DATA PRODUCT CANVAS: SMART SCHEDULING SYSTEM SANCHEZ, HARLENKENS Q.

OCTOBER 10, 2024

PROBLEM DATA SOLUTION KPI’S ACTIONS
What is the problem? What are the origins of the data? What is the Type? How to evaluate the model? Which actions will be used?
The problem is the inefficiency and conflicts in  Student Enrollment Data Intelligent Automation (IA)  Continuous Monitoring  Implement the
creating school schedules, which can lead to  Teacher Availability and Preferences combined with analytics and  User Feedback Scheduling System
overlapping classes, underutilized resources,  Room Information machine learning (ML).  Comparative Analysis  Monitor Performance
and imbalanced teacher workloads.  School Calendar What will be the solution? Which metrics should be used?  Gather Feedback
Why is it a problem? How accurate, complete, and reliable is the data? A Smart Scheduling System that  Scheduling Conflicts  Refine Algorithms
This inefficiency causes disruptions in the  Accuracy uses a combination of analytics,  Room Utilization  Provide Training
learning process, increases stress for students  Completeness machine learning (ML), and  Teacher Workloads Which Campaigns?
and teachers, and results in poor use of school  Reliability intelligent automation (IA) to  User Satisfaction  Awareness Campaign
resources. It also means more administrative Who can access the data and create optimized school How much uncertainty can we handle with?  Feedback Campaign
time is spent resolving these conflicts instead of how is it made available? schedules. This system will Define acceptable levels of uncertainty (e.g., up to 5%  Training Campaign
focusing on educational quality. Access: analyze various data inputs to scheduling conflicts may be tolerated if other metrics show  Engagement Campaign
Whose problem is it?  Students: View their schedules. generate efficient schedules, significant improvement).  Data Quality Campaign
 Students: Face scheduling conflicts that  Teachers: View and request to manage their manage room allocations, and Use statistical confidence intervals to measure the reliability of
can interfere with their learning schedules and preferences. ensure balanced workloads for results.
experience.  School Administrators: Full access for scheduling teachers. AB Test - How?
 Teachers: Deal with imbalanced and resource management. What are the output expected? Test Groups: Split users into two groups: one using the Smart
workloads and potential burnout from Availability:  Optimized Class Schedules Scheduling System (Group A) and one using traditional
poor scheduling. Real-time access through desktop, web and mobile  Balanced Teacher methods (Group B).
 School Administrators: Struggle to applications. Workloads Compare Metrics: Evaluate metrics like scheduling conflicts,
manage resources efficiently and ensure APIs for integration  Room Allocation room utilization, teacher workloads, and user satisfaction
smooth operation. How is the data processed and transformed for use?  Notifications between the two groups.
Why, why, and why.....?  Data Collection  Insightful Reports and Analyze Results: Use statistical analysis to determine if the
 Why does scheduling inefficiency occur?  Data Cleaning Dashboards differences between groups are significant and justify the
Often due to the manual and outdated  Data Transformation  Etc. effectiveness of the Smart Scheduling System.
methods used for scheduling, which  Data Restoration
can’t handle the complexity of modern What are the results produced from
school needs. the processed data? ACTORS
 Why are manual methods still being  Class Schedules Who is your client?
used?  Room Assignments The school or educational institution implementing the Smart Scheduling System.
Limited access to advanced scheduling  Workload Reports Who are the stakeholders?
tools or a lack of investment in  Alerts and Notifications Students, teachers, school administrators, IT teams, data analysts, customer support, and school board members.
technology and training for staff. How is the data product tested, trained, Who is your sponsor?
 Why is there a lack of investment in and validated? The school board, outside parties, or administrative body funding and supporting the implementation of the Smart Scheduling System.
technology? Test: Who will use the solution?
Budget constraints, resistance to change, Pilot testing School administrators, teachers, and students.
or the perception that current methods User acceptance testing (UAT Who will consume the solution?
are sufficient. Training: Primarily students and teachers who will rely on the schedules generated by the system for their daily activities.
Using historical data to train scheduling algorithms. Who will be impact with?
Continuously updating the model with new data. Students, teachers, and school administrators. Efficient scheduling improves the learning environment, reduces administrative
Validation: workload, and helps parents plan better.
Comparing generated schedules against manually
created ones to ensure accuracy.
Gathering feedback from users and making iterative
HYPOTHESIS improvements.
What will be tested? VALUES RISKS PERFORMANCE/ IMPACT
 Reduction in Scheduling Conflicts What is the size of the problem? What are the risks? What is the Impact? How to measure it?
 Room Utilization The problem affects all levels of the school system, Data Accuracy: Inaccurate or outdated data could lead to  Scheduling Conflicts: Track the number of conflicts before
 Teacher Workloads involving thousands of students and teachers. ineffective scheduling. and after implementing the system.
 User Satisfaction Inefficient scheduling can lead to significant disruptions User Resistance: Teachers, school administrators, or students may  Room Usage: Measure the percentage of time classrooms
What are the expected responses from each of in learning and teaching, resource wastage, and resist changing from manual methods to an automated system. are occupied.
them? increased administrative burden. Technical Issues: Potential software bugs, integration problems, or  Teacher Workloads: Assess the distribution of teaching hours
 Fewer overlapping classes. What is the baseline? server downtimes. across teachers.
 Better use of classrooms. Current scheduling is done manually, resulting in Privacy Concerns: Handling of sensitive data like student and  User Satisfaction: Collect survey results and feedback
 Fair distribution of teaching hours. frequent conflicts, underutilized resources, and uneven teacher information must comply with privacy regulations. ratings from users.
 Positive feedback from students, teacher workloads. Cost Overruns: Implementation and maintenance costs might Where can you see the Improvements/ Performance?
teachers, and administrators. What is the uplift/ savings? exceed the budget.  Reduced Scheduling Conflicts: Reduced number of
What should we do from each answer?  Reduction in Scheduling Conflicts overlapping classes and conflicts in timetables.
 Refine scheduling algorithms.  Improved Room Utilization What these risks might block?  Optimized Room Utilization: Higher percentage of room
 Adjust room allocation logic.  Balanced Workloads Data Accuracy: Could block the creation of reliable schedules, usage, indicating better allocation of resources.
 Refine workload distribution algorithms.  Time Savings leading to continued conflicts and inefficiencies.  Balanced Teacher Workload: More balanced distribution of
 Refine workload distribution algorithms.  Cost Savings User Resistance: Might block the adoption and effective use of teaching hours, reducing workload-related stress.
 Continuously monitor performance and the system, rendering it ineffective.  Improved User Satisfaction: Higher satisfaction scores and
iteratively improve the system while Technical Issues: Could block the system’s functionality, causing positive feedback from users.
keeping stakeholders informed and delays and frustration among users.  Increase Efficiency: By reducing scheduling conflicts,
involved. Privacy Concerns: Might block the system's acceptance and overall efficiency in school operations is improved.
What strategy should we follow? raise legal issues, affecting its implementation.  Cost Savings: Reduced administrative burden and better
 Continuous Monitoring Cost Overruns: Could block the completion and continued resource utilization lead to financial savings.
 Feedback Loops operation of the project if funds are exhausted.  Retain Satisfaction: Keep students and teachers satisfied by
 Iterative Improvement minimizing disruptions and ensuring balanced workloads.
 Stakeholder Engagement