HCAD Preceptor`s Conference Scheduling Program
Contents
1. Save As A dialog box will appear for you to name the file Name your file with a xml extension There is no need for you to open or hand edit this file Opening this file from outside of the program could corrupt the file causing the data to be lost and errors to occur when trying to load this data Once the file is created simply Save the document to update the saved copy No windows will pop up but you can be assured your saved document has been updated Note MAKE SURE YOU NAME YOUR FILE THE FOLLOWING WAY Filename xml The file name must include the xml extension to be recognized by this application To load your saved data into the program again click File and Load A dialog box will appear Select the xml file you saved your data as You should double check that the information for both hospitals and students has been loaded in by switching between the Student and Hospital Master Lists 11 Getting the schedule Here is where things get a little tricky Once all the information has been entered go to the menu bar at the top of the application and click File and then Make Schedule This will pop up a dialog for you to save the new schedule the application has made It may take a while to create the schedule Note MAKE SURE YOU NAME YOUR FILE THE FOLLOWING WAY Filename csv The file name must include the csv extension to work in Excel Once you have properly named your file2. First things first To run this application you need Java installed on your machine Your operating system does NOT matter You can run it on ANY version of Windows Mac OS X or Linux Basically if Trinity University ITS maintains your computer you are guaranteed to be able to runit Otherwise click here to verify that you have Java http www java com en download installed jsp Simply click on the Preceptors Conference Scheduling Program jar 800 File Add new Hospital Add new Student Thurs 3 00 pm He Busy Lunch Other Unblock Time Add Remove 5 Show Hospital List Show Student List Edit Name Remove Figure 1 The Scheduling Application The layout Do not be alarmed if your screen does not look like this All images were taken using a Mac Windows and Linux computers will look a little different but the application will still run perfectly fine a0 File Add new Hospital Add new Student l Thurs 3 00 pm req Blocked Time List Busy Lunch Other Unblock Time Available Hospital Student Preference List List 4 Add A Remove Show Hospital List Master List Edit Name Remove Figure VA Scheduling Application with List Names Where to begin Add new Hospital Start by clicking Enter the hospital name and click OK The newly added hospital should appear by name in the Master List located at the bottom o
3. List St David s B THR B THR D a Remove Wits 2 Figure 5 Blocking Times for Baptist Block all conflicts for this hospital Be sure to include both Thursday and Friday time slots All unblocked slots are considered open and available for student interviews Select the next hospital by clicking on the name in the Master List Continue blocking times for each hospital in the same way until all hospitals have their times blocked To unblock a time slot simply click the time in the Blocked Time List lock Ti aad hit Unblock Time Hold CTRL and click to highlight multiple time slots Release CTRL then click to unblock all highlighted time slots This will remove them from the Blocked Time List Note Student time slots can be blocked off as well as unblocked in the Same way as hospitals File Add new Hospital Add new Student Fri 9 30 am Previous Arrangement Appointment Fri 1 00 pm Lunch Fri 9 30 am EB Fri 4 30 pm N A Fri 5 00 pm N A Busy Lunch Unblock Time Baptist Baylor Methodist St David s A St David s B THR B THR D VISN Show Hospital List Show Student List Edit Name i Remove Emily Francis Kerry Patrick Figure 6 Bill s Blocked Time Slots Now for the student preferences Make sure the Master List now displays the list of students by clicking Show Student List Select a student from the list to work with by clicking on i
4. click Save and wait for the program to finish running Note If the save dialog box does not pop up immediately do not be alarmed The schedule is generated before you are asked to save it and the process to create the schedule may take some time If the program is trying to make the schedule for more than a few hours close the program Next time you attempt to make the schedule lessen the constraints by opening up some time slots or removing some hospitals from the students preferences With any luck though you should have the schedule in a matter of seconds Go find your file in the location where you saved it Double click the file to open it If you have Excel your file should open automatically If you did not save the file as a csv file it will probably not work You can rename your file and add the csv extension then try opening the file again Check the file to make sure it loads properly If it does not load properly try to rerun the schedule within the application and save it again making sure you name your file correctly If it still does not load contact the developer 12 Once you are satisfied with the schedule you can close the application If you are unsatisfied with the schedule you can make a new one by rerunning the application Randomness within the scheduling algorithm will allow you to make a different schedule with the same data every time you click Make Schedule If you remain unsatisf
5. f the program screen Continue this process until all hospitals are added to the Master List Baptist Baylor Methodist St David s A St David s B Figure 3 Master List Hospital List View Note A scroll bar will appear once the number of hospitals exceeds the viewable region To remove a hospital from the Master List simply click the hospital Remove name to highlight it then click 4 inthe bottom right corner To edit a hospital name from the Master List simply click the hospital Edit Name name to highlight it then click in the bottom right corner Enter a new hospital name and click OK The new name will appear in the Master List Now for the students Click f Add new Student Enter the student name and click OK The newly added student should appear by name in the Master List located at the bottom of the program screen NOTE If hospitals were already added the hospital list appears to Show Hospital List vanish To see the list of hospitals click Show Student List To go back to the list of students click J Use these two buttons to alternate between the lists within in the Master List Continue this process until all students are added to the Master List Ctanhan Re ES SS we SS ee ne ee Figure 4 Master List Student List View To remove a student from the Master List simply click the student name to highlight it then click right corner Rem
6. ied change some of the student preferences and or blocked time slots and click Make Schedule This will make a new schedule for you 13 Troubleshooting Not Enough Slots error The following hospitals do not have enough slots for the number of students requesting interviews After you run the program and click Make Schedule a dialog box appears saying one or more hospitals do not have enough slots for the number of students requesting interviews Click OK and double check the listed hospital or hospitals lists of blocked times Are they correct Check each student s preferences to make sure each student preference list only contains the hospitals that student wants If everything appears to be correct there is no possible schedule to accommodate each student s preferences Please ask the students requesting the hospital or hospitals to reconsider their choice or unblock some time slots for that hospital Make any necessary changes and rerun the schedule making process by clicking Make Schedule Not Responding error The program appears to either continue to run or not respond After you run the program and click Make Schedule the program either stops responding or appears to run indefinitely This will occur if the algorithm cannot find a quick solution or cannot find a solution at all Exit the program by closing it or force it to quit when prompted by your operating system CAUTION ff you did not save you
7. ove 2 in the bottom To edit a student name from the Master List simply click the student Edit Name name to highlight it then click in the bottom right corner Enter a new student name and click OK The new name will appear in the Master List So my lists are populated Hospital time slot blocking is next Make sure the Master List currently displays the list of hospitals by Show Hospital List clicking Select a hospital from the list to work with by clicking on it NOTE You may only modify one hospital at a time Select a time slot from the drop down box by clicking on it Using one of the three buttons Busy Lunch Other select a reason to block the highlighted time slot Busy Lunch operate in the same way by simply adding either N A or Lunch respectively to the selected time in the top list or Blocked Time List Other When l is pressed a dialog box will pop up prompting the user for the name of the conflict Simply give a name for the conflict and click OK This name is then added to the selected time and placed in the Blocked Time List 400 File Add new Hospital Add new Student Fri 10 00 am N A Fri12 30 pm Lunch Fri 5 00 pm He Fri 3 00 pm Meeting Fri 3 30 pm 2nd Meeting Fri 4 00 pm N A Fri 4 30 pm N A Fri 5 00 pm N A Busy Lunch Other Unblock Time Add Remove Show Hospital List Baylor Methodist St David s A Show Student
8. r data you will have to reenter everything prior to your last save Check each student s and hospital s blocked times and student preferences editing where necessary Relax some of the constraints by unblocking some time slots and or removing some hospitals from student preferences If you attempt to remake the schedule with the same data as before the program will once again be unable to make a schedule Make any necessary changes and rerun the schedule making process by clicking Make Schedule 14
9. t NOTE You may only modify one student at a time Once a student s name is clicked i in the Master List the list above the button should be populated This is the Available Hospital List Click on a hospital name and then click to add it to the highlighted student s preference list Hold CTRL and click to highlight multiple hospitals Release CTRL and then click ____ 4 to add alll highlighted hospitals to the student s preference list After a hospital is added to the student s preference list it will be removed from the Available Hospital List Continue adding preferences for each student until all students have their individual list of preferences selected To remove a hospital from the student s preference list simply click the hospital name to highlight it then click Hold CTRL and click to highlight multiple hospitals Release CTRL and then click Remove to remove all highlighted hospitals from the student s preference list These hospitals should reappear in the Available Hospital List File Add new Hospital Add new Student Fri 9 30 am Fri 1 00 pm Fri 4 30 pm Remove Figure 7 Bob s Preference List 1 Saving work in progress then loading it back in Save frequently As well as saving along the way once you have entered all the data you are encouraged to save a finalized version of the data Save your work in progress or finalize version by clicking File and
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