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
DATE RECEIVED: ______________
MATTER ASSIGNED TO: _________
Request for Legal Assistance
DCSD Office of Legal Affairs
ATTORNEY – CLIENT COMMUNICATION
PLEASE SUBMIT COMPLETED REQUEST FORM TO
DCSD OFFICE OF LEGAL AFFAIRS.
*** This request is a confidential communication and should be treated as such ***
DESCRIPTION OF REQUEST
Title of Item/Topic:
Timely for Master Scheduling in Middle and High Schools
________________________________________________________________
(e.g., contract review, policy matter, etc.)
12/4/24
Date of request: ___________ 12/9/24 (Allow 3 to 5 business days)
Due Date: ___________
Details and financial impact attached.
Background information/Detail: __________________________________________________________
_____________________________________________________________________________________
PROCUREMENT DETAILS (if applicable)
Include details confirming that all applicable DCSD procurement policies and requirements have been
Sole source letter attached.
adhered to: ____________________________________________________________________________
______________________________________________________________________________________
SUPPORTING DOCUMENTATION
Please attach/include any additional supporting documentation that are relevant to your request.
DeKalb Implementation Plan attached.
Description of supporting documentation, if any ____________________________________________
REQUIRED AUTHORIZATION
Champion Michelle Dillard
Requested by: _____________________________________________________________________
michelle_dillard@dekalbschoolsga.org
Email: __________________________ 470-962-8626
Telephone: ____________________________________
Division of Schools and Leadership
Department: _______________________________________________________________________
Cabinet Member authorizing the request: _______________________________________________
LEGAL APPROVAL
Approved as to form by the DCSD Office of Legal Affairs? ☐ Yes ☐ No
-OR- (check one only)
Approved as to form by Outside Legal Counsel? ☐ Yes ☐ No
*Referrals to Outside Legal Counsel must be coordinated and approved by the DCSD Legal Dept.
H. Eric Hilton, Esq.
Approving Attorney (and law firm if Outside Counsel ____________________________________
Comments: Revised Agreement is approved as to form.
__________________________________________________________________________
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