Introduction to CELCAT - user guide

Transcription

1 Introduction to CELCAT - user guide

2 Contents 1. Introduction Central Timetabling and Survey Unit Links between CELCAT and other College systems Access and authorisation Training CELCAT Timetabler - Key Concepts Starting Timetabler Client Opening a timetable Navigating the toolbar New/Open Print Resources Navigation Browse/Add/Delete Edit Classifications Resource records The Record tab The Timetable tab Viewing weeks Calendar The Statistics tab Record permissions The Global timetable Filtering and browsing records CELCAT Timetabler - Core Functions Editing resources Resource record pages Details page (all resources) Misc page (all resources) Notes page (all resources) Incompat. page (all resources) Fixed/Pref. page (modules / groups) Contact page (staff / students) Inventory page (rooms) Layout page (rooms) Courses page (modules) Teams page (staff) Staff page (teams) Students page (staff) Groups page (students) Members page (groups) Timetabling to student level Creating resources Managing Events Viewing events Event Window Editing events - changing associated resources Editing events - changing the event time/date Editing events - classifications Creating new events Add event Splitting resources Moving, Copying and Duplicating events Moving events Copying events Duplicating events Deleting Events CELCAT Timetabler - Advanced Features Adviser Room Adviser...35

3 Times Adviser Staff Adviser Clash Checking Dynamic clash checking Retrospective clash checking Clash checking wizard Undo/Redo Event store Usage Charts Resource Wizard Office Wizard Using the Office Wizard CELCAT Timetabler - Publishing Printing Grid Print Setup List Print Setup Selecting Resources to Print Print Window Statistics Statistics Setup ing vcalendar MyTimetable (students) MyTimetable (staff) Web Publisher Starting Web Publisher Publishing your timetable...77

4 1. Introduction Imperial College London has over 11,0000 students and 1,400 teaching staff on an estate occupying in excess of half a million square metres of build space. CELCAT Timetabler provides an integrated approach to timetabling and room booking which makes best use of resources, space and time. The unified approach to data management enables Timetablers and Room Bookers across the College to access a single, clear and coherent source of timetable information Central Timetabling and Survey Unit The Central Timetabling and Survey Unit provides support for users of the College timetabling database and its associated systems. It manages and maintains the CELCAT database and its links to other College databases, provides training, access, documentation and support for departmental users of the system, and collaborates with College projects to deliver efficiencies in timetabling practice and space utilisation. If you have a CELCAT query or issue you should check the Central Timetabling and Survey Unit web pages for advice in the first instance: Links between CELCAT and other College systems Figure 1.0: CELCAT / College systems relationship Introduction to CELCAT - user guide Page 4 of 84

5 1.3. Access and authorisation Access to CELCAT is secured through department-specific roles. Users will commonly have update access to resources and timetables which are directly associated with their department. In exceptional circumstances users may have access to resources which are not immediately associated with their department where this has been previously approved by all departments involved. There are typically three types of CELCAT user: Departmental Timetabler Room Booker Read-only user All users have read-only access to all resources and timetables held within CELCAT. In order to ensure the security of timetable data, user accounts are only created for staff who have a genuine requirement to access CELCAT. If you require access to CELCAT you should download and complete the New User Request Form [ The completed form should be submitted for approval to your Departmental Representative. Once approved, the Departmental Representative will return the form to the Central Timetabling and Survey Unit who will arrange access to CELCAT and installation of the required software. Users who have update access (timetablers and room bookers) will be required to attend a training workshop Training The Central Timetabling and Survey Unit currently offer two training courses for users of CELCAT software: CELCAT for Timetablers CELCAT for Room Bookers The workshops provide instruction on the use of CELCAT Timetabler Client for timetabling, introduce the features which will enable users to get the most from the software, and promote good practice in the use of CELCAT Timetabler Client and its associated resources. The CELCAT for Timetablers workshop also introduces CELCAT Web Publisher and MyTimetable (student). Whilst the training workshops offer users hands-on instruction in the use of CELCAT, they can only cover the key areas of the software. This user guide provides a comprehensive overview of the software which should supplement any training you receive. Introduction to CELCAT - user guide Page 5 of 84

6 2. CELCAT Timetabler - Key Concepts A timetable is a plan of the times at which events are scheduled to take place. Within CelCAT, timetables are constructed as grids where days are divided into blocks of time which are referred to as periods. Events are created within a timetable grid when one or more resources (e.g. staff, room, student, etc) are scheduled to take place during one or more periods Starting Timetabler Client In Windows, from the Start menu select: Programmes Celcat6 Celcat CT Client When you start Timetabler Client for the first time after initial setup, the desktop will look similar to this: Figure 2.0: Starting Timetabler Client Introduction to CELCAT - user guide Page 6 of 84

7 2.2. Opening a timetable When your CELCAT account is created by the Central Timetabling and Survey Unit you will be given access to a test timetable (e.g. Celcat6_Testdata0607), the timetable for the current academic period (e.g. Celcat6_0607), and the timetable for the next academic period (e.g. Celcat6_0708). Prior to the start of the academic session, the Central Timetabling and Survey Unit will create the timetable for the following year and automatically provide you with access. For details of initial set-up, please refer to CELCAT 6 - Getting Started. In Timetabler Client, from the File menu select: Open [Select the appropriate timetable - e.g. Celcat6_0607] Alternatively, click the open file icon and select the appropriate timetable: Figure 2.1: Opening a timetable 2.3. Navigating the toolbar The Timetabler toolbar is divided into 6 sections (see below). These buttons link to the key actions. Hovering over the toolbar icons displays hints as to their meaning. Figure 2.2: Toolbar New/Open New Timetables are created centrally by the Central Timetabling and Survey Unit. An existing timetable can be opened from the toolbar either by clicking once on Open, or by clicking on the arrow next to Open which will produce a drop-down menu. Introduction to CELCAT - user guide Page 7 of 84

8 Print The Print button opens the print options window from where the user is able to define a print set-up and select a range of information to be printed. The Print Window button is only active when a user is viewing a timetable window. This button allows the user to print the entire timetable currently on-screen. For further information about printing, please refer to section 5.1. Figure 2.3: Print / Print window Resources An event is created within CelCAT when one or more of the seven resources are combined for a single specified period in the timetable. Figure 2.4: Event / Resource relationship MODULES ROOMS STAFF Elements of teaching that need to be scheduled in a timetable, e.g. Biological Systems: Fundamentals and Modelling Locations in which events are scheduled - these will normally be rooms within the college, but could be locations outside the College such as a field trip location or GP surgeries for medical field trips People who need to be scheduled to help teach an event TEAMS STUDENTS GROUPS EQUIPMENT Logical groupings of staff People who need to be scheduled to attend an event for the purpose of being taught Logical groupings of students - groups can contain student names, or larger groups can be defined as a collection of smaller groups and/or students Items held in a central departmental pool that need to be booked for an event - e.g. a department may have a central pool of 3 data projectors which can be booked for events Introduction to CELCAT - user guide Page 8 of 84

9 Navigation When viewing a resource record screen it is possible to scroll through the records using the navigation buttons. Figure 2.6: Navigation Navigation - keyboard shortcuts: Ctrl+F - First Record / Ctrl+L - Last Record Ctrl+N - Next Record / Ctrl+P - Previous record Browse/Add/Delete The browse button allows users to open the Browse window for the resource type which they are viewing (e.g. if viewing a staff record or timetable, the browse button would open the staff browse window). The browse window lists all the records for the resource type, allowing users to filter records and to select a record to open. Options - Auto browse Select Tools / Options / General Options In the View tab, select Auto browse Auto browse allows users to set the browse window to open automatically upon selection of a resource (e.g. selecting the modules resource button will open the module browse window). The add button allows users to add a new resource records. Ability to use the add button is limited by access rights (e.g. a user with a defined role of AE will only be able to add records for the Aeronautics department). Users are not able to add new records for Rooms, Staff or Students. If you need to add records for these resources please submit a request to the Central Timetabling and Survey Unit. The delete button allows users to delete resource records. Ability to use the delete button is limited by access rights. It is not possible to delete a record which has an event attached to it. If you need to delete a resource record, you must first delete all timetabled events for that resource. Users are not able to delete records for Rooms, Staff or Students. Figure 2.7: Browse/Add/Delete Introduction to CELCAT - user guide Page 9 of 84

10 Edit When viewing a resource record the edit mode button allows the user to enter edit mode. The ability to edit resources is restricted by user access rights. The accept button allows users to accept changes they have made to a record. The cancel button allows users to reject changes they have made to a record. Options - Prompt to save Select Tools / Options / General Options In the Records tab, select Prompt to save Prompt to save allows user to set a prompt to remind them to save any changes to a resource or a timetable. This is useful if you are worried about making changes accidentally. Options - Prompt to delete Select Tools / Options / General Options In the Records tab, select Prompt to delete Prompt to delete allows a user to set a prompt to confirm deletion of a record or timetabled event. This is useful if you are worried about accidentally deleting records from the database. Figure 2.8: Edit/Accept/Cancel 2.4. Classifications Classifications are used to categorise resources and events. CELCAT classifications have been set up by the Central Timetabling and Survey Unit based upon categories agreed with Faculty representatives. Users are only able to add/edit/delete courses. Classifications are linked to specific resources. For example, the Department classification CH Chemistry is used to categorise all Modules, Rooms, Staff, Teams, Groups, Students, Equipment, Courses and Events owned by Chemistry. When creating an event it is possible to search for a resource by its classification. For example, when creating an event for the Module Chemistry Lab Introduction it is possible to search for a room with the Layout classification Laboratory. Classifications can be accessed via the view / classifications menu. Introduction to CELCAT - user guide Page 10 of 84

11 2.5. Resource records The Record tab Each time you open a resource you will see a record screen which should look similar to this: Figure 2.11: Resource record screen The record tab contains detailed information about the resource. By selecting from the buttons at the top of the screen it is possible to access different information pertaining to that record. For example, by selecting the Courses button in the Module resource screen, it is possible to see whether that module has been linked to a course The Timetable tab To access the timetable grid for a resource, select the Timetable tab at the bottom of the record screen. The timetable grid will look similar to this: Figure 2.12: Resource timetable screen Introduction to CELCAT - user guide Page 11 of 84

12 Viewing weeks At the top of the timetable screen is a set of blue buttons which are referred to as the viewing weeks. These represent the weeks which are currently displayed on the timetable grid which is being viewed. By selecting or deselecting these buttons, it is possible to alter the weeks that are being shown in the timetable grid. Figure 2.13: Viewing weeks In the above example the viewing weeks for October are selected, and consequently only events scheduled in October are visible in the timetable grid. By selecting the save/load week span button to the right of the viewing weeks, it is possible to load a predefined week pattern (e.g. the Autumn term, or the Academic Year). Users may also save week patterns specific to their department, although it is advised that you use predefined week spans where possible. Figure 2.14: Viewing weeks / week span If you have booked an event but cannot see it on the timetable grid, check that your viewing weeks are set to show the week in which the event is taking place! Introduction to CELCAT - user guide Page 12 of 84

13 Calendar When viewing a timetable grid, users can press c on the keyboard at any time in order to open a calendar from which you can change the viewing weeks to show a specific date. Figure 2.15: Calendar The Statistics tab To access statistical information relating to a specific resource, select the Statistics tab at the bottom of the record screen. For details of how statistics can be set-up, please refer to section Record permissions In order to ensure that data held within CELCAT matches that held in other College systems, it is necessary for the Central Timetabling and Survey Unit to create records for staff, students and rooms. For details about requesting new records, please see Users are able to add, edit and delete their departmental records for modules, groups, teams and equipment. Users are also able to edit their departmental records for rooms, staff and students, although a number of fields are protected against update. If you require a room, staff or student resource record added or deleted from the CELCAT database, you should raise this request with the Central Timetabling and Survey Unit Introduction to CELCAT - user guide Page 13 of 84

14 2.6. The Global timetable The global timetable contains events which impact upon the whole College. This typically relates to Bank Holidays and College closure days, but also includes Commemoration Day. Individual resources may not be assigned to a global event as the event is assumed to involve all timetable resources. The global timetable can be viewed by selecting View / Global Timetable. Figure 2.16: Global timetable When scheduling an event it is possible to run a check to ensure that it does not clash with a global event. For details about clash checking, please see section Filtering and browsing records If you have auto browse selected in General Options, the browse screen will open automatically when you select a resource. Otherwise, select your resource and then click the browse icon to open the browse screen. Figure 2.17: Browse screen Introduction to CELCAT - user guide Page 14 of 84

15 Clicking the search criteria text opens a drop-down box which enables you to set your search parameters to filter by Unique Name, Name, or Department. You can also change between filters by pressing F3. Unique name will often refer to a College Identification Number (CID) or a Room Unique Identification number (UID) which is a string of digits - in practice it is unlikely that you will ever need to search by unique name and you should instead use either name or department. As you type your search text, the browse function will automatically filter the records. Highlight your chosen resource and select OK to open the record. Figure 2.18: Filtering by name V at the left hand side of a list indicates that you have view-only access to a record. To limit your search to resources which you have permission to modify, de-select the V (Show/Hide View-Only) button. To view all resource records in the browse screen type * in the filter box To search for part of a resource name (e.g. searching for the Great Hall) use % wildcards in the filter box (e.g. %Great Hall%) Introduction to CELCAT - user guide Page 15 of 84

16 3. CELCAT Timetabler - Core Functions 3.1. Editing resources Users are able to edit all resources associated with their departmental user role. To edit a resource, you must ensure that you are in edit mode (select the edit button on the toolbar). Figure 3.1: Status bar In edit mode users are able to make changes to all white fields. Grey fields are protected against update Resource record pages Each record has pages which hold all information relating to the specific resource Details page (all resources) All resources have a details page which holds the name, unique name, and department of the particular resource. These three fields are the most significant as they determine how a record is classified, and consequently who can use the record, and how the record is known. It is unlikely that you would wish to change these fields except to correct an error, or, in the case of a module, to record a change to the name and unique name. The details pages have other fields relating to the specific resource type, which can be edited as appropriate. The year field, which appears in module, group and student records, should be populated with a numeric value corresponding to the level of the individual module, group or student (i.e. 1 rather than 1st, first, year 1, year one, or 2006/7) Misc page (all resources) All resources have a misc page which holds further information relating to the basic record. For example, users can associate particular staff with individual module, room, group, equipment and team resources. Introduction to CELCAT - user guide Page 16 of 84

17 Notes page (all resources) All resources have a notes page which can be used to add free-text related to the particular resource (e.g. you might wish to note that a room is of an unusual shape and is not appropriate for certain types of teaching) Incompat. page (all resources) All resources can be set as incompatible with any other chosen resource (e.g. a member of staff may not wish to teach in a specific room). To record an incompatibility: Open the Incompat. page Select the appropriate incompatible resource type from the drop-down list Figure 3.2: Incompatibility selection Select Add and choose the incompatible resource If you wish to add a range of incompatible resources, select Add Set Figure 3.3: Incompatible resources When you create an event, the clash checker can be used to check to see if you have scheduled incompatible resources. Introduction to CELCAT - user guide Page 17 of 84

18 Fixed/Pref. page (modules / groups) The module and group resources have a fixed/pref. page. If modules or groups have fixed resources added, these resources can automatically be allocated when timetabling. Preferred resources can also be associated with modules or groups so that when using advisors these can be taken into account. To add a fixed/preferred resource: Open the Fixed/pref. page Select either the fixed or the preferred radio button Select the appropriate fixed/pref. resource type from the drop-down list Figure 3.4: Fixed/Preferred resources Select Add and choose the fixed or preferred resource Contact page (staff / students) The staff and student resources have a contacts page where you can add address, telephone, and other contact details. For MyTimetable (staff) (the ability for staff to have their events imported directly into their Microsoft Outlook calendars) both the and the profile fields must be completed. For further details of MyTimetable (staff) please contact the Central Timetabling and Survey Unit. Introduction to CELCAT - user guide Page 18 of 84

19 Inventory page (rooms) Each room record has an inventory page where fixed equipment can be associated. To add fixed equipment: Open the Inventory page In the Fixtures list in the right-hand pane, highlight the required fixture Select < to associate the fixture with the room Amend the quantity if required Figure 3.5: Room inventory Layout page (rooms) Each room record has an layout page where layouts can be associated. Rooms may have multiple layouts with different capacities (e.g. Lecture Theatre and Examination room). To add a layout: Open the Layout page In the Layouts list in the right-hand pane, highlight the required layout Select < to associate the layout with the room Enter the layout capacity Figure 3.6: Room layout Introduction to CELCAT - user guide Page 19 of 84

20 Courses page (modules) Each module record has a courses page which allows users to link modules to courses (this refers to taught courses being linked to a programme of study) Teams page (staff) Staff records have a Teams page from where you can view and manage their membership of academic teams Staff page (teams) Team records have a staff page from where you can link staff as members of the selected team Students page (staff) Students can be linked directly to members of staff via the Students page on the staff record. This might be required if a staff member has a pastoral tutorial group, and you want to link the staff and student records directly. It may however be more appropriate to create a group record for this, and add the staff member to the group via the misc page Groups page (students) Similarly to the staff/teams relationship, student resource records have a Groups page in which you can link students to groups (e.g. year group / teaching group / tutorial group) Members page (groups) Group resource records have a Members page where sub-groups and individual students may be attached. Constructing a coherent group structure allows timetablers to schedule to student level, which in turn allows students to access their individual timetable online via MyTimetable (student). Further details of timetabling to student level are provided below. Introduction to CELCAT - user guide Page 20 of 84

21 Timetabling to student level There are two primary methods for creating a full group structure, and both may be used in combination to achieve student-level timetabling: Pyramid structure - the pyramid approach to group structure is most appropriate for undergraduate timetabling where entire year groups study a pre-determined set of core modules. The structure places a whole-year group at the top, which is comprised of two half-year groups, which in turn are comprised of four quarter-year groups, and so on. By attaching students at the lowest level, they automatically feed into the structure, meaning that timetabling any of the higher level groups will automatically timetabling the associated students. For example, in the figure 3.8 below a student in group 1w would automatically be a member of group Yr 1b-1, Yr 1b, and Yr 1 and would be timetabled for any events involving those groups. Figure 3.7: Group structure - pyramid Figure 3.8: Group structure - student membership Introduction to CELCAT - user guide Page 21 of 84

22 Module structure - the module approach to group structure is most appropriate for timetabling where students choose to study elective or optional modules. A group structure is created which mirrors the module structure, and module groups are always timetabled with a specific module (e.g. module AE301 may have a group also called AE301 which is always associated with it). In this structure students will usually belong to more than one group, but there will be no direct relationship between the groups. This structure may be run in conjunction with a pyramid approach. Figure 3.9: Group structure - module 3.2. Creating resources User are able to add new resources for modules, groups, equipment and teams. To add a new resource you must first open the appropriate resource type from either the toolbar or the view menu. If you have the autobrowse feature active, you will need to select cancel to close the browse window prior to adding a new resource. To add a new resource: Select Add (or press Ctrl and A ) Complete the Name, Unique Name and Department fields o Names should be comprehensible as they may be fed into SOLE o Unique names, if not CIDs, should ideally start with a 2 character College department code For modules and groups complete the Year field o This should be in the format 1, 2, 3, etc (not Year 1, One, 2006) o For modules taught across years use 1-2, 2-3, etc (not Years 1 & 2, 1 & 2, 1-2) Complete any other suggest fields for the record type (see resource table below) Select the Accept button to save the resource record Introduction to CELCAT - user guide Page 22 of 84

23 RESOURCE FIELD DESCRIPTION MODULE (Details) MODULE (Misc) MODULE (Notes) MODULE (Courses) MODULE (Fixed/Pref.) Name This should be comprehensible and no more than 64 characters in length (including spaces). Unique name This should ideally begin with a 2-character College department code. It is suggested that the unique name be a maximum of 10 characters in length. Department Use the button at the right-hand side of this field to open the department filter screen. Schedulable This box should be left ticked to indicate that the Module is available to be scheduled. Web This field can be used to create a link to a departmental web page. Year This should be completed as a single digit (e.g. 1 as opposed to Yr1). If the module is taught to students at different levels, this should be represented with a hyphen (e.g. 2-3). Staff Select the button to the right-hand side of either staff field to select a staff member to associate with the module. This is a reference aide and will not automatically select the member of staff when timetabling. Tags Tag fields are free text fields that can be used as a filter when printing reports. Users may define their own tag fields. Targets - Weekly Target fields can be used to set a suggested amount of scheduled time for a resource. Users can see whether a Targets - Total resource meets its target in the Statistics tab. NB in order to do this it will be necessary to select Options from the Statistics menu, and set the Chart Type to By Week. Notes The notes field can be used to add free-text annotations to a resource. Courses Use this field to create links between modules and the courses to which they apply. Courses classifications should be set up prior to creating modules. To add a course link select Add and use the filter box to locate the appropriate course. If a module is taught to students on a number of courses, these can all be linked in this field. Fixed Use this field to fix other resources to this resource for the purpose of timetabling. If fixed, an associated resource can automatically be timetabled when timetabling the main resource (e.g. a Module may only be taught in one room. By selecting the room as a fixed resource, it can automatically be timetabled when the module is timetabled). Required Required Required Required Required Suggested Introduction to CELCAT - user guide Page 23 of 84

24 MODULE (Incompat.) GROUPS (Details) GROUPS (Misc) GROUPS (Notes) GROUPS (Fixed/Pref.) Preferred Use this field to add preferred resources to this resource for the purpose of timetabling. When using the advisor to create an event, the preferred resources will be searched first for availability. Incompat. Use this field to link incompatible resources (e.g. a member of staff may not be able to teach a specific module). The Clash Check can be used to search for incompatible resources when timetabling. Name This should be comprehensible and no more than 64 characters in length (including spaces). Unique name This should ideally begin with a 2-character College department code. It is suggested that the unique name be a maximum of 10 characters in length. Department Use the button at the right-hand side of this field to open the department filter screen. Schedulable This box should be left ticked to indicate that the Group is available to be scheduled. Web This field can be used to create a link to a departmental web page. Year This should be completed as a single digit (e.g. 1 as opposed to Yr1). Staff Select the button to the right-hand side of either staff field to select a staff member to associate with the group. This is a reference aide and will not automatically select the member of staff when timetabling. Tags Tag fields are free text fields that can be used as a filter when printing reports. Users may define their own tag fields. Targets - Weekly Target fields can be used to set a suggested amount of scheduled time for a resource. Users can see whether a Targets - Total resource meets its target in the Statistics tab. NB in order to do this it will be necessary to select Options from the Statistics menu, and set the Chart Type to By Week. Notes The notes field can be used to add free-text annotations to a resource. Fixed Use this field to fix other resources to this resource for the purpose of timetabling. If fixed, an associated resource can automatically be timetabled when timetabling the main resource (e.g. a Group may only be taught in one room. By selecting the room as a fixed resource, it can automatically be timetabled when the group is timetabled). Preferred Use this field to add preferred resources to this resource for the purpose of timetabling. When using the advisor to create an event, the preferred resources will be searched first for availability. Required Required Required Required Required Introduction to CELCAT - user guide Page 24 of 84

25 GROUPS (Members) GROUPS (Incompat.) TEAMS (Details) TEAMS (Misc) TEAMS (Notes) TEAMS (Staff) TEAMS (Incompat.) EQUIPMENT (Details) Members Use this field to create group links (see section Timetabling to Student Level). Highlight the group you wish to add members to and either select Add Groups or Add Members. Incompat. Use this field to link incompatible resources (e.g. a group may not be able to use a specific room). The Clash Check can be used to search for incompatible resources when timetabling. Name This should be comprehensible and no more than 64 characters in length (including spaces). Unique name This should ideally begin with a 2-character College department code. It is suggested that the unique name be a maximum of 10 characters in length. Department Use the button at the right-hand side of this field to open the department filter screen. Web This field can be used to create a link to a departmental web page. Schedulable This box should be left ticked to indicate that the Group is available to be scheduled. Staff Select the button to the right-hand side of either staff field to select a staff member to associate with the team. This is a reference aide and will not automatically select the member of staff when timetabling. NB This is separate to the staff membership of a team. Tags Tag fields are free text fields that can be used as a filter when printing reports. Users may define their own tag fields. Notes The notes field can be used to add free-text annotations to a resource. Staff Use this field to create the membership of a team. To add staff to a team select Add and select the appropriate staff member using the filter box. Incompat. Use this field to link incompatible resources (e.g. a team may not be able to use a specific room). The Clash Check can be used to search for incompatible resources when timetabling. Name This should be comprehensible and no more than 64 characters in length (including spaces). Unique name This should ideally begin with a 2-character College department code. It is suggested that the unique name be a maximum of 10 characters in length. Department Use the button at the right-hand side of this field to open the department filter screen. Web This field can be used to create a link to a departmental web page. Suggested Required Required Required Required Suggested Required Required Required Introduction to CELCAT - user guide Page 25 of 84

26 EQUIPMENT (Misc) EQUIPMENT (Notes) EQUIPMENT (Incompat.) Minimum booking interval (mins) Charge Staff Tags Notes Incompat. Use this field to indicate the minimum period of time for which a piece of equipment may be booked. Use this field to apply a hire charge to a piece of equipment. Select the button to the right-hand side of either staff field to select a staff member to associate with the equipment. This is a reference aide and will not automatically select the member of staff when timetabling. Tag fields are free text fields that can be used as a filter when printing reports. Users may define their own tag fields. The notes field can be used to add free-text annotations to a resource. Use this field to link incompatible resources (e.g. a piece of equipment may not appropriate in a specific room). The Clash Check can be used to search for incompatible resources when timetabling. Suggested 3.3. Managing Events Events are created within a timetable grid when one or more resources (e.g. staff, room, student, etc) are scheduled to take place during one or more periods Viewing events To view an existing event you must first select the resource to which the event is linked. In the resource window, select the Timetable tab. The events associated with the chosen resource will be detailed on the timetable grid. It is possible to select the annotations which appear on your timetable grid. To do this, select: Tools Options General Options Timetables For each Grid type (e.g. Module, Room, Staff) select the annotations that you wish to appear on each event within the timetable grid (e.g. for a Module, you may wish to have the Staff, Room and Group resources visible on the timetable grid). In practice you are unlikely to make use of the grid annotations as timetable grids populated with a large number of events are not easily readable (events may be contracted, or may overlap others). Introduction to CELCAT - user guide Page 26 of 84

27 Event Window The event window enables a user to access all resources / booking details associated with an event. To open the event window double-click on an event, or highlight an event and select Event Window from the Timetable menu. Figure 3.10: Event window Any of the resource details can be edited by clicking on the appropriate resource title. Alternatively they can be edited by double-clicking the individual resource Editing events - changing associated resources To change a resource associated with an event, select that resource in the event window. The Resource Management screen will open for you to select an alternative resource. If you will regularly be picking resources associated with your department, it is suggested that you create a selection which you can load when timetabling. To create a selection: Select the Department Filter (or press Ctrl and D ) Enter your department code to populate the resource box Click Select/Deselect All (or press Ctrl and A ) Click Save Selection (or press Ctrl and S ) Give your selection an appropriate name and click OK Introduction to CELCAT - user guide Page 27 of 84

28 The next time that you need to add a room to an event click Restore a Selection (or press Ctrl and R ), and the resource box will automatically populate with your selection. To select one resource from this list remove the tick in the adjacent box and click Invert Selection (or Ctrl and I). This will remove all other ticks and leave your chosen resource selected. Figure 3.11: Resource management window When you have selected your replacement resource, click OK and it will populate the event window. Repeat this process for all resources you wish to edit Editing events - changing the event time/date To change the time of an event you must first open the Event Window. Click in the Time field to open the Event Time window If required, select a new day Either select a new time from the time period list (NB it is possible to extend the length of the event by selecting multiple time periods) Introduction to CELCAT - user guide Page 28 of 84

29 Or manually enter a new start time and a new end time in the Start and End fields Select OK Select the Accept button to update the event in the timetable grid Figure 3.12: Event Time window To change the date/week span of an event you must first open the Event Window. Click in the Weeks field to open the Event Weeks window Either select the week(s) in which you wish to timetable the event from the week list (NB if required you can load a pre-defined week span, e.g. Autumn Term, by clicking the Load/Save button) Or manually enter a new week / week span Select OK Select the Accept button to update the event in the timetable grid Figure 3.13: Event Weeks window To delete part of an event, you can simply de-select the weeks where the event is not required. Introduction to CELCAT - user guide Page 29 of 84

30 Editing events - classifications To change either the category or department of an event, select the button to the right-hand side of the relevant field. This will open a filter screen from which you can select an alternative classification. You cannot allocate an event to a department to which you do not have access rights (e.g. an Aeronautics timetabler cannot create an event assigned to Chemistry) 3.4. Creating new events Add event In order to timetable an event, you must first open the timetable grid for the resource you wish to timetable (e.g. Module, Room, Staff). If you are creating a new resource, you will need to complete this before timetabling an event (see 3.2). To add an event: Click on the cell where you wish to add your event (e.g. Monday 10-11) Right-click and select Add Event (or press Ctrl and 1 ) Click the resource fields in the Event Window to select resources (e.g. Modules, Rooms, Staff, Groups) Click the weeks field and select the span of the Event Weeks Click in the category field and type the event category, or click to the right of the category field and select the event category from the list provided Click in the department field and type the department name, or click to the right of the department field and select it from the list provided Click Accept to save the event It is also possible to add Notes, suggest a Break Time in minutes, and to Protect or Suspend the event in the Event Window. Notes entered here will be specific to this event. When adding an event, the span will automatically default to the current Viewing Weeks. For example, if you are viewing the Autumn term and add an event, it will automatically be timetabled for the whole Autumn term. Ensure that you check that the weeks in the Event Window are accurate prior to accepting the event. To add an event lasting multiple periods, press Ctrl and the corresponding digit between 1 and 9 (e.g. Ctrl and 6 will add an event with a duration of 6 periods) Introduction to CELCAT - user guide Page 30 of 84

31 Splitting resources It may be necessary to split resources when creating an event where there are variations in the individual resources used during an event span. For example, a module taught in weeks 1 to 11 may have two lecturers who teach separate sections of the module, or there may be a room change in weeks 5 to 8. Figure 3.14: Splitting resources To split a resource: Double-click the event to open the Event window Select the resource which requires splitting (e.g. Rooms) Select the resources which the event is to be split between - these will be shown in the right-hand pane of the Resource Management window Highlight the first resource and select the weeks during which it is required from the week bar at the top of the window (alternatively, highlight the resource and select Segments to choose the appropriate week(s)) Figure 3.15: Resource management window Repeat this process for the remaining resources Click OK in the Resource Management window Click Accept Introduction to CELCAT - user guide Page 31 of 84

32 3.5. Moving, Copying and Duplicating events Moving events Once an event has been created it is possible to move it around the timetable grid. To move an event: Open the timetable grid containing the event to be moved Open the Event window for the event you wish to move Hold down the left-hand mouse button and drag the event to the new time Figure 3.16: Moving an event This can be useful if you are trying to achieve the best use of resources whilst constructing your timetable or simply need to move an event quickly. You should be careful to ensure that you clash check any event which you move, as the resources required for the event may be in use elsewhere. Events can also be moved between timetable grids. To move an event between timetable grids: Open the timetable grid containing the event to be moved Open the destination timetable grid for the event From the Window menu, select Tile and Tile Timetables Vertically Click the event to open the Event window Hold down the left-hand mouse button and drag the event to the destination grid You may wish to do this if you need to move an event to another room for example. In practice, it will probably be easier to change the event details in the Event Window, but you may prefer this method. As with moving event within a timetable grid, you should seek to ensure that you clash-check moved events, as other resources may be in use elsewhere, or may be incompatible with the new time, date, or resource. Introduction to CELCAT - user guide Page 32 of 84

33 Copying events An event may be copied to another time, day or grid with the original event still left in place: To copy an event within a timetable grid: Open the timetable grid containing the event to be copied Double-click the event to be moved Hold down the Ctrl key Hold down the left mouse button Drag the event to a new location Release the mouse button Release the Ctrl key Figure 3.17: Copying an event To copy an event to a new location: Open the timetable grid containing the event to be copied Open the destination timetable grid for the event From the Window menu, select Tile and Tile Timetables Vertically Double-click the event to be moved Hold down the Ctrl key Hold down the left mouse button Drag the event to a new location Release the mouse button Release the Ctrl key This could be of use if you intend to run an event twice for different groups, or alternatively if you are scheduling different events which use the same resources (where you might want to change one of the resources attached to the copied event). In practice, you may actually find that this is of limited use to you, but this will depend on your timetabling requirements and approach. Introduction to CELCAT - user guide Page 33 of 84

34 Duplicating events Events which are to be repeated within the same timetable grid can be duplicated: Open the timetable grid containing the event to be duplicated Double-click the event to be duplicated Select Duplicate Events from the Event menu Select the appropriate days and number of copies Select OK Individually move events as required Figure 3.18: Duplicating an event This allows users to make multiple copies of a single event to any chosen day. The duplicate events will need to be moved and/or amended on an individual basis to ensure that they do not clash with other events on the timetable grid. Some users duplicate events when they are creating tutorials. This allows them to quickly create shell events to which they can then add individual groups and/or students, and place within the timetable grid as required Deleting Events To delete an event from the timetable grid: Right-click the event to be deleted Select Delete Click Yes Introduction to CELCAT - user guide Page 34 of 84

35 4. CELCAT Timetabler - Advanced Features 4.1. Adviser When you do not know in advance the resources that will be available for an event, Adviser can provide the information for you. The Adviser button is located at the bottom of event window. The adviser function can also be accessed via the event menu. The adviser contains filter fields which are used to limit the search criteria (e.g. Site, Layout and Department). Each of these can be populated by typing directly into the field and selecting from the browse list. Browse This button opens a browse window for the user to browse the classifications associated with a field. As with other browse fields, users are able to save a selection which can then be loaded during future searches. Clear This button allows users to clear the selected field. Advanced Field Specification This button allows users to restrict their search to either choose one or more classification from a user-defined selection of classifications, or to exclude one or more classifications Room Adviser To locate an available room using the room adviser: Select a Resource to timetable and open the timetable grid Add an event to the timetable grid Select the Accept button From the Event window, select the Adviser button In the Weeks area select the weeks during which you require a room In the Physical Characteristics area select the room features that you wish to search for (details of the search field are given below) Click Advise Highlight a suitable room Click Replace to add the room to your event (if you are timetabling an extra room an event, you should select Add otherwise your existing selection will be replaced) Click Exit to close the Advise window Introduction to CELCAT - user guide Page 35 of 84

36 Figure 4.1: Adviser window FIELD Weeks Capacity Floor Area Disability Access Hearing Loop Sites Layouts DESCRIPTION This field is automatically populated with the week(s) or week span of the event. If you wish to search within this span (e.g. if you need an alternative room for 3 weeks during an 11 week span) you can select specific weeks. After running the adviser, you should select an appropriate resource and click Replace. This process will automatically create a split resource with the specified weeks. The Check room capacity box should automatically be selected. If you do not wish the adviser to select for a room with a minimum capacity you should de-select this box. This field can be used to restrict the Adviser to search for a room with a set minimum capacity. If a group has students linked to it and has been selected for the event, this field will automatically populate with the group size. You should be aware that the advisor includes the member of staff when selecting an appropriate room (e.g. if you are searching for a room for 50 students and 1 member of staff, rooms with a capacity of 50 will not be listed as CELCAT automatically allocates a seat for the member of staff!). This field allows the user to restrict the Adviser to searching for rooms with a minimum floor area. This box can be selected to search for rooms which have access for persons with a disability. This box can be selected to search for rooms which have a hearing loop. This field can be populated using the browse facility to restrict the search to one or more chosen sites within the College. This field can be populated using the browse facility to restrict the Adviser search for rooms with one or more preferred layouts. Introduction to CELCAT - user guide Page 36 of 84

37 FIELD Departments Room tags Limit charge Fixed / Preferred rooms Fixture DESCRIPTION If the event is linked to a department, this field will automatically be populated. Although it is possible to use the adviser to look for available resources within another department, you will not be able to timetable a resource if you do not have access rights to it. This can be used to search for rooms which have a specific tag allocated to them. If you have access rights to book room resources within other departments you can use this field to restrict the Adviser to search for rooms which have a charge of less than or equal to your specified amount. By selecting this box it is possible to restrict the Adviser to search for only fixed or preferred rooms (fixed or preferred rooms are defined in the Module and/or Group records). Using the fixture lists it is possible to compel the Adviser to search for rooms with specific features. Users can select multiple features to be included in the search, although they should be aware that the Adviser will search for a room with ALL of the specified features. When using the Adviser it is recommended that you include your minimum requirements only. If you restrict the Adviser in too many fields, it is more likely that there will not be a room which meets your criteria. Figure 4.2: Adviser results window When using the Adviser it is possible to interrogate the suggestions provided by selecting a resource and clicking Justify If a room is not suggested which you believe would be suitable for an even, you can select Why Not to see why the Adviser did not recommend it Introduction to CELCAT - user guide Page 37 of 84

38 Times Adviser The times adviser can find a suitable time for an event by searching to see when the resources involved in an event are all available. To determine a suitable time for an event: Select a Resource to timetable and open the timetable grid Add an event to the timetable grid Select the Accept button From the Event window select the Adviser button Select the Times tab Select the Days/Times to check Select the weeks to check Click Advise Highlight a suitable time Click Replace to add the room to your event Click Exit to close the Advise window Figure 4.3: Times adviser Introduction to CELCAT - user guide Page 38 of 84

39 FIELD Times to Check Event weeks Selected weeks Retain week pattern Retain free weeks DESCRIPTION Hold the left mouse button and click and drag to highlight the times to be checked. The adviser will search within the times provided to locate a time when all of the resources associated with the event are available. This shows the weeks which are currently associated with the event. This is a viewonly field. By highlighting weeks in this field, it is possible to search for an alternative week / week span for the event. This field is dependant upon Retain week pattern and Retain free weeks. By selecting this box the Adviser will search for a new week span for the event, but will retain the week pattern of the current event. For example, if an event is scheduled to run throughout the Academic Year in weeks 1-11, 15-25, and 30-38, selecting Retain week pattern will cause the Adviser to search for all available week patterns which have the structure 11 weeks, 3 free weeks, 11 weeks, 4 free weeks, 9 weeks (e.g. 2-12, 16-26, and 31-39). By selecting this box the Adviser will search for a new week span for the event, but will retain the current free weeks. For example, if an event runs in weeks 1-6, and 10-12, selecting Retain free weeks will cause the Adviser to search for all available week patterns which have the same total number of weeks and retain the free weeks 5-9 (e.g. 1-3, 4-6, and 13-15). Selecting both Retain week pattern and Retain free weeks will limit the Adviser to the current span as, by definition, it is the only one which has the defined week pattern and free weeks Staff Adviser The staff adviser can be used to locate an alternative member of staff for an event. To use the staff adviser: Select a Resource to timetable and open the timetable grid Add an event to the timetable grid Select the Accept button From the Event window select the Adviser button Select the Staff tab If you require a member of staff for certain weeks of an event, select these from the Weeks field In the Staff Characteristics area select the features that you wish to search for (details of the search field are given below) Click Advise Highlight a suitable member of staff Click Replace to add the member of staff to your event Click Exit to close the Advise window Introduction to CELCAT - user guide Page 39 of 84

40 Figure 4.4: Staff adviser FIELD Weeks Departments Staff tags Sex Fixed / Preferred DESCRIPTION This field is automatically populated with the week(s) or week span of the event. If you wish to search within this span (e.g. if you need an alternative member of staff for 3 weeks during an 11 week span) you can select specific weeks. After running the adviser, you should select an appropriate resource and click Replace. This process will automatically create a split resource with the specified weeks. If the event is linked to a department, this field will automatically be populated. Although it is possible to use the adviser to look for available resources within another department, you will not be able to timetable a resource if you do not have access rights to it. This field will only be used if you have applied tags to your staff members. This allows you to restrict your search by gender. By selecting this box it is possible to restrict the Adviser to search for only fixed or preferred staff (fixed or preferred staff are defined in the Module and/or Group records). Introduction to CELCAT - user guide Page 40 of 84

41 4.2. Clash Checking To avoid clashes in the timetable, checks can be made dynamically (as you construct timetables) or retrospectively (when your entries have been made). If a clash is found within the event / timetable a Clash Details screen will open which looks similar to this: Figure 4.5: Clash checking report For further details of a clash, right-click on the record in the Clash Details screen: Figure 4.6: Clash details To show details of the checks which have been performed, select Show Checks at the bottom left of the clash details screen. To set clash checking options, select: Tools Options Clash Checking Options Clash checking options can also be accessed directly from the Options button at the bottom of the clash checking screen. Please refer to the table below for full details of the clash checking options which can be set. Introduction to CELCAT - user guide Page 41 of 84

42 Group verbose membership Inadequate Rooming rooming Excessive rooming Extensive room layout change Inadequate room inventory Suggested settings for Clash Checking are indicated in the table (D = a check which can be run dynamically; N = non-dynamic check). TAB FIELD DESCRIPTION D / N CHECK Clash checks performed whenever an event is On Dynamic Checks created or modified. Yes Off Clash checks not performed. Modules Check for module double-bookings. D Yes Rooms Check for room double-bookings. D Yes Staff Check for staff double-bookings - checks all staff allocated to an event, including those D Yes allocated via a team. Groups Check for group double-bookings - checks all groups allocated to an event, including those D Yes allocated via parent groups. Double Bookings Students Check for student double-bookings - checks all students allocated to an event, including those D Yes allocated via groups. Equipment Check for equipment double-bookings. D Yes Teams Check for team double-bookings. D Yes Double-booked group clash results can be filtered to omit groups which are doublebooked because they are members of a parent group that is double-booked on the same set D of events. To do this, de-select the Group verbose membership. Check for events with inadequate room allocations - the room capacity (taking into account the room layout) is less than the total number of people assigned to the event. People include both staff and students, and D Yes include those allocated directly, indirectly (via group or team membership), and anonymous allocations made using group target sizes. Check for events with excessive room allocations - the room capacity (taking into account the room layout) is more than total number of people assigned to the event (as D Yes defined above), * (100 + N)% where N is the user-specified max. percentage over-capacity. Check for events which require an extensive room layout change. N Check whether the room contains sufficient fixtures for the event. N Introduction to CELCAT - user guide Page 42 of 84

43 TAB FIELD DESCRIPTION D / N CHECK Maximum Percentage over which room is deemed to be percentage over- over capacity - default is 25% but should be Yes capacity set individually by departments Check for incompatible resources - Incompatibility clash checking checks each resource within an event against all other simultaneous events to determine if the resource is simultaneously scheduled with an Incompatibilities All incompatibilities incompatible resource. For example, a room N Yes with a divider is available as RoomA (left-hand side), RoomB (right-hand side) and RoomAB (both sides). RoomA and RoomB may of course be scheduled simultaneously, but each of these is incompatible with RoomAB. Checks for excessive periods of continuous Staff staff events without a break - checks for all staff allocated to an event, even those N allocated via a team. Checks for excessive periods of continuous Groups group events without a break - checks all groups allocated to an event, even those N allocated via a parent group. Checks for excessive periods of continuous Break Times Students student events without a break - checks all students allocated to an event, even those N allocated via groups. Teams Checks for excessive periods of continuous team events without a break. N Maximum contiguous work time Applies a maximum time which Staff / Groups / Students / Teams can work without a break Applies a minimum break time which Staff / Minimum break Groups / Students / Teams must have when time the maximum contiguous work time is exceeded. Check for inadequate Staff lunch breaks - Lunch Time Staff checks all staff allocated to an even, event N those allocated via a team. Check for inadequate Groups lunch breaks - Groups checks all groups allocated to an event, even N those allocated via a parent group. Check for inadequate Students lunch breaks - Students checks all students allocated to an event, even N those allocated via groups. Introduction to CELCAT - user guide Page 43 of 84

44 TAB FIELD DESCRIPTION D / N CHECK Free Days Travel Times Group Sizes Targets Teams Check for inadequate Teams lunch breaks N Lunch time Time during which a lunch break must occur. between Minimum lunch time Staff Minimum days off per week Days off must occur on days Staff Groups Students Equipment Teams Groups Staff Groups Students Deduct breaks Minimum length of time which Staff / Groups / Students / Teams must have for lunch. Checks that staff have sufficient free days per N week. Minimum number of days off per week which staff must have. Days on which Staff days off may occur. Check for excessive staff travel times from previous event (this requires travel times N between sites to be set up in CELCAT, and is not currently supported). Check for excessive group travel times from previous event (this requires travel times N between sites to be set up in CELCAT, and is not currently supported). Check for excessive student travel times from previous event (this requires travel times N between sites to be set up in CELCAT, and is not currently supported). Check for excessive equipment travel times from previous event (this requires travel times N between sites to be set up in CELCAT, and is not currently supported). Check for excessive team travel times from previous event (this requires travel times N between sites to be set up in CELCAT, and is not currently supported). Check to determine whether a group has a membership larger than its target size. If there N is no target size for the group, no clash will result. Check whether staff weekly or total targets are N over- or under-achieved. Check whether group weekly or total targets N are over- or under-achieved. Checks whether student weekly or total targets N are over- or under-achieved. Deducts break times from resource hours when calculating if weekly or total targets are over- or under-achieved. No No No No No Introduction to CELCAT - user guide Page 44 of 84

45 TAB FIELD DESCRIPTION D / N CHECK Ratios Incomplete Events Misc. Resolve overlaps Use event category weightings Minimum percentage underachievement Inadequate ratio Excessive ratio Minimum ratio is 1 staff for Maximum ratio is 1 staff for Ignore events with less than No staff or teams allocated No students or groups allocated Avoids multiple summing of hours for overlapping events. Uses event category weightings to multiply the event times by the event weightings when calculating whether resource targets are overor under-achieved. Percentage under which resource is deemed to have under-achieved - default is 75% but should be set by departments. Check for events where the staff/student ratio N is inadequate. Check for events where the staff/student ratio N is excessive. The maximum number of students who can be taught by 1 member of staff. The minimum number of students who can be taught by 1 member of staff. Ignores events with less than a specified number of students when calculating ratios. Check whether events have staff or teams N allocated. Check whether events have students or N groups allocated. No rooms allocated Check whether events have rooms allocated. N Yes No room capacities available No room layouts specified No modules specified No event category specified Clashes with global events Special needs Check whether events have a room capacity allocated. N Check whether events have a room layout specified. N Check whether events have modules allocated. N Check whether events have an event category specified. N Check event to determine whether it clashes N with a global event. Check event to determine if a member of staff or a student requires a special facility (disability access and/or hearing loop) which is N not available in the room(s) assigned to the event. Introduction to CELCAT - user guide Page 45 of 84

46 Dynamic clash checking Each time that an event is created or updated and saved the dynamic clash facility will only perform the chosen dynamic checks (for full details of dynamic checks, please see the above table, for non-dynamic checks please run a retrospective clash check). To enable dynamic clash checking, select: Tools Options Clash Checking Options Dynamic Checks Retrospective clash checking Retrospective clash checking occurs when you choose to clash check an event or a timetable after the event has been created. Retrospective clash checking also enables you to check for clashes which are not included as dynamic checks (see above). To perform a clash check that includes all your chosen dynamic and non-dynamic checks on a single event, select: Event Clash Check To perform a clash check that includes all your chosen dynamic and non-dynamic checks on a whole timetable, select: Timetable Clash Check The Record, Timetable, Statistics, Event, Store and Usage Chart menus appear between the File and View menus and are dependant on the active desktop screen (e.g. if an Event Window is open, the Event menu will be visible). Introduction to CELCAT - user guide Page 46 of 84

47 Clash checking wizard The clash checking wizard allows you to select the elements you want to clash check from individual resources to the entire timetable. To use the clash checking wizard: Select Tools / Wizards / Clash Checking Wizard Select the Resource Types to be checked Click Next If required, select individual resources from the Browse screen Click Next Select the Weeks and Days to be checked Click Next Check the options you have selected and click Finish Check the clash report and ensure you understand the origin of all clashes Close all windows The Imperial College London timetable currently contains in excess of 21,000 resources and 28,000 events - please select your departmental resources only to avoid clash checking the entire timetable! Introduction to CELCAT - user guide Page 47 of 84

48 4.3. Undo/Redo The undo function allows users to see the changes that they have recently made to the timetable, and to remove them if required. You can also redo the removed operations. To open the Undo Data Operations window, select either: Edit Undo Window Or: View Undo Window Or double-click the cursor in the empty Timetabler workspace (the dark grey area) The Undo Data Operations window will look similar to this: Figure 4.7: Undo window To undo an individual operation right-click the operation and select Undo. To undo a selection of operations right-click the first operation on the list which you want to undo to and select Undo to Here (inclusive). For example: Figure 4.8: Undo to here To redo operations, select the Redo tab at the bottom of the Undo Data Operations screen. Right-click the operation you wish to redo and select Redo, or right-click the last operation you wish to redo and select Redo to Here (inclusive). To discard operations which you do not wish to Undo/Redo select Discard or Discard All. Discarded operations CANNOT be undone or redone. Introduction to CELCAT - user guide Page 48 of 84

49 4.4. Event store The Event Store allows you to store links to a number of events which can then be recalled at any time. Event Stores can be used to copy individual events, or an entire timetable grid. Stored events can be copied into another timetable grid, or can be copied to the Adviser to search for alternative or additional resources. Event Stores can either be Public or Private. To open the Event Store Management screen, select: Tools Management Event Stores To create an Event Store: Open the Event Store Management screen Click Add Define an Event Store name If you wish to make your Event Store public, click in the Public box Public Event Stores are only accessible to users with Administrator rights Click OK To copy an event to an Event Store: Open the timetable grid containing the event to be copied Double-click the event to activate the Event window From the Event menu, select Copy to Store Select Open to copy the event to an existing Store, or new to create a new Event Store The Event Store will look similar to this: Figure 4.9: Event store By right-clicking an event in the Event Store you can select display to open the timetable grid containing the event; refresh to update any changes which have been made to the event; paste to timetable to copy the event to the active timetable grid; or remove selected events to delete the event from the Store. Introduction to CELCAT - user guide Page 49 of 84

50 To copy a complete timetable grid to the Event Store: Select Copy to Store from the Timetable Menu Select Open to copy the event to an existing Store, or new to create a new Event Store Click Accept to save the changes to the Event Store The Store menu enables users to manipulate the data stored in the Event Store in a number of ways: Users can select to make changes to selected events using the Adviser function The Clash Check function can be used on one or more events Events can be copied to the clipboard and then pasted in to Microsoft Office software (e.g. Excel, Word) 4.5. Usage Charts Usage Charts show all resources and whether or not they are in use during a selected day of the week. This is useful for comparing several resource usages. Each of the seven Resources has its own usage chart, which can be manipulated in identical ways. Figure 4.10 shows a usage chart for rooms on Mondays in October. The red blocks indicate when rooms are in use: Figure 4.10: Usage Chart (rooms) To open a usage chart: Select View Select Usage Chart Select resource Introduction to CELCAT - user guide Page 50 of 84

51 To filter a usage chart by department: Open a Usage Chart Select Filter from the Usage Chart menu Select the Department Filter (or press Ctrl and D ) Type your department code in the browse filter Select all rooms (or press Ctrl and A ) Select Save Selection to save your selection for future use Select OK To sort a usage chart by availability, select: Usage Chart Sort by Availability Select Day / Time This moves all unavailable resources to the bottom of the chart. Usage Charts can be sorted by availability by clicking on the appropriate time at the top of the usage chart grid. To select a specific date to view, press c on your keyboard to open the timetabler calendar, or select Calendar from the usage chart menu. To show the event details, right-click in the usage chart grid and select show events. Figure 4.11: Usage chart with events shown Double-clicking any event in the usage chart will open the corresponding event window. Introduction to CELCAT - user guide Page 51 of 84

52 To create an event using the usage chart: Open a Usage Chart Select the required date/time (use the calendar if required) Right-click on the chart and select Show Events Locate a blank period where the event can be timetabled Right-click on the blank cell and select Add Event (or select Add Event from the Usage Chart menu) Complete event details including resources as normal, and select Accept to save your event The usage chart can be printed for reference to show when resources are in use (the chart cannot be printed if show events is selected). To print the usage chart: Open a Usage Chart Select the required date/time (use the calendar if required) Filter if required (NB if you want to print just your departmental rooms, you will need to filter the usage chart by department) Select the Print Window button Select OK to print Figure 4.12: Usage Chart printing Introduction to CELCAT - user guide Page 52 of 84

53 4.6. Resource Wizard The Resource Wizard allows users to perform complex operations on a large selection of resources. Operations Performed using the Resource Wizard cannot be undone. If you are unsure about using the Resource Wizard, contact the Central Timetabling and Survey Unit. It is recommended that the resource wizard should only be used by experience CELCAT users. To open the resource wizard, select: Tools Wizards Resource Wizard To use the resource wizard: Click Next to open the Resource Type page Select either Resources or Classifications Select required Resource / Classification Figure 4.13: Resource Wizard type page Click Next to open the Operation page Select either Edit or Delete When editing resources/classifications, you can select Skip non-blank fields. By doing this you will prevent the Resource Wizard from overwriting information already contained within the resource/classification records (i.e. the Wizard will only make changes to the blank fields). Introduction to CELCAT - user guide Page 53 of 84

54 Figure 4.14: Resource Wizard operations page Click Next to open the Select Resources/Classifications page Click Browse to open the resource/classification filter for the selected resource or classification Select required resource(s)/classification(s) and click OK If editing, Click Next to open the corresponding resource/classification page and amend the required fields (if deleting, go to the next step) Information entered in the fields will be amended on all of the selected records and must be applied with caution (e.g. when editing a selection of room records, if Skip non-blank fields is not selected and a user opts to enter Room101 in the Name field, all selected rooms will be renamed Room101). Click Next to open the Resource Wizard Completion page Deselect Batched updates Click Finish Click OK to view the results of the operation Click Close This function will only be useful if you want to perform a large-scale operation on all or a wide selection of your resources. For example, the Resource Wizard could be used to delete all departmental modules. Alternatively, the Resource Wizard could be used to add a module as a fixed preference for a specific set of groups. Whilst the Resource Wizard is a potentially useful tool, it would usually be unlikely that you would need to perform a common operation on a large selection of resources. Introduction to CELCAT - user guide Page 54 of 84

55 4.7. Office Wizard The Office Wizard creates Microsoft Office compatible files for statistical reports and timetable event listings. It is often used to allow for further processing of statistical data before presentation or for producing bespoke timetable printouts. The Office Wizard is primarily used for self-service reporting. To open the office wizard, select: Tools Wizards Office Wizard When creating timetable output (as opposed to statistical), the Office Wizard uses a template file in order to create its final output. The template file contains special tokens that are used to specify the content of the final publication. These tokens all start with '$-' and end with '-$'. In the unlikely case that your data (e.g. room names, etc) contains these character combinations then the Office Wizard may be unable to generate appropriate output Using the Office Wizard To use the office wizard: Click Next to open the Resource Type page Select the required resource type Figure 4.15: Office Wizard type page Click Next to open the Operation page Select Timetable or Statistical output, select any event categories to exclude, and select which type of events to include (Suspended, Non-suspended, etc.) Introduction to CELCAT - user guide Page 55 of 84

56 Figure 4.16: Office Wizard operation page Click Next to open the Select Resources page Click Browse and select the required resources (if you want all resources for your department, select the Department filter (Ctrl+D) and Select All (Ctrl+A) to select all your resources) Click Next to open the Options page Select your Output file (the location where you want the file published, and the file name) Select the required template file (there is a default CSV file template and a default RTF file template depending as to whether you want an Excel or Word output - users can also generate their own template files to create alternative outputs) Select Next Select Finish to generate your file Office Wizard templates If you have a specific requirement, you are able to create your own office wizard template files which differ from the default template files. The images below show the standard rtf template and the output that it produces: Figure 4.17: Office Wizard rtf template Introduction to CELCAT - user guide Page 56 of 84

57 Figure 4.18: Office Wizard rtf template output By replacing some of the tokens in the template file, it is possible to create an alternative template to meet your specific requirements. For example, the alternative template, and alternative template output below use the $- ModuleNames-$, $-RoomNames-$, $-StaffNames-$ and $-GroupNames-$ tokens in order to display resource names rather than resource unique names. In addition, in this template some fields have been removed and some stylistic changes have also been made: Figure 4.19: Office Wizard alternative rtf template Figure 4.20: Office Wizard alternative rtf template output The table below lists all the tokens which can be used in the creation of an Office Wizard template file. By experimenting with these, you should be able to create your own template reports. If you require further guidance, please contact the Central Timetabling and Survey Unit. Introduction to CELCAT - user guide Page 57 of 84

58 TOKEN CATEGORY TOKEN DESCRIPTION Non-record Tokens (those that are produced outside of RecordBegin and RecordEnd tokens) $-Title-$ $-SubTitle-$ $-PublishedDate-$ $-PublisherName-$ $-RecordBegin-$ $-RecordEnd-$ The timetable name. The name of the resource that is being published if only 1 resource is selected, or a generic description of the content based on the resource type, e.g. "Modules". The date of publication. The login name of the user publishing the data. A marker token that represents the start of the record section. This section contains multiple event records sorted chronologically. The end of the record section. Tokens that appear after this (e.g. $-PublishedDate-$) are output at the end of the publication. Record Tokens (those that are processed between RecordBegin and RecordEnd tokens) Resource Tokens (these appear in the record section between the BeginRecord and EndRecord tokens, $-Name-$ $-Day-$ $-StartTime-$ $-EndTime-$ $-Weeks-$ $-WeeksAsDates-$ $-WeeksAsArray-$ $-Protected-$ $-Suspended-$ $-EventCat-$ $-Break-$ $-Tag1-$ $-Tag2-$ $-EventDept-$ $-Notes-$ $-Modules-$ $-Rooms-$ $-Staff-$ The name of the resource being published. This is a special token since it will only be output once for each resource timetable. The event's day of the week. The event's start time (formatting according to your locale setting). The event's end time. The weeks of the event expressed in week numbers, e.g. "1-10, 15-20". The weeks of the event expressed as date ranges (and formatting according to the current locale setting), e.g. "22/06/ /09/2005" The weeks of the event represented as an array of 'Y' and 'N' characters, where 'Y' signifies an active week and 'N' an inactive one. The length of the array is determined by the number of weeks in your timetable. The 'protected' status of the event. The 'suspended' status of the event. The Event Category. The event's break time. The event's Tag1 attribute. The event's Tag2 attribute. The event's department. The event's notes (escaped if they contain embedded carriage returns and line feeds, etc). The module(s) allocated to the event (unique_name field is used). The room(s) allocated to the event (unique_name field is used). The staff directly allocated to the event (unique_name field is used). Introduction to CELCAT - user guide Page 58 of 84

59 TOKEN CATEGORY TOKEN DESCRIPTION and represent the resources allocated to an event) Resource Modifier Tokens (these appear in the record section between the BeginRecord and EndRecord tokens, and specify attributes that apply to the previous token specified on the same line in the template) $-Groups-$ $-Students-$ $-Teams-$ $-Equipment-$ $-ModuleNames-$ $-RoomNames-$ $-StaffNames-$ $-GroupNames-$ $-StudentNames-$ $-TeamNames-$ $-EquipmentNames-$ $-ResWeeks-$ $-ResWeeksAsDates-$ $-ResWeeksAsArray-$ $-ResDept-$ $-ResSite-$ $-ResCharge-$ The group(s) directly allocated to the event (unique_name field is used). The student(s) directly allocated to the event (unique_name field is used). The team(s) allocated to the event (unique_name field is used). The equipment allocated to the event (unique_name field is used). The module(s) allocated to the event (name field is used). The room(s) allocated to the event (name field is used). The staff directly allocated to the event (name field is used). The group(s) directly allocated to the event (name field is used). The student(s) directly allocated to the event (name field is used). The team(s) allocated to the event (name field is used). The equipment allocated to the event (name field is used). The weeks in which the resource is allocated - if different from the event's weeks - expressed in week numbers, e.g. "1-10, 15-20". The weeks in which the resource is allocated - if different from the event's weeks - expressed as date ranges (and formatting according to the current locale setting), e.g. "22/06/ /09/2005" The weeks in which the resource is allocated - if different from the event's weeks - represented as an array of 'Y' and 'N' characters, where 'Y' signifies an active week and 'N' an inactive one. The length of the array is determined by the number of weeks in your timetable. The department of the resource The site of the resource (applicable only to rooms). The charge associated with the resource (applicable only to rooms and items of equipment). Introduction to CELCAT - user guide Page 59 of 84

60 5. CELCAT Timetabler - Publishing 5.1. Printing Timetables can be printed from CELCAT in two formats: grid and list. The information displayed on the timetable, the colours and the fonts etc. can all be set by the user Grid Print Setup Before printing for the first time you may wish to adjust the CelCAT print settings to suit your requirements. To open the print setup, select: File Print Timetables / Report Select OK to open the Grid Timetable page Select Setup Print Setup contains 7 pages which refer to the different aspects of the printed timetable grid that may be customised. It is possible to save more than one print setup, and these can be loaded by the user as required. For full details of the Print options, please refer to the table below. PAGE / FIELD DESCRIPTION SECTION Week view buttons allow the user to select the weeks to Times Weeks be printed. Users may load predefined week spans (e.g. Term 1, Term 2, etc.) by selecting the Save/Load weeks Required button This check box allows the user to combine all the Weeks Weeks Combined individual weekly timetables for a resource into a single any week timetable (e.g. a combined Autumn term timetable for the Pippard lecture theatre would show all the events for weeks 1-11 combined into a single grid). Days Days The day buttons allow the user to select or deselect the days which will appear on the timetable Required Periods Periods The period buttons allow the user to select or deselect the periods which will appear on the timetable Required Margins Margins Margins By using the Top, Bottom, Left and Right arrows users can increase or decrease the print margins Orientation Portrait Landscape Sets the page orientation to Portrait Sets the page orientation to Landscape Introduction to CELCAT - user guide Page 60 of 84

61 PAGE / SECTION Headers Headings Footer Fonts General Grids FIELD DESCRIPTION Users can enter a heading for the printed timetable. The Main default heading is the timetable name (e.g. Suggested Celcat6_0607) Users can enter a sub-heading for the printed timetable. Sub The default sub-heading is the name of the resource for which the timetable is being printed (e.g. Staff Timetable) Name Displays the resource name as part of the sub-heading (e.g. Staff Timetable - Dr John Smith) Suggested Unique Displays the resource unique name as part of the subheading Week Numbers Displays the week numbers as part of the sub-heading Suggested Displays the current span name as part of the sub- Span heading (e.g. if you have loaded the Autumn Term span to print, Autumn Term will appear in the sub-heading) Dates This box can be checked to display the timetable dates as part of the sub-heading This drop-down menu relates to the thickness of the Lines lines which separate the header and footer from the body of the timetable Page # Displays the page number within the footer Displays the date on which the timetable was printed Date within the footer. This is useful if you are likely to issue Suggested updates to your timetable Time Displays the time at which the timetable was printed in the footer User Displays the name of the user who printed the timetable (this will be your CelCAT username) in the footer Main heading Sub-heading Footer These fields can be used to set different fonts for the General various components of any printed timetable. Day Period The College recommend that typography should be used Notes to create a clean, consistent identity. Arial is a sans serif Modules font and creates the modern and professional look we Required Staff want to achieve for the College. It is also legally Teams compliant with DDA (Disability Discrimination Act) guidelines - serif fonts make text harder to read, Rooms especially for extended periods of time. Groups Students Equipment Introduction to CELCAT - user guide Page 61 of 84

62 PAGE / SECTION Info Events Modules Rooms Teams Staff Groups Students FIELD DESCRIPTION It is recommended that you avoid selecting a large number of parameters to be printed. Where event information is too large for the timetable grid, CelCAT will truncate the selection and will not print the resources attached to the event. Week Nos Displays the week number(s) attached to an event Suggested Span Displays the span(s) attached to an event (e.g. Autumn Term) Dates Displays the date(s) attached to an event Category Displays the category of an event (e.g. lecture, tutorial, field trip). Tag1 Event Tag fields can be used to extract specific events for printing using user-defined parameters. Tag fields Tag2 must be created in the Event Window when an event is created. Notes Displays the notes associated with an event Name Displays the module name Suggested Unique Displays the module unique name Year Displays the module year of study Name Displays the room name Suggested Unique Displays the room unique name Site Displays the room site Layout Displays the room layout Name Displays the team name Unique Displays the team unique name Size Displays the team size Name Displays the staff member name Suggested Unique Displays the staff member unique name Displays the individual member names and/or unique Member of names of a teaching team (dependant upon which of the Teams above options are selected) Name Displays the group name Suggested Unique Displays the group unique name Year Displays the group year of study Size Displays the group size Members Displays the name and/or unique name of sub-groups attached to the timetable group Name Displays the student name Unique Displays the student unique name Year Displays the student year Introduction to CELCAT - user guide Page 62 of 84

63 PAGE / SECTION FIELD DESCRIPTION Displays the individual member names and/or unique Member of names of a student group (dependant upon which of the Groups above options are selected) Equipment Name Displays equipment name Unique Displays equipment unique name Week nos Where resources are split between weeks, the corresponding week numbers are displayed adjacent to the individual resources Where resource Span Where resources are split between weeks, the corresponding spans are displayed adjacent to the individual resources (e.g. Autumn Term) weeks differ Where resources are split between weeks, the Dates corresponding dates are displayed adjacent to the individual resources Allow Not wks 24-hour clock Displays times according to the 24-hour clock Suggested Space save Limits the space between selected resource details. This can make the timetable difficult to read and is not recommended. The tag fields are a free text fields that can be used as a Tags Tag fields filter when printing reports. Tag fields may be set by the user when creating resource records. Filter Suspended Filters printing to included suspended resources Non-suspended Filters printing to include non-suspended resources Protected Filters printing to include protected resources Non-protected Filters printing to include non-protected resources Global Filters printing to include global events (e.g. Bank Holiday / Commemoration Day) Include events Sets CelCAT to print events which have been changed Changed since since this date. In order to include all events, this date should be earlier than the point at which you started Required working on the timetable. Tag1 Tag2 Filters printing to include events which include the specified user-defined tags Tag 1 Filters printing to exclude events which include the Exclude events Tag 2 specified user-defined tags Event Categories Filters printing to exclude events of specific categories. To open the event category list, press Select Group/ Student Parent Events Filters printing to include parent group events (see 3.1 for details of parent/child groups) Introduction to CELCAT - user guide Page 63 of 84

64 PAGE / FIELD DESCRIPTION SECTION Child Events Filters printing to include child group events (see 3.1 for details of parent/child groups) Filters printing to include all team events (when printing a Team Events Staff timetable) Team/Staff Staff Events Filters printing to include all individual staff events (when printing a Team timetable) Resource Filter Resource Filter Filters printing to only include the resources which have been selected. Where a resource is split, Resource Filter will limit the timetable so that only the selected resource is detailed within the event. How you choose to set the grid orientation will depend on the days / hours that you are printing, and how much information you wish to display within the timetable grid. It is best to Misc experiment with the all of the grid settings until you find the best set-up for your requirements. Period Columns Orientation is set with Period columns and Day rows (this is recommended if printing is in landscape format) Grid Orientation is set with Day columns and Period rows Day Columns Orientation (this is recommended if printing is in portrait format) Equal All period columns/rows are equal in size regardless of real period length Period Style Proportional All period columns/rows are proportional to real period length Real time All period columns/rows are directly related to real period length Print empty days Filters printing to include days on which no events are scheduled Day Style Smart grid fill Adjusts the grid to provide the best fit when Period Columns is selected Column smart sizing Adjust the columns to provide the best fit when Day Columns is selected Times Displays times within event on timetable grid Displays conditional times within event on timetable grid Times (i.e. where an event begins or ends outside the period (Conditional) time-slots) Event If selected, this displays the resource title alongside the Titles resource within the event (e.g. this would display Staff: Other, Ann as opposed to Other, Ann ). Smart Shrinking When Day columns is selected, shrinks event to best fit on timetable grid Italic notes Italicises notes appearing within event on timetable grid Shrink to fit Manual The print size depends upon the % size set by the user Introduction to CELCAT - user guide Page 64 of 84

65 PAGE / SECTION Printing order FIELD Automatic Off Best fit Printing order DESCRIPTION Attempts to print on one page, shrinking to % if necessary Default size which depends upon the specified fonts Attempts to print on one page then reduces down to the % for best results Sets the order in which resources appear within the event on the timetable grid Suggested The following examples illustrate comparisons of some of the above settings: Info: resource details Info: Space Save Introduction to CELCAT - user guide Page 65 of 84

66 Misc: Grid Orientation Misc: Shrink to fit Introduction to CELCAT - user guide Page 66 of 84

67 List Print Setup When printing in list format the options for Times, Margins, Headers, Fonts, Info, Tags and Filters are as above. Misc options are: PAGE / SECTION Misc List widths (mm) FIELD Page per day Boxed events Single resource per line Column 1 DESCRIPTION Prints each day on a separate page. Displays each event within a box border. Where resources are combined within an event (e.g. two rooms for one module), each is displayed on a separate line. Sets the width (mm) of the Day/Time/Week column. A list print timetable will look something like this: Figure 5.1: List print timetable Introduction to CELCAT - user guide Page 67 of 84

68 Selecting Resources to Print To open the Print screen, select: File Print Timetables/Reports Or select the Print icon from the toolbar. Figure 5.2: Print window To select your resources to print: From the Print screen, select Grid Timetable Print or List Timetable Print to open the Timetable Print window Figure 5.3: Grid Timetable Print window Click Select to open the Select Type window Highlight the resource type for which you wish to print a timetable and select OK Using the filter box, select the resources which you wish to print Introduction to CELCAT - user guide Page 68 of 84

69 Click OK To combine multiple resources in a single timetable, select Combined Click Preview to generate a preview of your timetable Figure 5.4: Timetable preview Select the Print icon from the toolbar to open the Print dialogue box Select appropriate print settings and click OK Resources can be removed from the Timetable Print window by highlighting them and selecting Remove Print Window In Timetabler Client any open resource timetable grid can be printed by selecting the print window icon from the toolbar. Introduction to CELCAT - user guide Page 69 of 84

70 5.2. Statistics Statistical information can be printed for all resources. The statistical information displayed, calculation parameters, and format can all be set by the user Statistics Setup To open the statistics setup window, select: File Print Timetables/Reports Select Statistics Print Click OK Click Setup Figure 5.5: Statistics setup Statistics Setup contains 5 pages which refer to the different aspects of the printed timetable grid that may be customised (for full details of Margins, Headers and Fonts setup, refer to 5.1.1). For further advice on producing statistical reports, please contact the Central Timetabling and Survey Unit Within the Stats page calculation parameters can be set for each of the seven resource types. For full details of Stats and Misc settings, refer to the following table. Introduction to CELCAT - user guide Page 70 of 84

71 PAGE / FIELD SECTION Stats Weeks Days Periods Same for all Collation times resources Breakdown type Chart type Print breakdown Print chart Show targets Misc Calculation Calculation Parameters Parameters Weight Main Report Deduct breaks Use staff product DESCRIPTION Week view buttons allow the user to select the weeks to be included in the statistics print Day view buttons allow the user to select the days to be included in the statistics print Period view buttons allow the user to select the periods to be included in the statistics print Applies the same user-defined collation time settings to all resources Using the drop-down list, users can select to breakdown the statistics by either Module, Group, Staff, Room, Student, Equipment, Team, Event Category, Department, or can choose not to apply a breakdown Using the drop-down list, users can select to construct the chart either By day of the week, By period, or By week By selecting the check-box, users can include the breakdown in the statistics print-out By selecting this check-box, users can include the statistical chart within the print-out If weekly targets have been set for a resource, users can choose to include this information within the print-out (targets can be set for Modules, Staff, Groups and Students) By selecting Calculation Parameters, users are able to define the way in which statistics are calculated CelCAT supports the concept of weighting an event so that its duration can be artificially extended or contracted. This is achieved via the event category weighting (e.g. a lecture has a weighting of 100% and an examination has a weighting of 0%). When a users chooses to calculate statistics by weighting, CelCAT will multiply the actual hours by the event category to provide the weighted hours (e.g. if a module has a lecture taught for 4 hours with a weighing of 100% and an examination of 2 hours with a weighting of 0% the actual hours would be 6, but the weighted hours would be 4). Events may contain a break. As there is no way to specify exactly when a break occurs within an event, the break time is assumed to be spread evenly during the full duration of the event. When calculating statistics, users can choose to deduct breaks from all events (e.g. an event with a duration of 2 hours and a break of 20 minutes will be calculated as a 100 minute event). By selecting Use staff product users are able to calculate event hours based upon the number of staff allocate to the event (e.g. an event of 2 hours taught by 3 staff would be calculated as a 6 hour event). Introduction to CELCAT - user guide Page 71 of 84

72 PAGE / SECTION FIELD Apportion time Resolve time Include global events Don t use Breakdown Membership Staff allowances Use weekly Use total Include parent events Weight Deduct breaks Use staff product DESCRIPTION Users can select to distribute an event s time amongst the resources allocated to it (e.g. if a 2 hour event has 2 members of staff allocated, Timetabler can report that each member of staff is teaching 1 hour). When resources are double booked the overlapped time can be discounted for the purposes of statistical analysis (e.g. if a room is double booked for an hour, CelCAT will consider the total time in use as 1 hour rather than 2. When calculating room and equipment statistics, Timetabler determines frequency of use as a percentage of availability. The global events option allows users to exclude global event time from the calculation. It deducts the amount of global event time in the current collation from the time available. Staff can have weekly and/or total allowances. The statistical analysis apportions allowance over the collation period. Selecting Don t use will calculate staff frequency without including any allowance. This option apportions staff allowance time over the weeks included in the calculation (e.g. if a staff member has a weekly allowance of 4 hours, and you report weeks 1-10, this will add 40 hours to the actual hours total). This option apportions staff allowance as a percentage of the overall total allowance. This time is then added to the total hours. The parent events setting affects how Group, Student and Staff stats are calculated. When parent event is enabled, the statistical analysis also includes events for which the resource is indirectly allocated (e.g. if a member of staff is part of a team, then all the events for that team will be included in the staff calculation). CelCAT supports the concept of weighting an event so that its duration can be artificially extended or contracted, and this is achieved via the event s categories. e.g. if a Seminar event category has a weighting of 50% then a 2hr event of that type would have a weighted time of 1hr. Tick this option if you would like the statistics calculation to use event weighting. Events may contain a break. Since there is no way to specify exactly when a break occurs within an event, the break time is considered to be spread evenly throughout the full event duration. This means that when only part of an event is used in collating statistics (e.g. when a period is excluded), Timetabler uses a proportion of the break time in its calculation. Tick this option if you want to deduct break times from event durations. Tick the staff product option to multiply each event's duration by the number of staff allocated to it. Introduction to CELCAT - user guide Page 72 of 84

73 PAGE / SECTION MISC Chart Style FIELD Apportion time Resolve time Include group members Unscaled Estimate Best Fit DESCRIPTION An event s time can be distributed amongst the resources allocated to it. For example, if a 2hr event has 2 members of staff allocated then Timetabler can report that each member of staff is teaching for 1 hour. This is called apportioning the time. When resources are double booked this introduces extra complexity into the statistical analysis. For example, if a room is double booked for an hour you probably want to count the total time in use as 1 hr rather than 2. This process of discounting time when it overlaps existing resource use is called resolving events. If two or more overlapping events are weighted differently and both the Weight and Resolve options are specified then Timetabler uses the greatest weighting in the overlap. When calculating statistics for a group the analysis can be set to include the events which are undertaken by the group members. Charts are scaled independently and are not related to the parameters of the statistical analysis. Charts are scaled relative to the time covered by the statistical analysis. Charts are scaled relative to the maximum value found within the statistics batch ing To a timetable from CelCAT: Open the relevant resource timetable grid within the application (e.g. the timetable grid for John Smith) From the Timetable menu, select Send Timetable Your application will open with a PDF attachment of the current timetable grid which you can send to any chosen recipient. The setup of this timetable will be based upon your current print settings. Figure 5.6: timetable Introduction to CELCAT - user guide Page 73 of 84

74 To details of an event: Open the Event Window for the relevant event within the timetable grid From the Event menu, select From the Recipients window, select the appropriate staff / students (N.B. It is only possible to event details to students / staff who have been timetabled as event resources) Click OK If required, edit the text of the Figure 5.7: event details 5.4. vcalendar vcalendar is a standard format for exchange of electronic calendar data. It is supported by many PIM (Personal Information Manager) software applications like Microsoft Outlook Calendar. CELCAT Timetabler provides two functions to extract basic event data in vcalendar format for either a single event or an entire timetable. At present the use of vcalendar is not supported by the Central Timetabling and Survey Unit. MyTimetable (staff) is offered as an alternative to vcalendar and allows for events to be directly uploaded and updated in a staff member s Outlook calendar. MyTimetable (staff) will reflect changes to a timetable which occur during the year (if you use vcalendar, you would need to remove the events from the Outlook Calendar and import a new vcalendar file for each change to the timetable). vcalendar is not currently supported by the Central Timetabling and Survey Unit and is not recommended for use within the College Introduction to CELCAT - user guide Page 74 of 84

75 5.5. MyTimetable (students) For departments that timetable to student level (please refer to ) it is possible for their students to access their individual timetable on line via the MyTimetable (student) interface. The MyTimetable interface offers students a live view of their timetable, which they are able to access at any time. Figure 5.8: MyTimetable (student) If you believe that you have the correct group structure set up on CELCAT, please contact the Central Timetabling and Survey Unit to arrange for your departmental students to be given access to the MyTimetable interface MyTimetable (staff) MyTimetable (staff) allows for staff timetables to be directly uploaded to and updated within their Microsoft Outlook calendars. This will enable staff to see every event associated with them, without the requirement to print timetables, or enter details manually into their calendars. In addition, MyTimetable (staff) is automatically updated so that changes to the timetable are reflected within the staff member s Outlook calendar. For further details, please contact the Central Timetabling and Survey Unit. Introduction to CELCAT - user guide Page 75 of 84

76 5.7. Web Publisher CELCAT Web Publisher allows you to publish your timetables directly to your departmental intra- or internet Starting Web Publisher In Windows, from the Start menu, select: Programmes Celcat6 Celcat CT WebPublisher When you open Web Publisher for the first time, you should see a screen similar to this: Figure 5.9: Web Publisher Before using Web Publisher for the first time you will need to select a server and a timetable to publish from. To select a server and timetable: Open the Server tab Type celcat3.cc.ic.ac.uk in the machine name field (leave Name as its default value) Click Test to ensure that you have established a connection Figure 5.10: Web Publisher server page Introduction to CELCAT - user guide Page 76 of 84

77 Open the Timetable tab Select Change From the Select Timetable window choose the timetable that you wish to publish from Select OK Figure 5.11: Web Publisher timetable page Publishing your timetable Prior to publishing your timetable, you need to apply a style sheet to ensure that the output file uses the appropriate fonts etc. To obtain a style sheet pleas contact the Central Timetabling and Survey Unit. To apply a style sheet: Contact the Central Timetabling and Survey Unit to obtain a Web Publisher style sheet Save the style sheet to your normal file drive (e.g. H drive / C drive) Select the Publish tab Select the Publish button Login using your normal CELCAT username and password Select Publication Setup Select the Style page Select the Browse button to the right of the HTML CSS field Locate the style sheet which you earlier saved and select Open Select OK to complete this setup Figure 5.12: Web Publisher style sheet setup Introduction to CELCAT - user guide Page 77 of 84

78 To publish your timetable: Click the Publish tab to open the Publish page Click the Publish button to open the Web Publish window To select which resources to publish, click the Publication Setup button to open the Web Publishing Setup window To select Module resources for publishing click the Module button to open the Select Modules window; select the required modules and click OK Figure 5.13: Module selection Figure 5.14: Web Publishing setup - resources Repeat the previous step for the rest of the required resources (Room, Team, Staff, Group, Student, Equipment) Click the Save button to open the Save Setup window and enter an appropriate name in the Setup name field - this will allow you to recall your selected options at a later time Click OK Introduction to CELCAT - user guide Page 78 of 84

79 Click the Destination button and choose a destination folder for your published timetables Enter a publication URL (where will your timetables be hosted once they have been generated?) Select the Publication Week Scheme (for Medicine this may be July Start, for the rest of the College this will be October Start) Select to Publish either HTML list format, or PDF grid format, or both Click OK Figure 5.14: Web Publishing setup - destination From the Web Publish window, click the Grid Setup button to open the Grid Timetable Setup window Select your required grid options (for full details of these options, please refer to section 5.1.1) Click OK From the Web Publish window click the Publish button When complete, click Close Publishing multiple resources can be a lengthy process, please be sure to allow Web Publisher adequate time for this. Once completed your published timetables will be available in your specified destination folder. Your departmental Web Administrator should be able to assist you in making your published timetable available on your departmental intranet or web page. To achieve the best view settings limit the information within your timetable grid (e.g. if teaching takes place between 1000 and 1800, do not include and in your grid setup). Introduction to CELCAT - user guide Page 79 of 84

80 Your published timetable will include a number of index pages which demonstrate the links between the resources that you have published. From your destination folder, open index.html. This is the default welcome page, and will look like this: Figure 5.15: Web Publisher index.html Selecting the Forward>> hyperlink takes the user to the main index from where you can select a timetable to view. As an alternative to the index.html screen, you may wish to use help.html as your welcome page, as this gives instruction on how to select a timetable. Figure 5.16: Web Publisher help.html Introduction to CELCAT - user guide Page 80 of 84

81 From the main index the user is able to select the resource timetable type that they wish to view (e.g. Rooms, Groups, Modules, etc.). They then select a resource timetable from the resource sub-index. Figure 5.17: Web Publisher menu selection Depending upon whether you have selected to publish in either PDF or HTML format, the user will see one of two styles of timetable. Figure 5.18: Web Publisher grid and list format Introduction to CELCAT - user guide Page 81 of 84

82 After publishing you can select which pages you wish to make available on your intranet or web page. Be aware that removing pages from the published selection may destroy hyperlinks, or links in drop-down lists. In practice it is better to refine your selection prior to publishing (e.g. if you want staff timetables to be accessible on secure pages only, do not publish them at the same time as group or room timetables). If you require advice on using Web Publisher, please contact the Central Timetabling and Survey Unit. Introduction to CELCAT - user guide Page 82 of 84