timetabler prep details

1. CASE21 CASES21 – The Timetabler integration

2. Topics covered Ultranet overview Timetabling data flow Exporting data from CASES21 Importing data into The Timetabler Exporting a timetable from The Timetabler Importing a timetable into CASES21 Common issues Timing Discussion

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.

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

11. Ultranet – Learning tool

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

20. Available now (on home page –check for updates)

21. Supports import/export to/from CASES21

23. All student, teacher, room and subject data must be consistent across both CASES21 and The Timetabler

24. Regular updates of students/staff from CASES21 to The Timetabler is required

25. When timetable complete or when updates occur, import into CASES21

27. Creates a comma delimited file consisting of the student ID, surname, first name, gender, birth date, school year, home group, home group room and house. All students who have a status of active, future or leaving will be included. "ABS0050","ABSOLOM","Zsuzsa","F",17/01/1999,"01","01B",,"GREEN H" "ADE0050","ADEPOJU","Skye","M",20/10/1992,"08","08A",,"RED - H" "AKA0001","AKAY","Darren","M",22/04/1994,"06","06B",,"GOLD - H" "ALC0001","ALCOCK","Erin","F",29/01/1999,"01","01B",,"GREEN H" "ALE0050","ALEXANDER","David","M",23/07/1997,"03","03B",,"RED - H"

29. This will export a comma delimited file of staff whose timetable type is T. The fields are: staff ID, surname, title and first name. "AC","RICHARDS","Ms","Angel" "AL","CARTER","Mr","Brett" "BA","STARKE","Mrs","Briedy"

31. This will export a comma delimited file of rooms whose type is R. The fields are: room ID, title, seating and description. "A01","Ceramics",25,"Ceramics" "A02","Art/Ceramics",25,"Art/Ceramics" "A03","Art 2D",25,"Art 2D"

33. This will export a comma delimited file of subjects whose type is U. The fields are: subject ID, full name, shortname, faculty and academic year. "07AR"," 7 Art","7 ART","ARTS","07" "07AR2","7 Art S2","7 ART","ARTS","07" "07DR1","7 Drama S1","7 DRAMA","ARTS","07"

35. When?

36. How often? (Weekly? Monthly?)

37. Where will the files be stored?

38. What will they be named?

44. When?

45. How often? (Weekly? Monthly?)

46. Where will the files be stored?

47. What will the directory or zip be named?

49. If any one instance does not exist then the whole import process is aborted.

50. 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.

52. Specify the year, semester and version

56. No error is generated for a class-session in quilt.txt that has not been assigned either a teacher or a room.

58. Fixing errors:

59. Ideally avoided if exporting base data from CASES21

60. Can create missing data in CASES21

64. Only subjects where subject status has the value U will appear in the Timetabling subject dropdowns.

65. A subject that is not being offered for a particular timetable, but which has previously been offered should not be deleted.

66. The subject key entered needs to match that in The Timetabler

68. 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.

69. Each of the students will take every offered instance of that subject in the class to which they have been allocated.

70. Different subjects imply a different body of knowledge, different assessment criteria or a different number of contact hours.

72. does not meet the definition as there is no distinction between a Year 7 student taking MATHS and a Year 10 student taking MATHS.

74. Such schools will have a MA10B, MA10C, etc one for each Y10 home group.

76. Students / Enrolment Transfer / Individual Enrol / Enter or Modify Student Enrolment Details – Daisychain version (ST11001)

77. Students / Enrolment Transfer / Individual Enrol / Enter or Modify Student Enrolment Details – Tab version (ST11001T)

80. The staff screen is reached via:

81. Timetabling / Construction / Staff / Add or Modify Staff Details (SF11001)

82. Staff / Records / Personal / Add or Modify Staff Details (SF11001)

88. Timetabling / Import Export data / Import TimeTable Data / Assign Timetable to School Days; or

90. Enter the first and last dates to which the timetable applies (inclusive dates)

91. Select the cycle day of the timetable which applies on the first date

92. Select if the cycle is Fixed or Rotating

94. Check the report that is generated and determine if the overwrite is correct.

95. By clicking:

96. Yes you will overwrite the existing timetable assignments which exist on the date ranges specified.

102. Data mismatch issues – CASES21 user / Timetabler

103. CASES21 Technical import issues – ITD Service desk

104. CASES21 guides:

105. CASES21 Timetabling guide: Section 9 Timetable Import & Export

108. Ensure timetable has been imported first in CASES21

109. CASES21 absence calendar is up-to-date and timetable imported

110. Timetable set as the ‘active’ timetable

111. Follow the CASES21 Period Attendance procedures to generate KCC, TXAS and SXAS records (blank records).

112. Open the Attendance | Period | Entry | Enter Period Attendance by Class or Student (SXAS11001) format. Create blank records

113. All Student IDs and timetable key data exported by external attendance packages are valid CASES21 values. Invalid CASES21 keys result in rejection of the entire file.

114. Import period attendance