University of Tasmania strengthens student experience with streamlined timetable planning

University of Tasmania (UTAS) identified the need to modernise its approach to timetabling

At the University of Tasmania, students had clearly signalled a need for earlier, more reliable timetable information to help them plan their studies with confidence. The University’s existing timetable planning process — heavily reliant on manual spreadsheets and ad hoc workflows — made it difficult to meet that need.

Key challenges included:

• Student experience – Timetable information was often published post-enrolment, inconsistent with the course handbook, or subject to post-publication changes, limiting students’ ability to confidently plan work, care responsibilities, and study.

• Process inefficiency – Data was collected through over 1,000 spreadsheets, requiring repeated manual entry and follow-up, creating a high administrative burden for the academic scheduling team through the data collection process.

• Limited transparency – Academic leaders lacked visibility of timetable data submission progress and resource constraints, making it harder to manage complexity, identify issues early and effectively plan resourcing.

To address this, UTAS launched a strategic project to replace its manual timetable planning process with a digital, data collection toolset; a first step toward a fully integrated, student-centred timetabling approach.

AptoNow supported UTAS to design and implement a new digital Data Collection Toolset (DCT)

UTAS partnered with AptoNow to design and implement a solution that would streamline the timetable data collection process, reduce administrative overhead, and ultimately improve the student experience. The goal was to build a scalable and transparent process that improved the experience for academic and scheduling teams and enabled earlier timetable publication and a path to increased future automation. To enable this, AptoNow delivered a fit-for-purpose technical solution within an accelerated five-week timeframe, while rapidly standing up the change support required to ensure the rollout was set up for long-term success.

Key activities included:

• Digital solution co-design – AptoNow supported the co-design of a new Data Collection Tool (DCT), shaped by user feedback and aligned to future system integration goals.

• End-to-end workflow redesign – Developed a streamlined workflow across schools, integrating the collection of unit availability data and scheduling requirements into a single digital interface, with an additional workflow to capture staff availability constraints for effective workforce planning.

• Comprehensive change planning– Ran targeted staff engagement across all Academic Units, including dedicated training, drop-in sessions, and customised support to ensure staff felt confident using the new toolset.

• Progress tracking and reporting – Created a live KPI Dashboard that enabled Heads of Academic Units and Scheduling Officers to monitor submission progress in real time.

• Future-proofed data model – Aligned the tool’s structure with future-state system plans, allowing for direct integration with HR, curriculum, and student systems from 2026 onward to enable greater automation.

The new approach unlocks value for students, staff, and the university

The move to a digital timetable data collection toolset has already demonstrated strong benefits and laid the groundwork for long-term change. Key benefits were:

• Earlier, more reliable timetable information for students – Accurate, complete data will enable UTAS to publish the timetable earlier, giving students greater certainty in planning their studies.

• Reduced administrative burden – Schools no longer need to compile spreadsheets or manually track submissions. Automation and pre-populated fields reduce duplication and speed up the process.

• Real-time visibility and targeted support – The KPI Dashboard provides instant oversight of unit availability submissions, enabling proactive support for units with complex needs or delays.

• Better data for long-term planning – Clean, structured data supports curriculum optimisation, resourcing decisions, and smoother implementation of broader strategic university reforms, including a streamlined academic calendar structure.

Building the foundation for a fully integrated timetabling approach

The new DCT lays the groundwork for a fully integrated and significantly automated timetable planning process. By shifting from a fragmented, manual workflow to a centralised digital solution, UTAS has created a clean dataset that will enable future integration with curriculum, HR, and student systems. This positions the University to capture updates dynamically, align resourcing more effectively, and streamline curriculum delivery planning, supporting a more consistent, student-centred timetable in the years ahead.

The success of this rapid rollout demonstrates what’s possible when the right expertise and commitment come together — as one senior scheduling manager put it: “This would not have been possible without the help of AptoNow, engaging AptoNow is the best business decision we have made.” For institutions seeking to future-proof academic operations and deliver a better timetable experience, now is the time to act.

If your institution is looking for ways to streamline timetable planning or define a path to full digital transformation, we'd love to talk.