Timetable Development Timetable Construction Blocking Pattern, Lookahead Test & Auto

Transcription

1 Timetable Development Timetable Construction Blocking Pattern, Lookahead Test & Auto Lesson 13 TIMETABLE CONSTRUCTION... 3 LOOKAHEAD TEST... 4 FROM ROLL CLASS ALLOCATIONS TO BLOCKING PATTERN... 9 BLOCKING PATTERN SCREENS... 9 ALLOCATE CARDS CHECK BLOCK TIMETABLE FROM BLOCKING PATTERN TO ROLL CLASS ALLOCATIONS USE LOOKAHEAD TEST TO ALLOCATE THE NEXT TIGHTEST GROUP CHECK THE SPREAD BLOCKS AT OTHER YEAR LEVELS USE LOOKAHEAD TEST ON THE ROLL CLASS ALLOCATION SCREEN USE OF LOOKAHEAD TEST AFTER BLOCKS HAVE BEEN ALLOCATED AUTO ALLOCATE PART TIME TEACHERS COMPLETE TIMETABLE WITH AUTO ALLOCATE... 43

2 LESSON 13 TIMETABLE CONSTRUCTION BLOCKING PATTERN, LOOKAHEAD TEST AND AUTO Schools generally have 1 or more blocks of classes in their timetable. A block is a group of classes that must be timetabled at the same time. They are often referred to as lines and they may consist of electives classes, streamed classes or activities such as sport or assemblies. Blocks may include all classes for a year level, some classes from a year level or classes from across multiple year levels. In schools where there is a significant amount of blocking, one of the most difficult aspects of timetabling is to schedule all the blocks because of the number of resources (teachers and rooms) allocated to each block. For example, Roll Class 12 Card A has 7 classes, 6 teachers and 1 must room this is more difficult to timetable than 9A Card A which only has 1 class and 1 teacher. The timetabling process can be made easier if a blocking pattern is established early in the timetabling process as it will speed up the process of staffing blocks and timetable construction. A blocking pattern shows which combination of blocks can go on the timetable together given existing staffing, rooming and RUR s. In Roll Class 12, there are 6 blocks each with 5 periods (1 double) and Homeroom for 5 periods. In Roll Class 11, there are 6 blocks each with 4 periods (1 double), RE for 4 periods (no doubles), Sport for 2 periods (1 double) and Homeroom for 5 periods. With blocking patterns, the best results are obtained if whole blocks can be timetabled entirely under whole blocks. When allocating the Yr11 blocks we will try to allocate all cards for each block under a single Yr12 block where possible. As Yr11 Sport has already been allocated with 1 period under 12 B and the other under 12 E. This means that 1 Yr11 block, in this case the RE block, will need to be allocated under 4 different Yr12 blocks. Roll Class Blocks 12 Card A Card B Card C Card D Card E Card F/G HRM S S P P 11 Card? Card? O Card? Card? Card? O Card? HRM R R T T Card G Timetabling Solutions Version 9 Page 2 of 46

3 TIMETABLE CONSTRUCTION There are a number of different tools available on the Roll Class Allocation screen to assist in the process of timetable construction. Note: The data in this lesson has been designed to demonstrate the overall process of timetable construction. Problem solving strategies and tools will be covered in a future lesson. Open the file: C:\Users\Public\Documents\V9 Training Data\Timetable Construction Blocking Pattern.tdf9 Click [13] Construct Timetable Timetabling Solutions Version 9 Page 3 of 46

4 The Roll Class Allocation screen is displayed and shows the allocations of cards by day and by period. Note: At this point in time, Roll Class 12 has had all cards allocated and the sport lessons for Yr11, Yr9-10 and Yr7-8 have been allocated. LOOKAHEAD TEST The Lookahead Test feature is used during the construction of the timetable, and is available for both the Roll Class Allocations and the Block Roll Class Allocations screens. It looks at all of the cards that are yet to be allocated and tests whether they can still be timetabled. It takes into account all of the constraints that have been entered including spread of lessons, part time staff, doubles and RURs. The Lookahead Test does the following: If it is possible to allocate all remaining cards, it will indicate the next tightest card (or cards) to be allocated. It may also indicate other information regarding the allocation of cards within that or other roll classes. If it is not possible to allocate a card and there is only one problem preventing the allocation, it will indicate where the problem exists. If it is not possible to allocate a card and there is more than one problem preventing the allocation, the user will need to analyse the data and solve the problems before proceeding. The Lookahead Test can be used on both the Roll Class Allocations screen and the Block Roll Class Allocations screen. Note: In Version 9, there is no requirement for a complete roll class to be entered before the Lookahead Test can be used. It is strongly recommended however that a full roll class be entered before using the Lookahead Test as this allows the test to provide more complete information. Timetabling Solutions Version 9 Page 4 of 46

5 Click Lookahead Test In this case, the Lookahead test has not found any problems requiring attention. When the Lookahead test is clicked, a range of information may be displayed on the screen. Depending on the data, the cells on the Allocation screen may contain new colours: Bright Green Cells indicate that the highlighted card must be allocated here for a single lesson there is no choice in where the particular cards are allocated. Dark Green Cells indicate that the highlighted card must be allocated here for a double lesson there is no choice in where the particular double lesson(s) are allocated. Red Cells indicate that the highlighted card cannot be allocated to this time due to a possible issue within this Roll Class. (ie if this card is allocated here, all of the cards in this Roll Class will not be able to be allocated to the remaining lessons available) Fuchsia Cells indicate that the highlighted card cannot be allocated to this time due to a possible issue with another Roll Class, teacher or room. (ie if this card is allocated at this time, the cards from another Roll Class, or a teacher/ room with classes in another roll class will not be able to be allocated to all of their available lessons) The cell containing the cursor has thicker walls this highlights the next card that should be allocated or issue to be resolved. It will generally also contain one of the main colours above. The Legend and the Supplementary List both display additional information regarding the displayed colours. Timetabling Solutions Version 9 Page 5 of 46

6 Click on the dark green cell on Monday, Period 1 in the row next to 11 Card B Display the Supplementary List if it is hidden. Note: As the 11 Card B requires 4 periods to be allocated, the only available lessons for this allocation are highlighted in either dark or light green. This information is also displayed in the Supplementary List. Click on the bright green cell on Monday, Period 6 in the row next to 11 Card A Timetabling Solutions Version 9 Page 6 of 46

7 Note: Card 11 A must be allocated to Monday Period 6 because there are no other year 11 cards that are able to be allocated at this time all other cards in this roll class would have at least 1 clash if they were allocated at this time. Click on the bright green cell on Tuesday, Period 4 in the row next to 11 Card E Note: Card 11 E must be allocated to Tuesday Period 4. Although 11 Card G is available to be allocated at this time, it is already required for Period 6 on that day, and the parameter settings for spread do not allow two singles of the same card to be allocated on a day. Click on the fuchsia cell on Friday Period 1 in the row next to 11 Card B Note: If 11 Card B was to be allocated to this lesson, it would mean that teacher MULS (who does not teach on the Card B) would not be able to have all of their lessons allocated. Click Lookahead Test Timetabling Solutions Version 9 Page 7 of 46

8 Note: If there are no issues that need to be solved, the Lookahead Test recommends the next card that should be allocated; in this case, 11 Card A should be allocated to Monday Period 6. Before any additional cards are allocated it is very important to consider the potential placement of the blocks of classes within the timetable. The Lookahead Test bases its recommendations on a number of different factors. The first of these factors is that all cards already allocated are required to be where they are placed. This means that if additional cards are allocated, the next time the Lookahead Test is used, the recommendation will be based on the new arrangement of allocated cards. Another factor is the tightness of all of the cards that are still to be allocated the algorithms analyse the remaining cards and rank these in a priority order again this is a point in time analysis, and occurs when the button is clicked. Within this analysis, the potential spread, doubles, teacher/room/group availability, RURs and a number of other factors are considered. Also, the Lookahead Test pre-allocates a substantial number of future moves, analysing the impact on the remaining cards. This test does not attempt to pre allocate all remaining cards there are other tools that will do this at a later stage in the process. Because this is a point in time analysis, it is recommended that a single allocation is made at a time, rather than multiple allocations, especially in the earlier stages of timetable construction when there are still blocks yet to be allocated. It is possible to allocate more than 1 card when Lookahead test is clicked, however this will increase the chance of issues occurring. Timetabling Solutions Version 9 Page 8 of 46

9 FROM ROLL CLASS ALLOCATIONS TO BLOCKING PATTERN To assist in the process of creating orderly blocking patterns where whole blocks can be timetabled entirely under whole blocks (where possible), there are two key screens that can be used to view and make changes to Roll Class allocations: The Roll Class Allocations screen, where data for each roll class is displayed based on the day and period structure. The Block Roll Class Allocations screen, where data is reorganised to reflect the blocking pattern and is ordered by the cards in the top roll class. In both of these screens there are a number of tools available to assist in the allocation of cards, and changes can be made on either screen. Data can easily be transferred between the two screens when desired. Note: To transfer data between the two screens, the Roll Class at the top of the listings must be fully allocated. BLOCKING PATTERN SCREENS The Blocking Pattern section of the program has a number of screens which have a wide range of tools available to assist in the process of creating a blocking pattern. The Block Roll Class Allocations screen has similar functionality to the Roll Class Allocations screen it displays details of cards to be allocated, clash information and can be used to allocate cards to the timetable. On the Task Tree select: [12A] Block Roll Class Allocations Select Roll Class 12 Timetabling Solutions Version 9 Page 9 of 46

10 Note: The Block Roll Class Allocations screen does not directly display the individual day structure. Each column represents a period in the cycle. The 35 columns are numbered sequentially and do not refer to a fixed day or period in the cycle. To minimise the width of the display only single digit numbers are used in the headings. The darker grey shade represents the start of the next 10 numbers. Periods Periods Periods Periods 1 to 9 10 to to to 35 On the left side of the display is a listing of the number of periods and double lessons remaining to be allocated on the blocking screen. At this point in time no class allocations have been made here. Note: The Block Roll Class Allocations screen is designed to operate independently of the Roll Class Allocation screen. It is also designed to transfer information easily between the two displays. Click Get Roll Class Allocations Note: This will transfer all allocated cards from the Roll Class Allocations screen to this screen. Timetabling Solutions Version 9 Page 10 of 46

11 The class allocation information has been transferred to this screen. Note: All classes in Roll Class 12 have now been allocated. Note: All cards allocated in the Roll Class Allocations screen have been reordered and are now displayed based on the order of Roll Class 12. Cards in other roll classes maintain their relative positions. An example of this is that 11SPT is under Card 12B and Card 12E on both screens. Timetabling Solutions Version 9 Page 11 of 46

12 Note: In addition to retaining the relative placements of different cards, the actual placement of the card (period and day) is listed at the bottom of the grid. Click on Card 12 A allocated in column 1 Note: The periods that would complete a double lesson with the cursor position is highlighted on the Prd row. All periods on the day where the cursor is positioned are now highlighted on the Day row. Timetabling Solutions Version 9 Page 12 of 46

13 Note: The red numbers indicate the presence of double periods for cards in the top listed roll class. In this data the top listed Roll Class is Roll Class 12. A thick line divides each colour group in the top roll class. The split line (12 Cards F and G) is represented as one block here because the card colour is the same. ALLOCATE CARDS The Lookahead Test should be used within the Blocking Pattern to continue construction once the first Roll Class has been allocated. Similar information is provided by the Lookahead Test in the two different screens. Click Lookahead Test Timetabling Solutions Version 9 Page 13 of 46

14 In this case, The Lookahead test has not found any problems requiring attention. Note: As previously stated, it is good timetabling practice to allocate blocks in an orderly fashion so that where possible they line up with other blocks at different year levels. As in the Roll Class Allocations screen, once the Lookahead Test has been used, a range of additional information may be displayed on the blocking screen. Allocate 11 Card A to Column 21 as recommended then click Lookahead Test Timetabling Solutions Version 9 Page 14 of 46

15 Note: We strongly recommend the process of using Lookahead Test, allocating a single card, then using Check Allocations/Check Blocked Allocations. This sequence should be repeated after all manual allocations. Following this process gives the greatest scope to highlight any problems that occur during timetabling so that they can be resolved one at a time. Note: All four lessons of 11 Card A must be allocated within the same Yr12 Block. Allocate 11 Card A to Column 22 then allocate the two remaining A Cards to the highlighted cells Note: All lessons of 11 Card A have now been allocated to the blocking screen. Timetabling Solutions Version 9 Page 15 of 46

16 CHECK BLOCK TIMETABLE It is useful after allocating cards to check that no problems have been created during the process. On the Task Tree select: [12G] Check Blocked Allocations Note: No problems have been created by the allocation of the 11 A cards. On the Task Tree select: [12A] Block Roll Class Allocations Note: 11 Card A has been allocated to lessons on: Day 1 Period 6 (single) Day 2 Period 5 (single) Day 5 Periods 1&2 (double) This data can be transferred to the Roll Class Allocations screen. Timetabling Solutions Version 9 Page 16 of 46

17 FROM BLOCKING PATTERN TO ROLL CLASS ALLOCATIONS Classes allocated on the Block Roll Class Allocations screen can now be transferred to the Roll Class Allocations screen. When transferring data back to the Roll Class Allocations screen the program retains the period allocations of the top listed roll class and updates all other roll classes according to where the cards have been allocated on the Block Roll Class Allocations screen. An automatic backup is created during the process. The backup file contains the Roll Class Allocations data before the transfer is made. On the Task Tree select: [13A] Roll Class Allocations Click Get Blocking Click Yes The program has created a default name for the backup file automatically. Click Save Timetabling Solutions Version 9 Page 17 of 46

18 On the Task Tree select: [12A] Block Roll Class Allocations Note: Each period of Roll Class 11 Card A appears under Roll Class 12 Card E as allocated on the Block Roll Class Allocations screen. Day 1 Period 6 (single) Day 2 Period 5 (single) Day 5 Periods 1&2 (double) No changes were made on the Roll Class Allocations screen so there is no need to refresh the data on this screen by clicking on Get Roll Class Allocations again. Timetabling Solutions Version 9 Page 18 of 46

19 USE LOOKAHEAD TEST TO ALLOCATE THE NEXT TIGHTEST GROUP If it is possible to continue to allocate cards, the Lookahead Test will give information about the next tightest card to be allocated. It is recommended that a single card is assigned each time the Lookahead Test is used. Note: For the purposes of speeding up the process for training, multiple cards may be allocated in each step below. Click Lookahead Test Allocate 11 Card B to Column 16 then allocate cards to all of the remaining highlighted (bright and dark) green cells Timetabling Solutions Version 9 Page 19 of 46

20 Use the Task Tree to go to [12G] Check Blocked Allocations and then return to this screen Click Lookahead Test Allocate 10A Card E to Column 18 then allocate cards to all highlighted green cells Use the Task Tree to go to [12G] Check Blocked Allocations and then return to this screen Timetabling Solutions Version 9 Page 20 of 46

21 Click Lookahead Test Allocate 11 Card C to Column 14 Click Lookahead Test Timetabling Solutions Version 9 Page 21 of 46

22 Allocate the 9A E to Column 6 and then allocate cards to all green highlighted cells Use the Task Tree to go to [12G] Check Blocked Allocations and then return to this screen Click Lookahead Test Timetabling Solutions Version 9 Page 22 of 46

23 Allocate 11 D to Column 6 and then allocate cards to all highlighted green cells Note: As this process continues it is strongly recommended to check that a structured pattern of block allocation is maintained where possible. Click Lookahead Test Allocate 10A G to Column 13 then allocate cards to all highlighted green cells Click Lookahead Test Timetabling Solutions Version 9 Page 23 of 46

24 Allocate 11 G to Column 11 and allocate cards to all highlighted green cells Note: All of the Yr11 blocks and some of the Yr9 & Yr10 blocks have been added to the blocking pattern. The Lookahead Test would continue to be used to allocate cards until all blocks were allocated. Timetabling Solutions Version 9 Page 24 of 46

25 The Lookahead Test may indicate that single classes are more difficult to allocate than the blocks. If this is the case, the single classes can be allocated before the remaining blocks. Click Save CHECK THE SPREAD Now that all cards have been allocated for Roll Class 11, the allocations can be transferred back to the Roll Class Allocations screen and the spread can be checked. Note: This transfer can be done at any stage of the process. On the Task Tree select: [13A] Roll Class Allocations Click Get Blocking Timetabling Solutions Version 9 Page 25 of 46

26 Click Yes The program has created a default name for the backup file automatically. Click Save Note: The blocking allocation information has been transferred to the Roll Class Allocations screen Click Save Timetabling Solutions Version 9 Page 26 of 46

27 To check the period spread within a day, look at the Average for each card. In this example, they are within an acceptable range. Note: The day to day spread for each card should be checked visually. Cards A to F should all be fine because each card was placed under only 1 card from Roll Class 12. The card that must be checked carefully is Card G because it was placed under 4 different cards from Roll Class 12. The day to day spread should also be checked on the Check Allocations screen. On the Task Tree select: [13H] Check Allocations Note: No clashes or spread issues are listed. Timetabling Solutions Version 9 Page 27 of 46

28 BLOCKS AT OTHER YEAR LEVELS Roll Classes 11 and 12 have been blocked as shown below. Roll Class Blocks 12 Card A Card B Card C Card D Card E Card F/G HRM S S 11 Card E R E Card D P O R Card C R E Card B R E Card A P O R Card F R E HRM T T In addition, sport, homeroom and a couple of other blocks from Yr9 & Yr10 have been allocated but there are a number of other blocks which still need to be allocated. 10A 10B 10C 10D S P O R T S P O R T Homeroom 9A 9B 9C 9D P E S P O R T P E S P O R T Homeroom 8A 8B 8C 8D S P O R T S P O R T Homeroom 7A 7B 7C 7D LOTE LOTE S P O R T S P O R T Homeroom The Lookahead Test can be used to identify the next tightest card to allocate. In some cases the next tightest card may be a single class rather than a block. The Lookahead Test can be used on either the Roll Class Allocations or on the Block Roll Class Allocations screens. Timetabling Solutions Version 9 Page 28 of 46

29 USE LOOKAHEAD TEST ON THE ROLL CLASS ALLOCATION SCREEN The Lookahead Test is a key tool to assist in the creation of timetables. On the Task Tree select: [13A] Roll Class Allocations Click Lookahead Test Roll Class 9D is selected. On Tuesday Period 6 the only card that can be allocated is Card C. In addition, Card G must be allocated to Tuesday Period 5. Allocate Card C to Tuesday Period 6 and Card G to Tuesday Period 5 Timetabling Solutions Version 9 Page 29 of 46

30 Click on the A to view the Card C information in the Supplementary List Note: 9D Card C is not a block. Click Lookahead Test Timetabling Solutions Version 9 Page 30 of 46

31 Note: For Roll Class 7A, the only places available for Card B on Tuesday and Friday are highlighted. Allocate Card B to the highlighted cells on Tuesday and Friday Click Lookahead Test Timetabling Solutions Version 9 Page 31 of 46

32 Note: 10A Card E can be allocated to either Monday Period 1 or Monday Period 2. Note: 10A Card E is the English block. Clicking on the Card E allocated on Friday Period 6 will display this information in the Supplementary List. Card E on Roll Class 10A is a block. At this stage it is recommended that data is transferred back to the Block Roll Class Allocations screen because it will be easier to see if all classes of this card can be allocated under the same card from Roll Class 12. From now on it may be necessary to move between the screens on a regular basis until all blocks have been allocated. The Lookahead Test can be used on either screen to help allocate classes until all blocks are on. Timetabling Solutions Version 9 Page 32 of 46

33 Do not allocate 10A Card E at this point in time Save and backup your file as Lesson 13A.tdf9 USE OF LOOKAHEAD TEST AFTER BLOCKS HAVE BEEN ALLOCATED Once all of the blocks have been allocated to the timetable it is recommended that the Lookahead Test is used until there is sufficient flexibility to use other tools to complete your timetable. Open the file: C:\Users\Public\Documents\V9 Training Data\Timetable Construction All Blocks On.tdf9 Click [13] Construct Timetable Timetabling Solutions Version 9 Page 33 of 46

34 Select Roll Class 12 Note: All of the major blocks have been allocated. Click Lookahead Test Allocate 10A Card B to Friday Period 5. In addition, allocate cards to all remaining highlighted green cells Click Lookahead Test Timetabling Solutions Version 9 Page 34 of 46

35 Allocate 10C Card B to Friday Period 2. In addition, allocate cards to all highlighted green cells Click Lookahead Test Timetabling Solutions Version 9 Page 35 of 46

36 Allocate 10B Card B to Wednesday Period 4. In addition, allocate cards to all highlighted green cells Click Lookahead Test Allocate 10D Card B to Wednesday Period 4. In addition, allocate cards to all highlighted green cells Click Lookahead Test Timetabling Solutions Version 9 Page 36 of 46

37 Allocate 9A Card A to Friday Period 2. In addition, allocate cards to all highlighted green cells Click Lookahead Test Timetabling Solutions Version 9 Page 37 of 46

38 Allocate 9D Card C to Friday Period 2. In addition, allocate cards to all highlighted green cells Click Lookahead Test Note: There is now a choice of cards that could be allocated to the tightest part of the timetable. Click Save Timetabling Solutions Version 9 Page 38 of 46

39 AUTO ALLOCATE The Auto Allocate function can be used to complete a timetable if there is enough flexibility with the cards still to be allocated. It is strongly recommended that a backup or copy of the file is created before using Auto Allocate. PART TIME TEACHERS In an earlier lesson all part time teachers except Rod Adams were allocated their days off. Rod Adams was not allocated a day off previously as a set day was not required. As the Auto Allocate function does not consider floating days off, Rod Adam must be allocated his day off before Auto Allocate is used. On the Task Tree select: [13C] Teacher Allocations Click on Ron Adams (ADAR) in the Select teacher box At this stage a decision has to be made about which day off to give Rod Adams. Rod Adams has already been allocated a class on Friday; therefore this day would not be suitable for his day off. Timetabling Solutions Version 9 Page 39 of 46

40 Wednesday appears to have the least amount of flexibility to allocate classes to. Note: Monday, Tuesday and Thursday can all have a double lesson of 08SCI1B and single lessons of both of his other classes allocated whereas Wednesday cannot. Click Teachers Unavailable Click Add Teachers Not At School Move ADAR to the Selected box as shown and click OK Timetabling Solutions Version 9 Page 40 of 46

41 Select all periods on Wednesday and click OK Leave the default as Not at School and click OK Click Save and Close the Supplementary Task window Rod Adams is now Not At School on Wednesday. Timetabling Solutions Version 9 Page 41 of 46

42 On the Task Tree select: Timetable Development Module Click Copy File OEdit the name of the file to Timetable Construction All Blocks On Before Auto Click Save Timetabling Solutions Version 9 Page 42 of 46

43 COMPLETE TIMETABLE WITH AUTO ALLOCATE The Auto Allocate function can be used to complete a timetable if there is enough flexibility with the cards still to be allocated. Click [13] Construct Timetable Note: Now that the additional day-off constraint has been added, the Lookahead Test should be used again to check that no additional problems have been created. Click Lookahead Test Timetabling Solutions Version 9 Page 43 of 46

44 Note: There is flexibility in the remaining allocations. Click Auto Allocate Click Start Note: Auto Allocate will start allocating cards. If it finds an issue, it will take those cards off and come down the timetable again. This will continue until either the timetable is completed, or an impossible situation is found that needs to be addressed. Timetabling Solutions Version 9 Page 44 of 46

45 Auto Allocate has completed the timetable. Note: It is possible to selectively remove cards which have been allocated. Click Sieve Allocations Timetabling Solutions Version 9 Page 45 of 46

46 Use to Select all Roll Classes This process allows particular groups, allocations or meetings to be selected for removal. These will only be removed from the Roll Classes selected on the previous screen Click Cancel Save and backup your file as Lesson 13B.tdf9 Timetabling Solutions Version 9 Page 46 of 46