Timetable Development Enter Teacher, Meeting and Room Details

Transcription

1 Timetable Development Enter Teacher, Meeting and Room Details Lesson 2 TEACHER DETAILS... 2 IMPORT TEACHER DETAILS... 3 DISPLAY TEACHER INFORMATION... 7 EDIT AN INDIVIDUAL TEACHER S DETAILS... 9 EDIT ALL TEACHER DETAILS DELETE TEACHER ENTER TEACHER MANUALLY SORT TEACHERS PART TIME TEACHERS UNSCHEDULED DUTIES MEETINGS COPY MEETING ROOM DETAILS IMPORT ROOM DETAILS ENTER ROOM MANUALLY... 32

2 LESSON 2 ENTER TEACHER, MEETING AND ROOM DETAILS TEACHER DETAILS There are two different methods that can be used to add teacher names and details to the Timetable Development Module. The teacher information can be imported from an existing file. Timetabling Solutions Version 9 can import information from a wide number of different file formats including Text files, Microsoft Excel files and other Timetable Development files. The teacher information can be manually entered. It is strongly recommended that information is imported where possible to save time, eliminate entry errors and ensure that all systems contain consistent data. Open the file: C:\Users\Public\Documents\V9 Training Data\ Timetable Semester 1.tdf9 Click [4] Teacher Details Timetabling Solutions Version 9 Page 2 of 34

3 The Enter Teacher Names screen is used to enter and display teacher details. Note: No information will be displayed until there is at least 1 teacher entered into the data. IMPORT TEACHER DETAILS It is strongly recommended that information is imported where possible saving time, eliminating data entry errors and ensuring that all systems contain consistent data. Click Import Data Note: Teachers is already highlighted when the Import Wizard opens. Click Next Timetabling Solutions Version 9 Page 3 of 34

4 Click on the drop down menu and the type of files to import from are displayed. Select Timetable Development V9 file (*.tdf9) and click Next Click Browse Timetabling Solutions Version 9 Page 4 of 34

5 Select Timetable Last Year.tdf9 Click Open Click Next Timetabling Solutions Version 9 Page 5 of 34

6 Note: There are 48 new records to import. Click Import New Records Click Yes Note: The teachers from last year s timetable have been imported into the file. Some details may now need to be updated to take into account changes for the next year. Click Save Timetabling Solutions Version 9 Page 6 of 34

7 DISPLAY TEACHER INFORMATION The Enter Teacher Names screen is used to enter and display teacher details. Note: Cells with a pale yellow background can be directly edited, cells with a grey background cannot be edited on this screen User Defined (or Spare Fields) will be displayed on the right hand side of the data table The Proposed Load is the total of all duties a teacher is required to take. The Actual Allot (Actual Allotment) is the number of periods that a teacher is timetabled for. The Pds Off (Periods Off) and Consc Pds (Consecutive Periods) fields show the teacher restrictions that were set in Parameters. The Actual Load is the total of Timetabled Classes + Unscheduled Duties + Yard Duties. Note: The display on the screen can be personalised by selecting or deselecting columns. Click the Columns selected link Timetabling Solutions Version 9 Page 7 of 34

8 Select the columns to display as shown Click OK Note: The Teacher Code is the only column that cannot be unselected and only spare fields that are defined in Parameters are able to be selected. Only columns that are displayed can be edited. Note: These display settings are computer specific, and will be retained for future files that are opened. The settings can be changed as required. Note: Only selected columns are now displayed Timetabling Solutions Version 9 Page 8 of 34

9 EDIT AN INDIVIDUAL TEACHER S DETAILS Once teacher details have been entered or imported, it may be necessary to later change some of the teacher details this can be done manually. In this example, Heather Craig (CRAH) has become Heather Bell (BELH). Right click anywhere in the teacher names table and click Find Teacher Select Code Type CRAH in the search box or select the code from the list Click OK Timetabling Solutions Version 9 Page 9 of 34

10 Heather Craig s name is now highlighted in the table. Click on Craig in the Family Name column Type Bell and press Enter The Code field becomes active. Type BELH and press Enter Click Save Note: Other fields (eg etc) can be updated as further information becomes available. Timetabling Solutions Version 9 Page 10 of 34

11 EDIT ALL TEACHER DETAILS In some cases it may be necessary to edit the details for all teachers. In this example, there have been a substantial number of changes to part time staff requirements. Because of this, it has been decided to reset all the proposed loads and days unavailable to reflect a full time teacher s load. This will allow any specific load requirements for part time teachers in the new timetable to be carefully checked when they are re-entered. Part time teacher loads and days unavailable will be looked at later in this lesson. In this example, a full time teacher has a proposed load of Note: The first teacher Rod Adams has a full time load. Click in the Proposed Load column next to Rod Adams and click Quick Edit Use the Down Arrow on the keyboard to run down the column until the proposed load for all teachers is Alternatively, the scroll wheel on the mouse can be used to move down the column. Click Quick Edit again to finish Timetabling Solutions Version 9 Page 11 of 34

12 Note: The Proposed Load for all teachers is now Use Quick Edit to change the Days Unavailable for all teachers to 0 Once complete, click Quick Edit again to finish Note: The Days Unavailable for all teachers is now 0. Click Save Timetabling Solutions Version 9 Page 12 of 34

13 DELETE TEACHER It may also be necessary to delete teachers from the file. In this case, the teacher Greg Ibbotson (IBBG) has left. Right click on any part of the Teacher Names table and click Find Teacher Type IBBG or select the code from the list Click OK Timetabling Solutions Version 9 Page 13 of 34

14 Note: Greg Ibbotson is now highlighted. To remove the teacher from the file, click Delete Teacher Click Yes Note: The teacher Greg Ibbotson has been removed from the data. Timetabling Solutions Version 9 Page 14 of 34

15 ENTER TEACHER MANUALLY Teacher details can also be entered manually. Click Add Teachers Type the details of the new teacher as shown (Press Enter to move to the next field) The details of the teacher are: First Name: Paul Family Name: Wood Code: WOOP Prop. Load: Note: The Family Name and Code fields are shaded green which indicates they are mandatory. Other details can be added to the data (for example and Staff Room) once they become available. Timetabling Solutions Version 9 Page 15 of 34

16 Select Top Click Record and Next Note: The details of the teacher, Paul Wood have now been recorded. Enter the details for another new teacher as shown: First Name: New Family Name: Teacher 1 Code: NT1 Prop. Load: Select Top Click Record and Close Timetabling Solutions Version 9 Page 16 of 34

17 Note: The two new teachers have been added to the top of the list. Additional information regarding these new teachers can be added as it becomes available. SORT TEACHERS Sorting can be used to list teachers in a particular order for all lists and reports from Timetable Development. It is possible to sort teachers by most fields on the Enter Teacher Names screen. Click Sort Teachers Version 9 allows sorting based on all data fields. To sort by any field, click once in the desired column then click (for A-Z sorting) or (for Z-A sorting) Timetabling Solutions Version 9 Page 17 of 34

18 Version 9 also allows sorting based on more than one field. To sort by multiple fields, the data needs to be sorted several times in order of increasing importance. In this example, teachers are to be sorted overall by family name, then within this by first name. To sort overall by family name, then by first name, the teachers need to be initially sorted by First Name. Click in the First Name column then click Note: All teachers have now been sorted by First Name. To sort this list now overall by Family Name, click in the Family Name column then click Note: To restart the sorting process, click Individual records can be moved up or down in the list order using or. Click OK Timetabling Solutions Version 9 Page 18 of 34

19 Note: All teachers have now been sorted alphabetically according to Family Name then first name. Click Save PART TIME TEACHERS The Days Unavailable field indicates that time off is required for a teacher. During the construction of the timetable, the Days Unavailable field works with the Lookahead Test feature and indicates when the required time off for an individual teacher becomes a problem. It is at this point in time that the teacher should be assigned days off (if they don t require a fixed day off). The mechanics of assigning days off to teachers will be covered in later lessons. In this example, there are a few teachers who will be part time so their proposed load and days available need to be adjusted. In this example, Rod Adams is going part time and will have a proposed load of and 1 day unavailable per cycle. To change Rod s proposed load, click in the Proposed Load column next to Rod Adams and type and then press Enter Timetabling Solutions Version 9 Page 19 of 34

20 Note: The Cursor moves to the Days Unavailable Column. To change Rod s Days Unavailable type 1 and then press Enter Note: Rod Adams proposed load and days unavailable have been adjusted. Adjust the proposed load and days unavailable for the following part time teachers: Baker Catherine (BAKC) proposed load days unavailable Clark Allison (CLAA) proposed load day unavailable Jones Adam (JONA) proposed load no days unavailable Once the proposed loads and days unavailable for part time teachers have been adjusted, click Save Timetabling Solutions Version 9 Page 20 of 34

21 UNSCHEDULED DUTIES Unscheduled duties are period allowances given to teachers for non-timetabled responsibilities. Examples of these include Timetabler, Daily Organiser, Year Level Coordinator, Principal, etc. Note: unscheduled duties can have a negative load which can be useful for averaging teacher loads between semesters. On the Task Tree select: [4B] Unscheduled Duties Click Add Duties Enter the details of the unscheduled duty as shown in the field boxes at the top of the screen. (Press Enter to move to the next field) The details of the unscheduled duty are: Name: Principal Duty Code: PR Duty Load: Teacher: BOSS The teacher can be manually entered or selected from the drop down list. After entering the information click Record and Next Timetabling Solutions Version 9 Page 21 of 34

22 Repeat the process to enter the following unscheduled duties: Name: Timetabler Duty Code: TT Duty Load: 5.00 Teacher: WOOP Name: Daily Organiser Duty Code: DO Duty Load: 5.00 Teacher: NT1 Click Record and Close after these are entered Click Save MEETINGS Meetings can also be defined within the timetable. On the Task Tree select: [4C] Meetings Click Add Meetings Timetabling Solutions Version 9 Page 22 of 34

23 Click Select Teachers Select Code if not selected Move the teachers BOSS, BURK, CLAM, DALJ and WOOP to the Selected box by double clicking on each of the teacher codes or by single clicking on each of the teacher codes and using. Click OK Timetabling Solutions Version 9 Page 23 of 34

24 Type the meeting name, Executive 1 and code Exec 1 In this case the meeting will not count as part of the teachers loads. Keep the Load as 0.00 then click Record and Close Timetabling Solutions Version 9 Page 24 of 34

25 COPY MEETING Each meeting entered occurs for only 1 period in the cycle. In some cases, a meeting may need to occur for more than 1 period. If this is the case, the meeting will need to be repeated on the meetings screen which can easily be set up using the Copy Meeting function. Click Copy Meeting Click Yes Note: The second meeting has been created. The code (highlighted in red) will need to be edited before the data can be saved Click in the name cell and change the name of the meeting to Executive 2 and change the code to Exec 2 as shown Note: The required meetings have now been entered. Click Save Timetabling Solutions Version 9 Page 25 of 34

26 ROOM DETAILS There are two different methods that can be used to add room details to the Timetable Development Module. The room information can be imported from an existing file. Version 9 can import information from a number of different file formats including Text files, Microsoft Excel files and other Timetable Development files. The room information can be manually entered. On the Task Tree select: [5] Room Details IMPORT ROOM DETAILS Click Import Data Note: Rooms is already highlighted when the Import Wizard opens. Click Next Timetabling Solutions Version 9 Page 26 of 34

27 Click on the drop down menu and the type of files to import from are displayed. Select Excel file (*.xls, *.xlsx) and click Next Click Browse Timetabling Solutions Version 9 Page 27 of 34

28 Click on the file Rooms Import.xlsx Click Open Click Next Timetabling Solutions Version 9 Page 28 of 34

29 The first row in the data contains headings. In this case Code, Name, Seats and Other Information are the headings so make sure that this box is ticked. Click Next Follow the instructions and click in the column that corresponds to Room Code Note: This is a mandatory field. This column is now highlighted to indicate that it has now been selected. Click Next Timetabling Solutions Version 9 Page 29 of 34

30 Follow the instructions and click in the column that corresponds to Room Name Note: This is an optional field. This column is now highlighted to indicate that it has been selected. Click Next Follow the instructions and click in the column that corresponds to Room Seats Click Next Timetabling Solutions Version 9 Page 30 of 34

31 Follow the instructions and click in the column that corresponds to Room Notes Click Next Note: There are 51 new records to import. Click Import New Records Click Yes Timetabling Solutions Version 9 Page 31 of 34

32 Note: The rooms have been imported into the file. Click Save ENTER ROOM MANUALLY Room details can also be entered manually. Click Add Rooms Timetabling Solutions Version 9 Page 32 of 34

33 Note: Room Name and Code fields are shaded green which indicates that they are mandatory. Enter the details of the new room as shown. (Press Enter to move to the next field) The details of the room are: Name: AT1 Art Code: AT1 Seats: 27 Notes: Art Room Select Top Click Record and Close Timetabling Solutions Version 9 Page 33 of 34

34 Note: The room list is now updated. Click Save Save and backup your file as Lesson 2.tdf9 Timetabling Solutions Version 9 Page 34 of 34