data entry Emails of timetable changes Clash free timetables for students Student attendance recorded online

for your students:


Individual printable timetables via the web Timetable changes by email

Connect All systems working in harmony


Universities and colleges operate many different systems that can communicate and exchange useful information in order to provide an effective education journey for all learners.
Serco believes that truly personalised learning enabling every learner to reach their full potential is only possible through integrated systems that allow all stakeholders to share data. Isolated, disparate systems needing repeated data entry give rise to errors and are a waste of time and effort that could be more productively directed into teaching. Facility Connect was created to answer the growing demand for interoperability and data exchange in education. It is available as a web based Application Programming Interface (API) to ensure as much information as possible can be shared between departments and education bodies.

Facility Connect, the choice is yours


Available as either an API and/or SIF variant, Serco is leading the way in interoperability and enabling choice for end users. Available as an API, Serco is leading the way

The partner programme


Becoming a Serco Learning Partner will enable our shared clients to maximize their investment through integration, will provide greater credibility and confidence in your solution and prominence over competitors that only partner status can offer. It will also give clients the confidence they need to proceed with a purchase, certain that their vision can be delivered.

API
The API web service uses industry standard protocols and will give the power to integrate seamlessly with third-party products such as biometric fingerprint readers, learning platforms, cashless catering systems, library systems and other products. The API will also allow data integration between CMIS and self-written applications.

CMIS Apps
The latest development phase in the CMIS product life cycle is the CMIS apps store.
Over the last year Serco has undertaken a lengthy consultation with our Higher Education (HE) customer base. We discovered that although the broad requirements of each HE institute were quite similar, the actual detail of these requirements could be very different for each different establishment. For example, integration into different LMS systems like Moodle, Blackboard and also integration into Calendars like Google and Microsoft Exchange. Similarly, each University required a different student experience and look and feel to reflect the University branding and guidelines. In addition many Universities also had a requirement for bespoke developments especially around the presentation of the timetable to students and staff. Having reviewed our findings Serco developed the CMIS Apps Store. We have therefore commissioned 5 projects to be delivered under the CMIS Apps Store.

Project 2 Microsoft Exchange 2007 and Microsoft Live@Edu integration


This project is being undertaken to provide integration of the CMIS timetable into Student and Staff calendars. Dynamic integration Improved student experience Single point of truth for timetable

Project 5 Facial Recognition Software and Swipe cards


This project is to provide registration information via Facial Recognition and Swipe card technology. Each project represents a product available for purchase in the CMIS Apps Store. The benefits of this approach include: Working in partnership with our leading Universities Developments are undertaken with a University sponsor to ensure it is 100% suitable for the HE market place Commercial win-win with partner Universities with revenue share or development share proposals Serco underwrite and support the developments Utilises the Serco CMIS API which ensures security and data integrity Rapid application development Iterative development, testing and pilot in real customer sites The next phase of development is to identify further projects to be delivered as part of the CMIS Apps Store.

Project 3 Enterprise Timetable viewer


The project is to enhance CMIS DisplayPoint product to provide a presentation of timetable information. Campus wide real time information

Project 1 Google Calendar Integration


This project has been completed to provide integration of the CMIS timetable into Google Calendars. Dynamic integration with Open standard support and an improved student experience

Project 4 Sharepoint Web Parts


Serco has developed a range of Microsoft web parts for CMIS for Universities to present timetable information into a Sharepoint portal.

Powerful CMIS add-on modules


ePortal
ePortal is a CMIS module that provides web access to online timetabling, event creation, registers, room booking, course management and messaging. ePortal provides secure, online access to timetabling, event creation, registers, room booking, course management and messaging. It gives staff and students access to the information they need, when they need it, reducing administrative time and cost. The powerful administration settings give managers control over what users can view and access. Staff benefit from a range of online communications tools that keep them in touch with each other and central administration. Features include: Online timetables Different timetable views Real time data Online event creation Online registers Lesson-by-lesson attendance Room bookings

Benefits
Displayed timetables can be for a full department or for individual courses, modules, class groups or rooms. Using screen space for advertising can raise money. Displaying accurate information ensures that everyone is informed and reduces potential problems. The simple-to-use message function ensures everyone is up to date. A filtering function enables users to display selected information that is relevant to a particular area.

DisplayPoint
Time to update your notice boards? Display Timetables Display Messages Display Advertising DisplayPoint is an optional add-on for CMIS that allows users to display helpful information on display screens throughout an institution or its departments. Working through the online interface ePortal, DisplayPoint can display relevant timetable details, messages and advertisements in foyers, entrance halls, corridors and communal areas.

Services Delivering success through partnership


Serco is committed to providing the support you need in order to make the most of your software implementation. Our ethos is to pass on the skills required to allow you to become self sufficient within your institution and to gain a good understanding of not only how the software works, but how best to apply it and how to configure it to work within the business processes and workflows you have chosen to use.
Because we have worked in the sector for over 20 years, we are also able to provide advice on the design of business systems within a workflow to produce effective and efficient services, to benefit students, staff and the business as a whole.

Training
Each business area of CMIS and Scheduler is supported by a fully documented training course with worked examples and concept explanations to provide the best possible opportunity of using the software to its greatest potential in its required environment. Standard courses can either be offered onsite or at the UK training centre in Derby.

The Half and Half approach also allows users to book 2 half day training courses from different areas e.g. configuration of cell and timetable styles with exam scheduling. Each course has a list of prerequisite knowledge which users must confirm but this would be ideal for staff who already understand autoscheduling but need top up their knowledge specific to exams and who find configuring styles challenging.

In order to gain the best advantage, CMIS must be implemented and used in a synergistic way with other systems and the data flow checked. Serco staff are able to provide consultants who can advise on the best ways to do this and the steps that should be taken to meet any recommendations given. Serco can provide Six Sigma trained consultants to review Quality through the systems and processes employed. Any change must be effectively managed both from a staff and logistics point of view. Serco have consultants with many years Project Management experience and Prince 2 accreditation who can assist with the logistical planning and execution of projects and who are able to advise on Change Management strategies to reduce the negative impact of change on staff.

Consultancy
In any University or College, having the best software is no guarantee that financial goals, utilisation targets or service standards will be met. Resource management and scheduling software is a data combination tool which is reliant on the other major business systems to maintain the core data such as student records, academic structures, personnel files and estate data. CMIS combines this data in the best way to provide an efficient and effective timetable.

Half and Half Training


Bespoke courses can be offered as 1 day events but can be delivered as a half day standard training to explain the workflow and concepts and then a half day workshop to put the concepts and principles into action using the clients own data. A list of training combinations available can be obtained from Serco.

Previously we used something that we had in-house but it was little more than a recording system. It was clunky and slow and not very well developed. We needed something with a powerful modelling function to address a number of issues.
Dario Stevens, Assistant Principal of NESCOT

www.sercolearning.com Email: enquiries@sercolearning.com Tel: 08456 888 500 Fax: 01332 660 111 Serco Learning, Winchester House, Stephensons Way, Wyvern Business Park, Derby DE21 6BF
Serco Learning 2010. All rights reserved. All other trade marks are the property of their respective owners. Information correct at time of print.

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