Case Study: Southern Alberta Institute of Technology (SAIT) - Transforming Scheduling Efficiency with Infosilem

Background 

The Southern Alberta Institute of Technology (SAIT) is a top polytechnic school known for its hands-on learning. With a high demand for flexible course schedules and complex requirements across departments, traditional scheduling methods were just too time-consuming and hard to scale. To streamline operations and boost scheduling efficiency, SAIT turned to Infosilem’s scheduling solutions, aligning their processes with the institution’s commitment to delivering quality, accessible education. 

 

Challenges 

Manual Scheduling Processes 

SAIT initially relied on manual methods like paper-based scheduling and Excel spreadsheets. This limited visibility into resource allocation and made it tough to manage and track changes in real-time. Frequent scheduling errors and room assignment inconsistencies added to the administrative workload, impacting course planning and delivery. 

 

Complex Requirements for Resource Utilization 

With multiple departments vying for prime time slots and limited room resources, ensuring fair and efficient space utilization was a big challenge. Balancing department-specific needs with institutional priorities often led to conflicts, affecting both faculty and student satisfaction. 

 

Need for Improved Data-Driven Decisions 

As SAIT grew, managing increased student enrollments and room utilization became more complex, demanding a data-driven approach to scheduling. Manual processes limited the ability to quickly analyze trends and anticipate needs, impacting the provision of flexible learning options that aligned with student demand. 

 

Solution Implementation 

To tackle these challenges, SAIT implemented Infosilem’s academic scheduling solutions, providing a centralized and automated system to simplify course and room scheduling operations. Key features included: 

 

Automated Scheduling and Conflict Management 

Infosilem’s platform replaced manual scheduling with automated processes, allowing SAIT to efficiently manage course and room allocations with minimal errors. The system’s conflict-checking capabilities provided instant feedback on scheduling conflicts, helping administrators make prompt adjustments and significantly reducing errors. 

 

Dynamic Room and Resource Utilization 

Using Infosilem’s room-assignment algorithms, SAIT could optimize room assignments based on specific course requirements, instructor preferences, and departmental priorities. This feature enabled SAIT to maximize room utilization, ensuring resources were used effectively and fairly across all departments. 

 

Real-Time Reporting and Analytics 

Infosilem’s powerful reporting tools allowed SAIT to access real-time data on scheduling trends, course demand, and room utilization. These insights empowered administrators to make informed decisions based on current and projected needs, supporting efforts to align course offerings with student demand and institutional goals. 

 

Customizable Permissions and Role-Based Access 

By implementing role-based permissions, Infosilem allowed SAIT to create a collaborative scheduling environment that catered to the specific needs of each department. Departmental users were given appropriate access levels, enabling them to independently manage their scheduling requirements within the shared system, while still aligning with SAIT’s overarching policies. 

 

Outcomes 

Streamlined Scheduling Processes and Reduced Administrative Burden 

With Infosilem’s automated scheduling, SAIT moved away from manual methods, resulting in a 40% reduction in administrative time spent on scheduling tasks. This allowed the scheduling team to focus on higher-value activities, like refining course offerings and responding to student needs. 

 

Enhanced Resource Efficiency and Room Utilization 

Infosilem’s data-driven room assignment capabilities enabled SAIT to achieve optimal room utilization, reducing instances of under-utilized space and supporting the goal of resource efficiency. By accurately matching courses to appropriate spaces, SAIT could effectively manage the increased demand for flexible learning environments. 

 

Data-Driven Decision-Making for Future Planning 

With real-time analytics, SAIT gained valuable insights into enrollment trends, course demand, and space requirements. Administrators could now forecast scheduling needs based on historical data, ensuring SAIT remained agile and responsive to both student and departmental demands. 

 

Improved Collaboration and Stakeholder Satisfaction 

Infosilem’s collaborative platform fostered a stronger connection among SAIT’s departments, promoting visibility into scheduling needs across the institution. This improvement in communication and resource sharing helped align department-specific scheduling requirements with institutional goals, enhancing both faculty and student satisfaction. 

 

Client Feedback 

SAIT’s Associate Registrar, Lee-Ann Bainbridge, praised the smooth transition to Infosilem, noting that their customer support team provided guidance and quick responses throughout the process. Reflecting on the positive experience, she shared, “Infosilem gives us a balance between built-in reports and customizable options, making it easier to get the right data to the right people at the right times. You don’t feel like just another institution—you really become part of the Infosilem community.” 

 

Conclusion 

Infosilem’s comprehensive scheduling solution enabled SAIT to transform its scheduling processes, moving from a resource-intensive manual approach to a streamlined, data-driven system. By addressing SAIT’s need for automation, resource efficiency, and departmental collaboration, Infosilem has helped the institution provide flexible, accessible scheduling for both students and faculty, contributing to SAIT’s mission of delivering practical, high-quality education. 

 

About Infosilem 

Infosilem offers innovative academic scheduling solutions tailored to the evolving needs of higher education institutions. With a focus on enhancing scheduling efficiency, resource utilization, and stakeholder collaboration, Infosilem’s suite of tools supports institutions in creating optimized, student-centered schedules.