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Enterprise Timetabler User Guide

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1. Figure 164 Multiple timetables tiled horizontally Ref 3041 100 Copyright Scientia Ltd 2010 Enterprise Timetabler Ref 3041 Bm Enterprise Timetabler APhsiorl A Sparisht Gusiness Organisabora 1 l Business Rudes 1 Module Business Organisations 1 DUE OUT PUF ihesi iner mnes Aah ahd hah AIN USING 23 sigh PASS Figure 165 Multiple timetables tiled vertically 101 Copyright Scientia Ltd 2010 Enterprise Timetabler 12 Printing amp Exporting Data Enterprise Timetabler allows the user to either export or print data contained in the Activities spreadsheet and the Views pane The Timetable grid can also be printed This is not intended as substitute for the printing system in Syllabus Plus and Report Designer but will give a quick hard copy of what is currently being viewed on screen A simple selection procedure from the File drop down menu is used to achieve these objectives ile i Edit Timetables Activity Resources E port Activities Export A ES View Items ie Cy Print Activity Viewer View Selector Current Timetable Figure 166 Export and print menus 12 1Exporting Data Choosing Export from the File drop down menu will open up a secondary menu allowing the user to choose either Activities or View Items depending on which data the user wishes to export Selecting either of the menu choices opens up a window asking the user
2. Shs z J J gt gt A r Figure 78 Activity variant after rescheduling m D E o gt mm a uw Oo 3 F Ia uw D E io D 2 gt 0 D um E Sa Friday The Activities spreadsheet will now show the two variants of the activity one changed the other unchanged and the name of each activity will change to show amended week patterns Ref 3041 43 Copyright Scientia Ltd 2010 Enterprise Timetabler Using control and click both activities can be selected at the same time in the Activities spreadsheet and the Week Pattern bar and the Timetabling grid will show the both variants as shown below E BUS102 Sem 02 Business Analysis Seminar 01 00 CSR 24 Bramhall J m El BUS102 Sem 03 Business Analysis Seminar 01 00 CSR 24 Bramhall J ld BUS102 Sem D4 lt 2 12 17 24 34 4 jusiness Analysis Seminar 01 00 CSR 2 Bramhall J gt E BUS102 Semj04 lt 25 27 31 33 gt jusiness Analysis Seminar 01 00 CSR 03 Bramhall J a 5 BUS102 Sem 05 Business Analysis Seminar 01 00 CSR 23 Bramhall J ME 7 OME 5 1 5 10 15 E 25 30 a 40 45 Combined Timetable Master Timetable Resources 9 15 19 AM 30 00 slo 00 ai p aai PM sc 00 e F dle 00 hi 00 aal o0 30 00 30 BUS1027 ees BUST BUSTLE Sem 04 Sem 04 aval 12 17 08 27 3 BUS1027 Biirk BUS102 some PA T TT TT BUST1007 1 Sem 05 gt 12 1 2 2 1 a AM a 2 fihersday ec toy andar gai EO aay
3. amp Connected to Scientia College Demo3_8_16 8 LocalUser Figure 151 Booking mode In booking mode ET has 3 major panes as in normal mode but their behaviour is slightly modified The top right pane allows the user to specify the requirements for the resource to be booked The bottom right pane the timetable grid is used to define the time when the resource is required and the left hand pane shows the available resources and allows the user to select the desired resource to book In order to create a booking the user must consider a when do I need the resource b are there specific requirements and c which resource will pick Ref 3041 90 Copyright Scientia Ltd 2010 Enterprise Timetabler 10 1When do I need the resource The user may specify when the resource is required in a number of ways If the user is familiar with the week numbering system they may select a week or weeks using the normal selection methods described in section 2 9 If the user wishes to make a booking on multiple days those can be selected from the list of days in the top right hand corner of the screen Alternatively the user may prefer to select a date This can be done by selecting the Choose Date control in the Booking Requirements pane The user will then be presented with a calendar control that allows selection of any date within the bounds of the current timetable year Before assessing availability at a particular time the us
4. Ix Copyright Scientia Ltd 2010 Enterprise Timetabler 1 Software Overview Enterprise Timetabler is a graphical interface for Syllabus Plus that enables the viewing and editing of timetables from a single comprehensive screen The user is provided with a set of interactive panes which enable simple scheduling changes information searches and the provision of timetabling solutions As well as reproducing some of the functionality already available in Syllabus Plus Enterprise Timetabler has some completely new functions that are summarised below Users that are authorised to do so may switch to the Syllabus Plus Classic interface whenever they wish to use the functionality that is not available in Enterprise Timetabler Conversely a user may be restricted to using the Enterprise Timetabler interface only thus preventing them from making changes to the underlying reference data Any changes made in Enterprise Timetabler automatically update the underlying Syllabus Plus image Write back to and refresh from the Scientia database is under user control 1 1 Functions Unique to Enterprise Timetabler A summary of the functions that are unique to Enterprise Timetabler is as follows Users can personalise their workspace Provides a multi week timetable view Supports creation of Activity Variants Supports creation of Jointly taught Activities Resources Editor to refine resource day and time changes over and above the capability of the
5. Scheduled Weeks Allocated Equipment D Cancel OK Figure 51 Applying the changes The user may use the le buttons to Retrieve Save Undo and Redo respectively The Save function allows the user to save a file XML format that describes the current layout under a descriptive name The file can be retrieved by the same user or by a different user to reset the layout at some future time 2 11 2 Coloured Constraints When an activity is selected on the Timetable tab using Coloured Constraints will show any constraints on the scheduling of the activity in colour Selecting and deselecting from the menu will switch between showing constraints in grey and using colour coded bands Ref 3041 23 Copyright Scientia Ltd 2010 Enterprise Timetabler Combined Timetable Master Timetable I Resources 3 9 10 11 12 13 14 15 16 17 15 19 5 AM 30 A 30 DO 30 DO 30 PM 30 ho 30 ls 30 bo 30 D0 30 ho 30 l 30 30 gt ACC104 ACC104 aema 0 D gt o bel a um g vi D E Do a 0 D un 3 E E ACC1 a A a A A ACC104 Sem 06 Sem 02 Lal E aus y Saturday Friday Figure 52 Timetable grid coloured constraints Right clicking on any of the section of the timetable which contains coloured bars will show more detailed reasons why the activity cannot be scheduled at the selected time This information is displayed in a separate window that by def
6. Enterprise Timetabler User Guide Enterprise Timetabler Table of Contents 1 2 SWT OVNIs osa 1 1 1 Functions Unique to Enterprise Timetabler ooccocccoccocnconconnconccnnnonoocnconconnnnncnnonanonons 1 1 2 Full amp Request Permissions coocccocccocccocicocnconnconncncncnnnnncnonnnonnnnnnnnnnnnnnnnnrnnnrnnnnnonnnonnnonnnnnnos 1 Enterprise Timetabler Element ooccoonccccconcocnconiocnconoccnnononnnconoonnnonconnnanonnnnannnnonannnnnnanenoos 3 21 DropsDOWAIMIEnU Sida iia 3 al WOODS mcr cnica ceca 4 Lea VOWS PAN Cada 5 2 4 Personalisation of the Views PanNe occocccocccocncocnconncoccnonnnonnoncnonnnoncnonnnconnnnrnnnnnnnnnnaronnnnonnnnnos 6 2 4 1 Changing the width Of the pane occcoccccccccccncccccconccconnconnnononnnncnonnnnnnnnnonnnnnnnonannnnanenoss 6 24 2 Adding COMMING cinta 6 2 4 3 Changing the Sort Ord6r oocccoccccoccccccncccnococnnoncncncnnonnnnonnnnnnnnnnnnnnnnnnnnnnonnnnnnnnnnnnnnanenass T LAA OUDINO paro torpes E cs sseusanasavadyosenydeerateeeadeaaetor T 2 5 Filtering Objects in the Views Pane oocccocccccnccccncconnoconoconocnannonononannnnnnnonnnonnnnonnnonannnnaninnnns 8 2 9 1 Finding Ojbects Like cscsccssssssesssssessseecssseessseessseesssesssseessseessueessseesseessueesscesseesseeeneees 8 AD e A coe dota ecsee esses raster ce mmnesercinhenedemneticduasooeeceusatuias anton eesteuneset esses eaoseaiesen 8 20 CUSTOM Pla oia 9 A e 9 260 ACUVITIES
7. Problem count increased from 8 to 18 Figure 116 Problem warning The window will appear and after a short delay disappear The default position is in the middle of the screen but while the window is visible the user may drag it to any position on screen The position will be remembered the next time the window appears 6 4 Objects with problems Some problem types are associated with a specific object When a group of activities all requiring the same member of staff is scheduled in such a way that the member of staff is working more hours in a day than is permitted ET will detect that a Maximum Hours constraint is being violated The problem does not belong to any one of the activities it is the combination of the way the activities are scheduled that causes the problem and it belongs to the member of staff Ref 3041 69 Copyright Scientia Ltd 2010 Enterprise Timetabler In order to see which objects have problems and what type of problems they have add the Problems column to the object view as shown below Staff Members Avoid Double Booking Constraint 2 Figure 117 Object view showing problems The problems column will show a delimited list of the problem types affecting the object and in brackets the number of problems of each type Ref 3041 70 Copyright Scientia Ltd 2010 Enterprise Timetabler 7 Problem Waivers Enterprise Timetabler allows the user if authorised to break scheduling constraints
8. Ref 3041 64 Copyright Scientia Ltd 2010 Enterprise Timetabler 5 5 Scheduling Options While performing scheduling operations manually or automatically the user can control various aspects of the behaviour of the scheduling engine These parameters are changed in the Scheduling tab of the Options window accessed from the Tools menu Options Timetable Scheduling Skip unschedulable activities Exhaustive travel check Scheduling Options Double Under Defer book resource resource Student Set Staff Member Location Equipment Item Pooled Resource Figure 114 Scheduling tab of options window 5 5 1 Skip unschedulable activities When the user presents a set of activities to be scheduled automatically the scheduling engine will behave differently depending on this option With the option set if the scheduling engine encounters an activity that cannot be scheduled it will skip this activity and continue with the remaining activities With the option unset scheduling will stop as soon as such an activity is encountered 5 5 2 Exhaustive travel check When assessing the schedulability of an activity the scheduling engine will check that the required student sets staff are able to travel to the available locations before indicating that the activity can be scheduled with a blue diamond In the case of an activity with a requirement for one member of staff from many suitable staff and a requirement for one location
9. ACC101 Lec 01 Figure 54 Moveable activities window In the case where there are several blocking activities it is useful before embarking on an attempt to resolve the problem to be aware of any activities that do not have alternative time resource options Rather than successfully rescheduling two blocking activities only to find that the third cannot be rescheduled this window will tell you immediately whether a first level resolution is possible changing only those activities that are immediately blocking the selected activity 2 11 3 Free Busy Class View Selecting Free Busy Class View changes the view of the Timetable grid to simply show whether a slot is busy or not This selection may be particularly useful when looking for free times on a Location timetable or on a Student Set timetable where the actual activity details are not required Combined Timetable Master Timetable Resources 10 aat dia 13 14 15 16 al 18 19 00 30 00 30 PM 30 ho 30 DO 30 ls E ba 30 DO 30 m 30 DO 30 Figure 55 Timetable grid free busy view 2 11 4 Name Only Class View When looking at a Programme of Study timetable for example a detailed view of all the activities makes the Timetable grid too cluttered Selecting Name Only Class View changes the activity cells so they contain only the name of the activity Ref 3041 25 Copyright Scientia Ltd 2010 Enterprise Timetabler Combined Timetable Master Timetable ll Resou
10. AM 30 ha 30 bo E DO 30 PM 30 30 s 30 l 30 00 30 DO 30 00 30 oo 30 ACC104 Sem 01 ACTIO04A ec 01 ACC1042 Sem203 14 1 ACC104 ACC104 Sem 06 Sem 02 Thursday Wednes Tuesday Monday day Friday Si Satur Figure 39 Timetable grid showing potential start times for a new activity If a specific activity is selected from the Activities spreadsheet or from the grid the Timetable grid view will change to show potential start times for the selected activity Note that since the duration of the activity is Known you do not need to find a contiguous set of blue diamonds in order to reschedule the activity Each blue diamond indicates a time when the selected activity considering its duration could begin Combined Timetable Master Timetable Resources 8 9 10 11 12 13 14 15 16 17 18 19 AM 30 bo 30 ho 30 Do 30 PM 30 bo 30 bo 30 ho 30 00 20 bo 30 bo 30 ACC102 Sem2 202 Thursday Wednes Tuesday Monday ACC102 ACC102 Sem 01 Sem203 ALCTOZA Saturday Friday Figure 40 Timetable grid with activity selected Ref 3041 17 Copyright Scientia Ltd 2010 Enterprise Timetabler The tabs Combined Timetable Master Timetable amp Resources at the top of the grid allow the display to change so that different information can be viewed Each of these tabs is explained in the following sections 2 10 1 Combined Timetable In the illustration below several
11. Figure 79 Timetable grid showing two variant activities This process has an effect in Syllabus Plus as well as in Enterprise Timetabler When the original activity is effectively split into two activities each with different week patterns the original activity in Splus becomes a parent activity is unscheduled and is hidden The two new Activities become children of the parent and are scheduled into the appropriate timeslots with their respective week patterns 3 13Jointly Taught Activities Where two or more modules have activities where students are taught together they are in the same location taught by the same person but believe that they are attending different modules the user can create a single jointly taught activity that represents the use of resources The jointly taught activity has as its parents activities that are associated with the separate modules being delivered A jointly taught activity can be created either by selecting all the activities the user wishes to join or by selecting a primary activity and then selecting other activities to join to it 3 13 1 Creating a Jointly Taught Activity From a Primary Activity Select the activity that will be deemed the primary activity of the jointly taught combination The jointly taught activity about to be created will inherit its name day time and resource requirements from the primary activity Ref 3041 44 Copyright Scientia Ltd 2010 Enterprise
12. 2 4 a A A 4 4 a a aja aa as Combined Timetable Master Timetable estes 9 14 i ka la 19 SN AM 30 00 30 og nii bs 30 PM _ 00 ig 30 al 00 00 gt 00 30 l 30 BUS 1007 i eal BUS 1027 g a BUS 10 ia Sem 02 14 Seb Beal BUS 102 m Sem203 F 1 JNA BUSA en TT T TT 7 BUS100 j 1 ENYA peda i J 2 a _ ____ _ _ _ _ _ __ nen SS aaa A Figure 77 Timetable grid in variant mode Clicking and dragging across the scheduled weeks of the activity in the Week Pattern bar when in Variant Mode the user can deselect the weeks of the activity which are to remain scheduled in the current timeslot the deselected weeks will change from green to red The action of dragging and dropping the activity will now create two Activity Variants One of these represented by the deselected weeks in red will remain scheduled at the original time The other will be scheduled at a different time during the weeks that are selected these will be green Once the Activity Variants have been created Variant Mode will automatically switch off and the Week Pattern bar will revert to the week pattern for the selected variant Combined Timetable nee Timetable Resources a 9 AM 30 00 30 00 cael 00 ole PM 00 00 sal 00 al 00 _ 00 ais pa ia 00 Ni a cae BUS 102 E SNI BU IUW Sem 04 ie 27 3 BUS100 iz ca BUS 1027 E Sem 03 1 PAS Je A 1 1 1 TT T EM W 1 scm
13. A A nobles UEA AEAN 48 Figure S6 Resche quid OPIO ii A A E AAA AAA AAA AAA AAA AA AAA AA AAA 48 Figure 67 Master Timeless 49 Figure 88 Drag and drop to change resource allocation oocccconnnccccnnnnconocnnnnccnnanonnnnnnnnrnnnn nro nnnn nn erre n are Rana nr RRE nn nenun nnmnnn nnmnnn nnmnnn nennen 50 Figure 99 Delete DUTTON a E A ad 51 Figure 90 Menu options for deletion Of activVitY oonnocdcccicinnconncoccccnnnnronnnnnnnnnn cnc 51 Figure 91 Warning On activity GOlGt ON ociosa A A A aaaea aaaea vas A A aa Kanea Naaa Gua iaaa uaaa 51 Figure 92 Resource TaD ea ducdela edi A A A uae eaten ba 52 Figure 93 Resource tab showing location detall A A a aaa 52 Figure 94 Flexible FEQuUIreGInennt exsist Mase ndesosiad twa cited pode sewangcdenia ned wodianncaw had wtiunins odetdaah a entation nodssananeddenienessodanecawhad auineredde 53 Figure IS Eding UA a naaa 53 Figure 96 Available reSOUrCes ae ind 54 Figure 97 ANOWING UME tO Ma A A a A O 55 Figure IS Adj sting the searchrange a A A A A a i 55 Figure 99 Interaction pS iS A a A AA IA Ia 55 Figure 100 Allowing day time and Staff to flex ooooooccccconnnonocococcccnconcoooconnnnnnrcnnnn nana RRE ERRE RR RR RR RRE RRE RR ERRE R RR RRE rrrrmmananrrnnnas 56 Figure 101 Day time and Sta TS A AA A A A A RA ARA 57 Figure 102 Day time and staff liSt INTCFACHION nai a A A AA A AA ic cian 58 Figure 103 Git student sets ii ison e vanweneateteeasauuBect E ETA 59 Figure 104 Student Sedella A A
14. Activities window In the Candidates for sharing section of the window clicking on the button in the Module field circled above opens a window containing a list of modules l Select the Module which owns the activity that is to be jointly taught lt with the Primary Activity Selecting the Module will populate the Candidates for sharing section with the activities belonging to the selected Module The activity the user wishes to share with the Primary Activity can be selected from the list Any number of activities from different modules can be added to the jointly taught relationship in this way Figure 83 Module selection list Clicking on the transfer button allows the user to move the activity from the Candidates for sharing section to the Jointly Taught Activities section above The Activity Name can be changed manually if desired Clicking on the OK button will create a jointly taught child activity which can then be scheduled at an appropriate point on the timetable Ref 3041 46 Copyright Scientia Ltd 2010 Enterprise Timetabler Activities Ss ae E Allocated Staff Name Allocated Location Name Required Location N Request St Request Deny Text B acciosjeusioi iointiecjo1 Accountancy Lecture Bowers J CLT 01 CLT 01 Confirmed M ACC101 Tut 01 Accountancy Tutorial Bowers J CTR 01 Confirmed E ACC101 Tut 02 Accountancy Tutorial Bowers J CTR 01 Confirmed M El ACC101 Tut 03 Accountancy Tutorial Bowers
15. College Demo_3714 a LocalUser Bowers J Bramhall J Brownlie S Cullen P a Foster D Gorman A Hall M Harris R Howe S King J Moore P Inm T TH Ths TT NA NM MN UN TT foe TN Norman P Figure 41 Timetable grid combined view Ref 3041 18 Copyright Scientia Ltd 2010 Enterprise Timetabler 2 10 2 Master Timetable The Master Timetable tab shows timetables for multiple objects in a different style In the illustration shown below multiple Locations have been selected from the Views Pane Enterprise Timetabler Location GSR 01 CSR 4 GSR 11 GSR 12 C Fie Edit Timetables Activity Resources Requests Tools Help Ba z Views Locations x Description Scheduled Accountancy Ethics Seminar 5PLUS314E21 Accountancy amp the Law Seminar 5PLUS314E2D Corporate Accounts Lecture 5PLUS314E3F Administration of Accounts Seminar 5PLUS314E51 Combined Timetable Master Timetable BUS20 BUS106 Sem 04 Sem 02 BEN SA ACC301 Diss 02 2 12 17 27 31 41 SU d El ACC201 Sem 03 P 12 1 2 3 TS CSR 12 AAA RESPE PRRs EESIN SENTE OR Scheduling Problems 0 EH gf eee BA E E i i em DG al JA Bookings B 2 n 2 En amp Connected to Lakeland University Il q LocalUser Figure 42 Timetable grid master view Note that a non continuous selection of Locations can be made in th
16. E vault we dorusiae E E 94 MA Pinning ana Unpmnning EIGME MS ncta oe e 94 Ref 3041 IV Copyright Scientia Ltd 2010 Enterprise Timetabler T12 lle A She eet AE 95 11 3 IREPOSINOMIAG Elemesi aE E a a 96 11 4 Viewing Multiple Timetables ccooccooccconcconoconoconocononononononononnnonnnonnnonnnonnnonnnnanonaninons 99 12 PENN EXPO Dalai citi cess inn Socattt 26am tee dro 102 121 E Exporing fe Fo gt Diem einer nee Sar tee o oe er on oe ee Meee rae eee ee eee eee 102 22 A gra el Oa eee an eee ee nce an ee 102 12 3 Printing the Activity Spreadshee t cooocccccniconnoconicocnoconcnnnnononnonanocnnnonannonannnnnnnnnncnnnonaninos 102 12 4 Printing the VIEWS PANG si a 103 125 Printing the Curent Timetable sucia ii aa 103 Ref 3041 V Copyright Scientia Ltd 2010 Enterprise Timetabler Table of figures Figure 1 The Enterprise Timetabler interface ccccccessseeeeeee eee eeee eres cnn RR RRE RRE RRE 3 EA A e PP PR O E E pecoeusteusoadeneconscnmnsaueran 3 Figure 3 ODJect VIEW Modules anni A AA A a A 5 Figure 4 Object type Selection list ici adas 5 Figure 5 Object list showing multiple Selected items 0ooocccccconnncccccccccnncnnconononnnnnrrnnccn cnn nr R ERRE RRE rre rr remar 6 Figure 6 CUSTOMISATION COM A A A A A A A td e dle ie 6 Figure 7 Department column being added ccccoonnccccoonnocccconoccncnnnarenonnccnnnnnn rc nnnn acc n ren RR RRE RRA RR RRE RRE REE REE RRE RRE NEENA NEENA 6
17. Figure 104 Student set editor To add Student Sets to the activity select from the Available list and use the arrow to add them to the Selected list To remove Student Sets use the arrow in the other direction Click the L Apply button Ref 3041 59 Copyright Scientia Ltd 2010 Enterprise Timetabler Use the Column Chooser right click on the mouse to add the Student Set planned size column if this is helpful The tickbox include unlinked sets allows you the option to display Student Sets which are not linked to any module This control is similar to the Delivery tab of the Activities window in Syllabus Plus but with the advantage of only displaying Student Sets that are available to attend the activity Activity Template rules in the underlying Syllabus Plus data are still adhered to E g a Student Set might be already allocated to Tutorial 01 but is available to attend Tutorial 02 where both tutorials have been generated from the same Activity Template Enterprise Timetabler will permit the user to change the allocation but allocating the set to Tutorial 02 will automatically detach them from Tutorial 01 Ref 3041 60 Copyright Scientia Ltd 2010 Enterprise Timetabler 9 Automatic Scheduling As well as scheduling activities manually with help from the scheduling engine to check for clashes and constraints Enterprise Timetabler allows the user if authorised to schedule automatically Activities can be de
18. J CTR 01 Confirmed m E ACC101 Tut 04 Accountancy Tutorial Bowers J CTR 01 Confirmed _ ACC101 Tut 05 Accountancy Tutorial Bowers J CTR 01 Confirmed wla 147 e 1 5 10 1 Ha E E 25 Y 30 35 40 a 20 MN 2 a a a A 2 2 S eS a a a a A 2 2 a SS Combined Timetable Master Timetable Resources 30 13 14 15 00 30 00 20 DO ACCT101BUSI01 Jomnt Lec 01 pE es A seals ee f TEETE E EE Figure 84 Jointly taught child activity Tuesday Wednesday If the user chooses to inherit size from all of the parent activities then the size of the jointly taught child activity will be the sum of the sizes of the parent activities being joined The jointly taught child activity will therefore require a location of sufficient capacity to accommodate all of the original activities being joined The jointly taught activity will appear in the timetable for all of the modules with which the parent activities are associated This process has an effect in Syllabus Plus as well as in Enterprise Timetabler When a jointly taught activity is created it becomes a child of all of the activities that were joined The parent activities are not scheduled They serve as a placeholder linking the child activity to multiple modules The child activity holds the resources thus avoiding the issue of deliberate double bookings 3 13 2 Creating a Jointly Taught Activity From a Number of Selected Activit
19. Planned size C Real size a Misc Activity Factor between o H and Section Id AJ User text User text 1 User text 2 User text 3 User text 4 Reset Tab Reset Filter Apply Filter Figure 150 General tab Ref 3041 88 Copyright Scientia Ltd 2010 Enterprise Timetabler The filter or combination of filters is applied using the Apply Fite button The filter can be cleared using the estFite_ button On completion of the filter the Activities soreadsheet and the Timetable tab will be populated with the activities required by the applied filter Where information is selected in a field which starts off empty for example the Action or by fields in the Audit tab any selection can be cleared s deselected and the field set back to empty by using Ctrl Del or Ctrl 0 This applies to all the empty fields on all the tabs Ref 3041 89 Copyright Scientia Ltd 2010 Enterprise Timetabler 10 Booking mode While it is possible to create an activity directly for a location a member of staff or an item of equipment by selecting the appropriate resource view there are times when the user may wish to book a resource but does not know which one In such a case the user will wish to assess the availability of resources before deciding on the appropriate one and making the booking To perform this function the user can use booking mode in ET Booking mode is invoked by
20. Real SPee a EOL 32 SO cs 16a 280721 F2 19 6 ene ne nee A een enc ere 32 3 1 1 Activity Groups and Tal iii aia 33 SEIZ Ac vilty USer A idos 33 3 2 Inter activity FElATONSNIDS ssir aa EEEREN a Eai 33 321 Samem ACUE easa E E ET 34 322 Precoding ACIVINCS cir lle 35 229 VSUCCCCOING ACUSA dt 35 39 2S CMOCGUINNG AN ACUM a tnt taeda 36 3 encalle Specialan tanta cios 36 9 9 UASCNEAUIS SPECIAL A a 37 3 6 Creating and Scheduling an Activity in one Step occcoccccocccccnncocnococncconncnnnononnconnnnnanonanonos 37 3 7 Adding and Removing Suggested Day TlM ccoccccccnccccnccnnncccnconcncnnnnnnnncnnnnnncnonanncnncnnos 38 3 9 Creating Copies Of ACTIVOS sonas asias siesta lod 39 3 8 1 Copying a Scheduled Activity to Another Time oocccocccccccccccccccncconncccnnoncnononcnnnnnonons 41 3 9 Generating Activities From Templates oocccconccccncconnoconicnonocannonononanoncnnnonnnonnnnnnnonaninnaninnanes 41 3 10 Extending the Duration of a Scheduled Activity ooccococccocccconncconnccnnncocnonncnnonnnnannnonos 41 oki Drag ana Drop Re scne QUIN Ti See ea on ees Pa Gene a aed ocean Ged ned setae 41 3 12 Drag amp Drop Re scheduling for Selected Weeks oocccooccccoonococncoccncocnccocncnonncncnconcnonanonos 43 S19 JOY augnt AcMs fret cutee Gor conde a ees Svaustedenetan toon E 44 3 13 1 Creating a Jointly Taught Activity From a Primary Activity o ooocccccccconcncccnncnnncn
21. Staff Members Student Sets Figure 4 Object type selection list When the user selects the object type they wish to view a list of the chosen objects appears in the Views Pane lt should be noted that the list of types will include only types where the user has permission to view one or more objects If for example the data does not contain any items of equipment then Equipment items will not be presented as a viewing option If equipment items are present but the user is not authorised to allocate or even request those items then similarly the Equipment items view will not be presented as an option Objects can be selected from the list either singly or in combination using the mouse Using Shift and click allows selection of a range of objects while Ctrl and click will allow non contiguous multiple selections Basic Accountancy Accountancy Ethics Accountancy amp the Law Auditing Accounts Calculating Tax Returns E When a selection has been made the activities associated with the Corporate Accounts selected object or objects are listed in the Activities viewer and those that are scheduled appear on the Timetable grid Ref 3041 5 Copyright Scientia Ltd 2010 Enterprise Timetabler Figure 5 Object list showing multiple selected items Enterprise Timetabler has been designed to give better support for distributed timetabling For that reason each user is shown only the data for which they have appropriate
22. There is also the potential for data to change after scheduling The capacity of a location might be reduced by adding tables with the result that it is no longer adequate for the size of the scheduled activity Furthermore the Real Size of an activity may be greater than its Plan Size so that switching to use Real Size causes the location to be seen as too small In all such cases a Scheduling Problem is created The presence of a problem indicates some kind of inconsistency in the scheduling data a location that is too small a member of staff who is double booked or exceeding their contracted hours etc While some Scheduling Problems require a remedy others can be overlooked For example it may be considered acceptable to accommodate a class of 102 students in a lecture theatre that has a capacity of 100 on the assumption that it is unlikely that all the students will attend on any given week and some students may drop the subject after the first few weeks Moreover a staff member may agree to work a few hours in excess of what is dictated by their contract over a short period in exchange for time off later in the year In cases where the problem can be overlooked the user may if authorised create a Waiver When a problem is waived the user must add some text explaining why it is acceptable for the problem to be tolerated Enterprise Timetabler will record the date and time when the problem was waived and the user name of the person who cre
23. Timetabler From the Actions drop down menu select Jointly Taught Activity This selection opens the Jointly Taught Activity window The F method used to construct a jointly taught activity from its parents Problems 2 can be defined by the user in the Options tab of the window AP split Jointly Taught Activity Requests Figure 80 Activity menu Jointly Taught Activities General Options The combined activity should be created using properties from the primary or all parents as follows Figure 81 Options tab The various properties of the jointly taught child activity can be inherited either solely from the Primary Parent as defined by the user or by combining the properties of all of the parents The Activity Name using this approach building from a Primary Parent will currently be that of the Primary Activity The user can determine whether the jointly taught child activity will inherit tags and group membership from the primary parent all the parents or will not be associated with tags or groups Ref 3041 45 Copyright Scientia Ltd 2010 Enterprise Timetabler Jointly Taught Activities General Options Activities currently sharing the jointly taught activity Activity Name MATH 1 1 08 T 02 Description Primary Activity MATH 1 1 08 T 02 postre sce MATH 1 1 08 T 02 SPLUS2CO6CF Candidates for sharing Module Name 2 Host Key Description Scheduled Figure 82 Jointly Taught
24. a cia 74 Figure 124 Reason for Wal Vel consan A A aA A a a a 74 Figure 123Waivers PUNOM a A A A A ii 74 Figure 126 Waivers Se CIONES E T A AAA AAA AAA AAA AAA AAA 75 Fig re 127 Redundant Waver irsana A A A Ad a ii 75 Figure 128 Full DermissSion to QUO cate iia A a a 77 Figure 129 No permission to allocate loca A ie 78 Figure 130 Requestmode aai cacao ocio Ian ADA iaa ARS E A a A A E 79 Figure 131 Pending request in timetable orina uacccaebectactenmencassacstecvincececsadesanediesnteiessivecacstisiawetineecanins 19 Figure 132 Pending Te quest IMACUVIISE ii A A a E A A 80 Figure 133 Pending requestin resource tab ui za 80 Figure 134 Pending request IM ACtVitVNISE ui A A A ii da or 81 Figure 135 Pending request in umetable aaa 81 Figure 136 Granting a TUE A A A a ad 82 Figure 13 Granted request ata AE AI A Dd ve Vaan A TR A A A TAE A AAA aan 82 Figure 138 DENYING a TOMES A A A aa 82 Figure 139 Denied regust umi A A A A A A a ad Abia aA aaa 83 Figure TA0 MN A II ncneeweanacastarncedestenewecuuamens E aa E E AA ESS 84 Foure TA TICO Selec HOM uisi E AEA E A A a E 84 Figure 142 Customiselection of tool bar TURCA a ii 84 Figure TAS AACE VEY DANE oro E A A 85 Fig re TAG Audit a a A A A is 85 Figure 145 Day Time tab iran A A A AA A ALA A A AA ALA 86 Figure 146 Blltering DY WEGKS vcd notara A EA AA A AA A A Ad 86 Figure 147 Gategones ds A a a ad daa 87 Figure TAS Resources Taba A A A A AA 87 Figure 149 Status Tab AA O 88 Figure 150 Genera
25. a padlock symbol gt Wa ma f appended ACC104 Sem3 Effectively the activity is now locked pending the outcome of the request that has been submitted by the user The only action now available to the el the request Request Cancel Cancelling will remove the requested resource and unlock the activity Figure 135 Pending request in timetable In order to make any change to a pending request the user must first cancel the request On cancellation the activity is returned to its original state before the request was made and can be edited in the normal way including making a different request Selecting Pending Requests out in the Status palette will automatically filter to show activities which have requests pending against them Requests out requests have made that are awaiting a responseu selecting Pending Requests in will filter to show activities that have a pending request for resources that the user can allocate requests that have been made by other people that are awaiting my attention 8 4 Granting a Request Any user with allocate permission against a resource can grant or deny a request Once a request has been made the onus passes to the users who are able to grant or deny requests 2 in other words the users who have full permission against the resources that have been requested On opening Enterprise Timetabler the user is able to select Pending Requests in from t
26. at the bottom left hand corner Activities The following outcome results No Activities Descript Views ss Programming Note the Activities and Views tab at the bottom of the Modules Name E Business Studies 1 m Computing Law 2 E Data Analysis 2 E Data Structures 2 Database 1 Database 2 E Finance 1 First aid French 1 E German 1 Programmi s Programmi Programmi Programmi o Programmi t Record 1 of 8 KACAJ g Programming 1 E Set Theory and Logic 1 E Software Design 2 Software Engineering 2 E Systems Applications 2 so Programming so Programming palette Selecting either of these will place the required palette on top so Programming ss Programming so Programming so Programming The tabbed elements can be made into floating tabbed elements by grabbing either element by the header and dragging and dropping in the middle of the screen In addition the tabbed elements can be pinned and unpinned To remove an element from the tabbed format it is necessary to grab the required element by the tab rather than by the header The element can then be dragged and dropped in the middle of the screen Record 1 FS gt p gt pri Activities Views Figur
27. available room can be selected Clicking on the Schedule button will generated a request which can be clearly seen in the Current column 1 5 10 15 20 2 Y 30 35 40 A a a a a as a a AAA a as a ae ae ae a es a AM 2 S AA _ Combined Timetable fl Master Timetable Resources ACC104 Sem 03 Requirements Current Available Wednesday Keep In these groups and in this list DCL 01 Requested Name Name UN er e Pentium PCs DCL O1 DCL 02 DCL 12 DCL 13 Foster D Equipment Figure 133 Pending request in resource tab Once the activity has been adjusted both the Timetable grid and the Activities Spreadsheet change to reflect the rescheduled activity The activity is shown as pending in the Request Status column but does not have a room listed in the Allocated Location column Ref 3041 80 Copyright Scientia Ltd 2010 Enterprise Timetabler Description Allocated Staff Name Allocated Location Name Required Location N Request St O ACC104 Lec 01 Auditing Accounts Lecture Foster D CLT 12 a ACC104 Sem 01 Auditing Accounts Seminar Foster D CSR 25 Confirmed Confirmed Ml ACC104 Sem 02 Auditing Accounts Seminar Foster D DCL 01 Pending m ACC104 Sem 04 Auditing Accounts Seminar Foster D CSR 25 a ACC104 Sem 05 Auditing Accounts Seminar Foster D CSR 25 ll 1 7 00 Confirmed Confirmed Furthermore on the Timetable grid the activity has
28. belongs to the member of staff not to the activities The activities are however involved with the problem Applying the filter to the problem will find and display all the Activities involved As the user makes adjustments to the timetable the Activity Filter is updated accordingly It is therefore possible that as a result of an adjustment the activity is no longer involved with the problem In the example illustrated above resolving the Maximum time per week Constraint violation by allocating one activity from the staff member with the problem to another staff member would provide a solution The remaining activities will then cease to be a contributing factor to the problem and will disappear from view Ref 3041 12 Copyright Scientia Ltd 2010 Enterprise Timetabler 7 2 Printing a problem list There may be times when it is useful to have a hard copy of the list of scheduling problems This can be obtained using the Print button from the bottom left of the problems filter as shown below Views Activity Filter Categories Audit Day Time lx Activity Status Activity Problems e es Ti T m E Constraint Avoid Double Booking Constraint Avoid Double Booking Constraint Double booked Location CTR 05 Tuesday 14 00 CS Double booked Staff Brownlie S Monday 14 00 BS1 CS201 Tut Avoid Double Booking Constraint BS103 Sem Avoid Double Booking Constraint Avoid Double Booking Co
29. clicking on the Waivers arrow at the bottom of the Views Pane Views Activity Audit Day Time Weeks Categories f Resources Sf Status Activity Status A Activity Problems a E Constraint Activity Location Size Activity Location The Size of Activity GEO308 E O Constraint Maximum time per week El Waivers ResetFilter ApplyFiter Figure 125 Waivers button You will then see a list of all the Waivers that have been applied Ref 3041 74 Copyright Scientia Ltd 2010 Enterprise Timetabler MY Status General Activity Status 5 Activity Problems Description El Constraint Activity Location Size Activity Location The Size of Activity GEO308 gt Constraint Maximum time per week Waivers Redundant Description Reason By Whom ActivityfLoc The Size of Capacity of LocalUser 26 03 2008 Capacity of room within acceptable limits for the activity size Resetrilter Apply Filter Figure 126 Waivers section open Waivers are persistent objects Having waived a Scheduling Problem it is possible for the scope of the problem to be extended without the need for an additional Waiver For example a staff member breaking a Maximum Hours constraint by 1 hour could be assigned additional activities in the same time block without the need for a new Waiver each time an activity is added This is because the Scheduling Problem member of staff exceeds Maximum Hour
30. clicking on the y button on the toolbar The effect of this will depend on the view the user currently has when the booking mode is invoked If the user is currently viewing one of the resources that can be booked locations staff or equipment then a new window will be opened to book that type of resource If the user is not currently viewing one of these resources then a booking window will be opened for the type of resource that was last booked by the user ET Demo3_8 16 Location None 3 File Edit Timetables Activity Resources Requests Actions Tools Help i as e e hE lma alo l Si ilo e Views ooking requirements a 2 Booking requirements Name lt type here to replace the auto generated booking name gt Suitabilities Name lt Host Key SPLUS6 1FB2D Activity Type Description o EJ El EB Duration 2 01 00 Planned Size MASA Department Computing y Zone None Choose Date Booking Activities j 5 2 0 35 Combined Timetable Master Timetable Reso Multi vie 8 9 15 16 17 AM 30 00 30 00 30 00 30 00 30 00 gt 5 D E Wednesday Tuesday oopa u JP Status 4 C Scheduling Problems 0 0 Pending Requests out CAY Pending Requests in al Bookings Thursday Friday i Saturday
31. different purposes and may use different fields for the same purpose 3 2 Inter activity relationships It is possible to set constraints between activities in terms of their relative timing using the Sequencing tab of the Activity Editor as shown below Ref 3041 33 Copyright Scientia Ltd 2010 Enterprise Timetabler Activity Editor General Sequendng Filter by Module Actvites Bs103 Lec 01 copy Bs103 5em 01 Bs103 5em 03 185103 Sem 04 Bs103 5em O5 Same Time Actvites ESPLUSF54BD6 ESPLUSO4EDH FSPLUSF64808 19 sPLUSF64B0C 4 SPLUSFS480E E FSPLUSF548 10 E Preceding Activities ES AAA Succeeding Activities ACE ATT Figure 65 Sequencing constraints The list of activities shown to the left of the tab is a list of candidates activities that could be in a relationship with the currently selected activity The list of candidates is filtered by default on the basis of the module so that only activities of the same module as the selected activity are presented as candidates f ter by Module The user can select other filter options from the dropdown ctivitics ionel selection list or remove the filter completely by selecting the ime None option a Nam Module BSc Programme Of Study Student Set Figure 66 Filter options 3 2 1 Same time Activities By selecting an activity or activities from the candidate list and using the squirter buttons to add
32. ead rece Se avd eee el a ee eee ae 59 Figure 105 ACV MENU na A O A A A A ander vans 61 Figure 106 Scheduling progress Dar girsin NA NENA AA dada 61 Figure 107 schedule and unscheduled UA A a 62 Figure 108 Scheduling Preferencia eaa a eNA A aaa 62 Figure 109 High priority for spreading Staff activiti8S ooooonnnicicnnnnnconnrecocccnnennconcrnn cnn rra RRE RRE RRE RR RR RRE RR RRE RRE R Renee rra 62 Figure 110 Result of spreading Staff ACtiVitieS iii A a a A a 63 Ref 3041 vil Copyright Scientia Ltd 2010 Enterprise Timetabler Figure 111 High priority for clumping staff ac tivitieS cccceeee eee eeeeeeee eee eeeeeeeeseaa eee rene 63 Figure 112 Result of ClUMPpPING Stall ACU VIN CS ii da iia 63 Figure 113 Reschedule OPIO a Uceda 64 Figure 114 Scheduling tab Of options window occcccconnnnccccccononcnncocccnn cnn crema 65 Figure TIF CONSTaAIMES ar A acer AD oan ac DADA SR ER A A A RA A DR A A 68 Figure 116 Problem Warning ia A A a aa 69 Figure 117 Object view showing Problems ici A A AA AA a Dad 70 Figure 118 Problems MISE A a 71 Figure 119 Timetable showing activities associated with a problem cccceeeceeeeeeeeeeeeee ee eeeeeeeeeeseeseeeseeesseeseesseeseeesaessensseessenseeeseneseessaneeees 72 Figure 120 Problems filter PANDO A A 73 Figure 121 Print customise DUHOM is Ai alee 73 Figure T22 Printoptons WING OW sc tada loli decia nO a a E Sesame anne N NE evade E R ENA 73 Figure 123 Prinl Options DENAVIOUN ios
33. empty a particular location over a period of weeks for refurbishment Users can easily select the alternative locations they wish to use and relocate activities quickly to available and suitable timeslots Ref 3041 50 Copyright Scientia Ltd 2010 Enterprise Timetabler 3 15 Deletion of Activities An activity or activities can be deleted by selecting the Activitiy ies and pressing the delete key or clicking the delete button beneath the Activity Viewer Actvites Alternatively the delete option is available on the menu also accessible using keyboard shortcuts Alt A D or the context menu as shown below Figure 89 Delete button Schedule Special Unschedule Pm Reschedule Ctrl Shift H Edit Activity Edit Weeks Unschedule Unschedule Special Suggested Day Time Edit Activity Show Multi view Timetable for Activity Edit Weeks 3 a E c Show Day Show moveable activities Show Multi view Timetable for Activity Copy Activities F F Generate Another Activity Loge amp a Create Activity Figure 90 Menu options for deletion of activity Jointly Taught Activity In any case the deletion of one or more activities will be preceded by a warning message Are you sure you wish to delete activity BS101 Tut o1 This action cannot be undone Figure 91 Warning on activity deletion Clicking OK will delete the activity Clicking cancel will leave the activity
34. from a list of named week patterns These patterns are created in Enterprise Reference Data Manager The Clear Selected option allows the user to deselect all the currently selected weeks in order to begin a new selection 2 9 3 Locking the Viewed Weeks In normal use the weeks being viewed will update to reflect the selected object or activity When an object is first selected the weeks are changed to show all weeks when the object has an activity When an activity is selected all the weeks of the activity are shown The user can override this behaviour by locking the viewing weeks Clicking on the Lock Weeks button on the toolbar will lock the viewed weeks to the currently selected set of weeks preventing the automatic update described above 2 9 4 Linking the Weeks of Open Timetables In normal use the weeks selected in each open timetable are independent of each other so that a user might be viewing a module timetable for a whole semester while another timetable shows the activities of a location for a single week If the user prefers the selected weeks of open Application timetables to be linked they can select the 2 nal E Weeks linked option from the Application tab of the Options window as shown This is accessed from the Tools menu Language English en vw SDB refresh reminder 30 E minute s Weeks linked The effect of enabling this option in combination with the lock weeks option is that changes made to the select
35. is already scheduled then the scheduled day time of the activity will remain unchanged and the selected resource type s will be allocated If the activity already has the selected resource types allocated then the allocation will remain unchanged If the activity is unscheduled then it will be scheduled but only the selected resource type s will be allocated Any resource type that is not selected will remain unallocated even though the activity has a requirement for that type of resource This type of scheduling may be used in the scenario where the user wishes to set the day time of activities without reference to the availability of a specific resource type and then allocate the resources later 3 5 Unschedule special If the user wishes to remove resources of a particular type that have already been allocated to a scheduled activity this can be accomplished using the Unschedule Special function from the scheduling menu The user is presented with a window similar to the Schedule Special window see above and the function leaves a scheduled activity as scheduled but unallocates resources of the type s that the user selects This function might be used in a scenario where users have already allocated resources to activities on a first come first served basis while a timetable was under construction but there is now a desire to achieve a more equitable allocation The user could use unscheduled special to remove all the allocated loc
36. list A window is displayed that shows all of the current problem types The user can select using checkboxes which of the problem types they are interested in viewing Filter Problems Activity Location Size 1 Avoid Double Booking Constraint 2 Avoid Resource Mismatch Constraint 28 Save Cancel Figure 61 Problems filter Making changes in this window and clicking apply will show the selected problem types only as a one off operation Clicking the save button will remember the settings of the filter and apply them each time the problems button is clicked Once the problems are displayed the user can apply more selective filtering to narrow the list further The Pending Requests out button will filter to show activities where the current user has requested the use of a resource to which they do not have full permission Requests that have already been granted will not show up in this view since the requester does not need to take any further action but requests that have been denied will be included since the requester still needs to find a resource for the activity The Pending Requests in button will filter to show activities where a resource has been requested and the user has permission to allocate that resource More complex filtering using the Activity object in the Views Pane is explained in greater detail in Section 9 20 2 13Links to Other Applications Some of the data that is shown in Enterprise Timetab
37. lo lo amp 49 Monday gt Ga un o BUS1007 E at T a a A aL BUSTO p Sem 04 BUS109 ia Sem 02 27 Pa Bs a IEA BUS 102 E Sem 03 bg Boal Pp fy Marien 1 1 TT TT ER E 1 Sem 05 14 14 127 1 E1412 Figure 76 Using click and drag to reschedule Thursday wednesd Yi riday Unless the user has selected Variant Mode from the toolbar the activity will be rescheduled into the new timeslot over the entire week pattern employ in Syllabus Plus However remember that Activities can be viewed in any combination of weeks either single or multiple and using Variant Mode activities can be rescheduled using any combination of single or e This capability in Enterprise Timetabler is the same technique that users multiple weeks It is therefore possible to select a single week or combination of weeks from the Week Pattern bar and drag the activity to a new timeslot for that week or combination of weeks only This capability is described in the next section Ref 3041 42 Copyright Scientia Ltd 2010 Enterprise Timetabler 3 12Drag amp Drop Re scheduling for Selected Weeks The drag and drop technique can also be used in combination with Variant Mode and the Week Pattern bar to reschedule the activity into a different timeslot for a selection of weeks from the activity week pattern This is referred to as creating Activity Variants PR ajajaja a 2 2 9 2 a ll k 2 94 9 9 2 2
38. members of staff have been selected in the Views Pane The Combined Timetable tab on the Timetable grid shows the scheduled activities of all the selected members of staff combined onto a single grid This view is useful when searching for common available time for a multiple selection of resources The blue diamonds indicate when an activity of the default duration could be created for all the selected objects spanning all of the viewed weeks ET Demo_3714 Staff Member Archer A Berry J Bowers J Foster D Hall M E Eile Edit Timetables Activity Resources Actions Tools Help Accountancy Lecture Monday 16 00 Accountancy Tutorial Allen A Thursday 15 00 Accountancy Tutorial Archer A F E A Monday 11 00 Accountancy Tutorial Armitage A n Berry J Blue B AAA A Combined Timetable Master Timetable 8 9 10 11 12 13 14 15 16 AM 30 MAA AAA FAS EAT AID ALIUS AU BD 11301 1 eya AL ws BD US AL IUS elo HAS AL UD Io 0 0 0 a Fabel ee Oe oe pe fees ANTA qe ga a AL IUD pue Pu oro ES d IFNA cel er M1 ALIU ee ALIU LAR wo ace E AL IU Pa AL IU7 RA i ia epa oi Tr rT r T EES gt ACTOS ACTOS E ol ES AL IUD LIZUZIL NES Ss Lo A ue Ta Te i AE AL E AL tur Ec 12 20 gt h AC101 Eaa T T T T AC105 AC101 AC103 Tul ESTAN Ta Mu s REI SES A pun i pal gis AA ACES Ac ut oo Ente A en l Pending Requests out E eS AL IUG en A A amp Connected to Scientia
39. o e eee 17 8 1 FUI Request PELMISSIONS sssrin A 17 OZ Entering Request MOE a oo Sas di 78 0 Making a Request tii 80 g4 Granin a 218 0 Loic een ects te ene Been ote cal o eee een 81 0 0 Denying a Request nit a de ng tt aioe aes sea 82 9 Configuration Filtering amp Searching occcocccccccconnccccnconnnonnncnnnnnonnonnnnonononnnnonnnnnonnnnnnnnnnnnnnanonnss 84 9 1 Personalisation of the Menu Bar amp Toolbar cooccccccncoccncccncccnnconnnonnncnnnnonononnnnnnnncnnnnnnnns 84 9 2 Filtering Activities in the VIEWS Pane ccccccccscecececeeecseecsecceecseeccaeecaeecaeecaeeceeseueeaseesans 85 92l o LSM I gt OD EEE POR E mI A A ee ee 85 922 DM ies 8 eee a eee ee 86 F2 AM Gal B o Peete e ere eee 86 924 Categones Mais rl a das 87 92o IRESOUPCES Dt a o e a Nae he Dn 87 ZO Salsa di 88 927 General add talas 88 10 BOOKING MOGE st ceed cerca tore siria 90 10 1 When do need the resource ooccconnccccccconccccnococcnonnccnnnonnnnnnnnonanonnnnonannnnannnnanenaninnnnonas 91 10 2 Are there Specific requirements ccccceccceccceecceecceeceeeceeceeueceneesneceneesueeeueeeuetseeseeeteess 91 UA A A Oli ea hale tha ania tase a E ea uiia Sune alee uiat 91 102 2 PIANC GE SIZE ica 91 Oss IDepaniment sd oe 91 1024 LN adi 91 IAE atca tind acer e carseat ene a 91 TS VV IGIFE SOUR CC costas obs 92 10 Interaction With DEIMISSIONS susi dos 93 11 Person a IS O Aicaiden iden antares
40. of the activity when it calculates possible start times The blue diamond indicates that there are resources available that match the requirements of the selected activity These resources may or may not be the same resources that are currently allocated to the activity For example if the activity requires a tutorial room for 10 people then a blue diamond will show wherever such a room is available Moving the time of the activity may result in the room being changed from one tutorial room to another Caution is required here if the user were performing the operation while looking at the timetable of a Location dragging and dropping the activity onto a different timeslot may cause the activity to disappear from the current view since a different location may be allocated at the new time If the activity has a preset requirement for a resource then a blue diamond will only appear where that resource is available In normal use the scheduling engine will only consider resources to which the user has Full permission when calculating where the activity can be moved If the user enables Request mode then an amber triangle will be shown to indicate potential start times where the user has Request permission to one or more of the available resources Combined Timetable Master Timetable gt 3 9 10 11 12 13 i4 15 16 17 18 19 a AM 30 00 30 00 30 bo 30 PM 30 30 00 30 b 30 00 30 lo 130 bo 30 lc 30 2 B BUS 100 re W op Pe E lo
41. permissions In general the Views Pane will update quickly with a list of objects of the type selected If used by someone with extensive permissions then the volume of data to be loaded is much greater As a result the first time that a particular view is selected there will be a noticeable time lag before the list of objects appears Once the data has been cached the response time will be reduced 2 4 Personalisation of the Views Pane The user can personalise the columns of data shown the order in which those columns appear the sorting grouping and filtering of items in the Views pane A detailed description of how to invoke each of these options is given below 2 4 1 Changing the width of the pane When the mouse pointer is positioned over the rightmost edge of the Views pane the mouse cursor will change to a double headed arrow In this mode the user can adjust the width of the pane using a click and drag operation 2 4 2 Adding Columns EE BIL Columns are added to the Views Pane by using the Column Chooser A right click on the column header of the Views Pane invokes a speed menu Selecting Column Chooser from this menu will open the Customisation window The Customisation window shows all of the additional information that can be displayed for the object type currently being viewed Additional columns can then be dragged and dropped into the Views Pane as required Columns can be removed by dragging the colu
42. process is undertaken by selecting Scheduling Preferences from the Tools drop down menu This opens the Scheduling Preferences window Scheduling Preferences can be balanced against each other to obtain the preferred schedule on the timetable when scheduling Each of the tabs has different preferences listed Scheduling Preferences Activity Institution Module Student Set Staff Member Location Equipment Item Primary for Avoid Overtime Best Fit Least Specialized Load Balancing Minimize Travelling Preferred Starts Preferred Usage Suitability eel ee Se ae See E E tl T T T T T T T _ Clumped _ Enabled V Enabled v Enabled v Enabled v Enabled v Enabled v Enabled v Enabled Figure 108 Scheduling preferences A simple example of changing Scheduling Preferences to influence the automatic scheduling of a Staff timetable is illustrated below With the Usage Spread set to a higher priority the activities of the staff member will have to be scheduled evenly across the week as far as possible Scheduling Preferences Activity Institution Module Student Set Staff Member Primary for Avoid Overtime Least Specialized Load Balancing Minimize Travelling Preferred Starts Preferred Usage Suitability top ype _ Cumped _ Enabled V Enabled V Enabled _ Enabled _ Enabled V Enabled Figure 109 High priority for spreading staff activities The outcome is shown on the Staff Timet
43. selecting the option from the Edit menu or the context menu that appears when right clicking on an activity 3 10Extending the Duration of a Scheduled Activity On the Timetable grid the user can extend the duration of activities by clicking and dragging on the trailing edge of the activity le lo lo As the user begins to a red dotted line will appear indicating the maximum extent to which the duration of the activity can be increased eee 057 hee Extending the duration of an activity will have an effect on the appearance of the screen The available number of blue diamonds will change since the scheduling engine is now showing possible start times for an activity of greater duration ACCIO5 TuAG ETE In the Activities spreadsheet assuming that the Duration column has been ele e lo added from the Column Chooser the duration will change to the appropriate time span Figure 75 Extending duration 3 11Drag and Drop Re scheduling Scheduled activities can be dragged and dropped onto timeslots where appropriate resources are available When an activity is selected a blue diamond on the grid indicates that the activity could Ref 3041 41 Copyright Scientia Ltd 2010 Enterprise Timetabler be moved so that it starts at the time indicated by the diamond It is not necessary to search for a contiguous set of slots sufficient to accommodate the duration of the activity The scheduling engine is already considering the duration
44. such a resource in the list of locations Moreover when searching for resources that are available for an activity such a resource will not be presented as an option lf the user has Full permission to a resource then the user will be able to view the timetable from the perspective of that resource and will be able to allocate that resource in the process of scheduling an activity Request permission lies between No permission and Full permission A user with Request permission to a resource will be able to see the timetable for that resource but when searching for available resources for an activity such a resource will not be shown in normal use The user may however switch to working in Request Mode using the icon on the Toolbar In this mode the results of a search for available resources will include resources to which the user has Request permission The user may select such a resource but it will not be allocated immediately Rather a request for the use of that resource will be generated A user with Full permission to that resource must grant the request for the allocation to be made Once a requested resource has been granted this does not give the requester carte blanche to use the resource If for example the user wishes to move the activity that uses the requested resource to a different day time that would generate a further request A user with Full permission to the resource would have to grant the request Once the
45. the drag operation and its name will have the word copy appended to the name of the original activity 3 9 Generating Activities From Templates Where activities have been automatically generated from an activity template using Enterprise Course Planner it may be preferable to generate an additional activity from the same template rather than creating a copy of an activity which will not be associated with a template The concept of a template is that it describes the required activities of a module from the perspective of an individual student on that module Enterprise Course Planner uses the template to determine how many times an activity must be repeated in order to accommodate all the students on a module Each student must attend only one of the activities that are generated from each template so if a new activity is being added because student numbers are greater than expected or because it was impossible to schedule clash free activities for some students then it is appropriate to generate another activity from the same template On the other hand if the additional activity is an extra tutorial session for some students who must attend this in addition to another activity generated from the template then you should use the copy function instead otherwise it will prove impossible to allocate the students to both activities The user can generate an additional activity from the template to which the selected activity belongs by
46. the capacity of a location which can be seen but not changed in ET or to add new locations for example may not need permission to run Reference Data Manager Ref 3041 29 Copyright Scientia Ltd 2010 Enterprise Timetabler 3 Manipulating Activities The most important aspect of the Enterprise Timetabler user interface is its capability to manipulate activities and change the resources of those activities 3 1 Creating a New Activity When any object or combination of objects is selected in the object list a new activity can be created by selecting Activity Create Activity from the menu This will open the Activity Editor window as shown below General Sequencing Details Mame BS 104 Host Key 5PLUS1CCD28 Description And add to Tags Confirmed Full time Part time Activity Type Planned Size Use Planned Size And add to fone User Text Sections Section Id Delivery User Text 1 User Text 2 Liser Text 3 User Text 4 Availability Custom y User Text 5 Figure 63 Activity Editor The selected object or objects will automatically be associated with the newly created activity so that if the user was viewing a module when the activity was created the activity will be linked to that module If the activity was created whilst viewing rooms with two rooms selected then both rooms will be associated with the activity as preset resources The name of the newly created acti
47. the selected object or objects as listed in the Activities Spreadsheet can be Scheduled or Unscheduled using the options available in the Activity drop down menu Schedule Ctrl H Backtrack Schedule Unschedule Ctrl Jointly Taught Activity Figure 105 Activity menu The effect will be to automatically schedule or unschedule all the activities belonging to the selected object or objects Scheduling When multiple activities are being automatically scheduled a window will appear containing both a progress bar and an indication of the Eee number of activities that are being scheduled Scheduling activity 52 of 97 Time taken 0 min O sec Figure 106 Scheduling progress bar When activities are being unscheduled automatically a similar but simpler window will appear Ref 3041 61 Copyright Scientia Ltd 2010 Enterprise Timetabler The user may also select one or more Activities from the Activities Spreadsheet and automatically schedule or unschedule the selection This enables the user to part schedule the activities belonging to an object if required The Schedule and Unschedule buttons can also be placed on the toolbar using the capability outlined in Section 2 2 a 4 O BA Figure 107 Schedule and unscheduled buttons 5 2 Adjusting Scheduling Preferences The user is also able to influence the way the scheduling engine automatically schedules activities by adjusting the Scheduling Preferences This
48. used to exercise greater control over day time and resource changes than that offered by the presence of the blue diamonds on the Timetable grid A more detailed explanation of the use of this tab is given in Section 0 Enterprise Timetabler Module CMP103 C Eile Edit Timetables Activity Resources Requests Tools Help ela a blike BBZ a x Activities Name UN Description HostKey Scheduled Description bad EH CMP103 Lec 01 Systems Programming Lecture 5PLUS8952D4 y El CMP103 Prac 01 Systems Programming Practical S5PLUS8952D6 y CHE306 Contemporary Chem a Pro rraci s CMP101 Software Modelling E CMP103 Prac 03 Systems Programming Practical S5PLUS8952D4 y CMP102 Software Implementa 4 375 o J CMP103 Systems Programming 1 5 10 15 20 25 30 35 40 45 50 l Mes 42324 a a a 4 a a MN 4 44 4 a a a a APA CMP104 Computer Maths CMP105 Computer Systems CMP106 Computer Ccommunic CMP201 Computing amp the Law Renee Current Available E bal ss E E Combined Timetable Master Timetable Resources CMP103 Prac 02 CMP202 Data Analysis Day Thursday Keep CMP203 Data Structure CMP204 Database Design CMP205 Networks amp Communi Keep CMP206 Software Design CMP207 Internet Programming CMP208 System Applications CMP301 Computing Dissertation Location v Keep zE E E e EE Eee EEE CMP302
49. 102 Day time and staff list interaction 4 1 6 Flexing Multiple Resources and Day Time In the case where the user still finds no suitable resource is available it may be necessary to allow other resources to change For example there may be no alternative member of staff available because the user is keeping the current location and at the times when the location is free there is no member of staff available By unticking the Keep box against Location the user indicates willingness to accept an alternative room if this makes it possible to find an alternative time when there is an alternative member of staff available Resource lists will now interact with each other as well as the day and time lists If the user picks a new location the day list will update to show days when that location is available on at least one of the available times The time list will update to show times when the location is available on at least one available day The staff list will update to show members of staff that are available for at least one of the available day and time combinations It is only necessary to use this sophisticated functionality to solve difficult scheduling allocation problems where the user wishes to keep tight control of the resources being allocated When many degrees of flexibility are allowed it should be expected that the search will take a significant time but usually seconds rather than minutes since the scheduling engine is insp
50. 3041 92 Copyright Scientia Ltd 2010 Enterprise Timetabler Once the user is happy with all the details of the proposed booking the booking is confirmed by clicking the Ll button on the toolbar The booking is then made permanent The user may then leave booking mode or continue to make additional bookings 10 4 Interaction with permissions A user of ET must be given permission using Authorisation Manager to use ET in normal mode A user that is lacking this permission but does have permission to run ET will be restricted to working in booking mode It may be desirable in some circumstances to have users that are authorised only to make bookings Booking mode also interacts with the allocate and request permissions assigned by Authorisation Manager A user with request rather than allocate permission to a resource will have to invoke request mode see section 8 2 in order to see the availability of that resource When the user makes a booking in this mode the result will be a request that must be granted by another user with permission to allocate the requested resource Ref 3041 93 Copyright Scientia Ltd 2010 Enterprise Timetabler 11 Personalisation There are general personalisation techniques that can be applied to the overall look of Enterprise Timetabler 11 1Pinning and Unpinning Elements The Views Pane Activities viewer and Status palette can be unpinned and hidden either collectively or individually Using this tech
51. 5 Suitabilities The user may select suitabilities properties of the resource required for this booking from a list of suitabilities using the suitabilities control This works in the same way as described in section 4 1 1 where the same control appears as part of the resource tab Ref 3041 91 Copyright Scientia Ltd 2010 Enterprise Timetabler 10 3 Which resource The user can see a list of the resources that match the requirement as specified so far at any time by Match Requirements clicking the J button This becomes live as soon as the user has made any change to requirements The timetable grid will display a blue diamond at any time where the resource requirements could be matched by an available resource In order to see which resources are available at a particular time the user can right click on any blue diamond and select Match Requirements A proposed activity is then created at the selected time and of the required duration The list of resources in the pane on the left will be updated to show only those that are available at the selected time as well as matching the specified requirements Once the proposed activity has been created the user can move it to other times using click and drag to test availability of resources at those times Each move will update the list of available resources Once the user has decided on the time for the booking the resource can be selected The timetable grid will now upda
52. 77 Copyright Scientia Ltd 2010 Enterprise Timetabler In the example shown above the Accounting departmental user has Full permission for both the Staff and Location resources suitable available for the activity In this case therefore the user is able to reschedule the activity at any of the points on the timetable where a blue diamond occurs E Where the user has Request permission only on one or more of the resources suitable available for an activity the Timetable grid in Enterprise Timetabler will appear to be greyed out and rescheduling is not possible because the user does not have permission to Actnity Resources Requests Toots Dep MEMO s33 7 A ocated Staff Name AlocstedLocaton Meme Requredlocaton Ni ACCION International Monay amp Fnance ACCIOS Freno Strategy ACCS Prindoles of nasrane ACCIO Investment Management j ACCIOS Accouring for Meregers 5US5101 Buantas Accar ng 15 Connected to Lakeland Unrversty a Figure 129 No permission to allocate location In the example shown above the Accounting departmental user has Full permission in respect of the allocated Staff member Foster D but only Request permission against the Location DCLO1 which belongs to the Computing Department In this case the grid is greyed out and the user is unable to reschedule the activity 8 2 Entering Request Mode The user can change the Timetable gri
53. CSR 25 Confirmed 4 1 7 gt D gt Figure 132 Pending request in activity list In the Status Palette there is a Scheduling Problem and a Pending Request out The scheduling problem is a Deferred Resourcing problem pending the allocation of the requested room In this instance the Activity has rescheduled but the allocation of the Location resource has been deferred pending confirmation by a user with Full permission against the resource 8 3 Making a Request Essentially a Request is generated when a user schedules or reschedules an activity using resources which they do not have Full permission to use Any user with allocate permission against a resource can grant or deny a Request This is done via the Enterprise Timetabler Interface In the example shown below the user needs to reschedule the activity from a room where they have Full permission into a different room where they only have Request permission It is therefore necessary to generate a Request Note that having selected the activity to be rescheduled initially there are blue diamonds showing on the screen In Request Mode and using the Resources Editor the user can untick the Keep Box remove the current suitabilities and add the suitabilities of the required new location The Change Requirement button should then be selected A search can then be undertaken to determine which of the locations are available at the required time using the Search button and an
54. Computing Law Tutorial SPLUSF64850 El CS201 Tut 04 Computing Law Tutorial FSPLUSF64B52 I Suggested Time El CS201 Tut 05 Computing Law Tutorial FSPLUSF64854 Ej CS202Mec 01 Data Analvsis Lecture SPLUSF64B56 4 1 49 o Jl Scheduled Days vl Scheduled Time 5 15 Combined Timetable i Master Timetable Resources Multi view Timetable Thursday 28 00 99 00 20 08 A200 12500 13308 tas 3 Location CTR i g Student Set CompY2 010 g Student Set CompY2 009 ResetFiiter ApplyFilter Status E Scheduling Problems Pal z 3 Student Set i _ Pending Requests out o CompY2 007 Pending Requests in NETA Bookings J EN103 T ENTO3 T 3S108 Tu 08 04 1 04 AC101 pao gt Connected to Scientia College DEMODATA38 Last SDB refresh 10 28 amp Duncan Figure 45 Multi view timetable The focus activity is bordered in light green in both the list and the grid view of activities and will always remain at the top of the activity list The user may manipulate other activities as normal using drag and drop etc in this view but the focus activity will not change unless the user selects another activity to become the focus as described above The multi view timetable allows the user a to see what effect moving the focu
55. E i Management Accountng Finandal Deosons ACC104 Semtt a Accounting Software Accounting amp Society de eh M4 aes sa marae verr Finandal Environment Theory amp Practce of Taxation Finandal Statements ACT O4 Lecitt Managing Internstonal Trade Accountancy Dissertation 40 Credits ua Advanced Accourtrg Theory i Audit Investigations ACCIO SemAD E WM Semt5 Intematonal Money amp Finance Pmancal Strategy NES Princioles of Insurance m Investment Management ir Accountng for Managers ACC IO4 Sem 3 CE CIN 2 l p ACC 104500065 podar de ery dem Figure 131 Pending request in timetable In the case illustrated the Request Status is shown as Pending and the Allocated Location Name is blank However the Required Location Name contains the Requested Location which is pending confirmation by a user with Full permission for the Location resource Ref 3041 19 Copyright Scientia Ltd 2010 Enterprise Timetabler Scheduled Allocated Staff Name Allocated Location Name Required Location M Request St B E ACCiO4fLecf01 Auditing Accounts Lecture Foster D CLT 12 Confirmed m E ACC104 Sem 01 Auditing Accounts Seminar Foster D CSR 25 Confirmed So eC m El ACC104 Sem 03 Auditing Accounts Seminar Foster D CSR 25 Confirmed a El ACC104 Sem 04 Auditing Accounts Seminar Foster D CSR 25 Confirmed m E ACC104fSemf05 Auditing Accounts Seminar Foster D
56. Figure 8 Object list with Group By Box enabled scan shies enuednsuxsunde baie vienewscdaniuinsnieu tous indcdeatean ania nnmn nenna nennen 7 Figure 9 Dragging a column header to the Group By BOX c ccceceeesseessseeeeceeenseneeesceeeseeeeeoeseasaaeescooesaneeessooessseeesocoessaeseesseaeaneseesoooonsanees 7 Figure 10 Object list grouped by Department and Planned Size oooonnnnnccccccnncnnccccccnnncnncoononnnnnnrrn nn nan rr nr nan nn RR rra a ren rra ner rrrnmnnnrrrnnnnns 7 Figure 11 CON GUN At ON OP Ul ONS ico iii ao end AR aia in TA ini a un A A AIN ED EEA EA 8 Figure 12 Finding Objects USING Like MITET usaran a 8 Figure 13 Filtering by matching Content ia 8 Figure 14 Custom TINGE CONTON iiaii a a a aa aa aa a aE a aa aai 9 Fig re TO Filter BUIGE oon E N ene AE S EAA 9 Foue o In E E E 9 Figure 17 Filter properes siiusirimaric tail a aiaa di diia 9 Figure 18 Filer COMCGIMONS seria 10 Figure 19 Adding a conditi Menisin A a 10 FIQure 20 REMOVING a Conditio cura aa A a aa a a a a A a 10 Figure 21 ACU VIG OS PA O aiii a Aaaa a EE a 10 Figure 22 Activities pane p pulat d E a OaE EES aaa aeaa 11 Figure 23 Additional detall SHOWN Dy NOVENA escri tence A A 11 Fig ure 24 Navigation DUttONS ani A a 11 Figure 23 Groups and TAGS aseo e a A id iii 12 Figure 26 Saving a lAVOUE iissa iaa a aa a eaaa A aa A aa Aaaa aAa ea ERSA 12 Figure 27 Yellow marker indicating current WEEK ai 13 Figure 26 Week Dar in Module VISW isc i 13 FIQUIS 29
57. MO Combined Timetable Master EEE gt I as Maximum hours in week for Staff Crabtree E exceeded 9 10 12 13 14 15 16 18 19 8 30 00 30 00 30 00 00 30 00 30 a 30 00 ACC305 Lec 01 30 00 30 PM 30 00 20 ACC204 SemiD1 ACC303 Sem 01 2 12 17 27 31 41 E m E ACC305 Sem01 ACC303 Semi02 GW ResetFilter Apply Filter tatus 2 Scheduling Problems Pending Requests out J COSE AAA E l Pending Requests in AA ACC303 LecM1 ACC204 Leci1 ACC305 Sem 03 2 12 17 27 31 41 ACC305 Sem02 igure 2 12 17 27 31 41 BB NOWINY activities a OClate Work can now be undertaken by the user to solve the displayed problem It should be noted that problems are sometimes associated with a particular activity for example an activity with a Real Size that is greater than the capacity of the room into which it is scheduled In this instance a Scheduling Problem will occur In such a case there will only be a single activity associated with the problem Alternatively a problem may be associated with some other object In the example illustrated above none of the activities by themselves have a problem The combination of several activities allocated to the same member of staff is the cause of the problem so the problem
58. N 1 m f G i Program ao DCI ia z i Program Pr Program Pr mE i Program tan E udi A E 4 MALL IES Connected to Scientia College captain _full scientia com Figure 158 Positioning Letting go of the mouse button will drop the Views Pane into the docked position It is also possible for elements to be positioned above each other in column In this instance the location of the positioning symbols will change as illustrated below the Views Pane is to be repositioned on the left hand edge of the screen and above the Status palette ols i EET I ise Ti bl hee Enterprise Timetabler G IVI n g th e fol lowi n g O utco m e a Enterprise Timetabler all Ele Edit Timetables Activity Tools Help File Edit Timetables Activity Tools Help a File Edit Timetables Activity Tools Help A CANE a Cestas 3h nwa raens BINS ending Requests 219 0 CO Programm mol sT Figure 159 Repositioning the views pane Ref 3041 97 Copyright Scientia Ltd 2010 Enterprise Timetabler It is also possible to position elements on top of each other in a tabbed format In this instance the central positioning symbol is used The illustration below shows the process for positioning the Activities viewer on top of the Views Pane as tabbed elements on the right hand side of the screen Note that the tabbed positioning symbol has been selected and the blue shaded area also has a tab
59. N 4 4 a Resources 12 Viewing 2 12 17 27 31 41 AM Activity 2 12 17 27 31 41 JO 30 PM Figure 34 Week selection tooltip Ref 3041 15 Copyright Scientia Ltd 2010 Enterprise Timetabler Hovering over an individual week with the mouse will activate a tooltip indicating the week label and the start date of the week Note that the week label is the same as the week number by default but may be edited by users with permission to the underlying Syllabus Plus Image 15 Y z MU 44 aaa sa Figure 35 Week label and start date tooltip Clicking on weeks so they become non selected change the Week Selection tooltip so that the viewed weeks differ from the scheduled weeks The illustration below shows the tooltip in Variant Mode l JU Week Selection Viewing 17 18 22 25 Activity 2 12 17 27 31 41 15 Y 20 25 ABBR a a aa aaa ala a Figure 36 Week selection tooltip in variant mode 2 10 Timetable Grid On opening Enterprise Timetabler a blank Timetable grid will appear Days appear down the left hand side and times across the top of the grid l Combined Timetable Master Timetable Resources a 9 10 FE 12 E3 14 15 16 1 18 19 AM 30 00 30 DO 30 00 30 PM 30 00 30 00 30 00 30 00 30 00 30 DO 30 00 30 TET TTT TET ETT TE m a E a Z Lar Ta w E PE ee 1 E T 18 a a T a m En he ia gm E E 5 T En Fa i Figure 37 Timetable grid The magni
60. Network Planning amp D y 4 76 253 P Segal B v Keep J Status a Ena Scheduling Problems 0 Equipment Pending Requests out i Pending Requests in Bookings E Connected to Lakeland University q LocalUser Figure 44 Resource tab 2 10 4 Multi view Timetable The multi view timetable operates in a very similar way to the master timetable The major difference is that while the master timetable shows several resources of the same type on the y axis the multi view timetable shows resources of different types By right clicking on the selected activity and choosing G6KRZ PXOWL YLHZ WLPHWDEOH IRU DFWLYLWI new timetable is opened leaving the original timetable window in its current state and the multi view tab is invoked A row in the multi view tab will show each location staff member equipment item and student set allocated to the selected activity which now becomes the focus of the multi view timetable Ref 3041 20 Copyright Scientia Ltd 2010 Enterprise Timetabler ET DEMODATA38 Activity Search Eile Edit Timetables Activity Resources Requests Actions Tools Help fa a eje aa 0 69 n 318 70 o o e aja Activity v Weeks Categories Resources Status General Audit Day Time E cs201 Tut o2 Computing Law Tutorial SPLUSF64B4E vl Suggested Days E CSs201 Tut 03
61. SDICAOSNCECE sosisini A cea 10 2 6 1 Personalisation of Activities Spreadsheet occooccconcconccoccconnconoconoconoconconnnonnncnncnonnnnnnos 11 2 6 2 Filter mode of Activities Spreadsheet oocccoonccccccocncocicocicocococononoconoconnonnnoncnoncnonnnnnnonnnos 11 21 oupa Fado ING a E 11 Zalal STOUDINO cernicarot idolos 12 E O a 12 2 8 Saving layout and filtering oocococccconoconnconcnconnoconnnonnnnonnconnnononononnnnnnnnnnnonnnnnonnnnnnos 12 PON ANN eses 12 202 ROSIONNO ice cer ceca e SES E a E T R 13 2093 Dellin seee E AE RE EE RE EEA EEEE EEEE 13 ZO NVCCK AUS FA Dar oa 13 2 9 1 Object s Viewed WeekS ocoooccooccoconccconococnocanconononanocnnnonannonnnnnnnnnnnnnnnnnnnnnnenanenaninnans 13 2 9 2 Refining Objects Viewed Weeks coooccocccccocnoconocccnococconanonannonanocnnnonannonanonannnnons 13 2 9 3 Locking the Viewed WEEKS o ooocccocicocicocccocccocococcooconnnoncnoncncnnnconnnnnnnnnnnnnnnnnnnnnonaninons 14 2 9 4 Linking the Weeks of Open Timetables occcocccconccconococoncccnconcnnocnconcnconnnnncnnnacnnos 14 2 9 5 Displaying the Activity s Weeks to be Edited occcoooccconnccccncccncoocnconcnconnconcnonononons 15 ZO TIMES ae 16 2 10 1 Combined Timetable ooccocccconcconcooncocnconncocnconnnonnnncnonnncnoncnnnnonnnnnnnnnnonnncononaninons 18 2 10 2 Master Timetable ooccoccconcoccconconcccnnonoconoonocononnocononnonnnnnnonanonnnnnnn
62. Time In the event that there are still no alternative resources available the user might decide to search for availability on a different day In this case the Keep tickbox against Day would need to be unticked Day Day E Thursday _ Keep Day p Monday Tuesday 3 Wednesdaw Mo ls Period Start Tim stig Keep Period Start Time 1 08 00 gt 2 08 30 3 09 00 alos 1 lt N a lt Il mil Location CSR 11 Keep Staff In these groups and in this list Foster D _ Keep MS m Name A Name 14 gt p Hall M King J Reid M y lt I PILLS L L lt M gt Figure 100 Allowing day time and staff to flex The day list uses the same principles as the time list The range of days to be included in any search can be manually edited suggested days will be shown as selected but do not limit the scope of the search Clicking the Search button will show the results of the search Ref 3041 56 Copyright Scientia Ltd 2010 Enterprise Timetabler Day Time Location Staff b Day mE Wednesday Monday Tuesday E B Period Start Tir 4 ne 1 08 00 2 08 30 3 09 00 AN RAN OTN In these groups and in this list Name Name Hall M King J Reid M k M L ES A O E Figure 101 Day time and staff lis
63. Week Selection ODE OINS aia toe Gstaewssatnaa tases E tated haces ea er cuar ance ne Gademsnely euentanteteamaircuanuaveseneas 14 FIQUES 30 Weeks linked Option aii 14 Figure STAI activity weeks Selected comisaria diste A AAA 15 Figure 32 Subset of activity Weeks selected iii ad 15 Figure 33 Variant mode subset of weeks being edited ooonmoooodcccccnnnccncccocconcnnnconcnnnnnnn cero n nan ren RRE RR ERRE RR REN RRE RR RR RR RR RR rr nnne mnnn 15 Figure 34 Week selection TOO lisis di ic 15 Figure 35 Week label and Start date tO0l Picnic uunnaaedenoiviany E 16 Figure 36 Week selection tool tip in Variant Mode occcoonnncccononncicononcnccnnonconnnnnnrnnn nacen n nn ERRE nn eee aa RRE ERRE esas ageeeeeaaaeeeeaasaeeaeaesaeseaaaaeseeeeseessaass 16 Foure 37 TIMetable OMA orina AA A A i 16 Figure 38 Timetable grid displaying ACUVINCS ari aa 17 Figure 39 Timetable grid showing potent ial start times for a new activity ooocccccconnnnncccccccnncnnconncnnnnnronnnnnnannn cnn rnrnnnnn ren rrrnnnnnrrrrrmmmannns 17 Figure 40 Timetable grid with activity selected sirio 17 Figure 41 Timetable Grid Combined VIEW sii a ar 18 Figure 42 Timetable Grid Master VIEW sion A A A AR 19 Figure 43 Master view with activity Selec iii deccaberabansventestanasneadutiaweteusabeueansatenaven 19 ICUS 44 Resour Lab iio EE aS AaS un caunevaeconactnecswestuecsavencuctelalectectaaceueenectes 20 Figure 45 Multi view ELIS C ANN aiii ce cama ts A enigma AA Se cin Sa A meinen AA S
64. ab will then be followed to create a jointly taught child when the user clicks OK 3 13 3 Editing a Jointly Taught Activity The Jointly Taught Activities option remains selectable from the menu when an existing jointly taught activity is selected Selecting the option opens the Jointly Taught Activities window and allows the user to edit the activity either adding further parent activities to the relationship or removing existing parents from it The removal of a parent activity does not delete either the parent or the child The parent activity that is removed from the relationship is treated in one of three ways dictated by the user s choice The button used to remove a parent from the relationship z has a drop down button that allows the user to select from the following actions Reschedule Original Time After the parent is removed from the relationship it will be rescheduled at the day time that it was scheduled before it was made part of the jointly taught o Reschedule Original Time relationship o Reschedule Current Time After the parent is removed from the Reschedule Current Time relationship it will be rescheduled at the day time that the jointly Leave Unscheduled taught child is currently scheduled Leave Unscheduled After the parent is removed from the relationship it will remain unscheduled Figure 86 Rescheduling options Ref 3041 48 Copyright Scientia Ltd 2010 Enterprise Timetabler In all ca
65. able Grid Ref 3041 62 Copyright Scientia Ltd 2010 Enterprise Timetabler Combined Timetable Resources 10 bo ha 13 bo bs 18 i oe CHE204 Sem01 P 12 17 27_ CHE304 W Kkp 01 ie ia CHE204 Semi02 P 12 17 27 31 41 CHE304 W kp 02 P 12 17 27 31 41 O dia CHE204 Leci1 CHETORILECIO SE Figure 110 Result of spreading staff activities gt 00 w Monday ye E anesday Thursday When the Clump option is enabled however the scheduling engine will attempt to group the activities of the staff member together as far as is possible Scheduling Preferences Institution Module Student Set Avoid Overtime Least Specialized Load Balancing Minimize Travelling Preferred Starts Preferred Usage poner ag C Clumped C Enabled v Enabled V Enabled C Enabled C Enabled Figure 111 High priority for clumping staff activities The outcome on the Timetable Grid is noticeably different a Timetable Resources 8 Pe 11 12 13 14 15 16 17 Pe 19 CHE304 WkpAl2 CHE202 LecW01 CHE204 Senv01 CHE108 Lec401 gt CHE204 Sem 02 P 12 17 27 2 12 17 27 _ 2 Joe Se i 27 31 41 CHE304 Wkpi01 CHE204 LecW01 El 12 17 27 31 41_ Tuesday gt 3 a a v c v 3 PE Figure 112 Result of clumping staff activities Ref 3041 63 Copyright Scientia Ltd 2010 Enterprise Timetabler In some cases there may be no scheduling solution that satisfies all requirements The relative strength of each preference will de
66. ad adda dente AAA deletes eee 21 Figure 46 Select VIEWING TIMES isis ii edad e ii dd e cid den acia 21 Figure 47 Timetable grid personalisation Opt IONS cccoonnnccconnncccononncononanccnnnnnnrrnnn ea eeesee sa eeeseeaeessseeaseeseesaeeseesseessoesseseenesaeeseesseesseneaeesenesaees 22 Figure 45 AGUVIEY Layour ECON rra lacada 22 Figure 49 Activity Layout Editor Tool DaF iisiipusina alice 22 e P P o 23 Figure ST ADDIYVINO the CHAIN OS viii a celia a A A A ine a eran dain ial A Sua A di aaa 23 Figure 52 Timetable grid Coloured constraints ii A A doi 24 Figure 53 Reasons for unschedulabilit Y coccconnnncccccccnnncnorococonnncnnrcnnnn nr 24 Ref 3041 vi Copyright Scientia Ltd 2010 Enterprise Timetabler Figure 54 Moveable activities WIN e A aa Rada 25 Figure 55 Timetable Onda free DUS VIS Wa AA 25 Figure 56 Timetable grid Nalme Only A aa i 26 Figure 57 Timetable grid Showing relative scores cccccceeeeeeeeeeeeeeeeeeneeeseesaeeeeeeseeeeeesaseesceseeeeeeasseeseesseeeeesaeessoeseeeseesseessoesseessonsaessonsneessoneees 27 Figure 58 Timetable grid Vertical OOOO iia id A a aA iA 27 Figure 59 Status Dane ri A AD AAA AE AAA AAA 27 Figure GO Fllter ODLON Sui rr A ii 28 Figure 61 Problems Mei A a A A ARA A ee teeta 28 Fig re 62 View module TOM Elsa ai ad aa caia cdi 29 Figure GS ACUESTA 30 Figure G4 ACUVIN AVDA iD 32 Figure 65 Sequencing Constralts ninos 34 Figure 66 FUSIONA Said 34 Figure 67 Settin
67. al set of tabs above the Week Pattern bar The required timetable can then be selected using the appropriate tab Each timetable can be closed by clicking on the J at the top right hand corner of the Timetable grid Module Business Organisations 1 StaffiMember Bramhall J Location Lecture Hall 2 StudentSet Business Year 1 13 E 5 10 15 20 25 30 35 Combined Timetable Master Timetable Resources 8 9 10 11 12 13 14 15 16 17 15 19 S AM 30 00 30 ls 30 00 30 lo 30 le 30 ls 30 ls 30 bo 30 le 30 ls 30 a 30 BUSINESS BUSINESS business sleet sl es aa le le le lo le lo ole le business business le le be lo bo lo be lo bo Peete le lo be lo be lo bo lo Business Organisa onsAL 201 E mn a gt 2 9 Monday Wednes Tuesday gt Q D un _ 2 P a H Figure 162 Multiple timetables in tabbed view Cascade allows all the timetables to appear superimposed on top of one another within the grid space For better viewing each of the timetables can be maximised using thelEl button To x__BAPQR A gt gt gt 2 Evvq33zgz2z2 gt Ref 3041 99 Copyright Scientia Ltd 2010 Enterprise Timetabler minimise the timetable the minimise button at the right hand end of the Toolbar will need to be used The 13 symbol in the top right hand corner of each timetable can be used to close the window ON StaffMember Bramhall J olx 4 O Location Lecture Hall 2 3 B EJ c 4 Us Stu
68. amp Society i AC cio T Ma A fi lacc207 Financia Erwirorment aa Aa ACC Zo Theory de Practice oF E ACCA Aocourting Sofia lucas Franca Ststement ACC1O4 T 1 1 1 1 EiT EET AER Pasear Hondar dd padnes Coe 41253 ee i ren EAN E ia Friday i a Connected to Lakeland University Localisar Figure 1 The Enterprise Timetabler interface 2 1 Drop Down Menus The Drop down Menu bar contains various menus which allow the user to undertake actions within Enterprise Timetabler Menu items can be accessed by selection with the mouse or other pointing device or using keyboard shortcuts Hotkeys are indicated by underlining Figure 2 Menu bar Ref 3041 3 Copyright Scientia Ltd 2010 Enterprise Timetabler 2 2 Toolbars A Toolbar facility is available within Enterprise Timetabler allowing the user access to frequently used functions A tooltip describing each function is revealed by hovering over the selected icon with the mouse The following actions are available using the buttons that appear by default Additional functions can be added as part of the user s personalisation Writeback changes to SDB Refresh changes from SDB Go to S Toggle request mode H Ei a Toggle constraint breaking mode Enter variant mode b E Toggle weeks locking Toggle display of violation colours Toggle display of scheduling scores Tog
69. ated below three Locations have been highlighted in the Views Pane the Master Timetable tab has been selected and an Activity has been chosen in the Activities spreadsheet Enterprise Timetabler Location GSR 01 GSR 03 GSR 04 SJ File Edit Timetables Activity Resources Requests Tools Help as ela las a lea 00 00 3 3 07 gt Views E 2 Activities ly Mame a Description Duration Sched Required Staff Allocated Staff N Allocated Location A Pets a H BUS205 Sem 01 Strategic Business n 01 00 Armitage 4 Armitage 4 CSR 03 BUS205 Sem 02 Strategic Business An 01 00 Armitage A Armitage A CSR 01 m BLUS205 Semi04 Strategic Business An ca Armitage A a A Siratanic Bucinace fin frmikane i F RIISIN Sara ME 4 4 1732 bi 1 5 10 15 20 25 35 40 aes Sooo ooo bmn Cc cr cr Y Combined Timetable Master Timetable Ta Tuesday Wednesday BUS2 BUS1 og py 05 Se 06 Se Saige ne m 04 m202 podi a E p E z E E E fl z 77 tt 50 pS En E Accaor7Dissz02 Mens ade rem mM 9 Scheduling Problems 2 gt Connected to Lakeland University 2 LocalUser A Connected to Lakeland University Figure 87 Master Timetable Selection of the activity will activate the blue diamonds on the Timetable grid showing the timeslot availab
70. ated the waiver 7 1 Finding amp Resolving Problems The number of scheduling problems is indicated in the Status Pane Clicking on the Problems Waived button allows the user to view the Scheduling Problems in the Views Pane This enables the Activity Filter and opens the Status tab to display the problems Activity Drag a column header here to group by that column EE seme OOOO Audit Day Time Weeks ATA AA re eN Mame hi Module Name Department Na Activity Status Activity Problems Activity Loc The Size of Activity GEQ301 Di igi Activity Loc The Size of Activity GEQ308 Se oe l The Size of Activity GEQ301 Diss 01 30 is bigger than allocated Location BSR 16 28 El Constraint Maximum time per week A enema r Maximum ti Maximum hours in week for Sta Pe mf CA 22M TE o E Waivers Reset Filter Apply Filter Figure 118 Problems list The full problem description can be viewed either by extending the width of the Views Pane or by hovering the mouse over the Description field In the example illustrated above there are two Activity Location Size Constraint problems and one Maximum time per week Constraint problem Selecting a problem by clicking on the appropriate row and then clicking on the Apelylter Hutton will update the Activities Spreadsheet to show the activities involved in the selected problem The same activities will also be di
71. ations for example and then use schedule special to allocate locations without the first come first served bias 3 6 Creating and Scheduling an Activity in one Step The user can create and schedule new activities directly onto the timetable grid in a single operation The user must select from the Views pane the object with which they wish the activity to be associated For example if the object selected is a location then a new activity will be created for Ref 3041 37 Copyright Scientia Ltd 2010 Enterprise Timetabler that location if the selected object is a member of staff then a new activity will be created for that member of staff Note that some objects do not allow the creation of new activities e g you cannot create a new activity for a POS because the association of an activity with a POS is not direct it is via a Module The user having selected the object they wish the activity to be associated with must also select the Show Start Times icon from the toolbar This enables the blue diamonds on the timetable grid giving the user information about where any new activities could be scheduled It is also useful to set the Default Period Length from the toolbar as the required duration of the new activity may have an effect on the position of any blue diamonds on the timetable grid Right clicking on the grid at the timeslot the new activity is scheduled will change the colour of the slot and open a menu with options Creat
72. ault is docked at the bottom of the timetable grid As with other elements of the interface the window can be moved to an alternative position if preferred a PAE ww BS101 T ut Wednesday Tuesda BS101 Lec 0l A E A se 11 19 Reasons why activity BS101 Tut 02 cannot be moved to 11 00 on Tuesday IN student set Student Set BusY 1 02 is already in use doing BS106 Lec 01 for BS101 Tut 02 Staff Cullen F is already in use doing BS106 Lec 01 for 65101 Tut 02 ge k a La La 4 Figure 53 Reasons for unschedulability Note The number of reasons shown is determined by the settings in the underlying Syllabus Plus image View drop down menu User Preferences Number of reasons to display The default number is 8 but can be increased to 100 Selecting Show moveable activities will open a window that shows the activities that are blocking the current activity from being scheduled into the selected time slot For each blocking activity there may be several the window indicates whether the activity could be a reallocated to use a different resource while remaining scheduled at the same time b rescheduled to a different time using the same resource or c rescheduled to a different time where it would be allocated different resources Ref 3041 24 Copyright Scientia Ltd 2010 Enterprise Timetabler Moyeable Activities Activities blocking ACC104 Lec O1 From being scheduled at 09 30 on Monday Rescheduling
73. blank Activities seme hembien seve oc Allocated Staff Name Allocated Location Name Required Location N Request St Request Deny Text mm Ej Acc104 Lec 01 Auditing Accounts Lecture Foster D CLT 12 Confirmed m Ej ACC104 Sem 01 Auditing Accounts Seminar Foster D CSR 25 Confirmed B amp ACC b bams lan Accounts Seminar Foster D DCL 01 DCL 01 Confirmed Do xcciosseni0s ring acounts semnar I ostero O paor ones Room beng refire m ACC104 Sem 04 Auditing Accounts Seminar Foster D CSR 25 Confirmed m ACC104 Sem 05 Auditing Accounts Seminar Foster D CSR 25 Confirmed oL 4 7 Lo Figure 139 Denied request In this case the user who made the request would need to select a different room Ref 3041 83 Copyright Scientia Ltd 2010 Enterprise Timetabler 9 Configuration Filtering amp Searching 9 1 Personalisation of the Menu Bar amp Toolbar Selecting the down arrow at the right hand end of each toolbar will open short menus which allow the user to personalize each toolbar a eHe i a lea oo Bie Main Toolbar F 10 15 A el Customize 22 2 2 44 a NN 44 4 a F Figure 140 Tool bar Using the Main Toolbar selection icons can be added or existing icons removed Writeback 5 Refresh amp Goto S a Request Mode A Constraint Breaking Mode Yariant Mode Reset Toolbar Figure 141 Icon selection Using the Customize selection the view presented can be changed to suit the n
74. blue diamonds Master timetable grid with a drag and drop capability Click and drag capability to extend the duration of activities More advanced filtering and sorting of object lists Capability to customise the content of the timetable grid Printing from the timetable grid Allows Full or Request permissions to change scheduling and resources in multi user mode Allows Problem Waivers Users upgrading from Syllabus Plus 3 x will be used to viewing a timetable for a single week In order to see timetables that cover multiple weeks a print previe would be required Enterprise Timetabler allows multiple week timetables to be viewed on screen Edits to activities can be applied to all default mode or some Activity Variant mode of their weeks 1 2 Full amp Request Permissions When operating in a multi user environment users of Enterprise Timetabler may be given different levels of allocation permission for different resources Each user may have No permission Full permission or Request permission for the allocation of each resource Details of individual users and their allocation permissions are contained within a database using the Authorisation Manager software Ref 3041 1 Copyright Scientia Ltd 2010 Enterprise Timetabler lf the user has No permission to a resource then the resource will not be visible to the user When viewing the timetable from a Location perspective for example the user will not see
75. bols shown in the illustration below e A AAA aa ale ICE A N saara ar aa T _ aaa E aaa L Combined Timetable Master Timetable Resources DO A A A 30 Bi il rrF ji i a 1 6 B Elda RA Feo pros A NS Personnel 1 fi NYQHair2 Networks 2 Name an aM i tratay _ Ni Programmingi L 01 Program Pr HAN Programmingi P O1 Program Pr mo A E Programming1 P 02 Programming1 P 03 Program Pr Programming1 T O1 Program Pr Programming1 T 02 Program feed p 4 4 Record 3 of 7 gt vo mn mele ES p n El Tuedday Wed esday Connected to Scientia College captain full scientia com Figure 157 Positioning guides Dragging the element to either of the symbols indicated in the illustration below will invoke the blue shaded area indicating the final position of the element In the example below the Views Pane is to be positioned on the left side of the screen Ref 3041 96 Copyright Scientia Ltd 2010 Enterprise Timetabler die Enterprise Timetabler A Enterprise Timetabler ole eot _neates ay Toos te oord File Edit Timetables Activity _ Tools Help 15 E 17 18 19 30 ls 20 foo jso joo 30 E s mag p a a a Master T able Resources y J de 10 b 5 oo 30 30 o0 Progro eee AS Ji Ly li Maa A Soe mt TTT T E ie ri Si ii Bi a Activities O O lara Program Pr LORA
76. by al A Soar peers Suggested Days Suggested Start Time Suggested End Wf Audit W Day Time Wf Weeks Time Scheduled Days Scheduled Start Time and Suggested Days Scheduled End Time Mon Tue Wed Thu Fri Sat ae ieee ee me le rr For Suggested Days and Scheduled Days multiple All of selection of days is allowed If more than one day is None of selected then the Any of and All of options allow different interpretations of the selection to find activities that match any of the selected days or all of the selected days in other words activities with in week repetition e Any of Suggested Start Time Exactly Between wai The Suggested Times and Scheduled Times can also be matched to an exact start time or a range using the Suggested End Time Between option Exactly Between _ None Scheduled Start Time Scheduled End Time Figure 145 Day Time tab 9 2 3 Week Tab Categories Resources General Using the Week tab activities can be filtered by lt T Audit F weeks Teaching Weeks Teaching weeks Activities can be filtered by week pattern in 3 ways to find activities that a exactly match the specified m Be a ke week pattern b are contained within the specified _ Contained within week pattern fos week pattern having no weeks outside of it or c _ Overlapping with week pattern cl i have some overlap with the pattern 8 Exactly
77. cted activity ies to additional tags If the user selects tags from the list of tags presented the existing tag association of the activity ies will be overwritten so that they will become associated with the selected and only the selected tags If the user types the name of a tag in the field labelled And add to then the activity ies will be associated with that tag in addition to any tags with which they are already associated 2 8 Saving layout and filtering Once the user has achieved a layout of columns and filter settings that suits a particular purpose the configuration can be saved under a user defined name for retrieval at a later stage This makes it easy for the user to switch between different configurations depending on the task being undertaken 2 8 1 Saving To save the current layout of columns and the currently applied filter the user can right click on the header row of either the object list or the activity list and F select Save Layout from the menu as shown eal Sort Ascending El Sort Descending Clear Sorting E Group By Box A Column Chooser ka Best Fit T Ma Filter Editor Best Fit all columns Default Alignment F The user will then be prompted to enter a name to identify the saved layout The name should be a unique alphanumeric identifier If the user enters a name that has already been used to save a layout they will be aske
78. d by clicking on the a icon to enable Request Mode In this instance the Timetable grid will change to display amber triangles where the activity can be rescheduled but with a Request generated for the use of the Location resource Ref 3041 78 Copyright Scientia Ltd 2010 Enterprise Timetabler Foster O CSR 25 Foster D CSR 25 Foster D CSR 25 we 4 3 7 Dm 1 1 20 x 0 Coat Tatai Master Tmetable Resources ia ACC104 SemiDl ADO ACCIO Semi n po dee de pao L je oe a p3dta odo Franaa Theory amp Practce of Taxation F Sin ts ACT IOW ect 2 Manegng Intemstoral Trede su Accountancy Dissertabon 40 Credits e d Advanced Accounting Theory rd J Sines ACCIO Seme E 104 5455 International Money amp Finance Franda Strategy A aye SS Principles of Ineurance jr Connected to Lakeland university amp ME a Request Mode Figure 130 Request mode If the activity is rescheduled and the Request status column has been included in the Activity spreadsheet then the entry in that column will indicate that although the activity is scheduled there is a pending request for one or more resources Modules f Mkd ACC101 Base Accountancy i ACC1O2 Accountancy Exucs laccio3 accountancy amp the Law e ACC105 Cakulating Tax Returns Corporate Accounts Corporate Finance Accounts Admristrabon Financial Management Franda Reporting U Q
79. d size is checked by default and indicates that the planned size should be used when searching for available locations or automatically allocating a location If the user unchecks the box then the real size of the activity will be used instead See section 3 1 9 for an explanation of real size Ref 3041 31 Copyright Scientia Ltd 2010 Enterprise Timetabler 3 1 Activity Zone If the user does not set the zone for the activity then its location requirements may be satisfied by a location in any zone If the user specifies a zone then a location will only be deemed suitable for the activity if it is in the specified zone or one of the descendants of that zone zones are hierarchical The user may select from any existing zone using the dropdown list but may not create additional zones that is a function of Enterprise Desktop Reference Data Manager 3 1 8 Activity Module Department Course Programme and Template If the activity is to be associated with a module then it should be created from the module view In that case the activity will automatically be linked to the module It will inherit its department from that of the module and will be associated with any course or programme with which the module is associated If the activity was generated from an activity template then the name of the template will also be shown The user is not able to change any of the fields described in this section they are displayed for information
80. d whether they wish to overwrite the existing named layout Align Left Align Centre Align Right O Cancel Save Layout Figure 26 Saving a layout Ref 3041 12 Copyright Scientia Ltd 2010 Enterprise Timetabler 2 8 2 Restoring Once the user has saved layouts two additional options will appear on the menu that is invoked from the right mouse button The first of these allows the user to restore a saved layout When selected the user is prompted with a list of previously saved layouts to select from 2 8 3 Deleting Once saved layouts exist the user will also have the option to delete saved layouts Selecting this option will present the user with a list of the previously saved layouts Selecting one of these will delete the saved layout from the list 2 9 Week Pattern Bar The Week Pattern bar is located below the Activities spreadsheet and directly above the Timetable grid The current week as determined by the internal clock of the client machine is indicated by the yellow marker eek 2 9 1 Object s Viewed Weeks When an object is selected in the Views Pane the bar will generally reflect the union of the weeks of the activities of the object selected In other words you will be viewing all of the weeks in which any activity is scheduled for that object Weeks that are currently in view are shaded light grey In the case where the selected object is a module the selected weeks w
81. de how the suffix of each copy is to be constructed There is a choice of using an alphabetical character or a number If the user chooses a character based suffix then they can decide whether the character should be upper or lower case and define the starting character used for the first copy additional copies will increment from this point If the user selects a numerical suffix the they can decide how many digits should be used as well as the starting number used for the first copy If the user clicks the Create button then the specified number of copies will be created using the naming rules defined as a one off operation the values will not be remembered If the user clicks the Save button then the specified number of copies and the naming rules will be remembered as the users preferred method for the copy operation any time the user invokes the copy function from then onwards the saved values will be used to determine how the copy function will behave The Cancel button will close the window without making copies or saving changes Ref 3041 40 Copyright Scientia Ltd 2010 Enterprise Timetabler 3 8 1 Copying a Scheduled Activity to Another Time The user can make a single copy of an already scheduled activity by holding down the Shift key while performing a drag and drop operation on the activity The newly created activity will be identical to the original except that it will have a different scheduled day time as a result of
82. dentSet Business Year 1 13 Sele cf l BEE H Module Business Organisations 1 i 30 35 40 45 50 1 5 10 5 20 25 30 i a ror DE BU OU 6B eee A he E oh 1 A Combined Timetable 8 9 ls 11 12 13 14 15 16 17 ls is ls JAM jso foo jso oo jso joo jso fem jso joo jso joo jso joo jso foo 30 joo jso joo jao joo 30 le lo lo lo lo lo lo lo EHETE tie le le le le le lo lo lo lo l ls lo le le lo lo lo lo le lo lo riariclo le le lo e lo lo lo lo lo lall le le lo le lo lo lo lo lo lo lo lo lo le Mi de lo lo lo lo Jcle le lo e le lo lo e lo e lo lo lolo lolo lo lo lo lo lo lo lo lo lo JeioJejo lo lo lo lo lo lo lo lo lo lo lo lo lo lo lo lo lo lo lo lo lo Mo Tu Fri Th We a Figure 163 Multiple timetables in cascade view With four timetables to be displayed Tile Horizontally and Tile Vertically would appear the same Using two timetables the difference can be clearly seen ise Timetabler B ee r A a id 8 8 j Combined Timetable Master Tmetabie Resources 9 10 11 A o lo jo lo po s po Pa jo loo po o a 3 lo le le ESERE le le le le lo leo le le 50 14 15 6 17 18 19 fT o f D oo D 20 0 00 D 00 120 00 30 00 3 j lo iio e lo lo lo lo o io lo lo lo io i le 6 6 6 6 6 6 i e le le e e e ie 6 at 5 gt e e le le le le le le le je le le lo PERRAS Jo le le le le A AA Ea
83. e 160 Tabbed display There are too many variations available to give examples of all the positioning possibilities and it is therefore recommended that the user experiments with various combinations until their preferred layout is achieved Default positions can be reset using Tools Reset Layout Ref 3041 98 Copyright Scientia Ltd 2010 Enterprise Timetabler 11 4Viewing Multiple Timetables Within Enterprise Timetabler it is also possible to view multiple timetable grids in a variety of ways Selecting Timetable Add Timetable will superimpose a new timetable grid on top of the existing timetable A different object type can then be selected for the new timetable This process can be repeated until the required number of timetables has been created Each new timetable is listed in the Timetables drop down menu In this example there are four timetables one each for Module Staff New Timetable Location and Student Set The Student Set timetable is ticked so is Use Tabbed Interface currently on view Cascade Tie Horizontally The user can select which timetable they wish to view from this menu j Tile Vertically 1 Module BS103 2 Staff Member Corbett D 3 Location CSR 12 4 Student Set BusY 1 01 Figure 161 Timetable menu Alternatively the user can change the view that appears in the Timetable grid by selecting one of the menu items at the top of the list The option Use Tabbed Interface places an addition
84. e Activity and Create Activity Suggested Time Co ombined Timetable Master Timetable Resources Multi view Timetable 8 ls BS101 Tut pie rra 1 heP OD 19 nm et A ll E 1 8 o OD BS101 Lec 01 ul An o Y 19 e Activity Cots gt J gt Oo 1 h DP 19 Figure 71 Creating a scheduled activity gt 3 cz 3 2 3 E 2 gt 3 Z E ay Friday Selecting Create Activity will open an Activity Editor window and the details of the activity can be inserted into the relevant fields in the Activity Editor Clicking on the OK button will create an activity with the default period length scheduled at the selected point on the Timetable grid If the option Create Activity Suggested Time is selected the effect is the same except that the day and time will be interpreted as a suggested day and time for the activity The suggested day and time for an activity is independent of the day and time when it is actually scheduled The advantage of applying a suggested day and time is that it will be remembered even if the activity is later unscheduled at which point the scheduled day and time will be lost It can be applied as a hard or soft constraint when scheduling activities automatically An activity that is scheduled at a time other than its suggested day time is deemed to have a scheduling problem There will be no resources attached to the new activity unless it was created from the vi
85. e Views Pane and the selected locations are listed down the left hand side of the grid The grid is formatted horizontally by day and time with movement across the days facilitated by the scroll bar below the grid Selecting a particular activity when in the Master Timetable view will change the view so that blue diamonds give an indication of where the activity could be rescheduled across the selected rooms Enterprise Timetabler Location CSR 01 CSR M4 CSR 11 GSR 12 C File Edit Timetables Activity Resources Requests Tools Help ANEMIA TE Views Activities Locations J Description Scheduled BUS208 Sem 02 Small Business Issues Seminar 5PLUSC1BO3F ME BUS208 Sem 03 Small Business Issues Seminar SPLUSC1B041 Small Business Issues Seminar SPLUSC1BO45 Small Business Issues Seminar 5PLUSC1B047 Ed 20 41 DD 1 5 10 15 A ajajajaja 9 9 9 4 4 a LOI Maja ja Combined Timetable Master Timetable 30 35 40 CSR Meee BUS206 BUS106 Sem 04 Sem 02 i E CSR 04 J CSR 11 Pending Requests out Sa Pending Requests in E Bookings J amp Connected to Lakeland University amp Localiser Figure 43 Master view with activity selected Ref 3041 19 Copyright Scientia Ltd 2010 Enterprise Timetabler 2 10 3 Resource Editor The Resource Editor is used exclusively for activities The tab details the resources associated with each activity and is
86. e list of filtered activities Pending Requests in In the Activity Spreadsheet the Activity will now appear differently The Request Status column will change to Confirmed and the Allocated Location column will show the required room i m E ACCIN4 Lec 01 Auditing Accounts Lecture Foster D CLT 12 m ACC104 Sem 01 Auditing Accounts Seminar Foster D CSR 25 Confirmed Gs ACC104 Sem 02 4 Auditing Accounts Seminar O B Fee fk ssf ooo o o Confirmed m ACC104 Sem 03 Auditing Accounts Seminar Foster D m El ACC104f5em 04 Auditing Accounts Seminar Foster D E ACC104 Sem 05 Auditing Accounts Seminar Foster D Jia 3 7 Cr Jl Confirmed DCL 01 Pending CSR 25 CSR 25 Confirmed Confirmed Figure 137 Granted request Granting the Request will also resolve the Deferred Resourcing problem 8 5 Denying a Request Request Deny Text FA The user also has the capability to deny a request Selecting a TT Deny Request from the Requests drop down menu will open a small window inviting the user to give a reason for denying the request Clicking the OK button will open a second small window confirming the denying of the request Figure 138 Denying a request Ref 3041 82 Copyright Scientia Ltd 2010 Enterprise Timetabler In the Activity Spreadsheet the Request Status column will change to Denied the Request Deny Text column will be populated with the entered text and the Allocated Location column will remain
87. e switch turning constraint breaking mode on or off When the user is in constraint breaking mode this warning symbol A Constraint Breaking Mode yy appear in the status bar at the bottom of the ET window While in constraint breaking mode selected constraints will be disabled allowing the user to deliberately create scheduling problems 6 2 Selecting constraints to break The user if authorised to do so can select which constraints will be broken when in constraint breaking mode By selecting Tools Constraints from the menu the user will be presented with a window like this Ref 3041 67 Copyright Scientia Ltd 2010 Enterprise Timetabler Apply Constraint Always Usually Avoid Double Booking Constraint Student Set Location Staff Member Equipment Item Time Constraints Free Block Maximum Hours Maximum Work Span Resource Break Activity Constraints Sequencing Same Time Suggested Time Other Constraints Avoid Concurrency Travel OK Cancel Figure 115 Constraints If the user does not have permission to break any of the constraints listed the controls relating to that constraint will be greyed out For each constraint the user has permission to break there are 3 radio buttons allowing the user to select how that constraint should be applied The options are to apply the constraint Always Usually or Never 6 2 1 Always If the user chooses to apply the const
88. ecting many possible solutions to the scheduling problem in order to report back the viab ones For example if there are 3 days 6 periods 5 locations and 3 staff that might satisfy the requirements of the activity then 270 permutations of day time resource must be checked 4 1 7 Activity Variants When the user enters variant mode and selects a subset of weeks the Resource Editor will search for solutions for the selected weeks only The solution will be applied to a new variant activity representing the selected weeks and a second variant will be created to represent the unchanged weeks Ref 3041 58 Copyright Scientia Ltd 2010 Enterprise Timetabler 4 1 8 Activities with In week repetition This is a special case and causes the day controls to behave slightly differently As there is no such concept as a wildcarded multi day activity where more than one day is shown as suggested in the requirements column the selected days are passed through to the search rather than the range as is normal The days will also appear as selected in the resulting available days list When a single day is suggested you can change the Suggested Day by selecting an alternative in the available days list this changes the allocated day and the Suggested Day if there is one The only way to change multiple Suggested Days however is in the requirements column because yRX FDQ W DVN WKH scheduling engine to search for X available days where X is greater
89. ed day time 3 8 Creating Copies of Activities If the user wishes to create additional activities that are similar to an activity that already exists then it may be quicker to create copies of existing activities and edit them rather than creating new activities from scratch The user can control the behaviour of the copy function using the Configure option from the Activity Copy Activities menu E Show Multi view Timetable for Activity Generate Another Activity Create Activity Jointly Taught Activity Figure 73 Configure copy activities Selecting this option will open the Copy Configuration window as shown below Ref 3041 39 Copyright Scientia Ltd 2010 Enterprise Timetabler Separator Suffix e Character 8 A Z C Number O az Figure 74 Copy configuration window The user can control the following behaviour for the copy function Number of copies The number set here dictates the number of copies of the selected activity ies that will be made when the copy function is invoked Base of the name of each copy The name of each of the copies will have a stem that can be formed from either the name of the module to which the original activity belongs the name of the original activity itself or some other text that the user enters Separator If the user ticks the Separator checkbox then they can specify a separator that will be used between the stem of the name and the suffix Suffix The user can deci
90. ed weeks in one open timetable will affect all other open timetables so that the viewed weeks are the same for all open timetables jl Cancel Figure 30 Weeks linked option Ref 3041 14 Copyright Scientia Ltd 2010 Enterprise Timetabler 2 9 5 Displaying the Activity s Weeks to be Edited Once an activity is selected the view will change to show all the weeks in which the selected activity has been scheduled to take place These weeks will be selected in grey and will have a green block in the centre indicating that the currently selected activity is scheduled in this week as shown below Figure 31 All activity weeks selected Any selection of weeks can be viewed by the user Left clicking with the mouse on a week will deselect that week right clicking with the mouse on a week will select that week only If the selected activity is dragged and dropped into a different timeslot the activity will reschedule for the entire week pattern Viewing weeks 20 21 and 22 is illustrated below 1 5 10 15 el 25 30 35 40 45 a JN jajajajajajajaja jaja ajaja jajajajajajaja a in om MAA Figure 32 Subset of activity weeks selected Where the user needs to create activity variants changing the activity resources or day time over part of the week pattern the user must make a deliberate decision and select Variant Mode from the toolbar When the user enters Variant Mode the selected weeks will nor
91. eeds of the user Customization x Customization gt Customization Toolbars Options Commands Options Toolbars Categories Commands Personalized Menus and Toolbars Y statusBar Unassigned Items A Writeback _ Always show Full menus menuBar toolBar Refresh Show Full menus after a short delay Tools Reset my usage data Options Other Print _ Large icons Description Show ScreenTips on toolbars Show shortcut keys in ScreenTips Menu animations System default Figure 142 Custom selection of toolbar functions Ref 3041 84 Copyright Scientia Ltd 2010 Enterprise Timetabler 9 2 Filtering Activities in the Views Pane Vens 5114 Comprehensive filtering of activities can be undertaken by selecting the a a e Activities object in the Views Pane The selection of Activity opens up a Audt bavime wes different style of pane i Audit The pane consists of a series of tabs that can be opened individually Each tab allows the user to filter activities by a series of different criteria Each tab may contain a combination of criteria and each criterion may have a number of options Reset Filter Apply Filter Figure 143 Activity pane Individual or combinations of filters can be chosen depending on the outcome required by the user It is important to note that when fields are unset they have no influence on the filter i e all activit
92. electing one of the named availability patterns displayed in the list on the left of the control The user of ET cannot create additional named availability patterns that is a function of Enterprise Desktop Reference Data Manager It should be noted that it is unwise to constrain the availability of the activity if the constraint should really be applied elsewhere To illustrate suppose that Activity X must be taught by Staff Member Y who is not available on Mondays or Thursdays If the activity is made unavailable on Mondays and Thursdays this constraint will remain in place even though the activity is reassigned to another member of staff If the Staff Member Y is made a preset requirement for the activity and the unavailability is applied to the staff member then the constraint will only remain in force for as long as the staff member remains a requirement of the activity 3 1 11 Activity Groups and Tags Associating activities with groups and tags is explained in section 2 7 3 1 12 Activity User Text Each activity has 5 user text fields which can be used to store additional information for which there is no specific field already It is sensible for an institution to agree a policy on the way that user text fields are used If each user is allowed to use these fields in their own way that can become very confusing for anyone looking at the data on an institution wide basis Potentially different users will use the same field for
93. en a window which Available selected allows Suitabilities to be added and removed as mem A pr i e Blackout Seminar Room req ul red Stage gt 2 Coniston Building Flat 4 Tiered ome e Interactive White Board e Data Projector lt 1 Figure 95 Editing suitabilities This control is similar to the Surtabilities tab of the Activities window in Syllabus Plus but aims to overcome the limitations of that tab In Splus all suitabilities are shown on the tab with those applied to the activity highlighted in blue Where there is a long list not all selections can be seen at once The list in ET is designed to allow t user to see only the selected suitabilities applicable to the chosen activity and the long list only becomes available if required by the user The second list in the requirements column shows the list of resources that pass the screening test for suitability In the case of Locations for example the requirements of size and zone will also be considered when the list is assembled It should be noted that the list shows the resources that are suitable without reference to availability Ref 3041 53 Copyright Scientia Ltd 2010 Enterprise Timetabler The user can manually screen the list further Clicking on this button allows the user to add or remove items from the screening list whether or not they satisfy the criteria specified by the Suitability ies list For example a user may require a Lecture T
94. er of staff may have a strong preference for teaching at certain times there may be a strong institutional preference for concentrating teaching between certain hours or for avoiding starting an activity on the half hour etc The scheduling engine considers all of these preferences and their relative importance as dictated by Scheduling Preference Strengths to determine the best time to schedule an activity The relative score of each available slot wherever there is a blue diamond is shown by a green bar relative score of each available slot wherever there is a blue diamond is shown by a green bar score will have a full height green bar and the slot s with the lowest score will have no green bar In other timeslots the green bar will be shown as a proportion of the maximum height indicating how close to best that slot is 0 a o gt m D un 3 E o D n D E hs D 0 D n 3 E FE Ref 3041 26 Copyright Scientia Ltd 2010 Enterprise Timetabler Selecting and deselecting Show Scores will turn the function on and off Combined Timetable Master Timetable Resources 8 9 10 11 12 13 14 15 16 17 18 AM 30 DO 30 D0 jao DD 30 PM jeo ls 30 ho 30 ko 30 bo 30 bo 30 00 20 Monday ACC 1 ACCI wi ERA Ea aa ee La la bh Ah V 5 4 4 ACC104 pelt eed Sem 06 ns io e eye 1 y e Y o D un 5 1 vi D 3 D gt T
95. er should consider other requirements that may narrow the choice of resource 10 2Are there specific requirements In the Booking Requirements pane the user can specify the following each of which will affect the choice of resources offered Booking requirements Name lt type here to replace the auto generated booking name gt E Host Key FSPLUS6 1FB2D Activity Type Description O D Duration Department Computing E El Booking Activities 10 2 1 Duration The duration of the activity will be considered when assessing the availability of resources As when working in normal timetabling mode blue diamonds are shown where an activity of the specified duration can start The user does not need to find sufficient consecutive blue diamonds to accommodate the duration since the duration has already been considered a single blue diamond is sufficient 10 2 2 Planned size Only locations that have a capacity large enough to accommodate the planned size of the activity will be offered 10 2 3 Department The booking activity will be deemed to belong to the selected department Only locations that belong to that department or have been shared with that department will be offered 10 2 4 Zone The activity will be deemed to take place in the selected zone and only locations that are in that zone or one of its descendants in the zone hierarchy will be offered 10 2
96. es using the normal Schedule command However because the activities could be constrained for example by complex sequencing constraints they may not all schedule successfully at first To resolve such issues the user can try the Backtrack Schedule method in order to schedule the activities Firstly the user should Unschedule the activities and then choose Backtrack Schedule either from the Activity drop down menu or using the appropriate icon on the toolbar if available Using the backtracking method the activities will schedule successfully providing there is a scheduling solution The following points should be noted by the user in relation to this operation E Because activities are scheduled in order of difficulty with the most difficult first it is possible for an activity that is Preceding in a sequencing relationship to be scheduled into a slot that later in the scheduling process does not leave sufficient time to schedule a Succeeding activity 1 Using the Backtrack Schedule method when the scheduling engine finds an activity that cannot be scheduled in the set of activities it is currently scheduling it will unschedule previously scheduled activities and retry until a solution is reached The Backtrack Schedule method works best when the scheduling problem is small in scop4Vhen scheduling a large number of activities in one operation Backtracking can take a long time since there are SO many permutations to be considered
97. ewpoint of a resource these will need to be added using the Resource Editor details of which are contained in section 4 3 7 Adding and Removing Suggested Day Time By right clicking on an activity either in the Activity Viewer or in the Timetable grid the user can invoke a menu that allows the suggested day time to be set or unset Ref 3041 38 Copyright Scientia Ltd 2010 Enterprise Timetabler Unschedule Edit Activity Edit Weeks Delete Activity Figure 72 Setting or unsetting suggested day time If an activity has no suggested day time but is scheduled then the user will have the option to Set the suggested day time The effect of selecting this option is to make the currently scheduled day time the suggested day time as well Should the activity be unscheduled the suggested day time would then be remembered If an activity already has a suggested day time the user will have the option to Unset the day time Selecting this option will leave the activity scheduled but will remove the suggested day time so that the activity can be moved without introducing a scheduling problem If multiple activities are selected when the menu is invoked then it is possible that both options will be available there may be activities both with and without suggested times among the selection In this case choosing Set or Unset will apply the change to all of the selected activities whether or not they currently have suggest
98. fication slides at both the bottom and right hand side of the grid allow the user to zoom in or out on each axis independently The zoom level will remain as selected until changed by the user Selecting an object from the Views Pane populates the Activities spreadsheet with activities related to the selected object and places scheduled activities onto the Timetable grid as shown below Ref 3041 16 Copyright Scientia Ltd 2010 Enterprise Timetabler Combined Timetable Master Timetable Resources 8 9 10 dell i2 13 14 15 16 17 18 19 AM 30 bo 20 lo E 00 E PM 30 ho 30 ho 30 ho 30 ho 30 ho 30 lo 20 lo 20 ACC104 ACC104 Sem 01 Sem 04 ACTIOAA ec 01 ACC104 ACC104 Sem 03 S 0 ACC1047 ACC104 Sem 06 Sem 02 0 a o 0 D un o 3 un o c D o cy D an 2 E E 4 Saturday Friday o Figure 38 Timetable grid displaying activities When no activity is selected the user may personalize the display to show start times or not by toggling on or off the Show Start Times icon on the toolbar When Show Start Times is on blue diamonds will indicate slots where a new activity could be created for the selected object without breaking any constraints as shown below The duration of the activity to be created can be determined using the Default Period Length drop down menu on the toolbar Combined Timetable Master Timetable Resources amp 9 10 11 12 13 14 S 16 17 18 19
99. from many locations the number of permutations to be checked will be very large and checking will introduce a noticeable delay when such an activity is selected If the user prefers not to conduct the exhaustive check of permutations they may unset the option The consequence will be that the scheduling engine will return blue diamonds more rapidly but may indicate that an activity can be scheduled at a slot that is not viable because staff or students have insufficient travel time to get to the location s available at that slot 5 5 3 Double book With the double book option selected against any of the resource types the scheduling engine will double book that resource type if necessary to schedule the activity Enabling this option for locations for example would enable two users to schedule activities with a preset requirement for Ref 3041 65 Copyright Scientia Ltd 2010 Enterprise Timetabler the same location at the same time creating a double booking problem rather than the scheduling engine refusing to schedule one of the activities 5 5 4 Under resource If the user selects the Under Resource option the scheduling engine will handle a potential conflict differently Two activities that both require the same resource can now be scheduled concurrently but instead of double booking the resource one of the activities with be scheduled with an under resourcing problem The engine recognises that the resource is a requirement that ha
100. g Same time Tai a e 35 PIGUIE GS SDECITYING the Ya Prisa o O 35 Figure 69 Senequling AM ACUVILY Manu ll Vic iia aa A AAA AA ise i si RANA nein at vse ALA TALARA 36 Figure 70 Schedule Special WINdOW iucuiminidaria arta lid EAT ba AA AAA A RIA AA A a A A LA be 37 Figure 7 Creating a scheduled ACUM Vai A A A AAA AAA AR AAA A mals 38 Figure 72 Setting or unsetting Suggested Gay times ici nn nnnnnnnn nenun nnmnnn nn nn nnnn nnnm n nenn nn nennen 39 FIgure 73 Contigure cOPY ACUVIOS aida aaa A A A A A A O A ida 39 Figure 74 COPY Configuration WINDOW ii aa 40 Figure 79 Extending durat OM isco tee fected A A AA A ii 41 Figure 76 USINO click and drag to FreSCNeOGUI eG nsii aaa aaa Aa adda sowie teu teuwebesbaieawiss halved bows AN ania aa Aa isa aiaia aa ees 42 Figure 77 Timetable Grid in variant Modems a dsd 43 Figure 78 Activity Variant after rescheduling iicccaiiie diesctsaesauvnaouwwenradewerdacuns aaan iaaa aaa udidelecteuavesu cau A AA A AAA A 43 Figure 79 Timetable grid showing two variant activities cccoonnnniconnnnncconnnncncnnnnconennn ronca nn nena ae eeeeaeeaseeaaaaeeeeeasaeeeeaaaeeeeaaaeeeeeaseeesaenseeseeennenss 44 Figure S0 ACUM ii E A AAA E AAA AA AS AAA AAA nets ves Seals ace AAA AAA ATA eee 45 Figure gt Opthons Tai aria ni ii a AA A A A A A A A E 45 Figure 62 Jointly Taught Activities WN A a A A waaina akri 46 Figure 53 MOGUIC SECO MS iia 46 Figure 94 Jonty taUugne Child A a aia 47 Figure 55 Multple activities Select nido iodo
101. gle display of start times figure that follows is default activity duration Show free busy times as lla E Show activity name only Show activity details lt ga Edit activity layout Toggle filter mode Toggle booking mode Confirm booking Cancel booking Toggle display of waived problems Each of the toolbars can be personalised using the Add remove items button This allows menu items to be added or removed as toolbar items In addition the toolbars can be repositioned as required by dragging them using the left hand end Ref 3041 4 Copyright Scientia Ltd 2010 Enterprise Timetabler 2 3 Views Pane The Views Pane enables the user to choose which object type they wish to view In the illustration shown the currently viewed object type is Modules Basic Accountancy Accountancy Ethics Accountancy amp the Law Auditing Accounts Calculating Tax Returns Corporate Accounts Corporate Finance Accounts Administration Financial Management Financial Reporting Management Accounting Financial Decisions Accounting Software Accounting amp Society Financial Environment Theory amp Practice of T Financial Statements M aul JE 4 253 CJ Figure 3 Object view modules Clicking on the L symbol to the right of the box will open a drop down menu from which other object types can be selected Modules Activity Filter Activity Templates Courses Locations Programmes Of Study
102. he Print SPONS window where the user can determine whether to include headers footers ggi Header Preview E Footer E GroupFooter HorzLines VertLines iP Filterinfo 7 Details Figure 122 Print options window Ref 3041 13 Copyright Scientia Ltd 2010 Enterprise Timetabler Selecting the Behaviour tab will allow the user to decide which rows of data are included in the printout Scheduling problems are grouped by problem type and the problem window itself gives the user the option to expand or collapse each group Options l Behavior e 3 AutoWidth re da aa Poni L E ae Selecting All Groups under the Expand section of the tab will expand all the groups in the printout whether or not they are expanded in the problems filter Figure 123 Print options behaviour When All Groups is not selected then only those groups that were expanded by the user in the problems filter will be expanded in the printout 7 3 Waiving Scheduling Problem To Waive a problem the user can select Waive Problem from the Actions drop down menu The user will be prompted to enter a reason for the Waiver This should be text that explains why the Scheduling Problem can be overlooked Reason for Waiver Capacity of room within acceptable limits for the activity size Figure 124 Reason for waiver To see existing Waivers the user can open the Waivers section of the Status tab of the Activity Filter This is achieved by
103. he Status palette This will filter the activities to show those with requests pending against them When an individual activity in the pending state is selected the user can select Grant Request from the Requests drop down menu Using this function will automatically allocate a resource that satisfies the requirements of the activity If the user did not select a specific resource preset then the scheduling engine will make a wildcard allocation The function is not available when more than one activity is selected Ref 3041 81 Copyright Scientia Ltd 2010 Enterprise Timetabler To exercise greater control over the allocation of resource in response to a request the user may use the Resource tab to allocate resources manually selecting a resource that will satisfy the requirement hi eee Actiwty ore id CXICIENES 1 Is G Y getremen Activity Y Qeny Request Audit Day time weeks Mo acctoasemitz ausan Categories Resources Y Status Gereral 16 ACCIOA SEm 02 A l Acuity Status Combined Timetable Master Tmetab e Resources u m e m e m start Figure 136 Granting a request Granting the request will open a window confirming the action Clicking OK will complete the process The Activity will then disappear from th
104. heatre with blackout but not Lecture Theatre X The lecture theatre could be removed from the list manually When the user creates a custom screening list in this way the selected suitabilities are removed since they are no longer an accurate representation of the requirements of the activity 4 1 2 Defining a requirement for fixed resources The user may also indicate that the resource requirement is fixed or preset by selecting resources directly from the list 4 If one or more items are selected then the number required control 1 will be greyed out and set to the number of resources selected from the list To change the requirement without making further changes to the activity click the SRHE neauISInen If the activity is currently unscheduled the requirement will be changed and will now become a Scheduling constraint Blue diamonds will only show at time slots where the requirements can be met If the activity is currently scheduled the selected resource will be allocated as well as becoming a requirement for the activity Working this way forces the allocation regardless of the availability of the resource at the required time so has the potential to create a double booking of that resource If a double booking is created this will appear in the Status panel as an additional Scheduling Problem 4 1 3 Available Column Having defined the requirements clicking on the search button at the bottom of the Resource Editor w
105. hursda Saturday Friday w Figure 57 Timetable grid showing relative scores 2 11 7 Class View Vertically Selecting Orientate Vertically allows the axes of the Timetable grid to be changed so that timetables can be viewed vertically instead of horizontally The menu item allows the user to toggle between the two settings Combined Timetable Master Timetable Resources Monday Tuesday Wednesday Thursday Friday co ra m D o ACT1 eS em 06 H Ry op nN e o DI sl ol ca o wo ee fees fe E NN _ K C FFF K A AAA ACC10475em202 Hj H b ofa aofa ssas Figure 58 Timetable grid vertical orientation 2 12Status Pane The Status pane allows the user to undertake quick filters of activities by the criteria listed Selecting one of the buttons will change the Views Pane to the Activity object which contains a series of filters and automatically select the required filter raise B Peras o ee Bookings Figure 59 Status pane Ref 3041 21 Copyright Scientia Ltd 2010 Enterprise Timetabler Clicking on the Scheduling Problems button will filter activities to show in the Activities soreadsheet only those activities that have scheduling problems Clicking on the dropdown arrow to the right of the button will give access to the filter options as shown below Figure 60 Filter options This allows the user to define their preferred view of the problems
106. i CMP206 Software Design CMP207 Internet Programming CMP208 System Applications CMP301 Computing Dissertation E ined CMP302 Network Planning amp D El 4 80 253 M Status Scheduling Problems Thursday Wednesd Tuesday Monday Pending Requests out Pending Requests in Friday l Bookings R E Connected to Lakeland University 2 LocalUser A Connected to Lakeland University Figure 69 Scheduling an activity manually Note that the activity schedules across the entire week pattern 3 4 Schedule special The normal schedule operation will attempt to schedule the activity at a specified day time and with allocated resources that satisfy the activity s requirements If the user wishes to schedule in such a way that only some of the required resources are allocated or wishes to allocate resources without changing the scheduled day time then this can be done using the Schedule Special function from the Scheduling menu Selecting this option will open a window like this Ref 3041 36 Copyright Scientia Ltd 2010 Enterprise Timetabler Schedule Special Resources to Schedule _ Student Sets _ Staff Locations a Equipment _ Pooled Resources Figure 70 Schedule special window The user should select by ticking those resources that they wish to be allocated If the activity
107. ies An alternative approach is to create a timetable view perhaps by selecting multiple modules from the object list that allow the user to see all of the activities that should be jointly taught The activities can all be selected by holding down the Ctrl key while clicking on multiple activities Ref 3041 47 Copyright Scientia Ltd 2010 Enterprise Timetabler Views Ele sin Mame a m E ACIOAFT Sem 02 5PLUSF64AC0 Auditing Accounts Seminar 2 m ACAOUFT Mm AC1O1PT _ E E ACIO2 PT m ACIO3 FT Em AC103 PT m ACIOMFT ACID WPT aci05 T m AC LOST gt A E ACI06 PT m ACIO7 FT m ACIOHFTI Sem 03 SPLUSFA4AC2 Auditing Accounts Seminar m E ACIO6 FT Lec 01 FSPLUSF64ACC Corporate Accounts Lecture EA Corporate Accounts Tutorial mm El ACOS Ti Tuto FSPLUSF64ADO Corporate Accounts Tutorial pr H ACIO6 FT Tut o3 FSPLUSF64AD2 Corporate Accounts Tutorial JE 112 gt m Activities i 5 10 15 Combined Timetable Master Timetable Resources Multi view Timetable 10 11 AM 30 00 30 AC102 FT Sem03 act07 PT AC108 FT AC108 PT _ B5101 B5102 B5103 B5104 B5105 E Figure 85 Multiple activities selected Selecting the Jointly Taught Activities option from the Actions menu while in this state will open the window with all the selected activities ready to be joined The user should select which of the activities will be primary and the construction rules in the options t
108. ies will be included in the filtered set If multiple fields are set then the filter results are obtained by a logical AND of all the criteria i e an activity must match all of the set fields to be included in the filtered set Each of the tabs is illustrated and described below 9 2 1 Audit Tab Categories Resources status General The Audit tab allows the user to filter activities by the time Yat DayfTime weeks according to the PC clock when the action of scheduling was 4 Audit carried out Action by In addition the user can filter on the user name of the person who scheduled the activity and using radio buttons whether that scheduling was done automatically or manually 2 Any C Automatica _ Manually Today O In the last month O Yesterday O Define dates The time can be specified using one of a set of short cuts to find In the last week activities scheduled Today Yesterday In the last week or In the last month More specific times can be defined by using the Define dates option This allows the user to specify a range of dates for the search From to Define times between and AAA It is also possible to filter on the basis of the time in the day when Figure 144 Audit tab scheduling took place A range of times can be specified Ref 3041 85 Copyright Scientia Ltd 2010 Enterprise Timetabler 9 2 2 Day Time Tab E m 227 Under the Day Time tab activities can be filtered
109. ility across all the rooms for the whole week Remember the room which the activity is being transferred to must be both available and suitable If for example the room is too small or not suitable there will be no blue diamonds showing and the slots will be greyed out Ref 3041 49 Copyright Scientia Ltd 2010 Enterprise Timetabler The activity can be dragged using the mouse and dropped into an available timeslot in any of the selected locations Combined Timetable Master Timetable Resources Tuesday Wednesday g CSR 01 BUS BUSI 0575e 06 5e m 04 m O02 da a t A k y z E T E y E 3 7 a TERR emmm E CSR 03 BUS BUS20 A 08 Se 5 Sen m 04 05 M csRo4 ACC301 Desl2 Palena F Figure 88 Drag and drop to change resource allocation The activity will then move from the allocated location to the new location for the entire allocated week pattern If the activity is to be relocated for one week only or a combination of weeks the user would carry out the same process using Variant Mode and ensuring that the correct weeks were selected and deselected as appropriate Dragging and dropping with a limited selection of weeks will then create Activity Variants This capability is unlike any of the processes available within Syllabus Plus with the closest comparison being Master Timetable printouts in the Syllabus Plus printing system There are numerous uses for this process in particular the need to
110. ill activate the third column show available time resource list Location 1 E In these groups and in this list _ Keep Name gt CSR 02 CSR 11 CSR 14 Name Name Seminar Room CSR 01 2 Coniston Building CSR 02 CSR 03 CSR 04 KL BWI Figure 96 Available resources This column takes the range of the list 4 as the basis for the search regardless of the selection The assumption is that the user is searching for all suitable and available resources so any preset requirement can be ignored for the purpose of the search The show available time resource list shows the resources that are suitable and available at the time at which the ES IS scheduled The user can select any resource from the show available time resource list and Where the currently allocated resource is preset the allocation of a different resource from the available resource list will replace the preset resource so that requirement and allocation are both changed If the original resource was not preset the new resource is allocated as a wildcard resource In this case the requirement is not changed Ref 3041 54 Copyright Scientia Ltd 2010 Enterprise Timetabler The current allocation column of the editor will update to show the newly allocated resource s 4 1 4 Flex Location with Time Clicking on the Search button at the bottom of the Resource Editor to activate the available time resource list may reveal a position where n
111. ill reflect the week pattern of the module Weeks outside of the module week pattern are shaded dark grey as shown below Figure 28 Week bar in module view 2 9 2 Refining the Object s Viewed Weeks Weeks can be deselected by left clicking on them with the mouse When a week is deselected the grey shading disappears To select a single week right click with the mouse on the required week To view a timetable over a number of weeks click and drag the mouse along the week bar Each week over which the mouse passes will be selected or if you start by clicking on a selected week deselected Ref 3041 13 Copyright Scientia Ltd 2010 Enterprise Timetabler A right click above the week bar gives access to a number of short cuts to week selection as shown below ae Select All Weeks Select Next Week Select Next Week Onwards Week Pattern Clear Selected Figure 29 Week selection options Choosing Select All Weeks will select all the weeks in which the currently selected activity is scheduled If no activity is selected then no weeks will be selected Choosing Select Next Week will select the next week in which the currently selected activity is scheduled The definition of next is based on the system date of the client machine Choosing Select Next Week Onwards will select all of the weeks in which the activity is scheduled from the next week based on the system date onwards The Week Pattern option allows the user to select
112. intact Ref 3041 51 Copyright Scientia Ltd 2010 Enterprise Timetabler 4 Using the Resource Editor The Combined and Master timetable tabs both allow the editing of activities using drag and drop operations but with limited control over resource allocation The Combined timetable will show a blue diamond indicating that the selected activity can be moved to a different timeslot and provided the resources are preset nothing will change However where the resources are wildcarded there is no guarantee that changing a timeslot will not change the location the staff member or the items of equipment allocated to the activity The Resource Editor allows the user greater control over scheduling changes and resource allocation The user must first select the activity they wish to edit and then select the Resource Editor Combined Timetable if Master Timetable Resources ACC108 Sem 01 Requirements Current Day Thursday Keep Location Foster D Keep Equipment Keep Figure 92 Resource tab When the tab is opened the Keep tickboxes have ticks against the scheduled Day and Time and the activity resources Location Staff and Equipment The user must choose which aspect of the activity or combination of aspects they wish to edit If for example the user wishes to adjust only the location the user starts by unticking the Keep tickbox against Location The Location section will then open up t
113. ion Host Key Planned Size Size User Text 1 User Text 2 User Text 3 User Text 4 User Text 5 Department Course Figure 17 Filter properties Ref 3041 9 Copyright Scientia Ltd 2010 Enterprise Timetabler And Clicking on Begins with opens another menu window allowing a choice of filtering conditions Equals Does not equal gt Is greater than gt Is greater than or equal to lt Is less than amp Ts less than or equal to A Is between a Is not between abe Contains acb Does not contain Elb Begins with ble Ends with axe Is like axe Is not like O Is blank Is not blank oe Ts any of Is none of Figure 18 Filter conditions Clicking on the symbol allows multiple filtering conditions to be Use the Insert or Add key And OL Figure 19 Adding a condition Clicking on the symbol removes the relevant ES Filter Builder ig filtering condition And Use the Delete or Subtract key Name Begins with 5 Removes this condition Id Begins with enter a value 314 Figure 20 Removing a condition 2 6 Activities Spreadsheet The Activities pane blank in the opening screen is located horizontally across the top part of the timetabler The pane is used to show the activities related to objects selected from the Views Pane Selecting an object from the Views Pane will populate an Activities spreadsheet The illustra
114. l tap A a A a a adios 88 Figure 191 BOOKING MOE sissi A a 90 Figure 152 BOOKING TEAUNEMENIS ia a a a 91 Fig re 133 BOOKING Proposed anean aaa EEEE EAA AAA E AAAA EAEE ESERE AE 92 Figure 154 Panes UA DIANA A e a a eee i aree ees 94 Figure 155 ACCESSING an Unpimned pahe A A A eases A E A A NAT EA 95 Figure 156 Floating elemenl S anona a E A Aia ROS 95 Figure 157 Positioning gudes ssai E aa a E AE E AAE AA EOE a S E ASSET EE n N 96 EUFORIA a a 97 Figure 159 Repositioning the VIEWS PA A A a aca 97 Figure 160 Tabbed dis Plinio O AN AA A 98 Fig re 161 TiMetable Mei A A A a A A A abuse 99 Figure 162 Multiple timetables in tabbed Vi Won cl eiacsasecaacctactandwnewe E T AE EE E Ea 99 Figure 163 Multiple timetables in Cascade VIEW cccceeeseeeeeeeeeeeeeeneeeeeeeseeeeeeeeeeeeaseeeeeaeseeeseeseeeeeesaeeeceeseeeeeeeseeseeegseseeesseeseeesaesseneneesenenaees 100 Figure 164 Multiple timetables tiled horizontal Y nceedetiaasteneaidsnestanscduaavdesataucescauiacaeewcasasweesasecuwsaedeueteucnebeuiaseee des 100 Figure 165 Multiple timetables tiled vertically a ste 101 Figure 166 EXPport and print MenNUS ies ad AA caus DENAN CEDA uahcauneauandeasshusheneecaadespaientuahenuseretcapencuawescaaticamietaaemnaaes 102 Figure 167 Activity viewer print Pre Vi Wi A a N 102 Ref 3041 viii Copyright Scientia Ltd 2010 Enterprise Timetabler Figure 168 Print preview of views pane Figure 169 Print preview Of current Metal ini A a a di Ref 3041
115. lable time when the activity can be scheduled with the current resources where the Keep box is still ticked and a suitable resource where the Keep box is unticked The available resource list shows any suitable resource that is available at one or more of the available times No time and no resource are selected Period Start Tim Period Start Time 1 08 00 7 11 00 2 08 30 3 11 30 3 09 00 _ 9 12 00 lv sn _ 10 12 2n E M Bo 1 PI 1 EY In these groups and in this list Name Name Seminar Room CSR 04 2 Coniston Building CSR 11 CSR 12 CSR 13 Ga Ref 3041 55 Copyright Scientia Ltd 2010 Enterprise Timetabler Both lists interact with one another and the user can therefore decide which selection is most important The available time list shows the user that the activity could be scheduled at any of the displayed times using a location from list 2 The available resource list shows the user that any of the displayed locations could be used for the activity at one or more of the displayed times in the available time list 1 If the user selects a time the location list will update to show available locations at the selected time If the user selects a location the times list will update to show the times at which the selected location is available The user should select the most important factor first 4 1 5 Flex Staff with Day and
116. later in the week than the currently selected activity The required gap between the predecessor and the successor is always set from the perspective of the predecessor activity so that when a succeeding activity is selected the controls that allow the user to specify the required gap become active Succeeding Activities m BS 106 Sem 04 FSPLUSF64B28 Business Finance Seminar E I Minimum Maximum Time D H M o FS Days Figure 68 Specifying the gap The user can specify the minimum and maximum gap in one of two ways By selecting the time option the gap can be specified precisely Selecting one day as the gap in this context is interpreted as a precise twenty four hours It is important to remember that the gap is measured from the end Ref 3041 35 Copyright Scientia Ltd 2010 Enterprise Timetabler of the preceding activity to the beginning of the succeeding activity so that a zero gap implies that one activity must immediately follow the other Using the days option leads to a different interpretation A gap of one day in this context is interpreted to mean that the succeeding activity must be some time on the day following the preceding activity there need not be a gap of a full twenty four hours between the two 3 3 Scheduling an Activity With the unscheduled activity selected in the Activities spreadsheet the Combined Timetable grid will display blue diamonds where the activity can be scheduled to begin To schedule
117. lecting one of these values will filter the list to show only objects Non blanks Y matching that value The list also allows filtering to find objects where the Business value is blank or not blank Computing Education Languages While the list is active you may autosearch by beginning to type Figure 13 Filtering by matching content Ref 3041 8 Copyright Scientia Ltd 2010 Enterprise Timetabler 2 5 3 Custom Filter The same list gives a custom filter option This allows a simple set of criteria to be applied Custom AutoFilter In the example shown the object list of modules S E whic is being filtered to show only those with a Planned Size planned size between 30 and 100 is greater than or equ 30 And Or is less than or equal to 100 ok J Cancel Figure 14 Custom filter control 2 5 4 Filter Builder The Filter Builder can be accessed from the speed menu that appears with a right click on the column header or if a filter is already in place by clicking on the button And Complex filters can be built using this window OK Cancel Apply Figure 15 Filter Builder Clicking on And will open up an additional menu allowing a variety of filter options to be selected Add Condition Add Group Clear All Figure 16 Filter groups ae Clicking on Name opens up a further menu allowing the list to be filtered by a different property Id Mame Descript
118. ler can only be edited in other Enterprise applications The object view for example can be set to show a list of modules and the user can Ref 3041 28 Copyright Scientia Ltd 2010 Enterprise Timetabler add columns to see various properties of the module but in order to change a property of a module the user must use the Enterprise Course Planner application To access the data in the application where it can be edited the user has access to a shortcut on the right mouse button A right click on the module in the views list for example will open a menu like this Figure 62 View module from ET By selecting the option the user will switch from Enterprise Timetabler to Enterprise Course Planner and focus on the selected module If Enterprise Course Planner is not currently running the user will receive a message warning that the application has to be running in order for the function to work Similarly a right click on a location or staff member will allow the user to switch to Enterprise Desktop Reference Data Manager to view the object and change its properties in that application Again the application must be running for the function to work Since Enterprise Timetabler allows the user to see a wide selection of properties but not to change them it would be wise to consider which users should be granted permission to run the other Enterprise applications Users that should not be allowed to change
119. mally be blanked The user must then select the weeks they wish to edit a subset of the weeks of the selected activity Any week in which the selected activity is scheduled that is not selected now changes to red reminding the user that the edit will result in the activity being split by weeks Some weeks will be edited those that are green and some weeks will remain unchanged those in red 1 5 10 15 J 20 25 30 35 40 45 50 DORR AAC III Figure 33 Variant mode subset of weeks being edited In the special case where the week selection is locked when the user enters Variant Mode the selected weeks will remain unchanged Note that once Variant Mode is selected the user is given one opportunity to create activity variants On completion of the process the week pattern reverts back to normal mode in order to prevent the accidental splitting of activities The Week Pattern bar in Enterprise Timetabler is completely different from that in Splus which restricts the user to a week at a time view of the timetable The Enterprise Timetabler user can choose to view any combination of single or multiple weeks and in variant mode can edit a subset of the weeks of an activity to create a new variant activity Hovering above the week pattern with the mouse will activate a Week Selection tooltip showing the user which weeks are being viewed and the weeks in which the selected activity is scheduled 1 5 10 15 Y Maia a 44 44 4 a M
120. matching week pattern _ by nami by num The pattern to be matched can be defined by name using a named availability pattern by week between and numbers e g 1 5 8 9 or by dates giving two dates as boundaries by date Number of weeks and between a aes Filtering by number of weeks uses the number of Figure 146 Filtering by weeks weeks in which the activity is scheduled e g 1 5 8 9 is a 7 week activity as a criterion for filtering Ref 3041 86 Copyright Scientia Ltd 2010 Enterprise Timetabler 9 2 4 Categories Tab SF Audit 7 Day time 7 weeks gt Y Categories Resources Status General Filtering using the Categories tab enables activities to be divided up by Department Activity Type Tags and Activity Groups Departments Description mm A Central Administration Office of Central Administr Estates Office Remember that multiple selections in the same criterion are DiBccountaney Accountancy Department applied with a logical OR so that selecting multiple ad koladle departments returns activities in any of the selected Ml D Chemistry Department of Chemical Sc ol DComputing Computer Science d e pa rim en ts j Di English English Literature Departm French Language Departm Selecting multiple criteria is applied with a logical AND so D Geography aul a selecting an activity type as well as departments would s return activities that are in any of the selected departments epar
121. me a sub group of the Department 1 han arkmanb MoiEnalicb 1 253 h The Modules listed in the Views Pane are now displayed grouped PA cs by Department and within each Department grouped by Planned SS Size The list can be expanded and contracted by using the amp symbols E Department D Accountancy Column headers can be dragged back from the Group By Box back to ACCIOS the header row of the list to undo the grouping E Planned Size 60 Department D Business E Department D Chemistry F Department D Computing Department D English Department D French 00 E Department D Geography Department D German E Department DrHistory m E Department D Marketing m Department D Physics Ea 1 253 C Figure 10 Object list grouped by Department and Planned Size Ref 3041 Copyright Scientia Ltd 2010 Enterprise Timetabler The Views Pane can be further configured by right clicking with the mouse on the Name header box This opens a menu window containing several configuration options A ld The objects list can be sorted alphabetically into ascending or descending order Sort Descending ia any sorting can also be cleared Group By This Column Group By Box cid Best Fit will change the column width to accommodate the information fa Best Fit contained in any selected column Wy Fiter Edito The Filter Editor will open the Filter Builder wind
122. me resources the same user may have Full permission on others may generate requests to use those resources Requests can then be granted or denied by another user with Full permission on the resources 8 1 Full amp Request Permissions The difference between Full permission and Request permission is explained fully in Section 1 2 of this User Guide Two scenarios can be examined in relation to the setting of permissions A user may have Full permission or Request permission against a resource In addition a user may also have a combination of both permissions on the allocated resources for example Full permission to use the allocated Staff but only Request permission for the desired Location a Where a user has Full permission on all the resources allocated to an activity the Timetable grid in Enterprise Timetabler will show blue diamonds where that activity can be rescheduled Eat Tmetables Actmty IBA 3 att Es Allocated Location Name RequirediocatonN Name Descriptor T39 KA ACC101 Bese Accountancy if E 5 5 10 A A A A Combined Timetable Master Timetable Resources la fo ef eo m hm e e m e po 4 30 30 H ACC104 Sem01 ACCIO Sem zal is ld i ee T pbc eaten ACC IIM Semt y Connected to Lakeland Ureversty a Jat Figure 128 Full permission to allocate Ref 3041
123. ments Elements that are docked by default can be made into floating panes by grabbing and moving them with the mouse Floating windows can be resized using normal Windows techniques The illustration below shows the Views Pane and the Activities viewer floating whilst the Status palette has been unpinned a File Edit Timetables Activity Tools Help jd a ara a 1 lu 5 Combined Timetable Master Timetable fee AM 30 DO A AA bo 30 PM 30 DO 30 ho 30 ii fiki e ll Bae TTT j 1 5 El mae mi i Anal ARRENE ten ptei views Activities h _ _ Modules re 7 He ret 1 Programmingi L 01 Program Pr Programming1 P 01 Program Pr p ge Programming1 P 02 rogram Prs ro tomini JA 7 m Programming1 P 03 Program Pr Programming1 T 01 Program Pr FURIA b 5p Te lo i Set Theory and Logic 1 Programming1 T 02 Program R Software Desian 2 y 14 44 4 Record 3 of 7 gt b gt Bar a bid A 9 Tuesday pResie day Connected to Scientia College captain_full scientia com Figure 156 Floating elements Ref 3041 95 Copyright Scientia Ltd 2010 Enterprise Timetabler 11 3Repositioning Elements The various elements can be repositioned anywhere on the screen depending on the requirements of the user Grabbing and moving one of the elements will cause the appearance of the positioning sym
124. mn header to the Customisation window or by dragging it away from the header position until a cross appears In the illustration shown the Department column is being added to the right of the Name i Availability Mame column Course Department Description Host Key 1d Size Figure 7 Department column being added Ref 3041 6 Copyright Scientia Ltd 2010 Enterprise Timetabler 2 4 3 Changing the sort order The order in which objects are listed in the Views Pane can be changed by clicking on the header of the desired column A second click on the same column header will sort on the same column but reverse the sort order Holding down the Shift key and clicking on additional column headers will add secondary sorting 2 4 4 Grouping Single level grouping can be achieved by a right click on the column header of the desired column Select Group By This Column to group the objects by the selected column More complex grouping can be achieved by right clicking on the column header box and selecting Group By Box from the configuration menu Modules i aT An additional area appears on the palette enabling the grouping of lineas Gu objects by columns Dy Accountancy 60 Dy Accountancy Dy Accountancy a 17253 r mii lt om Column headers can be dragged and dropped to create multiple ae levels of grouping The illustration shows the Planned Size column Department m being dragged to beco
125. ncccnccccnconcnconnccnnnnnnnonnnnconcnnonnnnns 61 Ref 3041 iii Copyright Scientia Ltd 2010 Enterprise Timetabler 5 2 Adjusting Scheduling Preferences cccccccccescccececeeeeceeeccaeeceneesaeeceeeceeessaeesseeeseeeseneees 62 A E REO bodes nmenetie tec dcesdnoedinceccasthe 64 92 MWSINGBACKIFACK IAG isso acetates E aceet estes oaca sated det aensmea tee nlesiete aden 64 S9 SCMOCUINMAG OOO S arrira eana e Bente dace aae cee bten dona o eek aw 65 5 0 1 SKIO URNSCNEOUIADIC ACUIVINCS o a oo 65 5 52 Exhaustive tr vel CheCK dd 65 92970 A 65 O10 INGER eS Cerrada aan 66 A O E E 66 GB COMMS TAIT OCA ING xeric tse sie ee E ei 67 6 1 Gonstrant Dre ak ING ModE sn te db e 67 6 2 Selecting constraints to Drak io sce cderssadienencvecdeivbuadvashesoangenenbveeieueesdewevatenaneatenewtenedens 67 Zl O o eae ees ee ae cee 68 O22 A thet caeis a a a tate She 68 A A AE 68 0 9 Problem WANTING second io 69 6 JODIECIS WIN Problema Satelite silo lodo iicei n 69 E Prol WaWNe iS e e dado al 11 TA AFINGING amp Resolving Problems pirita tera din clon 11 A leo saat ieee t eta s ie tte See ee aac 73 7 3 Waving Scheduling PIODle Mist dad il 14 7 4 Unwaiving or Deleting a Waived Scheduling Problem ccoccccocnccocncccnicccnconcncncncnannnnnns 15 Lo Waver IRCOUNGANGCY dal 15 7 6 Deleting a Redundant WaIVEC ccccccccccscccsecseeceeeccecceeeceucecueecuecauecaueecaeeeeeeceeseeeseeesaass 76 SO Request Granito Deny scr
126. nique allows more space for the Timetable grid or allows the user to hide elements that are not being used at the time When any of the elements are unpinned they become a named tab at the side top or bottom of the screen depending on their starting position Hovering over the tab with the cursor will re open the required element As soon as the cursor is taken off the required element the element will close back to its unpinned position as a tab To unpin any of the elements click on the a symbol to the top right of the Views Activities or Status headings ls Enterprise Timetabler e Edit Timetables Tools Help cc tel Programming PAR Wednesday Tuesday Thursday Programming VIAL iLE Connected to Scientia College captain_full scientia com A Figure 154 Panes unpinned Ref 3041 94 Copyright Scientia Ltd 2010 Enterprise Timetabler Hovering over a tab with the mouse will open the required element which will slide in from the side where it is unpinned ad File Edit Timetables Activity Tools Help ja A wl4l a amp Activities E MA T Ls er Timetable fs hy 00 5 Organisations 1 35 Studies 1 ting Law 2 nalysis 2 ructures 2 sel Ise E Figure 155 Accessing an unpinned pane To pin the element into its visible position hover over the required tab and with the element open click on the symbol The element will then be restored 11 2Floating Ele
127. ns displayed in the Activities soreadsheet can be personalised in the same way as those in the Views pane The user may add remove columns change the order of columns change the sort order and group or filter on the content of columns using the same techniques described in sections 2 4 and 2 5 2 6 2 Filter mode of Activities Spreadsheet The filter button on the toolbar Lyi allows the user to toggle the behaviour of the Activities spreadsheet between two modes In normal operation the timetable grid usually underneath the spreadsheet will show all of the scheduled activities currently displayed in the spreadsheet When switched to filter mode the timetable grid will display only the selected activity ies Each time the button is clicked the mode will be switched 2 7 Grouping and Tagging The user may wish to associate an activity or a number of activities with a tag or a group Either operation can be carried out from the Activity Editor To associate an activity or activities with a group or a tag the user must first select the desired activity ies from the activity list A single activity can be edited by double clicking on the activity to open the activity editor If more than one activity is being edited then the user must open the activity editor using the menu option Activity Edit Activity so that the edit that follows is applied to all the selected activities Ref 3041 11 Copyright Scientia Ltd 2010 Enterprise Timetable
128. nstraint Avoid Double Booking Constraint Avoid Double Booking Constraint Avoid Double Booking Constraint Avoid Double Booking Constraint Avoid Double Booking Constraint Avoid Double Booking Constraint Avoid Double Booking Constraint Avoid Double Booking Constraint Double booked Student Set Double booked Student Set Double booked Student Set Double booked Student Set Double booked Student Set Double booked Student Set Double booked Student Set Double booked Student Set Double booked Student Set Double booked Student Set AccY1 FT 04 Thursday AccY 1 FT 02 Monday 1 AccY 1 FT 05 Monday 1 AccY 1 FT 06 Tuesday BusY 1 01 Monday 9 00 BusY 1 02 Monday 9 00 BusY1 03b Monday 9 00 BusY 1 03c Monday 9 00 BusY 1 03d Monday 9 00 BusY 1 06 Monday 9 00 agan YF ma AC108 FT AC101 FT AC101 FT AC107 FT JTC BS107 JTC BS107 JTC 8S108 JTC BS102 JTC BS102 JTC BS105 E Constraint Avoid Resource Mismatch Constraint Figure 120 Problems filter print button This action will open a print preview window with configuration options that the user can use to control the final printed version In order to control which problems are included in the printout the user can click the Customise button on the toolbar Figure 121 Print customise button Clicking the button will open t
129. nterprise Timetabler With a section of the activity cell selected the following tools are available from left to right Change the font style in the selected cell Change the font size in the selected cell Make the font Bold Make the font talic Change the font colour Change the cell background colour Position the font vertically Align Top Align Bottom Align Middle Position the font horizontally Align Left Align Middle Align Right The drop down arrow at the right hand end of the toolbar allows the toolbar to be customised nee In the Hidden Items palette the Empty Space Item can be used to create an Empty Spacettem empty space within the cell Splitter F Q Activity Type Description The Splitter can be used to split cell either vertically or horizontally Activity Type Host Key Q Activity Type Name Allocated Equipment y Ml Additional information fields can be dragged from the list and dropped into the cell in whichever position is required Figure 50 Hidden items list Clicking on the OK button will close the window and implement any changes Clicking Cancel will close the Layout Editor without making changes Activity Layout Editor Tahoma Mie B z md oya aea e a k Hidden Items Empty Space Item Splitter 2 Activity Type Description Allocated Staff Name Allocated Location Name Activity Type Host Key Q Activity Type Name
130. o alternative resources are available at the currently scheduled time In this case the user may wish to search for a different time when alternative resources are available Untick the Keep tickbox against Time Time 16 00 _ Keep Period 4 Start Time Period A Start Tim A 10800 gt 2 08 30 3 09 00 E ea K i E Location 1 EY In these groups and in this list CSR 11 _ Keep Nane P Name a Name 4 Seminar Room CSR 04 2 Coniston Building p COR 11 E CSR 12 CSR 13 lt I HULL J gt lt 1i gt Figure 97 Allowing time to flex The user can now see listed the requirements for time The range of the list will default to all the times of the day and any Suggested Time will be shown as sele Available Selected As with the resource screening list the user can alter the range Y Te lua jeme JA of the list manually by clicking on this button For example a 1 08 00 3 09 00 E suitable alternative time may be sought but not before 09 00 an na 6 10 30 7 11 00 amp 11 30 Ill Figure 98 Adjusting the search range The full range of the list is put forward into the search regardless of any suggested time The user has already indicated their willingness to change the time by unticking the Keep box and initiating a search On clicking the Search button the available times list will appear The list shows any avai
131. o reveal a location editor l Combined Timetable Master Timetable Resources ACC108 Semf01 Requirements Current Available Day Thursday Keep Keep Location 1 EY In these groups and in this list Name Name Seminar Room CSR 01 2 Coniston Building CSR 02 CSR 03 CSR 04 u lt Foster D Keep Change Requirement Search Schedule Figure 93 Resource tab showing location detail Ref 3041 52 Copyright Scientia Ltd 2010 Enterprise Timetabler The editor is split into three columns the first showing the requirements of the activity the second showing the current allocation and the third showing the available time resource 4 1 Requirements Column 4 1 1 Defining a flexible requirement for resources Where the activity has requirements that could be satisfied by a number of resources the choice of resource can be left to the scheduling engine by defining a flexible or wildcard requirement Mame Mame Seminar Room CSF 01 2 Coniston Building CSR 02 SR 03 2 CSR 04 sE ranas sosa i naa Figure 94 Flexible requirement Using the control in the top left hand corner the user can indicate the number of resources of the type that are needed In the example shown the requirement is for one location The resources must have the Suitability ies shown in this list In these groups cy Clicking on this button will op
132. oninanennonanennos 19 ZU IR SQUICS EMO asocia 20 2104 Multkview Timetable escasa eE EEN 20 2 10 5 Viewing times ap cecseiatnccrvewedsiccenueisutitenncnivcquncietead ennddwenmdoawsaduntsdveuedeuneudesasdneeeniner ce siesesawntews 21 2 11 Different Timetable Styl8s ocococcoccnccccnococccoonoconnonononannononnnnnnonannnnnnnnnnnonannnnnnonaninnnos 22 e A AS 22 7s te Coloured CONS ta INS sai 23 211 9 Free Bu usy Class VIEW wc coscdencontsaceeeswenncsdeneccedasincencsadwaamssiscadvensdadteaeseneatesentnvecdoesetetees 25 2 11 4 Name Only Class View ocoocccocccccccccocncoonncconncncnnoncnnonnnonnnnnnnonnnnnonnnnonnnnnnnnnaninonoss 25 Allo Deals Class VI Wi ate uttenone rara ERTAN AE ANE 26 ATEO ONW COGS e E 26 211 7 Class View Vertical esoo ride 27 P EE PaE e a E EE AE E 27 Ref 3041 ji Copyright Scientia Ltd 2010 Enterprise Timetabler Z2AS ENKS LO OMErADDIICATONS sat tacieiesialasacaxteioretcaacienonisitesmcacesiause macs enuelaiactuiatebeiacuenetes 28 3 NeaRIPUIATING A CTIVINISS ets ro nitro 30 21 CREATING NCW ACUM uste rd 30 LEL ACMI NaMe riin coria 31 SEZ ACY OSIKOV a ete a a 31 SES ACUM DESCIpUON arisi a E arnt a tuleoseteed davnass coesscaats sei 31 AA ACV LIU ALOR esaea e a E A 31 Slo O neira ere ee ne ere ee eee eee eee 31 3 16 ACY Planned iZ ansia decir ile 31 Seal ACV LO ida 32 3 1 8 Activity Module Department Course Programme and Template 32 3kg Activity
133. only 3 1 9 Activity Real Size The real size of an activity is also read only information It is calculated by summing the sizes of the student sets allocated to an activity If the user unchecks the box labelled Use planned size as described in section 3 1 6 then the real size will be used to determine the capacity of room required rather than the planned size 3 1 10 Activity Availability Each activity that is generated from a module will have its availability influenced by that of the module if the module must be taught in the first semester for example then all of its activities will be constrained by that An individual activity may also have constraints on availability These can be set by opening the control labelled Availability which looks like a dropdown list When selected the user is presented with a tool like this ES Y Use customavailability Teaching week pattern 1 5 10 Week Pattern for Constraints 11 00 12 00 13 00 14 00 15 00 16 00 17 00 18 00 19 00 Figure 64 Activity availability Ref 3041 32 Copyright Scientia Ltd 2010 Enterprise Timetabler The user may make the activity unavailable for whole weeks by deselecting those weeks from the teaching week pattern or for specific days and times by painting out those times in the grid Alternatively the activity may be associated with a pre defined named availability pattern by unchecking the box labelled Use custom availability and s
134. os 44 3 13 2 Creating a Jointly Taught Activity From a Number of Selected Activities 47 9 193 Editing aJointly laugnt ACI dd Leica 48 3 13 4 Deleting a Jointly Taught ActiVity oocccooccconcoccnoccnocnnoncnonononnnonnnnnnnonanonnnonnncnnnnnns 49 3199 Editing AAA Ne Ae ee ete ceed 49 3 14 Drag ana Drop In Master MimMetab lic cutre ida 49 219 Deleon ON ACEVINIC S et a eas 51 4 Using the Resource Editor sirrien da 52 AN Reguirements COMM yd trado dni 53 4 1 1 Defining a flexible requirement for resources occcoccccccnccocnconcnconcnonnncnnnnnnanonononnncnnns 93 4 1 2 Defining a requirement for fixed resources ooccccccccccnccccccocncconnnonnncncnnnnnnonononannnnnnos 54 dd Available Colum encsi A T er eee 54 AT IC XLOCAUOR WIN TME eeina a E ia 59 4 1 5 Flex Staff with Day and TiMe occcoccccocccccnccocnoconncncnococononnonnnnnannnnnnnnnnnonanonaninnaninunos 56 4 1 6 Flexing Multiple Resources and Day TlM occcoccccccnccccncccnnnncnconcnconnncnnnnnncnnnononons 58 AL ACUM Variants a A E 58 4 1 8 Activities with In week repetitiON oooccooccconconcccnconiconconconncononnnconoonnnnnnnanonnonnnnnnnos 59 4 1 9 Multiple Selection of ACTIVITIES usnis erdei a E AE S 59 4 2 Editing Student Sets against Activities cococccccnoconncooncconnocanicnnnonannonanonannnnanonanoss 59 9 Atomatic Scene dd 61 5 1 Automatic Scheduling Using the Views Pane occcoocccccc
135. ow as explained below Best Fit all columns ater Best Fit all columns will adjust the width of all object columns Brau lOnmnen Align Left encantar Alignment of the information contained in each column can be adjusted as Align Right required Figure 11 Configuration options 2 5 Filtering Objects in the Views Pane There are four methods that enable filtering of the objects in the view pane 2 5 1 Finding Objects Like Below each of the column header panels is a box allowing viewed objects to be filtered by various criteria To the left of this box is the filter symbol 2 IiE Typing names or part names into the filter boxes will automatically l filter the objects in the list to find objects where the content of the ETT Chemistry field is like the content of the filter box Software Modelling Software Implementation The toolbar at the bottom of the palette allows the filter to be cleared Systems Programming ED switched on or off using the tickbox Mame Like 5 or Software Design i configured according to requirements System Applications E Description Like 5 A Edit Filter ma of 6 o Jm Figure 12 Finding objects using Like filter 2 5 2 Matching Content There is also a filter icon at the top right hand corner of each column header Clicking on this icon will display a list of the distinct values appearing in the selected column Department H Custom Blanks Se
136. r 2 7 1 Grouping If a single activity is selected then the groups list will show as selected any group to which the selected activity already belongs If the user has made a multiple selection of activities then no groups will be shown as selected The user may either overwrite the existing group membership of the selected activity ies or append the selected activity ies to additional groups If the user selects groups from the list of groups presented the existing group membership of the activity ies will be overwritten so that they ae will become members of the selected and only the selected groups EN104 Tut0 1 EN104 TutO2 If the user types the name of a group in the field And add to labelled And add to then the activity ies will be added to that group in addition to any lar groups of which they are already members EN 1047 Full time Part time If the name typed in this field is not the name of an existing group then a new group will be And add to created with that name and the activity ies will be added as members of that group Figure 25 Groups and tags 2 2 Tagging If a single activity is selected then the tags list will show as selected any tag with which the selected activity is already associated If the user has made a multiple selection of activities then no tags will be shown as selected The user may either overwrite the existing tag associations of the selected activity ies or append the sele
137. raint always then moving into constraint breaking mode will make no difference as far as that constraint is concerned It will still be applied 6 2 2 Usually If the user chooses to apply the constraint usually then the constraint will be applied when operating normally but will be relaxed when the user moves to constraint breaking mode 6 2 3 Never If the user chooses never to apply the constraint then it will be relaxed even when operating in normal mode For example it may be that the member of staff associated with each activity is the person responsible for organising the delivery rather than the person who actually delivers the teaching In such a case staff double bookings would be common and should not constrain the timetable so the user may choose to ignore this constraint all the time This is not a recommended way to work as the user then fails to obtain the advantage of clash free timetables for staff that could be gained by adding accurate detail about who delivers which activities but the user may have no choice in the matter Ref 3041 68 Copyright Scientia Ltd 2010 Enterprise Timetabler 6 3 Problem warning Whenever the user creates an additional scheduling problem or problems a warning will appear on screen indicating that the problem count permanently displayed in the status pane has increased The message will indicate the previous number of problems and the current number of problems Enterprise Timetabler
138. rces a 9 10 11 14 15 16 17 AM 30 DO 30 DO 30 PM bu po jo po 30 k 30 ho 30 00 30 00 30 BUS102 Sem 01 LBUs101 Tut 01 LEUS103 Leci01 8US105 Sem 03 BUst01 Tut02 BUS108 Tut01 eusto1Turos BUS108 TutiD4 EUS101 Turi09 BUS101 Tur04 BUS108 TutA07 BUS104 Tut 09 BUS104 ce eusto4 Turso2 BUS105 Semi04 eustos Turos bus103 Semio JEUS102 Sem 04 eus103 Senaos e us107 Praci03 BUS107 Praci05 BUS106 Sem 02 BUS107 Lec 01 eus105 Semi0s BUS103 Semi01 BUSIO7 Praci4 BUS108 Tut 10 sica sustos eusto1 Turs1o eusto1 Turos BUS 105 5em01 LBUS106 Lec 01 BUS102 Semi02 BUS108 TutA2 BUS108 Tut 05 BUS104 Tur0s BUS103 Semi04 eustog Tur1 BUs104 Tut 05 _ BUS104 Tut 04 eus104 Turso7 eustog Turos pBUS1O2 Sem 03 LBUS101 Leci01 BUS106 Semi04 BUS105 Lec01 BUS108 Tut03 BUS108 Lec01 stan BUS107 PraciM2 BUS108 Turos AA A ES LU nice REL anno BUS105 Sem02 BUS102 Lec01 BUS101 Tut0 Perret mr Figure 56 Timetable grid name only view 2 11 5 Details Class View Selecting Details Class View will return the Timetable grid to the original configuration with detailed activity cells where the details are determined by the Activity Layout 2 11 6 Show Scores Within Syllabus Plus the suitability of a timeslot for scheduling an activity is determined by a calculation that considers all of the soft constraints applied to the scheduling engine For example a memb
139. request has been granted changes that do not result in any change to the timetable of the requested resource e g changing the member of staff teaching in a room the students attending the class the name of the activity reducing the number of weeks or cancelling the activity can be carried out without a new request being generated Changes that result in additional or changed use of the resource e g extending the duration adding weeks changing day time will generate a new request Ref 3041 2 Copyright Scientia Ltd 2010 Enterprise Timetabler 2 Enterprise Timetabler Elements This handbook has been produced using a version of Enterprise Timetabler under Windows XP some of the system controls may look slightly different if you are using a different version of Microsoft Windows but the functionality of the application should remain the same The opening screen of Enterprise Timetabler consists of a series of panes each of which is explained in detail below Enterprise Tinetebler Module ACCIO4 lace nos Cakulatirg Tax etans E E E i laccio Corporate Accounts cried fester et sewers Ws Hes o JU lo jo je fo jo ls ju lo po b o fo po foe ACE Loe mm by a ACC1047 esa Financial Marisgerndnt EA EA AECHE Financial Reporting ACES Management ACC LI ACIDA ALCAN Frana Decisions aiena fii ey EA ACCEDS Accounting
140. s activity would have on all of the resources associated with it and b to adjust the timetables of any of those resources in order to accommodate a change to the focus activity or minimise the impact of such a change When a multi view timetable is selected a new window is opened on top of the timetable view s currently in use In order to revert to that previous view the user must close the multi view timetable using the grey cross in the top right hand corner of the window positioned just below the red cross that closes the application 2 10 5 Viewing times An institution setup may include times such as weekends early mornings and late evenings that are used for ad hoc bookings but rarely used for academic scheduling In such cases it may be convenient for the user to exclude certain times from the master and multi view timetables The Timetable tab of the Options window available from the Tools menu allows the user to select which days and hours are included in these views Ref 3041 21 Options Application Timetable Master Timetable Mon Display days Display hours from 5 E to Multi view Timetable Mon Tue Display days Display hours from 8 to Figure 46 Select viewing times Copyright Scientia Ltd 2010 Enterprise Timetabler 2 11Different Timetable Styles Combined and Master timetables can be personalised to give differing views Right clicking with the mouse on either
141. s in Time Block has not changed The fact that the hours are now exceeded by a greater number does not constitute a new problem On the other hand if a new Scheduling Problem is created even if it of the same type and applies to the same object it will not be waived by an existing Waiver For example if an activity were added such that a staff member was now breaking the Maximum Hours constraint for a different Time Block which would constitute a new problem 7 4 Unwaiving or Deleting a Waived Scheduling Problem A Scheduling Problem that has been Waived can be Unwaived using the Unwaive problem option on the Action drop down menu This will delete the previously created Waiver Selecting a Waiver and deleting it using the Delete waiver option from the Action drop down menu will have a similar effect The Scheduling Problem will be reinstated 7 5 Waiver Redundancy It is possible for a Waiver to become redundant This state will occur if the Scheduling Problem that it was waiving is resolved For example with the Activity Location Size Constraint illustrated above the problem could be solved by reducing the Size of the activity so that it is within the limits of the Capacity of the room This will resolve the Scheduling Problem and on examination of the Waivers section of the Status tab it is noted that the Waiver still exists but has now become redundant Activityto TheSizeof Capadty o Localiser 26 03 2008 12 28 09 Fig
142. s not been satisfied 5 5 5 Defer resource Choosing the option to Defer Resource makes the scheduling engine ignore the requirements for resources of the selected type This option might be selected if for example scheduling of days times and locations is undertaken first with locations being allocated in a second pass Deferring the Location resource type would allow the scheduling engine to schedule activities without reference to the requirements for Location Ref 3041 66 Copyright Scientia Ltd 2010 Enterprise Timetabler 6 Constraint breaking Users that are authorised to do so may break specified scheduling constraints For example suppose that a location is to be deliberately double booked because in special circumstances it can be used by two or more separate groups of students for different activities occurring at the same time Or a member of staff may be allocated to supervise two or more groups of students working in adjacent locations To introduce these conditions into the timetable the user must override the double booking constraints on location and staff respectively When constraints are broken in ET they are broken in the underlying image This means that if the user switches to using the Syllabus Plus interface the will find that the same constraints are being broken 6 1 Constraint breaking mode The user can enter constraint breaking mode by clicking the button on the toolbar This button acts as a toggl
143. scribed in terms of a pure requirement i e instead of scheduling using a specific day and time and using chosen resources the user can describe the demand for an activity using a specified duration attended by allocated student sets and with the number and type of required resources identified The scheduling engine can then be presented with a batch of activities that can be scheduled automatically The scheduling engine begins the automatic scheduling process by assessing the difficulty of satisfying the requirements of each activity For example an activity that occurs in a single week is easier to schedule than one that repeats over multiple weeks and activity that requires a specialised room of which there are few is more difficult to schedule than one that requires a general purpose room of which there are many Activities are then scheduled in order of difficulty starting with the most difficult so as to maximize the likelihood of finding a solution for all the requirements When scheduling each activity there may be several possible ways of satisfying the demand Where this is the case the scheduling engine uses Scheduling Preference Strengths to determine the most desirable solution from the user s point of view 5 1 Automatic Scheduling Using the Views Pane Automatic Scheduling can be undertaken by selecting individual or multiple objects from the Views Pane Once an object has been selected the Activities associated with
144. ses the child activity remains unchanged by the removal of a parent If the jointly taught child has only two remaining parents then it will not be possible to remove either of those parents since this would amount to a deletion of the jointly taught child for which see the next section 3 13 4 Deleting a Jointly Taught Activity If the user wishes to delete the jointly taught child removing all of its parents from the relationship this can be done using the option Split Jointly Taught Activity from the Actions menu The effect of this option is to delete the jointly taught child activity leaving behind the parents that were joined in the relationship The SDUHQWV ZLOO EH WUHDWHG DFFRUGLQJ WR WKH XVHU V VHOHFWLRQ as described in the previous sectic 3 13 5 Editing parents If the user wishes to edit details of parent activities after they have been joined this can be done by selecting the activities to be edited and clicking the Edit Parent Activities button This will open an Activity Editor window Changes made here will be applied to all of the selected activities when the user clicks OK 3 14Drag and Drop in Master Timetable The drag and drop operation has a slightly different connotation when working in the Master Timetable tab Movement in the horizontal direction will change the day time of the selected activity whereas movement in the vertical direction will change the resource allocated to the activity In the example illustr
145. splayed in the Timetable Grid Ref 3041 71 Copyright Scientia Ltd 2010 Enterprise Timetabler Views EE Activities 7 SS 5 Drag a column header here to group by that column A Audit Day Time Weeks gt PS i POET Y Status IT dome Module Name Department Name Description Size Allocated Staff Name Allocated Location Name Host Key Scheduled gt ACC204 Lec 01 ACC204 D Accountancy Financial Decisions Lecture 25 Crabtree E CSR 12 FSPLUS8950D6 Y pbevy Status acc204 sem o1 ACC204 D Accountancy Financial Decisions Seminar 20 Crabtree E CSR 23 SPLUS5DE493 El la Activity Problems EJ ACC303 Lec 01 ACC303 D Accountancy Audit amp Investigations Lecture 40 Crabtree E CSR 14 SPLUS8950F2 Y e zam Description Waived EJ ACC303 Sem 01 ACC303 D Accountancy Audit amp Investigations Seminar 20 Crabtree E CSR 24 FSPLUS5DE4C7 Y E Constraint Activity Location Size al ACC3O3 Sem 02 ACC303 D Accountancy Audit amp Investigations Seminar 20 Crabtree E CSR 24 FSPLUS5DE4C9 Y PA Activity Loc The Size of Activity GEO3 a E ACC3OS Lec 01 ACC305 D Accountancy Financial Strategy Lecture 60 Crabtree E CLT 01 FSPLUS8950F6 Y 9 Activity Loc The Size of Activity GEO3 e 1 9 ej B Constraint Maximum time per week 1 5 10 Y i 45 50 gt Maximum tim Maximum hours in week f
146. t a Qu Thursday 16 00 CSR 11 Foster D Keep Keep Keep Keep Day e v gt u Tuesday wednesday Thursday Period Start Time A 68 11 30 2 lo 12 00 E azan y 7 11 00 T an v Name ES Archer Black I Bowers J Bunting P Conway K v w J J ES The day list shows any day on which there is at least one time when the activity could be scheduled with suitable resources The time list shows any time at which the activity could be scheduled on at least one of the days with suitable resources The resource list shows any suitable resource which is available on at least one of the day and time combinations Ref 3041 Scientia Ltd 2010 Enterprise Timetabler The available day time and resource lists interact with each other so that the user may select the most important criteria first Selecting a day will update the times list to show only the available times on that day and the resource list will update to show the staff that are available at one or more of the available times on the selected day Ir gt Thursday Day gt Monday Tuesday L Wednesday Time Ir Period Start mo 1 08 00 b 2 08 30 10 12 30 3 09 00 11 13 00 v Location Keep In these groups and in this list Foster D _ Keep Name Name Hall M King J Reid M Co es ES cs 7 Figure
147. te to show other activities that are allocated to the selected resource within the week s of the booking ET DEMODATA38 Booking Mode Location CSR 12 File Edit Timetables Activity Resources Requests Actions Tools Help uasjaje a mwan 4 53 7 00 ae VIEWS gt ee Booking requirements lt type here to replace the auto generated booking name gt Suitabilities Suitabilities Host Key SPLUSA57542 Activity Type Booking Coniston Bu Description Coniston Qu F Duration 2 E 01 00 Planned Size Coniston Bu ya Department Computing x Zone None Choose Date Booking Activities 1 5 10 15 dl OM e a Ge E E E i E E E Combined Timetable Master Timetable Resources Multi view Timetable 11 im bo m la Le a w AN e 4 Eg poe lt p aan cL EN111 T 01 ENT111 T 02 EN B is 122 4 TES 4 81 19 Figure 153 Booking proposed ee The name that will be given auto generated to the booking is configured at the institution level and is usually made up of elements of the booking such as the name of the resource being booked the day time of the booking the user name of the booker etc The proposed name will be displayed in the cell If the user wishes to name the booking themselves they can do so by typing the desired name in the booking requirements pane The activity type will default to booking but the user may also change this if desired Ref
148. termine the timetable solution chosen by the scheduling engine For example it may be desirable to provide full time students with a timetable that spreads their activities evenly across the week but Staff on the other hand may prefer their teaching duties to be clustered so that they have contiguous time free for research In addition time constraints on the Maximum Hours in a day and the Maximum Span of a working day will impose a limit on the extent of the grouping 9 3 Rescheduling Having applied changed scheduling preferences the user may wish to see the effect of these on already tds scheduled activities The user can select an activity a group of activities an object or a group of objects and apply the Reschedule option This is available from Reschedul the Activity menu or can be invoked using the BL Backtrack Schedule CtrI Shift H keyboard combination Schedule Special Figure 113 Reschedule option The effect of choosing the Reschedule is to take each of the selected activities or the activities of the selected objects and one at a time unschedule and reschedule them 9 4 Using Backtracking In addition to the Schedule and Unschedule capability Enterprise Timetabler also provides the user with the capability to use Backtrack Schedule This option is selected from the Activity drop down menu Backtrack Schedule is used in circumstances where the user firstly attempts to schedule a selection of activiti
149. than 1 4 1 9 Multiple Selection of Activities Where more than one activity is selected the second and third columns of the resource editor become inactive It is not possible to search for a resource that is available for multiple activities or a time when multiple activities could be scheduled Only the requirements section will be active and any change made will overwrite the existing requirement for all the selected activities 4 2 Editing Student Sets against Activities The Student Set Editor is accessed from the Resources drop down menu selecting the Edit Student Sets option urces Requests Tools Help B Edit Student Sets E Le Edit Resources Figure 103 Edit student sets The user should first select the activity then go to Edit Student Sets The Student Set Editor displays the day and time of the activity and shows two lists A TKH 6BWXGHQW 6HWV WKDW DUH FXUUHQWO VHOHFWHG L_H_ DOORFDWHG WR WKH DFWLYL a 7KH QDPHV RI 6WXGHQW 6HWV ZKLFK DUH JDYDLODEOH WR DWWHAQd the activity i e Student Sets module of the activity and if the activity is scheduled not busy at the same time Student Set Editor 4CC108 Sem 01 Requirements Current Select Available Day Thursday Keep Student Sets _ Include unlinked sets Available Selected Name Name Acc 1 03 gt Acc 1 02 Acc 1 05 Acc 1 04 AccY 1 06 4 acevijo7 Acc 1 08 Acc 1 10 Acc 1 09 Acc 1 11 Search
150. the activity automatically allowing the scheduling engine to determine the best time using scheduling preferences select Activity Schedule or use the keyboard shortcut Ctrl H To schedule manually user decides which time to use right click with the mouse on a blue diamond and select Schedule here The activity will be scheduled at the selected time Enterprise Timetabler Module CMP201 J Eile Edit Timetables Activity Resources Requests Tools Help 29 4 1412 E 5 m1 48 BA Views m E activities Modules dil Name Description i Scheduled Allocated Location Name Allocated Staff Name Name Description ES E CMP201fLecf01 Computing Law Lecture 7 El CMP201 Tut 01 Computing Law Tutorial CHE306 Contemporary Chemi 1 E CMP201 Tut 02 Computing Law Tutorial CMP101 Software Modelling El CMP201 Tut 03 Computing Law Tutorial El CMP201 Tut 04 Computing Law Tutorial CMP102 Software Implementa _ CMP103 Systems Programming ii 4 179 gt Pa lt CMP104 Computer Maths 1 5 10 15 25 30 35 40 CMP105 nt ens aaajajajaja 4 4 1 MMM 4 44 4 4 4 4 a a a a 444404 asas aa CMP106 Computer Ccommunic Combined Timetable Master Timetable Resources 8 9 10 11 12 ba i ls e b P ba a E CMP202 Data Analysis AM 30 00 30 00 30 00 30 PM 30 D0 30 00 30 00 30 00 30 D0 30 00 30 00 30 my CMP203 Data Structure ANAND LE CMP205 Networks amp Commun
151. the day or time axis of the Timetable grid will open up a menu enabling various personalisation options to be selected Combined Timetable Master Timetable Resources 8 g 10 11 12 13 14 Se 0 1z 118 19 2 eet AM 20 oo o joo fao 0 CE E ME EA i jo joo jao joo jao joo E Lock Weeks jo feo joo jao ee AC E z Coloured Constraints E sem U1 Show Scores aa aa Free Busy Classview TL E Name Only Classview E B Details Classview ACCI a E oa Edit Activity Layout T ME seme E aa EE Orientate Vertically me ACE oc i a O DAA I ACE1047 pi ear ma T Cc oO ma T Ln 5 E Wi m E a m a ui pies a a m pas ES friday Figure 47 Timetable grid personalisation options 2 11 1 Edit Activity Layout Selecting Edit Activity Layout opens the Activity Layout Editor wndow which allows the user to edit the way in which activities appear on the Timetable grid Activity Layout Editor Microsoft sans serf J 8 3 E Oy a Hidden Items a Empty Space o Splitter a Activity Type Description e Activity Type Host Key Scheduled Weeks hd Activity Type Mame Figure 48 Activity Layout Editor The toolbar across the top of the editor can be used to change the appearance of the activity cells Microsoft Sans serf le Oez OO mv aaa Sas Figure 49 Activity Layout Editor Toolbar Ref 3041 22 Copyright Scientia Ltd 2010 E
152. them to the Same Time Activities list the user creates a relationship between the activities Whenever they are scheduled from this point forward they will be scheduled at the same time Ref 3041 34 Copyright Scientia Ltd 2010 Enterprise Timetabler Moving one of the activities to a different time will move all of the other activities in the same time relationship too General Sequencing Filter by Module Activities Same Time Activites BS103 Lec 01 FSPLUSFS4806 gt BS103 Sem 01 ESPLUSF64808 Business Communications m BS103 Lec 01 copy SPLUSO4E044 q m BS 103 Sem 03 sPLUSFe4poc ES m B5103 5em 04 SPLUSF64B0E 4 M BS103 Sem 05 5PLUSF648 10 Figure 67 Setting same time relationship If activities are already scheduled at different times when the user creates the same time relationship then the activities will have a scheduling problem 3 2 2 Preceding Activities By adding an activity from the candidate list to the Preceding Activities list the user specifies that the activity must precede the currently selected activity Note that this constraint considers only day and time within the week and ignores the week pattern of activities To be considered a predecessor therefore an activity must be scheduled at a day time that is earlier in the week whether or not its week pattern is earlier in the year 3 2 3 Succeeding Activities A succeeding activity is one that is scheduled at a day time that is
153. tion below shows Activities related to a Module Ref 3041 10 Copyright Scientia Ltd 2010 Enterprise Timetabler Views Activities Modules s Name 4 Description Allocated Location Name HostKey Scheduled Name Description E 4cc102 Lec o1 Accountancy Ethics Lecture CLT 12 5PLUSS14E1F gt E ACC102 Sem 01 Accountancy Ethics Seminar CSR 11 5PLUS314E21 ACC101 Basic Accountancy _ E ACC1O2 Semf02 Accountancy Ethics Seminar CSR 24 5PLUS314E23 Daco Accountancy Ethics E E ACC102 Sem 03 Accountancy Ethics Seminar CSR 24 5PLUS314E25 ACC103 Accountancy amp the Law 1 4 gt Jm Figure 22 Activities pane populated Activities can be selected from the spreadsheet using the mouse When the information contained in a column is partly hidden due to limited column width the column can be widened or by Activities Allocated Location Name HostkKey Scheduled DE ACC1O2 Lecf01 Accountancy Eth CLT 12 5PLUS314E1F ME acc102 5emP01 ccour Rearend SPLUS314E21 Accountancy Ethics Lecture ME ACC102 Sem 02 Accou FSPLUSS14E25 ME acc1o02 Semp03 Accountancy Eth CSR 24 SPLUSSI4E25 Figure 23 Additional detail shown by hovering A navigation toolbar is available at the bottom of the viewer allowing the user to move between activities Hovering over each button reveals a tooltip 1 4 gt pH Figure 24 Navigation buttons 2 6 1 Personalisation of Activities Spreadsheet The colum
154. tivity Duration The duration of a newly created and unscheduled activity can be changed using the spin button control in the activity editor wndow The duration is set as a whole number of periods The control displays the equivalent value in hours and minutes Duration may be between 1 period and the number of periods in the institution day Note that if an activity is unscheduled its duration becomes a constraint on when it can be scheduled Blue diamonds will be displayed in the timetable grid only at potential start times for an activity of the specified duration If on the other hand the activity is already scheduled then the duration will be greyed in the activity editor The duration of a scheduled activity cannot be arbitrarily changed since that may cause scheduling problems The method for changing the duration of a scheduled activity is explained in section 3 7 3 1 5 Activity Type An activity can be associated with any of the existing activity types by selecting from a dropdown list The user of ET is not allowed to create new activity types that is a function of Enterprise Desktop Reference Data Manager 3 1 6 Activity Planned Size The planned size of an activity is an indicator of the number of students expected to attend and hence the capacity of location required to accommodate the activity The planned size can be set using the spin button control or by typing to any positive integer The check box labelled Use planne
155. tment of History scat AND are of the selected type German Language Departrr Activity Types Tags Activity Group Figure 147 Categories tab 9 2 5 Resources Tab el The Resources tab allows activities to be filtered by their Ste E AENA OT ps resource allocation and requirement Separate sections Categories W Resources allow filtering on Staff Location Equipment and Zone Staff Member aaron The filter criteria include the actual resource allocated whether the allocation was automatic wildcard or as the result of a preset and the Suitabilities specified as a Auto Preset Location ee e The Any option in each case allows a search for activities that have any resource of the selected type l Auto _ Preset while the None option allows a search for activities with Suitabilities no resource Equipment Item E Any B None El Auto Preset Suitabilities Figure 148 Resources tab Ref 3041 87 Copyright Scientia Ltd 2010 Enterprise Timetabler 9 2 6 Status Tab r Y Categories Resources W Status General M status They can be Scheduled and Unscheduled activities and Al Activity Status activities against which there are Requests both requests Scheduled Y Audit NP Day Time Nf Weeks A The Status tab enables the user to filter activities by their coming in and requests going out E Unscheduled E Requests In Activities can also be filtered b
156. ure 127 Redundant waiver Ref 3041 15 Copyright Scientia Ltd 2010 Enterprise Timetabler lf the user were to increase the Size of the activity again thereby exceeding the Capacity of the room the existing Waiver would be re applied to the problem the Waiver would then cease to be redundant 7 6 Deleting a Redundant Waiver Over time a number of redundant Waivers may accumulate If the user determines that these Waivers are no longer required or that users will create a fresh Waiver for any problem that has been resolved and then re created then the redundant Waivers can be deleted Select the redundant Waiver and use Delete waiver from the Action drop down menu It should be noted that deletion of a Waiver cannot be undone Ref 3041 76 Copyright Scientia Ltd 2010 Enterprise Timetabler 8 Request Grant amp Deny This functionality is only available when Enterprise Timetabler is in multi user mode Each user may be given either Full or Request permission against specific resources Authorisation Manager is used to assign these permissions Authorisation Manager works along similar lines to the Scientia Database Administration SDAdmin software where user rights are defined allowing users to carry out some actions but not others In Enterprise Timetabler this functionality is more complex with an additional level of permission being introduced namely that of Request A user who has Request permission on so
157. vity will by default be the name of the object that was selected when the new activity was created If several objects were selected then the default name will be Ref 3041 30 Copyright Scientia Ltd 2010 Enterprise Timetabler the name of the first selected item in the object list The user may modify or replace the name if desired The user may then fill in other details before clicking OK to create the new activity The newly created activity will appear in the Activities spreadsheet but will not appear in the Timetable grid since it is not scheduled 3 1 1 Activity Name The name of an activity must be alphanumeric and no longer than 255 characters In practice activity names are usually much shorter than this bearing in mind that the name of the activity is often used in printed reports The name of an activity does not have to be unique but in practice it is often simpler if each activity has a unique name 3 1 2 Activity Hostkey The hostkey of an activity is the identifier of the activity in the application that owns activities usually Enterprise Timetabler If the user does not enter a hostkey then ET will generate a unique identifier 3 1 3 Activity Description The activity description is an additional 255 character identifier for the activity While the name is often short codifying information about the activity the description if used is often a longer and more readily understandable identifier 3 1 4 Ac
158. w can be configured using the drop down menus or toolbar at the top of the Preview pane 12 4Printing the Views Pane Activity Viewer Current Timetable Choosing View Selector will also open a Preview window that works in a similar way to the window shown above Y preview mm fl ie e ven pets OOOO y gegala Ea bo Fm alial ACC1O1 DjAccountancy 4cc102 DAccountancy ACC1O3 D Accountancy ACC104 D Accountancy ACCIOS D Accountancy ACC 106 D Accountancy ACC107 D Accountancy ACC 1 08 o D Accountancy ACC201 D Accountancy ACC202 D Accountancy ACC203 D Accountancy Current Page No 1 Total Page No 7 Zoom Factor 100 Figure 168 Print preview of views pane 12 5Printing the Current Timetable F ES Module ACC104 Choosing the final option Current Timetable will open a different style of preview pane which shows the current selected timetable in Enterprise Timetabler Again the page can be configured using the toolbar at the top of the screen AB 000090 o ACETI TIITII 64 M ERTE are T cl Te i i A E gt i ac Ref 3041 Figure 169 Print preview of current timetable 103 Copyright Scientia Ltd 2010 Enterprise Timetabler End document Ref 3041 104 Copyright Scientia Ltd 2010
159. where the data is to be saved and in what format The data can be saved in Text format html pdf or Excel spreadsheet 12 2Printing Data From the File drop down menu the user can select Print and then choose which of the elements is to be printed Activities spreadsheet Views pane or Timetable grid 12 3Printing the Activity Spreadsheet Activity Viewer Choosing Activity Viewer will open a Preview window showing the Activities View Selector spreadsheet and using the columns that are chosen in the viewer Current Timetable NN preview f g l Fie view Background 1723 1098 100 04 Es Alu Module ACC104 007 10 02 32 y 3 Name Description Durati Scheduled Allocated Staff Name Allocated Location Name ACC1O4 Lec O1 Auditing Accounts Lec 01 00 Foster D CLT 12 ACC104 Sem 01 Auditing Accounts Sen 01 00 A Foster D CSR 25 ACC104 Semjoz Auditing Accounts Sen 01 00 V Foster D csr 25 lACC104 Sem 03 Auditing Accounts Sen 01 00 Foster D CSR 25 ACC104 Sem 04 Auditing Accounts Sen 01 00 j Foster D CSR 25 ACC104 Sem 05 Auditing Accounts Sen 01 00 Foster D CSR 25 ACC104 Sem 06 Auditing Accounts Sen 01 00 Foster D CSR 25 Current Page No 1 Total Page No 1 zoom Factor 100 Figure 167 Activity viewer print preview Ref 3041 102 Copyright Scientia Ltd 2010 Enterprise Timetabler The layout of the information shown in the previe
160. y their Problems sub E Requests Out divided into different Problem types The Problem types arabe can be expanded or contracted and selected as required Description Research Day Harris F Staff Harris R must have Research Day Sa J Staff Sa J must have 1 Tir Tue_Wed O T 5a J Staff Sa J must have 1 Tir El Constraint Maximum Work Span FT Staff Max Span Moore P Staff Moore P cannot be FT Staff Max Span Norman P Staff Norman P cannot be FT Staff Max Span Segal E Staff Segal B cannot be a FT Staff Max Span Gorman 4 Staff Gorman 4 cannot be Lunch Hour Moore P Staff Moore F requires 2 Lunch Hour Norman F Staff Norman P requires z Figure 149 Status tab 9 2 7 General Tab z 28 Finally there is a General filter tab which enables the user to Sa Fase a filter by various Identifiers Name Description Host Key The T Categories W Resources Y cenera type of match being looked for is selected from a dropdown list Identifiers e g starts with contains etc Name EA Description M Host Key When filtering by size the comparison can be against the Planned size a figure entered by the user Real size a figure calculated by summing the sizes of the student sets allocated to beers Es and the activity or Size whichever of these two figures is currently Borst selected to be representative of the size of the activity From 00 30 to 2 01 00 J Size

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