Live Course
Calculating Space Demand Using a Timetable Data Export
Created by our Director, Ben Moreland, and space analysis expert Terry Roche, this course provides a step-by-step guide for Excel beginners. During this course, Ben shows you his tips and tricks for quickly cleaning & analysing a timetable data export, producing simple yet effective space demand reporting.
Main Skill
Microsoft Excel
Course Hours
4 x 2 hour workshops
Style
Live & Interactive
Price
£850 + VAT
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Course Objectives
Is this course for me?
Learn how to setup your spreadsheet
- Entering and deleting data
- Moving and copying data
- Formatting data
- Utilising different sheets
Learn how to import your timetable data into Excel
- What data types to export from your timetabling database
- How to import and convert a csv file
- What data formatting problems to look out for and how to ensure they import correctly
Learn how to clean your timetable dataset
- Non scheduled activities
- Binary teaching weeks
- Target teaching weeks only
- Update you class size data
- Automatically add space types
Learn how to use space data analysis formulas
- When and how to use a range of different Microsoft Excel formulas
- When and how to use absolute cell referencing within a formula
Learn how to calculate space type demand from your timetable dataset
- Combine Excel formulas to calculate demand per teaching per activity
- Tables that display the frequency results and total hours scheduled per teaching week per space type
Learn how to display your results effectively
- How to create graphs and charts
- How to utilise conditional formatting
- How to create a Pivot Table
- Amending your graph/chart data and format
Upcoming Cohorts
Course Information
Key information
By the end of this course you will have calculated your own teaching space demand using your own timetable data export.
- The course includes live and recorded content.
- The recorded content can be viewed before the start of the live course. In total there is 240 minutes of recorded content.
- The live course is delivered over 4 morning sessions, (dates and times shown above).
- During the live session the course facilitator will guide you through the workshop content (see lesson plan tab), allowing for questions. You will then carry out these steps yourself, using your own data, with the facilitator offering live support.
- We highly recommend you use your own timetable data during the live course, so that by the end of the course you will have calculated your own space demand and you can use the results immediately for reporting purposes.
- If you do not have data available or are uncomfortable using your own data, we can provide an example dataset.
Enrol and pay for course
Step 1 - To enrol, click on the 'Join Course Today' button at the top of the page.
Step 2 - Either pay immediately using a credit or debit card
Step 2b - To request a Purchase Order Quote or invoice, email us hello@escentral.com
Step 4 - Once payment is received, you will be enrolled onto the relevant course and you will immediately have access to the recorded content
Ste 5 - Live workshop calendar invites will be sent to you in the week before the course starts
Please be aware that the live sessions will be delivered via Zoom. You can join us either via the Zoom app, your browser, or directly from the learning platform. If you are unsure, we can test run this with you before the live session to make sure everything works as expected for the live course.
Step 2 - Either pay immediately using a credit or debit card
Step 2b - To request a Purchase Order Quote or invoice, email us hello@escentral.com
Step 4 - Once payment is received, you will be enrolled onto the relevant course and you will immediately have access to the recorded content
Ste 5 - Live workshop calendar invites will be sent to you in the week before the course starts
Please be aware that the live sessions will be delivered via Zoom. You can join us either via the Zoom app, your browser, or directly from the learning platform. If you are unsure, we can test run this with you before the live session to make sure everything works as expected for the live course.
Course requirements
This course offers you with the opportunity to learn how to use Microsoft Excel for determining your teaching space demand using a timetable data export. This course is a Level 1 course and is therefore suitable for anyone with little to no experience of carrying our demand analysis using Microsofte Excel. If you are confident in cleaning and analysing a timetable dataset to determined demand, we recommend taking a look at some of our other courses instead.
Our expectations
Key requirements
Expected experience
Our expectations
- All learners are required to have their cameras and audio turned on throughout all live content
- All learners are required to participate in all activities and collaborate with their peers throughout the course.
- All learners must be keen to learn how to use Microsft Excel for analysis purpsoes.
Key requirements
- Higher education timetabling role
- Suitable for all space management and timetabling professionals.
- Must have access to Microsoft Excel
Expected experience
- We expect each cohort to include a mixture seniority.
Assessments
Upon completing the course each learner will have calculated their space demands using their own timetable data export. To gain certification each learner must share their Excel file with the course facilitator and for this to be assessed as functional and accurate. The course facilitator will provide feedback and ideas, to help guide you on how to make further improvements.
If a submitted file does not meet the assessment criteria, the course facilitator will provide feedback. The learner can then update the dashboard and resubmit to gain certification.
If a submitted file does not meet the assessment criteria, the course facilitator will provide feedback. The learner can then update the dashboard and resubmit to gain certification.
Course delivery
This course has been created by Terry Roche and Ben Moreland. Ben delivers the live course via Zoom. Ben and the Escentral team provide support before and after the live course via the relevant discussion channel.
Course designers
Workshop 1 - Setting up your spreadsheet
Section 1 - An Introduction to the Excel environment
Section 2 - Entering and deleting data
Section 3 - Moving and copying data
Section 4 - Formatting data
Section 5 - Working with sheets
Workshop 2 - Data cleaning
Objectives
- Learn why timetable datasets need to be cleaned if they are to be used for analysis purposes.
- Learn key data issues to look out for and how to resolve them
- Cleaned your timetable dataset, so that you are now ready to start your demand analysis
Section 1 - Binary data
Takeaways
Learnt;
- How to update the file format to ensure binary data can be imported
- How to transform data
- When, why and how to change data type during import
Outcome
Timetable data successfully imported into Microsoft Excel
Section 2 - Non scheduled activities
Takeaways
Learnt;
- Why and how to reference number your data (hostkeys are not enough)
- How to apply data filters
- Identifying and removing non-scheduled activities
Outcome
All non-scheduled activities removed from dataset
Section 3 - Non scheduled activities
Takeaways
Learnt;
- How to change the data included within a chart/graph
- How to change the data types displayed per axis
- How to change the colours of lines and bars
Outcome
All teaching activities have binary week patterns
Section 4 - Only including target teaching hours
Takeaways
Learnt;
- How to remove activities booked on non-target teaching days
- How to amend 1000's of activities so as to only include target teaching hours, in a matter of minutes.
Outcome
Section 5 - Calculate duration of activities
Takeaways
Learnt;
- How to create a calculation formula
- How to create a number (1) from a duration (01:00) using a simple formula.
- How to change cell formatting
- How to ass calculate 1000's of results in seconds
Outcome
Section 6 - Updating activity class sizes
Takeaways
Learnt;
- Why amending timetable class size data is often the right call
- How to Identify and amend activity class size issues in three steps
Outcome
Section 7 - Adding space types
Takeaways
Learnt;
- Why and how to cross check timetable rooms with estate data
- How to allocate a space type to every room in seconds using one simple formula
Outcome
Workshop 3 - Data analysis
Objectives
- Learn the formulas required to carry out your own space demand analysis
- Calculated your space demand using your own timetable data set
Section 1 - Utilising Excel formulas
Takeaways
Learnt;
- How to subtract cell references
- Multiply cell references
- When and how to use a SUM formula
- When and how to use a IF formula
- When and how to use absolute cell referencing within a formula
Outcome
Total core teaching hours calculated from table
Section 2 - Calculating the number of hours per week for each activity
Takeaways
Learnt;
- How to calculate demand per teaching week for all activities, no matter the number, in minutes.
- The formula for utilising the binary teaching week and duration data to determine demand per week for all activities
Outcome
Duration per week for each activity/booking, displayed within a table.
Section 3 - Calculating the demand per space type
Takeaways
Learnt;
- How to create your unique space type list in two steps, (or one step for those with Office36)
- The power of the UNIQUE formula (Office 365 users only)
- How to calculate total hours per week for each space type
- When and how to use the SUMIF formula
Outcome
Total demand per space type, per teaching week, during core teaching hours only.
Section 4 - Calculating frequency results per space type
Takeaways
Learnt;
- How to calculate the total number of rooms per space type
- When and how to use the COUNTIF formula
- The formula for calculating space frequency explained
- How to calculate space frequency per teaching week for all space types, using one formula
- How to calculate average frequency per space type during core teaching weeks only
- How to calculate organisation frequency during all and/or specific teaching week(s)
Outcome
Workshop 4 - Displaying the results
Objectives
- Learn how to present your space demand results using graphs and tables
- Create your own space demand graphs and tables
Section 1 - Conditional formatting
Takeaways
Learnt;
- When and how to use conditional formatting
- How to use conditional formatting for displaying highest and lowest space type frequency results.
- How to use colour scales to highlight cells based on the maximum, median and minimum values within the data set.
Outcome
Space type frequency results colour coded, highest to lowest
Section 2 - Creating charts & graphs
Takeaways
Learnt;
- When and how to create a line graph
- When and how to create a bar graph
- How to easily change your chart type and test out different displays
Outcome
Space type frequency results displayed via a graph
Section 3 - Formatting charts & graphs
Takeaways
Learnt;
- How to change the data included within a chart/graph
- How to change the data types displayed per axis
- How to change the colours of lines and bars
Outcome
Improved space type frequency results graph that is ready for importing into a report and/or being used to influence senior stakeholders.
Section 4 - The power of a Pivot Table
Takeaways
Learnt;
- When and how to use a Pivot Table
- When and how to use Pivot 'Filters', 'Columns' 'Rows' and 'E Values'
- When and how to change operation of field in Sum value box
- How to amend the design and colour scheme of your Pivot Table
Outcome
Section 5 - Adding graphs to a document
Takeaways
Learnt;
- Basic rules for exporting your graphs and charts
- When to use different paste options and how to do so
Outcome
Course certification
Not quite what you're looking for?
Frequently asked questions
What if I am not happy with a course?
At Escentral, we work hard to give all our students the best possible learning experience. If at any time you are unhappy with the course, please contact us hello@escentral.com so that we can resolve the issue.
Can I cancel at any time?
Up to 14 working days after payment or PO has been confirmed you can request to cancel your place on this course and you will gain a full refund.
Up to 14 days before the start of the course you can request to cancel your place on the course, providing you find a suitable replacement for your position on the course who complies with the learning contract.
Up to 28 working days you can request a transfer to the following cohort of the same course. This can only be done once.
Up to 14 days before the start of the course you can request to cancel your place on the course, providing you find a suitable replacement for your position on the course who complies with the learning contract.
Up to 28 working days you can request a transfer to the following cohort of the same course. This can only be done once.
Is this course suitable for me?
This course is focused towards helping those who carry out the timetabling/scheduling at their institution. It doesn't matter what software you use, how experienced or new you are, or how your institution timetables, this course will be suitable for you.
We are all about collaboration and learning from each other, there isn't one right way to do things. This training course is focused on helping you explore the way your organisation and others timetable, providing you with a solid foundation of timetabling knowledge and skills, that you can use to help your team improve timetabling outcomes.
This course therefore does not cover topics more associated with senior manager and director level timetabling roles.
We are all about collaboration and learning from each other, there isn't one right way to do things. This training course is focused on helping you explore the way your organisation and others timetable, providing you with a solid foundation of timetabling knowledge and skills, that you can use to help your team improve timetabling outcomes.
This course therefore does not cover topics more associated with senior manager and director level timetabling roles.
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