Your SlideShare is downloading. ×
  • Like
  • Save
Case21v10 first class
Upcoming SlideShare
Loading in...5

Thanks for flagging this SlideShare!

Oops! An error has occurred.


Now you can save presentations on your phone or tablet

Available for both IPhone and Android

Text the download link to your phone

Standard text messaging rates apply

Case21v10 first class


details for first class prep

details for first class prep

Published in Education
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Be the first to comment
    Be the first to like this
No Downloads


Total Views
On SlideShare
From Embeds
Number of Embeds



Embeds 0

No embeds

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

    No notes for slide


  • 1. CASE21
    CASES21 – First Class timetabling integration
  • 2. Topics covered
    Ultranet overview
    Timetabling data flow
    Exporting data from CASES21
    Importing data into First Class
    Exporting a timetable from First Class
    Importing a timetable into CASES21
    Common issues
  • 3. Ultranet – Learner profile
  • 4. Ultranet – Learner profile
    The Ultranet has a space called Learner Profile
    Classes created in CASES21 flow through to Learner Profile
    Provides students, parents and teachers with a single point of access to rich data that profiles the student and their learning.
    Timetabling information is displayed in one place and is available online.
    Also describes relationships between users across the community.  
  • 5. Ultranet – Timetable widget
    • A single point of access to the timetable data.
    • 6. Provides quick access to relevant timetable information including the ability to query the timetable to find specific information.
    • 7. This information includes the following:
    • 8. A free room
    • 9. A period when teachers are free; and
    • 10. An individual/class timetable/day schedule.
  • Ultranet – Timetable widget
    Enables teachers to view their own and other teachers and students timetables.
    There are two views from the Timetable Widget:
    Timetable Widget displays data for the whole day for the period, class, room location and teacher/s; and
    Timetable Widget More Details displays the Timetable Full Cycle Report.
  • 11. Ultranet – Learning tool
  • 12. Ultranet – Learning tool
    • Can be used for planning, delivering and assessing learning activities
    • 13. Allows collaboration in the learning process with lesson creation, participation, evaluation, and dialogue.
    • 14. Allows for preparation and delivery of courses and lessons
    • 15. Sharing information, courses and resources within and across schools
    • 16. Greater collaboration amongst teaching community
    • 17. Directly linking learning standards and outcomes to learning tasks of students
    • 18. Assessing, tracking progress and managing learning pathways of every student
  • Timetabling data flow
    Hourly copy
    4. Overnight
    Data mirror
    Reference data exported
    First class
    2. Timetable imported
  • 19. First Class
    • Latest version 4.00.2613
    • 20. Available now
    • 21. Supports import/export to/from CASES21
    • 22. Safe to upgrade to compliant version now
    • 23. Backup data regularly
  • Timetabling data flow
    • To maximise Ultranet features, class data is required
    • 24. All student, teacher, room and subject data must be consistent across both CASES21 and First Class
    • 25. Regular updates of students/staff from CASES21 to First Class is required
    • 26. When timetable complete or when updates occur, import into CASES21
    • 27. In CASES21 set timetable as the active timetable and across calendar dates
  • Exporting data from CASES21
    • Timetabling | Import Export Data | Timetabling Export Files | Export Timetable XML Base Data
    • 28. Generates an XML file containing:
    • 29. All students who have a status of active, future or leaving will be included.
    • 30. All staff whose timetable type is T.
    • 31. All subjects whose type is U (offered).
    • 32. All rooms whose type is R (available for timetabling).
  • Exporting data from CASES21
  • 33. Exporting data from CASES21
  • 34. Exporting data from CASES21
  • 35. Exercise 1 – Exporting data from CASES21
    • Using your cheat sheet create an export file from CASES21.
  • Discussion – exporting data from CASES21
    • Who? (access, knowledge of student/staff changes)
    • 36. When?
    • 37. How often? (Weekly? Monthly?)
    • 38. Where will the file be stored?
    • 39. What will it be named?
    • 40. When will the timetabler know it is available?
  • Importing data – First Class
    • Import data using File | Import | CASES21 Base Data XML
  • Importing data – First Class
    • Browse for file location
    • 41. Set ‘If an item exists’ to update item or do not import item (EOY implications)
    • 42. Updating will change student names, year levels, for existing students
    • 43. Do not import – will leave reference data as is in First Class
    • 44. Select Test Update
    • 45. If all OK, select Update
  • Importing data - First Class
    • Following first import, need to update year levels
    • 46. Navigate to Maintenance, Year Level, Edit
    • 47. Re-order from UG to 12 using arrows on right
  • Importing data - First Class
    • Following first import, need to update year levels
    • 48. Navigate to Maintenance, Year Level, Edit for Roll Over
    • 49. Re-order from UG to 12 using arrow on right
  • Magic happens
    • Timetable wizardry occurs…
  • Exporting data from First Class
    • If unable to align reference data, can use pseudonyms (rooms/subjects)
    • 50. Navigate to Maintenance | Export | Cases Timetable XML
    • 51. Renames rooms/subjects in export file
  • Exporting data from First Class
    • Room codes
  • Exporting data from First Class
    • Subject codes
  • Exporting data from First Class
    • From the File menu, select Export>To Another Application.
    • 52. Select CASES Timetable XML from the Export Program drop-down list
    • 53. This creates a file named schedule_data.xml
  • Discussion – exporting data from First Class
    • Who?
    • 54. When?
    • 55. How often? (Weekly? Monthly?)
    • 56. Where will the file be stored?
    • 57. What will it be named?
    • 58. When will the timetabler know it is available?
  • Importing a timetable into CASES21
    • Any student, room, staff or subject ID that is used in the import file must pre-exist in CASES21.
    • 59. If any one instance does not exist then the whole import process is aborted.
    • 60. The import process does not create any missing reference data so it is essential that there is a match between IDs used in the files and those that exist in CASES21.
    • 61. Using the previously discussed exports should help avoid this.
  • Importing a timetable into CASES21
    • XML import introduced in CASES21 v46.1
    • 62. CASES21 import located at: Timetabling / Import Export Data / Import Timetable Data / Import XML Schedule Information
  • Importing a timetable into CASES21
    • The CASES21 task screen will load and allow you to select the printer destination for any error report.
    • 63. The xml source file can have any name.
    • 64. The source file contains all data required to create the timetable. Including day and period names as well as the timetable ID.
    • 65. The file is checked for correct structure and confirmation with a set of rules. If acceptable the timetable is then imported.
    • 66. The file is rejected and a detailed error report is automatically created if data is missing.
  • Importing a timetable into CASES21
  • 67. Importing a timetable into CASES21
  • 68. Importing a timetable into CASES21
  • 69. Importing a timetable into CASES21
    • If the import is successful you will see:
  • Exercise 2 – Importing data into CASES21
    • Import the first file – Import1.XML
    • 70. What is the result?
  • Import errors in CASES21
    • On first time import into CASES21 errors will occur
  • Import errors in CASES21
    • View the report for detail on these errors
  • Fixing import errors
    • Data related errors (missing or mismatched student/staff/subject/room)
    • 71. Fixing errors:
    • 72. Ideally avoided if exporting base data from CASES21
    • 73. Can create missing data in CASES21
    • 74. Can amend timetable in First Class
  • Creating rooms in CASES21
    • In CASES21 all rooms should already have been added as this data is used in assigning home group locations, accident sites and group meeting places.
    • 75. The room screen is reached via Timetabling / Construction / Rooms / Add or Modify Room Details (SM11001).
  • Creating rooms in CASES21
    • Room type: only rooms which have the value R will appear in dropdown lists within Timetabling.
    • 76. This means that other ‘rooms’ like stairwells or corridors can be entered for use as accident sites and not interfere with timetabling.
  • Creating subjects in CASES21
    • Every subject that is to be available for selection by the students needs to be defined. This is done via: Timetabling / Construction / Subjects / Add or Modify Subjects (SU11001).
  • Creating subjects in CASES21
    • Maximum 5 characters
    • 77. Only subjects where subject status has the value U will appear in the Timetabling subject dropdowns.
    • 78. A subject that is not being offered for a particular timetable, but which has previously been offered should not be deleted.
    • 79. The subject key entered needs to match that in First Class
    • 80. Create subject for bodies of knowledge eg MAT07, MAT08, ENG07, ENG08 etc
  • A subject is...
    • A body of knowledge that will be taught to a certain set of students during a given timetabling period.
    • 81. The number of students may dictate that there will be several classes of that subject but each class learns exactly the same material for the same number of lessons and with the same assessment criteria.
    • 82. Each of the students will take every offered instance of that subject in the class to which they have been allocated.
    • 83. Different subjects imply a different body of knowledge, different assessment criteria or a different number of contact hours.
    • 84. The same subject can be offered again in a different timetabling period.
  • Subject examples... What not to do
    • this is no more than 5 characters.
    • 85. does not meet the definition as there is no distinction between a Year 7 student taking MATHS and a Year 10 student taking MATHS.
    • 86. MATHS is far too general.
    • a home group designator as part of the subject code.
    • 87. Such schools will have a MA10B, MA10C, etc one for each Y10 home group.
    • 88. An example of a too specific subject code as MA10A and MA10B are for exactly the same body of knowledge.
  • Students in CASES21
    • Most timetablers will not have full write-access to student records. Students are best maintained by the school’s enrolment staff. Data can be viewed (and in the first two cases, some fields edited) via:
    • 89. Students / Enrolment Transfer / Individual Enrol / Enter or Modify Student Enrolment Details – Daisychain version (ST11001)
    • 90. Students / Enrolment Transfer / Individual Enrol / Enter or Modify Student Enrolment Details – Tab version (ST11001T)
    • 91. Students / Records / Personal Details / View all Student Information (STV11001)
  • Students in CASES21
  • 92. Staff in CASES21
    • In CASES21 all staff members should already have been added as this data is used in assigning home group teachers, witnessing accidents and involvement in discipline or merit incidents.
    • 93. The staff screen is reached via:
    • 94. Timetabling / Construction / Staff / Add or Modify Staff Details (SF11001)
    • 95. Staff / Records / Personal / Add or Modify Staff Details (SF11001)
    • 96. Staff / Records / Personal / View Staff Details (SFV11001)
  • Staff in CASES21
  • 97. Staff in CASES21
    • Timetable related fields are on the second tab of the staff screen.
  • Staff in CASES21
    • Timetable related fields are on the second tab of the staff screen.
  • Staff in CASES21
    • ‘Timetable type’ field is important. In Timetabling, only staff with a value of T (Timetable Available) will appear in any dropdown lists.
    • 98. It is not possible to delete a staff record as the data must be retained for accountability reasons.
  • Classes
    • Only classes with a teacher with a known identity (TO number) are sent to Ultranet
    • 99. VET students who are not enrolled at your school cannot be imported into CASES21 via the timetable and therefore cannot be sent to the Ultranet
  • Exercise 3 – CASES21 data
    • Adjust the CASES21 system to accept the import file generated
    • 100. Import the file used for exercise 2 again
    • 101. What is the result?
  • CASES21 import – last steps
    • Once the Timetable is imported you need to specify over which date ranges the timetable applies. Use:
    • 102. Timetabling / Import Export data / Import TimeTable Data / Assign Timetable to School Days; or
    • 103. Timetabling / Construction / Creation
  • CASES21 import – last steps
    • Select ‘Run’, then ‘Yes’
  • CASES21 import – last steps
    • Select the timetable quilt which is to apply for the given date range
    • 104. Enter the first and last dates to which the timetable applies (inclusive dates)
    • 105. Select the cycle day of the timetable which applies on the first date
    • 106. Select if the cycle is Fixed or Rotating
    • 107. Select ‘OK’
  • CASES21 import – last steps
    • Where a given date already has a timetable applied, a warning will be generated and report KCC21001 will be produced
    • 108. Check the report that is generated and determine if the overwrite is correct.
    • 109. By clicking:
    • 110. Yes you will overwrite the existing timetable assignments which exist on the date ranges specified.
    • 111. No you will not overwrite the existing timetable assignments and the task will exit.
  • Timetable calendar assignments
    To check which days have which timetables assigned you can:
    • Check each day individually using Modify Absentee Calendar (KCC11001) accessible from Attendance / Management / Calendar; or
    • 112. Run the report Timetable Calendar Assignments (KCC21001) accessible from Timetabling / Construction / Creation or Timetabling / Import Export data / Import TimeTable Data :
  • Timetable calendar assignments
    • Where a timetable has been set for a given date it is displayed, otherwise the day type is displayed (S – school day, W – weekend etc)
  • Timetable calendar assignments
  • 113. What can you do now?
    • Identify where mismatches will occur
    • 114. Generate a reference data report: File | Export | To Excel
  • What can you do now?
    • Select Run
    • 115. Generate a reference data report: File | Export | To Excel
  • What can you do now?
    • Compare the Students/Teachers/Subjects/Rooms with CASES21 data
    • 116. Create any missing entries in CASES21 or adjust in First Class
  • Timetabling support
    • First Class issues - Human Edge
    • 117. Data mismatch issues – CASES21 user / Timetabler
    • 118. CASES21 Technical import issues – ITD Service desk
    • 119. CASES21 guides:
    • 120. CASES21 Timetabling guide: Section 9 Timetable Import & Export
    • 121. CASES21 Administration guide: Chapter 3 Attendance
  • Period attendance
    • Preference is for period attendance
    • 122. Ensure timetable has been imported first in CASES21 and is the active TT
    • 123. CASES21 absence calendar is up-to-date and timetable imported
    • 124. Follow the CASES21 Period Attendance procedures to generate KCC, TXAS and SXAS records.
    • 125. Open the Attendance | Period | Entry | Enter Period Attendance by Class or Student (SXAS11001) format. Create blank records
    • 126. Export period attendance from First Class/A+ using
    A+ | CASES Export, then import into CASES21 via Attendance | Import/Export Data | Import data from ERM Systems |Import Period Attendance task.
    • Invalid CASES21 keys result in rejection of the entire file.
  • Timing
    • Timetabling ‘plumbing’ between CASES21 and Ultranet:open late January 2011
    • 127. Period attendance ‘plumbing’ open date - TBA
  • Questions?