Timetable Manager School Timetabler User Guide
Contents
1. i University of Glasgow Timetable Manager School Timetabler User Guide IT Services January 2015 Page 1 of 19 Contents Me Getin Stare snan aa EAA ea 3 Wels HAWOGUCH OM aion a T A 3 k2 Logging Miec A 3 Tos Home SCOE rran a E 3 2 COURSE REQUIFEIMOINS asnon a aA S NE 4 2 1 SENTING Teg iemenl S aneurin a E a enteiancheanidned 5 22 Ghanging the course Owner renssroreosrneaa n a A ET 6 2 3 Addn COMPONENTS aeron a O at at Roh ee G 7 3 Data QUIN arsaa von tan sata nedvanen EEE 8 Oils Gasser S 1A esadea ested ater tnas tees ahesie te nar tet eer check taeda tilelas seagate tens ta netaacucl etna 8 32 gt EVN eros 1AD nace divocits iexain a E A sada acetd 8 Soi IF IMING CAla CIlOl sensi sinxecscoseradacvotesaane E nia ateotacends vancanaiecanaateotsdnane euaatacosidea 8 A Macuve COle Data corsant aa a iaai 9 5 CHANGE ROGUCSUS sisisi aa a aaa aaa 10 5 1 Change request WOrkilOw x c ccce secerseccecieasioestsiiedsntecddansntied aa a ratana na area 10 52 GANGES FEQUESIS ls ersin e ascmtiiubesawamesesstss 10 5 3 Create or process a FEQUESTL ccccccccccesssececcceeeeeceeccaeuseeecsuaueeeesseaeeeeesseaeeeeeessaages 11 5 4 Changing an event currently roomed in school managed Space cccccceeseeeeees 13 5 5 Changing an event currently roomed in centrally managed SpaCe ccceeseeees 13 5 6 Requesting space owned by another SCHOOI cccccseeccecesseceeceeeeeseeeeeeseeeeeee2. Optional Assigned to Date updated This section is completed by the request submitter A change request relates to only one event Enter the event ID As you start typing a list of possible matching event IDs will be shown Upon selecting Page 11 of 19 one the other event details will be populated You won t be able to create a change request for the event that is already referenced in another request The owner of the room attached to event chosen determines whether the system treats the request as local or central and therefore to whom the request Is routed for processing If the event does not have a room allocated to it the system will allocate the change request to CTT If the event is new create the event in CMIS populating the day time weeks the requested room category and type first then use the allocated event ID to create the change request If the course itself is new create the subgroups in CMIS first then the event Select New Module or Activity as the reason for change see Request Details below S Please do not create new events for changes to existing events this will create a 5 duplicate cause delays and may significant problems in your data in CMIS and MyCampus Request Details This section is completed by the request submitter Requested By Enter the name of the academic member of staff requesting the change If a change request is created on the behalf on an external user or student tu
3. This screen allows timetablers to manage deletion of core data from systems which feed into CMIS i e Core HR and MyCampus When courses or people are no longer active in the feeder systems we wish to remove them from CMIS However they cannot be automatically deleted when there are events associated with them They need to be manually removed from the event while leaving the event in place The screen helps timetablers to manage this process by listing lecturers contacts and courses which need to be removed from events because they are no longer active The screen is divided into tabs for Lecturers Contacts and Courses with lists on each tab For each item listed you should go into CMIS and remove the course or person from the event Once you have done this click the Refresh button on screen When you click Refresh the system will e check that the lecturer contact or course has been deleted from all events e remove the lecturer contact or course from the core CMIS table e remove the lecturer contact or course from the list on screen STTs should process this list periodically to keep the deleted data in check Inactive Core Data Help The tabs below list data which has been made inactive in the source database e g HR MyCampus but has not yet been removed from 0 You should modify the event data in CMIS to replace these people courses Once you have changed the events click the Refresh buttoi Courses Help Refresh ID Name Owne
4. Page 14 of 19 6 Logging Out Click on Exit to go to Business Systems menu where you can choose another application or log out University of Glasgow Home Timetable Status Course Requirements 7 Help and Support If you have any queries or questions about the Timetable Manager system or if you wish to report a problem please submit a support call on Help Desk Self Service gt Log into IT Helpdesk from MyGlasgow for Staff or the links on Information for Staff Click submit a new request Select Problem Category Business Applications gt Timetabling gt Investigate Timetable Manager Issue Enter details of your issue Quote examples or specific reference numbers if relevant Click Submit Details Your call will be sent to the Timetabling Support Team YYY WV Page 15 of 19 Appendix A Data Quality Error List The table below lists and explains the data error types which appear in the system on the Data Quality screen Refer the CMIS user documentation available from the Central Timetabling Team for full advice on how to make changes in CMIS and refer to Student Lifecycle Support and Development documentation for information on how to update MyCampus data Class Errors Subgroup code does not Naming convention XXYY where XX is a component Change the subgroup codes in CMIS to follow the naming match MyCampus naming identifier and YY is a number e g LCO1 convention convention The set of subgroup codes ar
5. the main period of central room allocation each year The screen lists all courses for your school and is available to all the timetablers in the school The same screen can optionally be used by academic staff in the Timetables and Room Bookings web application rather than Timetable Manager School timetablers can control whether the academic staff see the screen by allocating courses to them Where requirements are known for last year and not changing it is only necessary to indicate this and mark the course as processed or complete For an existing course which has different requirements from last year the changes should be explained For a new course or one which was not timetabled in CMIS in the past full details need to be entered Courses can quickly be marked on the list screen as Not Running this year or as not requiring a room It is also possible to mark the courses as Requirement Confirmed here Requirement Indicates that the STT has made any required changes in CMIS Confirmed gt Data must be valid and marked as Requirement Confirmed or it will not be uploaded into MyCampus by the automatic interface from CMIS Page 4 of 19 ome Course Requirements Data Quality Inactive Core Data Change Request Exit Requirements Summary for School RI courses Help Course timetabling requirements for the upcoming session can be entered on this screen Courses you are responsible for are listed below Open a cour
6. tick the box Cannot be accommodated locally to ensure that the system will forward the request to CTT to allow it to be roomed in Central or other School space If a new event to be roomed in School space is required then STT need to create this event first in CMIS and room it in local space before adding it to the new change request Saving the request has the effect of submitting the request for approval 5 5 Changing an event currently roomed in centrally managed space To change an event that is roomed in the CTT space a STT should create a new change request using the event ID that needs to be changed The system detects that the event is centrally roomed and forwards the request to CTT for action once it is saved If a new event that is to be roomed in CTT space is required then STT should create this event first in CMIS then create the new change request with this event ID 5 6 Requesting space owned by another School If an STT wants to use specific space they know to be managed by another schools the STT of the requesting School first contacts the owning STT and confirms with them that the room can be used Next the requesting STT adds the event to CMIS populating the day time weeks the requested building the requested room and the Event Type as Local Space If the user does not have permission in CMIS to add the requested room to the event the room can be described in the Details field The requesting STT then c
7. 0 of 19 Change request e Limit the change requests displayed by collage school or org detail by sele cteng from the lists College Al School All Org Detail E e Status Active Change Event Assigned to is i in Event begins I N t assigned year 33360 24 02 2014 00 00 Anna Gsipenke 206021 4562 17 01 2014 60 00 Kevin Mocrarie A427 90 52544 13 02 2014 00 00 5 3 Create or process a request Refresh Citate wy MqueSst Status In Progress Type CENTRAL CENTRAL in Progress CENTRAL in Progress Description Date updated 16 09 2013 16 38 7 09 2075 10 01 17 09 2013 10 01 The Change Request details screen is used to create a new request or process an existing request The screen display and access rights differ depending on various factors The role of the user STT Lead STT CTT The school the user belongs to whether the school requires Lead STT approval for changes The scope of the request i e the event is local to the school or centrally roomed The reason for the change whether or not it qualifies as a minor change A user who arrives at this screen by clicking the Create new request button will have all fields blank A user editing an existing request will see the existing details Change request Help The screen allows you to create or edit a change request for an event Use the Help and links for further assistance Event details To cr
8. e Subgroup codes for a course should be sequential e g Ideally change the subgroup codes in CMIS to be not sequential LCO1 LC02 LC05 This issue is minor and would not sequential This message is only a warning and will not prevent the data being sent to MyCampus stop the course going into MyCampus Length of subgroup code is MyCampus only accepts class section code length of 4 Change the subgroup codes in CMIS to follow the naming greater than 4 convention More than 4 component types MyCampus only accepts 4 component types as well as Ensure CMIS and MyCampus component types match for an Admin component the course Component s in CMIS but not Subgroups in CMIS should only be created for No action This message is only a warning and will not MyCampus components defined in MyCampus for the course stop the course going into MyCampus New components will be created in MyCampus by the automatic interface between CMIs and MyCampus Subgroup size is 0 Subgroup size should not be 0 as this means no students Add the size to the subgroup or delete the subgroup are expected Subgroups should be deleted if they have no students except where they have events with Event Type of Tentative This message is only a warning and will not stop the course going into MyCampus Sum of subgroup sizes does Subgroup sizes should match overall course size i e not The overall expected enrolments for the course and the not match course size mor
9. e than 15 difference either side total of the individual class sizes should be similar Change the course or subgroup sizes in CMIS if there is a mismatch Page 16 of 19 Missing subgroup s Each course must have at least one subgroup except Add subgroups to the course in CMIS Admin only Course size is 0 Course size should not be set to 0 except where Admin Change the course size in CMIS to be the expected only as this means no students are expected student numbers for the course Course has events but is Course is Inactive in MyCampus so should not have Delete the events associated with the course or change INACTIVE in MyCampus associated events in CMIS the events to attach them to different course subgroups Event Errors Error message Description Event without weeks day or All Confirmed teaching events should have week day of Enter the missing week actor missing woe day of the week or time against of the week or time against time the week and times specified the event in CMIS Event not assigned to a All Confirmed teaching events should be assigned to a Add a subgroup to the event in CMIS subgroup subgroup not to the course directly and not left blank Subgroup without associated Every subgroup should have at least one event except Create events for the subgroup in CMIS or delete the event where marked as No Rooms Required in Timetable subgroup or mark the course as Room Not Required in Manager Time
10. eate a request enter the Event ID of the event you wish to change then fill in the request details below Academic session 2013 14 Event ID 13456 Owning OU 20100000 Type Central Event status Confirmed Day Wed CMIS Weeks 23 Time 09 00 xy NN NN NO ON ON Course Subgroup s LCco1 Genetics 3B Request details Describe the change Requested by Mrs A Osipenko 206921 Reason Change description Cannot be accommodated locally Cancel Save Reject Put on hold Related requests Help Change Assigned to request ID Event ID Event begins Event Details Create related request Request Status Nor editable Status and history of the request ID 2 i SAREN Submitted to CTT Request created m by train2 Request updated i by traini Change assessment When approving a change describe the impact below Impact of Change moved arising from this change Comments from affected parties Optional Use if affected parties are consulted and raise issues Supporting documents Describe the classes which have to be Optional Paste in any relevant reference emails etc Status Description Request Completion To complete the request make the change in CMIS and complete the fields below Copy change description Changes made py g p Number of events moved Number of students affected D Change applied to CMIS H Additional notes
11. ees 13 5 7 Changing Course NUMDEINS cccccccsseeeceeecaeeeeeeeeeaeeseceeseeeseeeesseaeeeeessaaeeeeeessaaess 13 Logging OUt arrin A a aa 15 7 Help and SUP DOIN simia eat eaectecc eevee ouentenectevenine 15 Appendix A Data Quality Error LiSt ccccsccseeeesseessseeeeseensseeeeseeeseeeeseeeenneeees 16 Appendix B DOCUMENT FIISIONY ssoi anene aaa aaa aaa aaraa aaae 19 Page 2 of 19 1 Getting Started 1 1 Introduction The Timetable Manager application is used by Central Timetabling Team CTT and School Timetabling Teams STT as an add on to the Facility CMIS CMIS timetabling package Timetable Manager provides extra facilities to support the production of the annual class timetable by allowing Schools to manage room requirements for courses displaying reports of errors in CMIS data providing a timetable production schedule checklist Access is provided to staff who are approved to use CMIS in an STT role 3 School Timetabling Teams are referred to as STT Central Timetabling Team Estates and Buildings is referred to as CTT 1 2 Logging In Access the system from Business Systems on Information for Staff or MyGlasgow for Staff or directly at https frontdoor spa gla ac uk login Log in with GUID and password University of Glasgow University of Glasgow J Register Here TT Services Heip Business Systems Web Front Door Please enter your username and password below and t
12. hen click on the Login button Username Password Once you have logged in select Timetable Manager from the menu The Home screen provides menu options across the top Only registered users of the system can log in 1 3 Home screen The Home screen provides a welcome screen and menu options across the top of the screen You can return here by clicking the Home link Page 3 of 19 ofa fa O niver sity Y of f Gl asgOw Timetable Manager Home Timetable Status Course Requirements BELEKONEULSY imetable Manage 4 Toda january 2012 Sun Welcome to the University of Glasgow online Timetable Manager Timetable Manager provides tools to assist staff in the production and management of the we class timetable The system is used in conjunction with the University s timetabling package Facility CMIS ae You are logged in as a School Timetabler and can manage the timetable data of your school To start using Timetable Manager please make your selection from the menu at the top of the screen Help Use the Help buttons within the system to access the Help pages For further help see our User Guide If you are experiencing any problems using the system please create a support callin the Business Applications Timetabling category 2 Course Requirements The Course Requirements screen allows school staff to enter and keep track of timetabling requirements for courses This data should be completed before
13. k the Save All button Use the Help and links for further assistance Save All Clear j Back Next Close Code BIOL6001 Title Agricultural Botany R Course Size 5 Acad Org 20100000 Owner malk i ti i ssSSY Room Not Required Dr Iwona Malka 307097 Dr Dalia Malkova 191352 Not Running ataset to Excel Show 2014 15 CMIS Events Events setto Excel Show 2015 16 CMIS Events Teaching Pattern Page 6 of 19 2 3 Adding components When the teaching pattern is not already known in CMIS the Components table will be visible on the screen Add each course component using Add beside the Components field 2 When entering the Weeks Taught for a component use Timetabling Weeks formerly known as CRB or Computer Weeks Use the Day and Start Date fields against each component individually or detail the days and times in the Teaching Pattern field if this is easier Page 7 of 19 3 Data Quality This screen lists errors found in the timetabling data in CMIS The purpose of the screen is to aid school timetablers in their data entry for timetable production The data errors must be corrected in CMIS and then will automatically disappear from the error lists Data quality is essential to ensure classes can be roomed appropriately and imported correctly into MyCampus ready for student enrolment Data Quality Help Data quality reports are provided below fo
14. r Date Deleted MGT4017P Project Management ADAM SMITH BUSINESS SCHOOL 15 02 2013 MGT5017 Delivering Economic Devpt ADAM SMITH BUSINESS SCHOOL 15 02 2013 MGT5082 Strategy amp Org Performance ADAM SMITH BUSINESS SCHOOL 15 02 2013 ECON4005 Economics 3H Single ADAM SMITH BUSINESS SCHOOL 15 02 2013 MGT5087 Training amp HR Development ADAM SMITH BUSINESS SCHOOL 15 02 2013 MGT5171P Business Scenarios Consult ADAM SMITH BUSINESS SCHOOL 15 02 2013 MGT5173P Marketing Management ADAM SMITH BUSINESS SCHOOL 15 02 2013 MGT5174P Specialist research Methods ADAM SMITH BUSINESS SCHOOL 15 02 2013 MGOT518 Managing Creativity amp Inn ADAM SMITH BUSINESS SCHOOL 15 02 2013 ACCFIN2005 Management Accounting 2 ADAM SMITH BUSINESS SCHOOL 26 02 2013 Page 9 of 19 5 Change Requests This screen allows users to create approve and process timetable change requests All changes to the class timetable after publication must be recorded and managed via change requests Why is a change request needed CTT need to be able to track and respond to all enquiries from Schools Rls across the University In many cases changes to the timetable affect other Schools In the past information has generally been shared on email trails and this has led to problems for Schools and CTT tracking requests and ensuring that they are dealt with efficiently A change request might relate to a new event a cancellation or any type of change to an existing even
15. r the courses in your School or organisational unit Click one of the tabs below to see CMIS data errors in the selected category You should correct the data in CMIS then click the Refresh button on the tab to check that the errors have been removed from the list Class errors Help Refresh Course Code Course Title Department Name Rechte abl Error Message ACCFIN1001 Business Reporting amp Fin Mgt 1 BUS ACCOUNTING amp FINANCE TT04 Subgroup code does not match MyCampus naming convention ACCFIN1001 Business Reporting amp Fin Mat 1 BUS ACCOUNTING amp FINANCE Sum of subgroup sizes does not match course size TUT ACCFIN1002 Env of Internat Business 1 BUS ACCOUNTING amp FINANCE Sum of subgroup sizes does not match course size LEC ACCFIN1002 Env of Internat Business 1 BUS ACCOUNTING amp FINANCE TUT Missing subgroup s ACCFIN1003 Finance 1 BUS ACCOUNTING amp FINANCE The set of subgroup codes are not sequential TUT ACCFIN1003 Finance 1 BUS ACCOUNTING amp FINANCE Sum of subgroup sizes does not match course size LEC ACCFIN1003 Finance 1 BUS ACCOUNTING amp FINANCE Sum of subgroup sizes does not match course size TUT ACCFIN1003 Finance 1 BUS ACCOUNTING amp FINANCE Course size is 0 ACCFIN1004 Financial Accounting 1 BUS ACCOUNTING amp FINANCE More than 4 component types ACCFIN1004 Financial Accounting 1 BUS ACCOUNTING amp FINANCE Sum of subgroup sizes does not match course size LAB There are two tabs on the
16. reates a change request with the event ID and submits to CTT for approval Paste the text of the confirmation email from the other school into the Supporting documents field Failure to do so will result in a delay as CTT will need to put the change request on hold while they request the confirmation details from you CTT then rooms the event removing the requested room from the Details and sends confirmation to requesting STT and copies to the owning STT 5 7 Changing Course Numbers Class numbers have increased but the room s allocated are still big enough Page 13 of 19 A change request is not required Edit your subgroup sizes on CMIS This is important because it will update MyCampus to the correct enrolment number for your class It also ensures that we have accurate information when considering any changes Class numbers have increased and a bigger space is needed If your size increases over the capacity of the allocated room for example for a lecture raise a change request with full details so that CTT can assess how this can be accommodated Class numbers have decreased It would be helpful if you can let CTT know even if you do not need to cancel any subgroups classes If you are certain this will be your new class size then you can edit the subgroup size on the class in CMIS You would only be moved from a space if a suitable alternative can be provided This may help accommodate teaching for others in your own School
17. screen one for each category of error Class Errors and Event Errors Click on a tab to list the errors Only errors relating to courses owned by your organisational unit are listed For an explanation of each type of error see Appendix A Data Quality Error List 3 1 Class errors tab This tab lists errors in the class data in CMIS These relate to CMIS courses and subgroups e g where a Subgroup is missing or an incorrect subgroup code has been entered Errors of this type are usually corrected before the main room allocation period 3 2 Event errors tab This tab lists errors in the event data in CMIS e g where an event does not have a room or is not associated with any particular class These errors may not all be corrected until after the room allocation has been completed 3 3 Fixing data errors Data errors should be corrected in CMIS and in some cases MyCampus Once the error is fixed clicking the Refresh button on the Data Quality screen will remove the error from the list as will logging out and back in again The suggested action for each type of error is shown in Appendix A Data Quality Error List and please also refer to CMIS user documentation supplied by the Central Timetabling Team in Estates and Buildings Data must be valid and marked as Requirement Confirmed see Course Y Requirements or it will not be uploaded into MyCampus by the automatic interface from CMIS Page 8 of 19 4 Inactive Core Data
18. se Next and Back to go to other courses in the list When you are finished click the Save All button Use the Help and links for further assistance Save All Clear Back Next Close Code BIOL6001 Title Agricultural Botany R Course Size 5 Acad Org 20100000 Owner n Room Not Required Li Not Running L Download events from the current datasetto Excel SNOW 2014 15 CMIS Events Events Download events from the next dataset to Excel SNOW 2015 16 CMIS Events Teaching Pattern Room Features Equipment Pad 2 2 Changing the course owner If you want an academic member of staff to enter the requirements on screen allocate the course to them by changing the Owner field Type part of the person s name in the Owner field to see a suggested list of matching people Allocating an Owner allows the person to see the Course Requirements screen in the Timetables and Room Bookings web application Leave the Owner blank to keep the data entry tasks with the school timetabling team rather than academic staff To add an owner start typing surname of the person that you would like to add and the system will bring all the matching members of staff Course Requirement Help The screen allows you to add or edit the timetabling requirements for a course If the teaching or requirements will not be different from last year please indicate this ir Use Next and Back to go to other courses in the list When you are finished clic
19. se by clicking on the Reqs link beside it You can then scroll though the courses adding data to each List of University Timetabling Weeks Code Title DESENE Not Running Roguiromont Requirements r E BIOL5161 Advanced Neuroanat Masters opt E L Iv Reqs BIOL4001 Advanced Neuroanatomy opt E E E Reqs BIOL6001 Agricultural Botany R E E a Reqs BIOL6002 Agricultural Zoology R a Reqs BIOL4002 Anatomy 3 E D C Reqs BIOL4003 Anatomy Adv Studies 4 a E a Reqs BIOL4004P Anatomy Project E E E Reqs EXT1068 Anatomy for Speech Therapists E E Iv Reqs BIOL3001 Animal Biology 3A a E E Reqs BIOL3002 Animal Biology 3B E E a Reqs 2 1 Entering requirements Enter the timetabling requirements by clicking Req beside the course to open the Course Requirements screen The screen see below consists of a series of fields which detail the timetabling requirements for the course The on screen Help accessed via the buttons explains what data is needed in each field Next and Back buitons allow you to scroll though the items in the list without having to return to the list screen a Copy from Previous button saves time by copying details from the previous item you edited You can use this for the current item and then amend as necessary Page 5 of 19 Course Requirement Help The screen allows you to add or edit the timetabling requirements for a course If the teaching or requirements will not be different from last year ple U
20. t date time weeks lecturer course class S Cancellations Please advise events for any courses or activities which are no longer required as quickly as you can This will help your teaching colleagues running events which are scheduled but cannot be allocated a room due to the huge demand 5 1 Change request workflow A change request is a request to change a single timetabled event Requests are typically created by STT and either processed within the school for local events or processed by CTT for central events The system sends each request through a pre defined workflow for approval and processing Requests submitted to CTT must be approved in the school by the Lead STT Local event changes must be recorded in the system Although this may appear time consuming it makes it possible to quantify the amount of time spent on changing the timetable and to analyse the reasons why changes are required Local requests may be approved by the Lead STT if the school chooses Requests can have one of the following statuses e Draft Submitted to CTT Submitted to Lead STT Approved applicable only for local requests In Progress On Hold Rejected Deleted Complete 5 2 Change requests list The opening screen lists active change requests for the user or role New Requests can be created using the Create new request button A change request can be viewed or edited if appropriate by clicking the View button next to the request Page 1
21. table Manager Event without allocated room Confirmed teaching events should usually have a room Add the room to the event if the room allocation period allocated to them except e g distance learning has begun Only some of the events fora All events for a subgroup not running this year should be Set the Event Type of all the events to Tentative in CMIS subgroup are marked as Tentative and Provisional with no day time if the course is not running Tentative Tentative event not Provisional Tentative events should be marked as Provisional and Change the status of the Tentative event to Provisional or or has Day Time have no Day Time remove the Day Time Event duration is 0 All Confirmed teaching events should have duration Change the Mins field to a value greater than zero Mins gt 0 Event has more than one Teaching events should not have multiple rooms attached Change the event to have only one room You may need room to them to create further events for the other rooms Page 17 of 19 Event exists for course marked The course associated with this event is marked as No Delete the events or change the course in Timetable as No Room Required Room Required in Timetable Manager Manager to indicate that a room is in fact required Confirmed event exists for Events for courses not running this year should be Change the events to Tentative and Provisional with no course marked as Not Tentative and Provisional with no da
22. tor you should enter your own name Reason The reason for the change must be selected from a drop down list of standard reasons Change Description Describe the change you wish to make The description of the change must match the Reason or the request will be rejected back to you for amendment Cannot be accommodated locally Tick the box if you are requesting central space Request Status The system allocates a Change Request ID and updates the status of the request The person who created and last updated the request is also recorded automatically by the system CTT can allocate a change request to a member of the CTT team Change Assessment When a change is submitted it must be assessed before being auctioned The approver assessor CTT or STT must assess and record the impact of the change Impact of Change Description of the impact of the change e g Can be accommodated locally in unused space or Requires that seven other large classes be moved Comments from Affected Parties f schools affected by a change are unhappy or have any feedback record it here Supporting Documents Paste in here any relevant emails or related references Request Completion This section is completed by the person who changes the events in CMIS Changes Made What changes were made in CMIS The Copy change description button will copy the text from the original request into this field Number of events Including the event being changed ho
23. w many events are affected by the change Number of students Including the event being changed how many students are affected by the change Additional Notes Optional notes field Related Requests Page 12 of 19 A user also has the option to create a related request This means that the new request will automatically be related to the original one and will appear under the Related requests table below the view edit screen for the original requests Certain fields are also pre populated from the original request for convenience when a related request is first created Related requests can only have one level of hierarchy So for example Request 1 might have a related request called Request 2 but Request 2 cannot have a related request Actions The following buttons may appear depending on the status and user type Cancel Cancel edits without saving Save Save edits Submit for Approval Submits the change request to lead STT or CTT for approval Approve Approve request Reject Reject request A reason must be entered Put on hold Place a hold on request while awaiting an action Create related request Create a new request related to this one 5 4 Changing an event currently roomed in school managed space To change an event that is roomed in the local space an STT user should create a new change request and enter the event ID that needs to be changed If an event cannot be roomed in local space then the STT user should
24. y time day time in CMIS or change the course in Timetable Running Manager to indicate that the course is in fact running Page 18 of 19 Appendix B Document History Date _ 09 05 2012 26 02 2013 Course Requirements section updated Data Quality section added Updated in the light of new 2013 14 timetable production procedures 15 03 2013 2 1 Added Inactive Core Data tab 03 05 2013 2 2 Changed actions for some errors in Appendix A 16 10 2013 Change Requests section added Page 19 of 19
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