Why do we need Space Analytics?

  • In order to inform decision making and future planning on maximising teaching space utilisation across the College, analysis of existing datasets, combined with relevant datasets held elsewhere (e.g. student programme details) is required.
  • Underlying data held on teaching, meeting and seminar (TMaS) space resources, availability and utilisation are currently underdeveloped (siloed datasets, incomplete coverage, poor data quality).  Currently, limited analysis is manually produced on each dataset in isolation, on an ad hoc basis. 
  • This approach is resource intensive (from a stakeholder perspective) and the information is considered ‘inaccessible’ due to the time lag from request to result, and results quickly becoming out of date.

How will this project help?

  • The TMaS Space Analytics project will deliver flexible management information and statistics on teaching space utilisation (using available datasets, joining with other information as appropriate to break down data siloes) via an intuitive interface that end users can access as and when information is needed, promoting actionable insights.
  • As additional data sources are identified and become available, they will be considered for incorporation into the reporting suite to further enrich the information available.

Content Blocks


Work to date

  • Consultations were held with Faculty Operating Officers, Department Operations Managers, and operational timetabling teams to understand the challenges they faced when making decisions about space;
  • A set of prioritised questions were developed that represented what the different stakeholder groups were trying to answer;
  • Technical and interactive demonstrations were held in June and July 2016;
  • Data sources such as Celcat, UserLog & Labstats (for computer clusters), and Automated People Counters (in lecture theatres and some seminar rooms) were consolidated into one analytics system, PowerBI, generating a comprehensive suite of reports;
  • Dashboards for 2015/16; 2016/17; 2017/18 were made available in March 2017 to registered users in relevant roles across the College;
  • A few weeks after launch, workshops were held to offer hints and tips to help people get the most from the dashboards.

Current & Upcoming Activity

  • The automation of some of the supplementary data feeds to ensure data are refreshed more frequently is nearing completion.  Automation of the final data feed (UserLog) is underway and due to go live before the end of 2017.
  • The system is subject to ongoing improvements including the addition of the timetable for the next academic year as each becomes available.

Who will have access?
Academic Faculties & DepartmentsSupport Departments
  • Vice-Deans (Education)
  • Faculty Operating Officers
  • Faculty Education Managers/Coordinators
  • Heads of Departments
  • Department Operations Managers
  • Timetablers
  • Director of Library Services
  • Deputy Director of Library Services
  • Head of Library Administration and Operations
  • Central Timetabling Support Office (CTSO)
  • Quality Assurance team
Summary of the table's contents