ARELION GmbH
Contents
1. 5 7 3 1 1 1 FICIOSOIE du cu X 7 3 1 1 2 D EX P 9 3 1 1 3 Microsoft Excel ZOD OY 10 5 2 Change Tempio Il 3 2 Arelion Ribbon elements description eee eterne tenere ezen ese rzeneeonen ese zzenisezzenene Il 3 3 SEI EE REA 2 ii oe 2 432 S EUN eee UV D DULCE 13 VIS 14 LIA G 5 do ee 15 39 6 UE SEE MEM ME E EU 16 How to work with Arelion Room Planner rie esee eene etn nine 16 4 1 Info Ui da rios o c E 16 4 2 Changer ei 16 4 3 Necessity and consistency of input data eere eee eese eese teen ee nzeneneezeneseozeneenzeneenzenereonenezeneno 7 4 4 Running oe n ce esc cece m I MG 7 4 5 Interpretation OE Ro 7 4 6 t 18 4 7 Optimizer ssi 19 4 8 OpinzitionO bei 20 42. 12 Earliest start All events must start at this date or later The value has the format HH mm Latest end All events must end at least at this date The value has the format HH mm Preparation time This is the needed duration to prepare a room before starting an event The value has the format HH mm Length of unit The duration of a time slot i e unit The value has the format HH mm Capacity Buffer per Event Type The plugin requires that for a particular event type the demand of all participants can be satisfied with enough event capacity By increasing this buffer Arelion Room Planner checks if there is more capacity buffer available The buffer value has to be given in percent In the example above for each event type there have to be at least 2076 more event capacity than the demand of the participants Participant Time Schedule Buffer This buffer enables the Arelion Room Planner to avoid an entirely planned day for each participant The value has to be stated as minutes In the example above each student can have at least events with a total time span of 10 hours the timespan between 20 00 and 8 00 minus 120 minutes This buffer is also used for speakers Room Workload Buffer This buffer provides more planning space for rooms By default Arelion Room Planner checks if the available duration of all rooms of a specific room type and the required duration of all events that require the spe cific room type can
3. rie Insert Page Layout Formulas Data Review View Developer Load Test Arelion Team Design ma i i 00 Run Objectives Settings Visualize Instructions License About Room Planner Help e Run Button Starts the optimizer as separate process working on the input data as provided in the dif ferent input data sheets such as Rooms Events e Objectives Button Opens the objective priorities dialog that allows changing the priorities of different optimization targets e Settings Button Opens the settings dialog that allows changing parameters for the optimization Arelion Room Planner User Manual Seite 30 ARELION GMBH e Visuadlize Button Opens a visualization of the current output e Instructions Button Shows a brief introduction of how to use the Arelion Room Planner e License Button Opens the license dialog to provide information about your license state or to install update a license file e About Button Opens a dialog with information about the company and Arelion Room Planner 3 3 Sheets The Arelion Room Planner provides six sheets named Rooms Events Assignments Configuration Output and Output Errors You must not change the names of these sheets in order to ensure the functionality of the plugin 3 3 1 Rooms The Rooms table provides the rooms and the room attributes The example consists of seven rooms with their respective attributes The size of this table ca
4. Appears if the latest end time is missing A Please insert latest end time Time format HH mm Appears if the preparation time is missing A Please insert preparation time Time format 00 mm Appears if the Length of Unit is missing A Please insert Length of Unit Time format DO mm Appears if a given date for Earliest Start Latest End Preparation Time and Length of A Earliest Start must only consist of hours and minutes Unit has a format that cannot be used by Arelion Room Planner Appears if Preparation Time or Length of Unit is invalid i e a larger duration than 60 A Length of Unit must be lower or equal than 60 minutes minutes Arelion Room Planner User Manual Seite 27 30 ARELION GMBH Appears if either Capacity Buffer per Event Type or Room Workload Buffer is out of A The capacity buffer per ewent type must be within 0 and 100 range Appears if the Participant Time Schedule Buffer value is greater than the difference of latest A The participant time schedule buffer must be within 0 and 720 minutes end and earliest start Latest End Earliest Start or less than zero Appears if the sum of Preparation Time value and Length of Unit value is not a proper divi Both Preparation Time and Length of Unit must be a proper divisor of sor of the total available time Latest End dix Earliest Start otherwise there would be time table arrangement problems 6 Licensing Thi
5. data Appears if an event doesn t provide an event id A Please insert an event id Appears if an event doesn t provide an event name A Please insert an event name Appears if an event doesn t provide an event type A Please insert an event type Appears if an event doesn t provide the required number of time slots Please insert the number of time slots Appears if an event doesn t provide a capacity A Please insert a capacity Arelion Room Planner User Manual Seite 24 30 A Please insert a room type There is no room of room type Lecture Hall that fulfills the required A capacity of 2 for this event A The room type roomTypel was not found Please check your entry The timespan of the speaker Peter Malone exceeds the available time Available Time resp buffer 600 minutes Min time necessary for events 900 minutes Arelion Room Planner User Manual ARELION GMBH Appears if an event doesn t provide a required room type Appears if an event doesn t provide a speaker Appears if there is no existing room of the specified room type which is large enough for this event Appears if an event requires a room type that cannot be found in Rooms table Appears if overall desired event type duration including the Participant Time Schedule Buffer for a speaker exceeds the whole day duration Seite 25 30 ARELION GMBH 5 2 3 Assignments Sheet Appear
6. 9 Running multiple instances of the optimizer eee ee eese re reeeeerieeeierieeeeenieenierizenierizenienizzeneo 20 A410 Sharing the 2 2 5 1 siu eee 2 5 2 HH 22 23 T M 24 ir i ii 26 5 24 Configuration TE TOL 2 BAC SUIS 28 Arelion Room Planner User Manual Seite 3 30 ARELION GMBH 6 LICCHSINS poll TET 28 6 2 PAE CMON LAC SUNS lola 29 6 3 Licensing procedure after trial cssssccsssscssssscssssssssssssssssscsscessosscsssssscessasscessassceseasscossassceseasscessasscorensscereas 29 F POUT mmm 30 O o 30 Arelion Room Planner User Manual Seite 4 30 ARELION GMBH Introduction The Arelion Room Planner ARP is an intelligent planning tool which calculates the optimized assignment of events rooms and participants l WHAT does this tool do The Arelion Room Planner is a novel tool for optimization and scheduling of rooms events and participants It combines the power and intelligence of the Arelion Optimiza
7. ARELION ROOM PLANNER USER MANUAL Version 09 04 2015 1 0 O ARELION Te M7 ATION LAT TOI ARELION GMBH Schaerdinger Stra e 4061 Pasching near Linz Austria TEL 43 720 37 05 88 FAX TEL 43 720 37 05 88 99 EMAIL office arelion com WEB www arelion com ARELION GMBH Warranty and End User License Agreement Please note that the software and all documents are subject to Arelion s EULA available for your review at our web site http www arelion com within the product information of Arelion Room Planner Arelion Room Planner User Manual Seite 2 30 ARELION GMBH Table of contents 2 3 5 6 Vufdglera BleiH ro a 5 WHAT does this tool 5 2 lin 5 1 3 What REQUIREMENTS are necessary to run it oe eeeesesecsssececeecsseessceceessceceessceceessceesssceceessceceessceeeessceeeeees 6 Isolotto 6 2 ccc 6 22 very CNS iii 6 2 3 l stallation process aaa 7 FIUPIM CONEENE GESCHpriol ac 7 3 1 Arelion Room asn 7 3 l Template in different Microsoft Excel
8. After that date the Arelion License Tool will show that the license is no longer valid You can open Arelion Room Planner but you are no longer allowed to run optimizations 6 3 Licensing procedure after trial The optimizer only runs if a valid not expired license is provided If your trial license is out of date the license dialog will show you more information how to get a new license Arelion Room Planner User Manual Seite 29 30 ARELION GMBH 7 About Arelion Arelion GmbH located in Pasching near Linz Austria develops and sells the Arelion Optimization Core that solves quantitative optimization problems for supply chain management tasks and other areas of industry Our customers benefit from our technology by improved efficiency in production logistics transportation warehousing and duty roster planning At the heart of the technology Arelion Optimization Core short AOC is an evolutionary optimization method that is capable of swiftly solving complex problems to an extremely high standard unlike other established approaches Arelion s software is particularly suited for applications with continuously changing boundary conditions typically encountered in dynamic environments Arelion s technology originates from a long term research cooperation between the Johannes Kepler University Linz and Siemens Corporate Technology in Munich The aim of the collaboration is to devel op a new kind of optimization softw
9. RELION GMBH 4 10 Sharing the spreadsheet You can share Arelion Room Planner workbooks with arbitrary people If other people do not have Arelion Room Planner installed the workbook can only be used as normal Microsoft amp Excel workbook without the func tionality of Arelion Room Planner Please note that Arelion Room Planner checks the consistency of an Arelion Room Planner workbook So if you change workbooks content or formatting outside our plugin the workbook may not work properly 5 Validation This section describes various validation checks and related error messages 5 1 Static Validation The static validation is done by Microsoft Excel This action is performed after entering a value in a cell e When the room capacity the event duration or the event capacity is less than one or not an integer value one of the following dialogs appears Please enter an integer Furthermore the entered number must be ab greater equal than 1 e When you do not enter the character x to assign a person to an event type in the Assignments table one of the following dialogs appears Arelion Room Planner User Manual Seite 21 30 ARELION GMBH e Percent values of the configuration table must be greater or equal than zero and less or equal than hun dred These two values are concerned the Capacity Buffer per Event Type and the Room Workload Buffer One of the following dialogs appears when one of the conditions m
10. Rooms Config uration Events and Assignments lt is possible to resize the input section in order to add remove values right bottom end of the section 4 2 Change column names You are not able to change column names because the column names are important for a correct behavior of the application When clicking on a column name cell the cursor is positioned inside the table Arelion Room Planner User Manual Seite 16 30 ARELION GMBH 4 3 Necessity and consistency of input data You must fill in the data in the suitable format Before starting an optimization run the following data consistency checks are done e The following tables must not be empty Rooms table Events table Assignments table and Configura tion table e All tables mentioned above must contain data in suitable format e The uniqueness of unique attributes are checked e Existing rows must not be empty More input data validation checks are presented in chapter 5 4 4 Running the optimizer The optimization starts when clicking the Run Button within the Arelion tab After the optimization the output is written into the Output sheet Please note that during the optimization a high amount of CPU time is required Consequently depending on your system other applications may work slower during the optimization process 4 5 Interpretation of output e ARELION 3 Output Event Id Bi Event Name FarticipantB Start End Room Al
11. acquiring your demo license More information about the license process may be found in chapter 6 After the installation process please start your Microsoft Excel and finally agree to add the Arelion Room Planner plugin to your instance 3 Plugin content description This section describes the plugin components and how they work 3 1 Arelion Room Planner Template Depending on your Microsoft Excel version the Arelion Room Planner template is copied to your default user template folder Consequently it is now globally available in Microsoft Excel The template itself does not contain any code or scripts it just provides the necessary tables for the data You can start a new Arelion Room Planner workbook by creating a new template based workbook More information how to create the ARP workbook specifically for your Microsoft amp Excel version may be found in chapter Fehler Verweisquelle konnte nicht gefunden werden After creating a new Arelion Room Planner workbook it can be saved at any location within your file system If you use the Arelion Room Planner on other systems please keep in mind that an installation of our software is required The data itself can be used on and transferred to other computers just like any excel workbook 3 1 1 Template in different Microsoft 9 Excel Versions This chapter illustrates how to find and open the Arelion Room Planner Template in Microsoft Excel 2007 Microsoft Excel 2010
12. and Microsoft Excel 2013 3 1 1 1 Microsoft Excel 2007 e Click on the Microsoft Office home button at the menu bar ld Microsoft Excel Home Insert Page Layout Formulas Data Review View Developer Arelion Team d Calibri u X em E wrap Tert General E dm n militi E m la Paste B Z7 Usi A 5 5 Fid Merge amp Center 29 s 5 0 59 Conditional Format Cell 7 E Formatting as Table Styles Clipboard x Font E Alignment lui Number E Styles Arelion Room Planner User Manual Seite 7 30 ARELION GMBH e Details of this menu item appear click on New Recent Documents New 53 Excel Options X Exit Excel e After clicking on New details of this menu item appear click on My templates New Workbook Installed Templates My templates Mew from existing Microsoft Office Online Featured Agendas e A new window with all available templates appears You can open the Arelion Room Planner template by double clicking the template icon or by selecting the template icon and clicking on the OK button My Templates 7 Preview Arelion Room Planner xltx Preview not available Arelion Room Planner User Manual Seite 8 30 ARELION GMBH 3 1 1 2 Microsoft amp Excel 2010 e Click on File at the menu bar Home Insert Page Layout Formulas Data Review View Developer Load Test Ar
13. are which eliminates weaknesses of common tools The Arelion Optimiza tion Core can solve complex optimization problems in the shortest possible time Visit our Website http www arelion com or contact our sales team sales arelion com to find out what we can do for you 8 Credits Microsoft Excel and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and or other countries Arelion Room Planner User Manual Seite 30 30
14. be fulfilled A buffer value which has to be stated as percent value greater than zero checks if the duration of all rooms of a specific room type is greater or equal than the durations of all events that requires this particular room type increased by the workload buffer Arelion Room Planner User Manual Seite 13 30 ARELION GMBH 3 3 3 Events The Events table shows a list of available events ARELION Input Events Event type Number of slots J Capacity 5 Room type H Speaker m Programming for beginners Conference room Peter Malone 7 Soft JN Programming for beginners Soft I 25 Lecture hall John Newman 8 Soft 1A Programming for beginners Soft 2 20 Lecture hall John Newman 9 Soft2PM Advanced software engineering Soft Il 2 20 Lecture hall Peter Malone 10 Soft2TP Advanced software engineering Soft Il 2 25 Lecture hall Michael Pasching 11 AlgoTP Algorithms and data structure Algo I 22 Conference room Werner Reiter 12 AlgoTPI Algorithms and data structure Algo I 15 Conference room Werner Reiter 13 OptRS Optimization technologies Opt I 25 Conference room Simon Postler 14 OptRSI Optimization technologies Opt 2 25 Conference room Simon Postler 15 OptRS2 Optimization technologies Opt 2 30 Conference room Simon Postler Each line represents the attributes of a specific event e The unique ID e he name e The type a participant assigns for an event type not for a particular event Arelion Room Planner decid
15. cture Georg 10 00 10 45 ZK5 16 AlgoTP Algorithms and data structure George 10 00 10 45 ZK5 Each line represents the scheduled data of a participant to a specific event e Event Id the Id of the event matches to an ld in the Events sheet e Event Name the name of the event matches to the event name in the Events sheet e Participant the participant who takes part in the event Arelion Room Planner User Manual Seite 15 30 ARELION GMBH e The scheduled start time of the event e The scheduled end time of the event e The assigned room for the event matches to a room name in the Rooms sheet All the columns of the Output section can be sorted and or filtered Please keep in mind that the data within the Output section are refreshed after every optimization run 3 3 6 Output Errors The Output Errors sheet shows participants that could not be scheduled by the optimizer This sheet is only visible if the optimizer was not able to schedule all event type requests You can react to output errors in two ways e Provide more optimization time and restart the optimization e Change the input data e g provide more events or change the participant demands etc and restart the optimization 4 How to work with Arelion Room Planner This section describes how to work with the Arelion Room Planner 4 Provide Input data The input data have to be provided in the different input sheets of Arelion Room Planner such as
16. elion Team Cut a enh om Calibri 1 Ag P Sy Wrap Text General P Le A di F o C aste E E a E a c oe ETE O 4 0 C Format Painter BZ U do E Ha Merge s Center EP G0 0 Clipboard F Font F Alignment F Number F e Details of this menu item appear click on New Em Home Gal Save Save As n Open Close Info Recent Print Save amp Send Help 51 Options Exit e After clicking on New details of this menu item appear click on My templates Available Templates fat Home eb lg F Ec V a lr Blank Recent Sample New from workbook templates templates existing Office com Templates Search Office com for templates Arelion Room Planner User Manual Seite 9 30 ARELION GMBH e A new tab window appears Select the tab labelled Personal Templates You can open the Arelion Room Plan ner template by double clicking the template icon or by selecting the template icon and clicking on the OK button Arelion Production Arelion Room Arelion Route Planner xltx Planner xltx Planner xltx Preview not available 3 1 1 3 Microsoft Excel 2013 e Click on the label Personal Search for online templates D Excel Suggested searches Business Personal Industry Small Business Calculato Lists FEATURED PERSONAL Recent You haven t opened any workbooks recently To browse for a workbook start by clicking on Open Other W
17. entioned above does not apply 5 2 Dynamic Validation The dynamic validation is done by Arelion Room Planner This action is performed before starting the optimiza tion process This dialog appears if you try to remove any Arelion Room Planner table In this o You are not allowed to remove the rooms data definition table exam ple the user tried to remove the Rooms table Arelion Room Planner User Manual Seite 22 30 ARELION GMBH 5 2 1 Rooms Sheet Appears if there is an empty line within the Rooms table There must not be an empty line within the Rooms table Please A provide data Appears if the room within the Rooms table doesn t have a name A Please insert a room name Appears if a room doesn t have a capacity A Please insert a capacity Appears if a room doesn t have a room type A Please insert a room type Appears if there are too less rooms of a specific room type i Too less number of rooms for the room type Lecture hall Mr events 14 Sum room type event duration 1500 minutes Avg duration per room 750 0 minutes Available duration per room 576 0 minutes Either provide more rooms for this room type or change events to other room types Arelion Room Planner User Manual Seite 23 30 ARELION GMBH 5 2 2 Events Sheet Appears if there is an empty line within the Events table There must not be an empty line within the Events table Please provide
18. es which event fits best for the required event type e The number of slots This value is a multiplier to the length of a single time unit which length is specified in the Configuration sheet Consequently the number of slots multiplied to the length of a unit results in the duration of the event e g length of unit 45 minutes number of slots 2 gt duration is 90 minutes e The capacity The maximum amount of participants that are allowed to attend the event e The room type of the room in which the event must take place Arelion Room Planner decides which room fits best according to the room type e The speaker a person who is responsible for the event A speaker can be responsible for more than one event which is also recognized by the scheduler All the columns of the Events table can be sorted and or filtered Attention Arelion Room Planner does not necessarily schedules all events if not all possible events are neces sary to fulfill the demands of the participants Arelion Room Planner User Manual Seite 14 30 ARELION GMBH 3 3 4 Assignments The Assignments table shows a list of participant demands to various event types e o ARELION Input Assignments Event types Market FJ Math If Mathiifig Law Lawli fi Office Participant lad Soft M Softll Algo Opt M John Newman Peter Malone 9 David Jones 10 Mike Dunham 11 Emma Johns
19. gorithms and data structure Bertold Cal 7 AlgoTP Algorithms and data structure Edouard 10 00 10 45 ZK5 The example above shows that the event with the Id Algo TP and the event name Algorithms and data struc ture is scheduled from 10 00 to 10 45 The participants are Bertold and Edouard The assigned room is ZK5 Arelion Room Planner User Manual Seite 17 30 ARELION GMBH 4 6 Visualization A graphical representation of the result in form of a time table opens when clicking on Visualize within the Arelion tab The schedule opens in a docked Microsoft Excel window This window can be set to a floated window resized and docked on every position within the possibility of Microsoft Excel There are three kinds of visualization Visualization by room participant and speaker The picture below shows visualization by room Events of the same event type have the same color Visualization Hall 3 SPII4 ST20 ZK5 e 09 C e Algebra 0 00 4 11 00 12 00 13 00 4 4 00 Options T The visualization window represents the used room names in the upper part of the window The depicted result has four scheduled rooms On the left of the visualization there is a time bar This bar helps you to get information about the scheduled events such as the start time of the event the end time of the event and the event duration Arelion Room Planner User Manua
20. l Seite 18 30 ARELION GMBH Each colored rectangle within the time table represents a scheduled event e g the event with the name Alge bra takes place in room SPI 14 By clicking on an event i e the colored rectangle a dialog appears with more detailed information for the particular event PROGRAMMING FOR BEGINNERS Id Soft H Type Soft Speaker John Newman Room Hall 3 from 10 00 to 10 45 Participants 25 of 25 0 free G sp r Gautier Samuele At the bottom left corner of the visualization there is an area labelled Options By clicking on the filter button a dialog appears In this dialog you can switch between the three kinds of visualizations visualization by room participant and speaker and filter the optimization result by room s room type s speakers s and partici pant s and event type s 4 Optimizer settings To change the optimizer setting s click onto the Settings Button within the Arelion Ribbon Afterwards the optimizer settings window opens OPTIMIZER SETTINGS Runtime Arelion Room Planner User Manual Seite 19 30 ARELION GMBH Currently only setting the optimizer runtime is allowed By default the value is set to 10 seconds which means that the optimizer runs for 10 seconds and returns the best result found in this runtime Given more runtime may improve the optimization result The values set in optimizer settings windo
21. n be changed by dragging the lower right corner at the small tri angle When its size is reduced content outside the Rooms table is deleted Only data inside the table is used for the optimization process The Rooms sheet does not allow editing outside the Rooms table RA e ARELION S 3 Input Rooms 5 Room Capacity Type 6 Hall 250 Lecture hall Hall 2 140 Lecture hall Hall 3 70 Lecture hall Hall 4 70 Lecture hall 10 Hall 5 80 Lecture hall 11 MTI27 15 Conference room 12 SPI I4 50 Exercise room 13 ZK5 30 Conference room 14 556 140 Exercise room 15 AT DI 50 Exercise room 16 A155 100 Conference room 17 Z A55 60 Conference room 18 ST20 70 Conference room 19 Hall 6 90 Lecture hall 20 Hall 7 120 Lecture hall 21 Each line represents the attributes of a specific room e Room the unique name of the room e The maximum capacity of the room e The room type There can be more than one room with same room type All the columns of the Rooms table can be sorted and or filtered Arelion Room Planner User Manual Seite 12 30 3 3 2 Configuration The Configuration table shows various important settings ARELION GMBH ee ARELION Ra Input Configuration Farliest Start Latest End 20 00 Preparation Time 00 15 9 Length of Unit 00 45 10 Capacity Buffer per Event Type 20 00 11 Participant Time Schedule Buffer 120 Room Workload Buffer 20 0056
22. of Microsoft Excel and Microsoft Windows Therefore the minimum system requirement is Microsoft Excel 2007 All other dependencies if necessary are checked during the setup routine The plugin was tested using Microsoft 9 Excel 2007 Microsoft Excel 2010 and Microsoft Excel 2013 2 Installation This section illustrates how to get the Arelion Room Planner and how to install it 2 Where to get the tool The current version of the Arelion Room Planner can be downloaded at our website http www arelion com Additional you will find the corresponding User Manual and EULA 2 0 How to verify the setup exe The setup exe file is signed with a trusted certificate In order to verify the authenticity of the setup file please check if it is correctly signed and the certificate shows Arelion GmbH as owner Attention the view does not support updates if data is modified or if a saved Arelion Room Planner work book is opened In all cases a new optimization run is required Arelion Room Planner User Manual Seite 6 30 ARELION GMBH 2 3 Installation process Please execute setup exe and follow the instructions of the installation wizard In order to execute the optimiza tion of the Arelion Room Planner a valid license is required Arelion provides a free fully functional 30 day trial license Consequently after installing Arelion Room Planner the license dialog opens which leads you through the process of
23. on 12 Andrew Brown 13 Mary Wilson 14 Linda Davis x x x Each line represents a request of a specific participant to one or more event types e Participant participant name e Event types all available event types specified in the Events sheet The available event types are auto matically updated if event types in the Events sheet change e An X in an event type column denotes that a participant would like to attend an event of this event type For example the participant John Newman would like to attend events of the following event types Soft II Algo Opt Market and Math II All the columns of the Assignments table can be sorted and or filtered 3 3 5 Output The output table shows the result of the optimization 1 Coe e ARELION 3 Output 4 Event ld Event Name Bi RE Start End Room Algorithms and data structure Bertold 10 00 10 45 ZK5 AlgoTP Algorithms and data structure Edouard 10 00 10 45 ZK5 AlgoTP Algorithms and data structure Eduard 10 00 10 45 ZK5 AlgoTP Algorithms and data structure Egmund 10 00 10 45 ZKS 10 AlgoTP Algorithms and data structure Gastone 10 00 10 45 ZK5 11 AlgoTP Algorithms and data structure Gaudens 10 00 10 45 ZK5 12 AlgoTP Algorithms and data structure Gaudenz 10 00 10 45 ZK5 13 AlgoTP Algorithms and data structure Gavin 10 00 10 45 ZK5 14 AlgoTP Algorithms and data structure Gavril 10 00 10 45 ZK5 15 AlgoTP Algorithms and data stru
24. orkbooks r Open Other Workbooks Blank workbook Welcome to Excel Arelion Room Planner User Manual Seite 10 30 ARELION GMBH e After clicking on the label Personal the Arelion Room Planner template should appear You can open the Arelion Room Planner template by clicking the template icon Search for online templates D Excel Suggested searches Business Personal Industry Small Business Calculator Lists Recent FEATURED PERSONAL You haven t opened any workbooks recently To browse for a workbook start by clicking on Open Other Workbooks r Open Other Workbooks Take a tour Arelion Room Planner Welcome to Excel 3 1 2 Change Template design Keep in mind that the modification of any table or sheet over the Design tab leads to an inoperable Arelion Room Planner workbook X d0 cC u Arelion Room Planner1 Microsoft Excel Table Tools ial File Home Insert Page Layout Formulas Data Review View Developer Load Test Arelion Team Table Name 13 Summarize with FivotTable EST Properties Header Row T First Column EE InputRoomsTabl BA Remove Duplicates Open in Browser T Total Row Last Column Export Refresh T Resize Table A Convert to Range 52 Unlink Banded Rows T Banded Columns Properties Tools External Table Data Table Style Options 3 2 Arelion Ribbon elements description The Arelion Room Planner installs an Arelion menu tab p
25. s chapter explains how to proceed with the Arelion License Tool in order to get a valid license for the Arelion Room Planner Note that Arelion grants a fully functional demo license for 30 days If you want to use Arelion Room Planner for a longer period please contact our sales team sales arelion com 6 Licensing policy In order to use Arelion Room Planner you have to accept our end user license agreement EULA during the installation process Arelion grants a fully functional demo license for 30 days In order to get a license you have to provide a valid email address The license file is sent directly to the given email address and can be installed using the Arelion License Tool Arelion Room Planner User Manual Seite 28 30 ARELION GMBH 6 2 Arelion License Tool The license tool is modeled as a wizard which leads you through the installation process It is opened after the installation process of our software Additionally you can open the license tool by clicking onto the License Button within the Arelion Ribbon at your Microsoft 9 Excel instance ic Arelion License Manager Arelion Room Planner ARELION SMART OPTIMIZATION Room Planner for Microsoft amp Excel License Information License is valid Expiration date 2015 04 19 The image above shows the last step of the license tool wizard which shows you the state your license In the example above the installed license is valid until 2014 09 24
26. s if there is an empty line within the Assignments table There must not be an empty line within the Assignments table Please provide data Appears if a participant doesn t have any 66 9 event type cell marked with an x i The participant must have at least one required assignment Please select them by ma rking with an n Appears if the amount of registered participants for a specific event type is i Invalid overall capacity for the Event Type Soft 1 greater than the event type s overall ca Overall capacity 20 A Registered participants pacity Appears if the amount of registered participants for a specific event type including the Capacity Buffer per Event Type Please provide a planning buffer of 80 for the Event Type Soft 1 Current overall capacity 65 Minimum capacity with buffer 72 iui is greater than the overall capacity of the concerned event type Appears if overall desired event type duration including the Participant Time A The timespan of requested event types for participant Bennie exceeds Schedule Buffe r for a pa rtici pant exceeds the available time Available Time resp buffer 600 minutes the whole day duration Min time necessary for events 660 minutes Arelion Room Planner User Manual Seite 26 30 ARELION GMBH 5 2 4 Configuration Sheet x Appears if the earliest start time is missing A Please insert earliest start time Time format HH mm
27. t based on a daily basis Latest End of an event Prepara tion Time between two events at the same room Length of a single time slot Capacity Buffer per Event Type comparing the sum of all capacities of all events of a specific event type and the participant de mand for this event type Participant Time Schedule Buffer comparing a single participants required event types time and the total available time and Room Workload Buffer comparing the available dura tion of all rooms of a specific room type and the required duration of all events that require the spe cific room type e Output The optimizer fills this sheet after each optimization run e Output Errors The optimizer fills this sheet with participant s that could not be scheduled after the optimization run Arelion Room Planner User Manual Seite 5 30 ARELION GMBH Additionally the installation process creates a new menu tab called Arelion within your Microsoft Excel instance which allows you to e Start the optimization e Configure the optimization target priorities e Configure some optimization parameters e Open Close the visualization of the optimized schedule e Show you a brief instruction e Show your license state e Provide some information about the company and the installed Arelion plugin s 1 3 What REQUIREMENTS are necessary to run it Arelion Room Planner is a plugin for Microsoft Excel Consequently it requires a working instance
28. tion Core Arelion s unique optimization technology with the simplicity of Microsoft amp Excel This innovative tool enables the user to solve and optimize event planning tasks in a very short amount of time and a superior level of quality 1 2 HOW does it work The Arelion Room Planner installs itself directly into your Microsoft Excel instance So you can work within your familiar environment Our plugin provides a Microsoft Excel template with which you can access its functionality This template is directly installed to your Microsoft Excel template directory So you are able to create multiple Microsoft Excel workbooks based on this template By default the template provides some demo data which allows you to directly start with an optimization run The template contains 6 sheets e Rooms Here you provide information about rooms where events are going to take place Rooms con sists of the following attributes Room Name Capacity and Room Type e Events Here you provide information about events to schedule Events consists of the following at tributes Event ID which has to be unique Name Event Type Number of required time slots Capacity Room Type and Speaker e Assignments Here you provide information about participants and their required event types e Configuration Here you provide additional configuration parameters The following configuration pa rameters are required Farliest Start of an even
29. w are reused in the current Microsoft Excel session They are not stored or exchanged between different Microsoft Excel sessions 4 8 Optimization Objectives To change the optimization objectives click onto the Objectives Button within the Arelion Ribbon Afterwards the optimization objectives window opens Home Insert Fage Layout Farmulas Data za L b LI ere Be Run Objectives Settings Visualize Instructions License About Room Planner Help OBJECTIVE PRIORITY SETTINGS Minimize Rooms Minimize Total Presence Time Maximize Event Utilization There are three optimization objectives e Rooms minimize the amount of used rooms e Total presence Time minimize the presence time of all participants e Event Utilization maximize the average event utilization of all participants You can adjust these three goals from low to high importance 4 9 Running multiple instances of the optimizer You can open and work on different Arelion Room Planner workbooks at the same time You are also able to start and run optimization runs during the same time in different workbooks Nevertheless please keep in mind that optimization requires lots of resources CPU memory of your system Each optimizer currently grabs all available CPU cores for its purposes Therefore we recommend running only one optimization at the same time Arelion Room Planner User Manual Seite 20 30 A
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