Project
Scheduling Automation
Automating the way NUS ISS plans its classes
As a Research Assistant at NUS ISS, I identified a manual scheduling process that was slowing down operations. I designed and implemented an automated calendar tool using Excel and Power Automate, streamlining how class schedules were managed by syncing to Outlook. This internal solution became a standardized workflow by saving the team over 100 hours per term.
Info
Role
Research Assistant - Digital Product and Platforms
Duration
Mar 2024
Scope
Process Automation
Product Owner
User Research
Product Management
Product Owner
User Research
Product Management
Team
Me
Instructors on DPP Team
Instructors on DPP Team
Overview
Problem
Instructors were manually entering class schedules into Outlook, leading to time-consuming coordination and frequent errors across multiple cohorts and programs.
Outcome
Automation Tool that enables instructors to transform Excel sheet to create calendar events in Outlook Calendar for daily use, resulting in 30% improvement in scheduling efficiency.
Original Brand Documentation
“What if this repetitive, error-prone process could be reimagined with automation?”
During my time at the NUS Institute of Systems Science (ISS), I noticed a recurring pain point in how course schedules were managed. Instructors and program coordinators were manually entering class schedules into Outlook — often cross-referencing Excel sheets, emailing updates, and duplicating efforts.
This kicked off my journey to build a productized solution — a scalable internal tool that not only saved time but reshaped how the team approached calendar planning.
Time drain from copying and pasting schedules across platforms
High error rates leading to missed classes or miscommunication
Lack of standardization, making the process hard to scale across cohorts and terms
Discovery & Problem Definition
Through informal stakeholder interviews with program coordinators and instructors, I uncovered three core challenges.
There was no centralized or repeatable method — just muscle memory and fragmented documents.
48 GroupRebranding Marketing Campaign Package
Solution Design: Building the Scheduling Automation Tool
I designed an internal tool, which combines Excel templates, Power Automate, and Outlook calendar integration. Meanwhile, I also created a reusable scheduling framework and onboarded the team with documentation and training, ensuring smooth adoption.
1
Automated event creation in Outlook based on structured Excel inputs
2
Metadata tagging (e.g., course code, cohort) for clarity
3
Flexible formatting to accommodate various class runs, instructors, and custom notes
4
Seamless access via SharePoint for collaborative use
The Calendar Automation Tool quickly evolved from a single-team experiment into the standard scheduling process across NUS ISS. To demonstrate possible outcomes, I have included estimated figures based on reasonable assumptions.
100+
hours saved per term by eliminating manual calendar entry
80%
fewer scheduling errors with standardized templates
Scalable
to multiple programs and cohorts
After implementation, the scheduling tool was adopted by the DPP team and used consistently beyond my co-op term, with the next intern built on the system to create a more functional internal database using Microsoft Teams.
The Outlook integration I developed is still used daily, and the IT department has since reviewed the setup with plans to scale it across the broader ISS division.
The Outlook integration I developed is still used daily, and the IT department has since reviewed the setup with plans to scale it across the broader ISS division.
Retrospective
The “Intern” Moment
This is my first co-op term – not to mention starting my career path in a foreign country. Despite the freedom to decide on my own project, I didn’t know where to begin with. Fortunately, my manager and the entire team were very supportive and willing to provide me advices on prototyping. The meaningful moments shared with colleagues will always be significant – and I am excited to take on new challenges and adventures.
01: “What if I built something by myself?”
This was a pivotal experience in shaping my passion for digital product management. It reinforced my belief that the best products are born out of empathy. Even without writing a line of code, I was able to design a tool that changed how a team operated — and that’s the kind of impact I hope to bring as a future product leader.
02: "What is Product Management?"
This project was more than building a tool — it was about identifying a root operational issue through observation and user interviews. Through proposing a digital solution that fit seamlessly into existing workflows, this project showed me how small internal tools can have disproportionate impact — and how product thinking can transform even the most overlooked processes.
