Case Study: University of Doha for Science and Technology Transforms Scheduling and Room Management with Infosilem

Client Overview 

Institution: University of Doha for Science and Technology (UDST)
Department: Academic Scheduling
Role: Doaa Mohamed, Head of Scheduling 

The University of Doha for Science and Technology is one of Qatar’s leading applied education institutions, offering programs across multiple colleges with complex scheduling needs. Since 2011, Doaa Mohamed has played an integral role in ensuring smooth academic operations, taking on the role of Head of Scheduling in 2019. 

When Doaa’s team began exploring ways to improve scheduling, they sought a solution that could unify their manual processes, reduce administrative workload, and meet each college’s unique academic requirements. 

 

The Challenge 

Before Infosilem, the scheduling process at UDST was entirely manual. Each college maintained its own Excel spreadsheets containing course information, academic blocks, and instructor schedules. These files were then compiled and entered manually into a shared database — a labor-intensive task that left room for delays and inconsistencies. 

“Each college had its own requirements and needs,” Doaa explained. “We were doing everything manually except for entering the requirements. So, all the processes were done manually. This was our biggest challenge — to schedule everything.” 

Managing the university’s growing academic structure under these conditions was increasingly difficult. With multiple colleges submitting data in different formats, ensuring consistency and avoiding scheduling conflicts required countless hours of coordination. 

It was clear that UDST needed a single, reliable platform that could bring all scheduling activities together and scale with the institution’s continued expansion. 

 

The Solution 

Infosilem was introduced to the University of Doha for Science and Technology through its connection with the College of the North Atlantic, a Canadian institution that had successfully used Infosilem’s products. Inspired by their results, UDST adopted Infosilem to automate and centralize its scheduling process. 

“When Infosilem came, we streamlined the process,” said Doaa. “It reduced the challenges that we faced during the manual work.” 

The university initially deployed Infosilem Timetabler, the predecessor of Infosilem Academic, which quickly eliminated many of the bottlenecks in academic scheduling. More recently, Doaa’s team expanded the system’s use and introduced new workflows that continue to deliver major improvements. 

“We are actively using Timetabler, and one of the key improvements we have made is in how we receive and manage academic blocks,” Doaa explained. “Previously, the colleges provided the academic blocks in Excel sheets, which we had to enter manually into the database. We have now shifted to using course combinations, which has made it much easier and faster to build the academic blocks.” 

With the scheduling expertise of Infosilem’s professional services team, the scheduling patterns were tailored to each college’s academic structure. “The timetable now accommodates the patterns we set based on each college’s specific needs,” she said. 

In addition, UDST has fully implemented Infosilem Campus, enabling centralized room booking and campus-wide visibility of space use. 

“In the past, we managed room bookings manually, which often caused scheduling conflicts,” Doaa said. “With Infosilem Campus, all bookings are now centralized, and the user portal is extremely user-friendly and efficient, making the process much smoother for everyone.” 

 

The Results 

With Infosilem Timetabler and Campus, the University of Doha for Science and Technology has transformed both its scheduling and space management operations. Processes that once required manual coordination are now automated, integrated, and consistent across all colleges. 

Key results include: 

• Streamlined creation of academic blocks through automated course combination workflows 

• Centralized management of room bookings across all colleges 

• Reduced scheduling conflicts and faster timetable generation 

• Greater efficiency and user satisfaction through a modern, intuitive portal 

“Infosilem has reduced the challenges we faced during the manual work,” Doaa said. “It allows us to focus on the accuracy and quality of our schedules rather than on data entry and coordination.” 

 

The Recommendation 

When asked whether she would recommend Infosilem to other institutions, Doaa didn’t hesitate. 

“Of course, I would recommend Infosilem to all institutions,” she said. “It accommodates the requirements of each college and reduces the challenges we used to face. It makes scheduling much more efficient and gives us confidence that everything is accurate and aligned.” 

 

Conclusion 

By implementing Infosilem’s scheduling and campus management solutions, the University of Doha for Science and Technology has successfully modernized one of its most critical academic operations. 

What began as a heavily manual process dependent on spreadsheets and emails is now a streamlined, centralized system that empowers staff and improves the overall academic experience. 

As Doaa summarized, “Infosilem didn’t just simplify our work—it transformed how we plan and coordinate as a university. It brought consistency, clarity, and efficiency to an area that used to take so much of our time.”