Agenda Item
a. Timely for Master Scheduling in Middle and High Schools (Not to exceed $580,000) ~ Updated 1.13.2025
Summary: Timely is a web-based scheduling tool that uses optimization technology to streamline the creation of teacher and student schedules for middle and high schools. By considering school-specific constraints and resource allocation, Timely efficiently generates optimal schedules in less time, improving scheduling accuracy and resource management. Additionally, the platform supports student and staff groupings for various teaching models.
In addition to its structured approach to scheduling, Timely offers full-service support, including data integration and training. Priced at $10,000 per middle school and $15,000 per high school annually, Timely will help DCSD optimize schedules while potentially freeing up budget space for other priorities.
Request: It is requested that the Board secure Timely for Master Scheduling in the Middle and High Schools. The total amount is $580,000.
The breakdown is as follows:
24 high schools*$15,000= $360,000
22 middle schools*$10,000= $220,000
Why: Timely delivers better schedules in a fraction of the time, visibility to allocate resources across student groups and the ability to assign staff efficiently by showing the impact of decisions as schedules are built. Through Timely, the DeKalb County School District (DCSD) will gain valuable insight into a school’s individual scheduling process by setting parameters, examining resource allocation, and potentially freeing up space in the budget to use on new priorities.
Please refer to Board policy, DJE. The specific language is in DJE section III.D.3. g.(2) covers instructional software and computer subscriptions.
Details: Timely’s scheduling tool is a web-based application that uses optimization technology to automatically build teacher and student schedules. Timely serves the scheduling needs of K-12 school districts at both the campus and district level. Timely’s product features an intuitive, user-friendly interface that suggests an optimal schedule based on student requests, average class size, section counts, and staff assignments. It can also incorporate each school’s unique constraints such as teacher prep requirements, course-room constraints, student-student pairing and separation preferences, and student-teacher pairing and separation preferences. Timely makes it easy to view staff assignments and see where imbalances exist before running the optimization process so that all staff have a complete schedule. Furthermore, it allows the scheduling of student and staff groupings whether they are for cohorts, teaching teams, inclusion, or co-teaching support services.
Timely’s team of account representatives supports schools through the entire scheduling process. This begins with getting data out of Infinite Campus and into Timely, then assisting with data cleaning to ensure scheduling with 100% accurate information. Timely will then train and support district users and campus-based teams on how to use the Timely web-based application to create sections, assign teachers, and add constraints. The Timely team will serve as a partner to generate and evaluate scenarios and then weigh tradeoffs when making decisions to get to a finalized schedule. Timely will then work with schools and the district to ultimately get scheduling data back into Infinite Campus.
Timely launches district partnerships with a district onboarding meeting to discuss timeline, points of contact, and district priorities. They will then facilitate campus-based training through a detailed scope & sequence which includes several pre-scheduled meetings and as many ad-hoc meetings as needed. Timely’s team is also available during all business hours to respond to in-the-moment questions and needs. The district will be given clear points of contact for both data-related questions/support and web app user questions/support.
The Software allows schools to build their entire master schedule with user-friendly features, optimization technology (including creating sections, assigning staff teaching loads, adding constraints, and enrolling students in sections), and full-service support from Timely’s School Support team and Data Integration team. Additionally, the district will be assigned a dedicated School Support account owner and Data Integration account owner who will be available during all normal business hours and extend beyond the traditional business day when needed. The School Support Manager will provide all users with facilitated training sessions, resources, ad hoc customer support, and strategic thought partnership. The Data Integration account owner will ensure a smooth transfer of data out of Infinite Campus and then back into Infinite Campus when the master schedules are finalized.
Financial impact: Pricing is based on a per school year annual rate and will provide access to Software and Services. Timely’s standard pricing is a fixed annual rate of:
● $10,000 per middle school
● $15,000 per high school
● There are no set-up or installation fees.
● Items Included In Pricing (Scope):
○ Unlimited access to the Timely Scheduling Software
Contact: Mrs. Michelle Dillard, Chief of Schools and Leadership, 678-676-0542.
Effective: Upon Board Approval
DeKalb County School District
Implementation Plan
Scheduling for 2025-2026
Meeting:
November 19
Goals for today
1. Align on implementation timeline for
procurement and school scheduling
2. Understand budget and invoicing
3. Identify list of schools and primary contacts
4. Create a plan to loop in IT stakeholders
Implementation ownership and oversight
● Project Leader: Bridgette Allen
Overall ● Project Leader: Dr. Derrica
Implementation
Boochee-Davis
Budget/Staffing
Inefficiencies Data Integration
Cross functional team of district Transfer to Timely: Vivian Lyons
leadership to review schedules and Transfer from Timely: K12SG
attrition events for budget savings
Overall
Implementation Proposed Scheduling Timeline
January 31, 2025 All course requests complete in Infinite Campus
February 3, 2025 Schools Start in Timely
March 14, 2025 All Sections Created and Placed
March 21, 2025 District Reviews Assignments (ongoing) -
April 4, 2025 First Optimizer Run
April 30, 2025 Schools Complete in Timely
May 5, 2025 Schedules at 90% in Infinite Campus
Overall
Implementation Timely Process and Support to Schools
● Each school will have a dedicated School Success Manager (SSM)
● Training will kick-off with an in person training (requests are complete)
● The SSM will reach out to schools for training and weekly progress
● Schools will reach out to their SSM with questions or support needs
● DCSD will serve as an escalation point if needed for schools falling behind
● Timely will provide the implementation leader regular updates
Timeline & Other Open Questions
● How soon can we get board approval? target January approval
○ Can we help in any way?
● What date have schools been given for complete course requests?
● What is the date by which schools must be at 90%?
○ Is this date for completion in Timely or Infinite Campus?
○ When must schedules be back in Infinite Campus?
● Can we confirm a list of participating schools?
● Once we’ve received board approval, should we invoice each school or one
invoice for the district? likely district for the half, then school invoices (CFO)
Budget/Staffing Working Group & Process
Budget/Staffing
Inefficiencies
Goal: Form a cross functional team to review school schedules for compliance with predetermined
class size goals. At each attrition event, evaluate whether or not to fill the position.
Team proposed by Champion Dillard:
Chief Stepney (CAO)
Chief Schueneman (Chief of Finance)
Chief Davis-Mills (HR)
Chief Davis (IT)
Chief Sauce (Chief of Student Services)
November 2024 Establish review team
December 2024 Understand budget and class size guidance
January 2025 Define process for evaluation of attrition events
February - May 2025 Ongoing meetings throughout scheduling season
Data Integration
Potential Data Integration Timeline
Reference: 2024 SOW
November 2024 Receive initial data files (no course requests)
December 2024 Setup daily sync of data
January 2025 All course requests available (continue daily sync)
February 2025 K12SG develops script for data ingestion
March 2025 First test of data load into IC
April 2025 Second test of data load into IC (reviewed by schools)
May 2025 Final load of real data into IC
Looping in IT
Last Year
● Implementation was led by IT
● IT team members coordinated all communication, arranged all meetings, and joined all
meetings with schools.
This Year
● Implementation is led by this team
● Timely will coordinate with schools directly for training and support
Other Things to Call Out
● IT needs notification that this process is moving forward, so they can plan to send us
data
● Data transfer from Timely > Infinite Campus requires support from K12 Solutions Group
which will require a SOW and funding
Next Steps
● Confirm the final date for scheduling
● Submit agreement for board approval
● Confirm the list of schools and add principal contact information
● Share plan and timeline with IT and receive feedback
● Create a SOW for K12SG for import back into Infinite Campus
Meeting:
October 3
Goals for today
1. Align on process and ownership for the 2024-25
scheduling process
2. Identify an overall implementation leader along
with other key stakeholders
3. Align on a high-level timeline for school-based
scheduling
4. Discuss plans for budget identification and
procurement
Implementation ownership and oversight
Single point of contact to drive
Overall project, including implementation of
Implementation
Timely, adoption with schools and
budget/procurement
Budget/Staffing
Inefficiencies Data Integration
Cross functional team of district Single point of contact to manage
leadership to review schedules and data transfer to and from Timely
attrition events for budget savings
Overall
Implementation Proposed Scheduling Timeline
January 31, 2025 All course requests complete in Infinite Campus
February 3, 2025 Schools Start in Timely
March 21, 2025 All Sections Created and Placed
March 28, 2025 District Reviews Assignments (ongoing) -
April 4, 2025 First Optimizer Run
May 16, 2025 Schools Complete in Timely
May 23, 2025 Schedules at 90% in Infinite Campus
How does this compare to the timeline created by IT?
Overall
Implementation School selection and procurement timeline
October 2024 Present to Schools and School Selection
November 2024 Submit Board Approval
December 2024 Board Meeting for Approval
● How will we identify funding for this year’s scheduling season?
○ Schools will split the cost with the district 50-50
○ EA’s will help schools to identify funds and share guidance about using Title I
● How will we invoice? School invoices or district invoice?
Budget/Staffing Working Group & Process
Budget/Staffing
Inefficiencies
Goal: Form a cross functional team to review school schedules for compliance with predetermined
class size goals. At each attrition event, evaluate whether or not to fill the position.
Team proposed by Champion Dillard:
Chief Stepney (CAO)
Chief Schueneman (Chief of Finance)
Chief Davis-Mills (HR)
Chief Davis (IT)
Chief Sauce (Chief of Student Services)
November 2024 Establish review team
December 2024 Understand budget and class size guidance
January 2025 Define process for evaluation of attrition events
February - May 2025 Ongoing meetings throughout scheduling season
Data Integration
Potential Data Integration Timeline
Reference: 2024 SOW
November 2024 Receive initial data files (no course requests)
December 2024 Setup daily sync of data
January 2025 All course requests available (continue daily sync)
February 2025 K12SG develops script for data ingestion
March 2025 First test of data load into IC
April 2025 Second test of data load into IC (reviewed by schools)
May 2025 Final load of real data into IC
Overall
Implementation Timely Process and Support to Schools
● Each school will have a dedicated School Success Manager (SSM)
● Training will kick-off with an in person training (requests are complete)
● The SSM will reach out to schools for training and weekly progress
● Schools will reach out to their SSM with questions or support needs
● DCSD will serve as an escalation point if needed for schools falling behind
● Timely will provide the implementation leader regular updates