Case21v7 timetabler


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Case21v7 timetabler

  1. 1. CASE21 <br />CASES21 – The Timetabler integration<br />
  2. 2. Topics covered<br />Ultranet overview<br />Timetabling data flow<br />Exporting data from CASES21<br />Importing data into The Timetabler<br />Exporting a timetable from The Timetabler<br />Importing a timetable into CASES21<br />Common issues<br />Timing<br />Discussion<br />
  3. 3. Ultranet – Learner profile<br />
  4. 4. Ultranet – Learner profile<br />The Ultranet has a space called Learner Profile<br />Classes created in CASES21 flow through to Learner Profile<br />Provides students, parents and teachers with a single point of access to rich data that profiles the student and their learning. <br />Timetabling information is displayed in one place and is available online. <br />Also describes relationships between users across the community.   <br />
  5. 5. Ultranet – Timetable widget<br /><ul><li>A single point of access to the timetable data.
  6. 6. Provides quick access to relevant timetable information including the ability to query the timetable to find specific information.
  7. 7. This information includes the following:
  8. 8. A free room
  9. 9. A period when teachers are free; and
  10. 10. An individual/class timetable/day schedule.</li></li></ul><li>Ultranet – Timetable widget<br />Enables teachers to view their own and other teachers and students timetables. <br />There are two views from the Timetable Widget:<br />Timetable Widget displays data for the whole day for the period, class, room location and teacher/s; and<br />Timetable Widget More Details displays the Timetable Full Cycle Report.<br />
  11. 11. Ultranet – Learning tool<br />
  12. 12. Ultranet – Learning tool<br /><ul><li>Can be used for planning, delivering and assessing learning activities
  13. 13. Allows collaboration in the learning process with lesson creation, participation, evaluation, and dialogue.
  14. 14. Allows for preparation and delivery of courses and lessons
  15. 15. Sharing information, courses and resources within and across schools
  16. 16. Greater collaboration amongst teaching community
  17. 17. Directly linking learning standards and outcomes to learning tasks of students
  18. 18. Assessing, tracking progress and managing learning pathways of every student</li></li></ul><li>Timetabling data flow<br />3. <br />Hourly copy<br />4. Overnight<br />CASES21<br />Data mirror<br />Ultranet<br />1.<br />Reference data exported<br />The Timetabler<br />2. Timetable imported<br />
  19. 19. The Timetabler<br /><ul><li>Latest version 7 or above
  20. 20. Available now (on home page –check for updates)
  21. 21. Supports import/export to/from CASES21
  22. 22. Backup data regularly</li></li></ul><li>Timetabling data flow<br /><ul><li>To maximise Ultranet features, class data is required
  23. 23. All student, teacher, room and subject data must be consistent across both CASES21 and The Timetabler
  24. 24. Regular updates of students/staff from CASES21 to The Timetabler is required
  25. 25. When timetable complete or when updates occur, import into CASES21
  26. 26. In CASES21 set timetable as the active timetable and across calendar dates</li></li></ul><li>Exporting data - CASES21 Students <br /><ul><li>Export student data – TT51003
  27. 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. </li></ul>"ABS0050","ABSOLOM","Zsuzsa","F",17/01/1999,"01","01B",,"GREEN H" <br />"ADE0050","ADEPOJU","Skye","M",20/10/1992,"08","08A",,"RED - H" <br />"AKA0001","AKAY","Darren","M",22/04/1994,"06","06B",,"GOLD - H" <br />"ALC0001","ALCOCK","Erin","F",29/01/1999,"01","01B",,"GREEN H" <br />"ALE0050","ALEXANDER","David","M",23/07/1997,"03","03B",,"RED - H"<br />
  28. 28. Exporting data - CASES21 Staff<br /><ul><li>Export staff data - TT51002
  29. 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. </li></ul>"AC","RICHARDS","Ms","Angel" <br />"AL","CARTER","Mr","Brett" <br />"BA","STARKE","Mrs","Briedy" <br />
  30. 30. Exporting data - CASES21 Rooms<br /><ul><li>Export room data -TT51001
  31. 31. This will export a comma delimited file of rooms whose type is R. The fields are: room ID, title, seating and description. </li></ul>"A01","Ceramics",25,"Ceramics" <br />"A02","Art/Ceramics",25,"Art/Ceramics" <br />"A03","Art 2D",25,"Art 2D" <br />
  32. 32. Exporting data - CASES21 Subjects<br /><ul><li>Export subject data - TT51005
  33. 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. </li></ul>"07AR"," 7 Art","7 ART","ARTS","07" <br />"07AR2","7 Art S2","7 ART","ARTS","07" <br />"07DR1","7 Drama S1","7 DRAMA","ARTS","07"<br />
  34. 34. Exercise 1 – Exporting data from CASES21<br /><ul><li>Using your cheat sheet create the 4 export reference data export files from CASES21.</li></li></ul><li>Discussion – exporting data from CASES21<br /><ul><li>Who? (access, knowledge of student/staff changes)
  35. 35. When?
  36. 36. How often? (Weekly? Monthly?)
  37. 37. Where will the files be stored?
  38. 38. What will they be named?
  39. 39. When will the timetabler know they are available?</li></li></ul><li>Importing data – The Timetabler<br /><ul><li>Import Students, Teachers & Room data using File | Import</li></li></ul><li>Importing data – The Timetabler<br /><ul><li>Import subjects (options) using File | Import… a wizard starts up
  40. 40. Select CASES21</li></li></ul><li>Magic happens<br /><ul><li>Timetable wizardry occurs…</li></li></ul><li>Exporting data from The Timetabler<br /><ul><li>All Programs | Timetabling Solutions | The Timetabler Version 7TE | The Timetabler V7TE
  41. 41. Click Configure</li></li></ul><li>Exporting data from The Timetabler<br /><ul><li>Click Victorian Schools</li></li></ul><li>Exporting data from The Timetabler<br /><ul><li>Tick Use CASES21
  42. 42. Click on the folder to browse for the location of the TT51005 Subject Export file</li></li></ul><li>Exporting data from The Timetabler<br /><ul><li>To check for pending errors on import, select Timetable Development</li></li></ul><li>Exporting data from The Timetabler<br /><ul><li>On the Information menu, select Class Names</li></li></ul><li>Exporting data from The Timetabler<br /><ul><li>Any subject codes with an * do not exist in CASES21</li></li></ul><li>Exporting data from The Timetabler<br /><ul><li>To create export files for CASES21, select File | Export | Admin System</li></li></ul><li>Exporting data from The Timetabler<br /><ul><li>Data Export Wizard – select Next</li></li></ul><li>Exporting data from The Timetabler<br /><ul><li>Select CASES21
  43. 43. Select Browse for the destination folder for the export file</li></li></ul><li>Exporting data from The Timetabler<br /><ul><li>Select Finish</li></li></ul><li>Exporting data from The Timetabler<br /><ul><li>Export files created are Quilt.txt and Subject_selections.txt</li></li></ul><li>Discussion – exporting data from The Timetabler<br /><ul><li>Who?
  44. 44. When?
  45. 45. How often? (Weekly? Monthly?)
  46. 46. Where will the files be stored?
  47. 47. What will the directory or zip be named?
  48. 48. When will the timetabler know it is available?</li></li></ul><li>Importing a timetable into CASES21<br /><ul><li>Any student, room, staff or subject ID that is used in the import files must pre-exist in CASES21.
  49. 49. If any one instance does not exist then the whole import process is aborted.
  50. 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.
  51. 51. Using the previously discussed exports should help avoid this. </li></li></ul><li>Importing a timetable into CASES21<br /><ul><li>CASES21 import located at: Timetabling | Import Export Data | Import Timetable Data | Import Time Table Data from 3rd Party Product</li></li></ul><li>Importing a timetable into CASES21<br /><ul><li>Select the folder containing quilt.txt and subject_selections.txt
  52. 52. Specify the year, semester and version
  53. 53. The quilt name will become a join of these 3 items with an S inserted between the year and semester. eg 2009S1A quilt </li></li></ul><li>Importing a timetable into CASES21<br /><ul><li>If the constructed name is the same as an existing quilt you will be warned of the duplication.
  54. 54. If you proceed quilt and student subject selections are deleted and then the import will create a new version. </li></li></ul><li>Import errors<br /><ul><li>Import error shows as a small pop-up
  55. 55. Click OK to open up a grid on the import interface screen showing the errors that have been found. Click Print Errors to print a report of these errors </li></li></ul><li>Import errors<br /><ul><li>Errors - SU is for Subjects, SF for Staff, SM for Rooms and ST for Students.
  56. 56. No error is generated for a class-session in quilt.txt that has not been assigned either a teacher or a room.
  57. 57. If any errors are encountered then the whole import process is aborted. Any quilt of the same name as the attempted import is left in its original state. </li></li></ul><li>Fixing import errors<br /><ul><li>Data related errors (missing or mismatched student/staff/subject/room)
  58. 58. Fixing errors:
  59. 59. Ideally avoided if exporting base data from CASES21
  60. 60. Can create missing data in CASES21
  61. 61. Can amend timetable in The Timetabler</li></li></ul><li>Creating rooms in CASES21<br /><ul><li>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.
  62. 62. The room screen is reached via Timetabling / Construction / Rooms / Add or Modify Room Details (SM11001). </li></li></ul><li>Creating rooms in CASES21<br /><ul><li>Room type: only rooms which have the value R will appear in dropdown lists within Timetabling.
  63. 63. This means that other ‘rooms’ like stairwells or corridors can be entered for use as accident sites and not interfere with timetabling. </li></li></ul><li>Creating subjects in CASES21<br /><ul><li>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). </li></li></ul><li>Creating subjects in CASES21<br /><ul><li>Maximum 5 characters
  64. 64. Only subjects where subject status has the value U will appear in the Timetabling subject dropdowns.
  65. 65. A subject that is not being offered for a particular timetable, but which has previously been offered should not be deleted.
  66. 66. The subject key entered needs to match that in The Timetabler
  67. 67. Create subject for bodies of knowledge eg MAT07, MAT08, ENG07, ENG08 etc</li></li></ul><li>A subject is... <br /><ul><li>A body of knowledge that will be taught to a certain set of students during a given timetabling period.
  68. 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. 69. Each of the students will take every offered instance of that subject in the class to which they have been allocated.
  70. 70. Different subjects imply a different body of knowledge, different assessment criteria or a different number of contact hours.
  71. 71. The same subject can be offered again in a different timetabling period. </li></li></ul><li>Subject examples... What not to do<br />MATHS<br /><ul><li>this is no more than 5 characters.
  72. 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.
  73. 73. MATHS is far too general. </li></ul>MA10A <br /><ul><li>a home group designator as part of the subject code.
  74. 74. Such schools will have a MA10B, MA10C, etc one for each Y10 home group.
  75. 75. An example of a too specific subject code as MA10A and MA10B are for exactly the same body of knowledge. </li></li></ul><li>Students in CASES21<br /><ul><li>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:
  76. 76. Students / Enrolment Transfer / Individual Enrol / Enter or Modify Student Enrolment Details – Daisychain version (ST11001)
  77. 77. Students / Enrolment Transfer / Individual Enrol / Enter or Modify Student Enrolment Details – Tab version (ST11001T)
  78. 78. Students / Records / Personal Details / View all Student Information (STV11001) </li></li></ul><li>Students in CASES21<br />
  79. 79. Staff in CASES21<br /><ul><li>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.
  80. 80. The staff screen is reached via:
  81. 81. Timetabling / Construction / Staff / Add or Modify Staff Details (SF11001)
  82. 82. Staff / Records / Personal / Add or Modify Staff Details (SF11001)
  83. 83. Staff / Records / Personal / View Staff Details (SFV11001) </li></li></ul><li>Staff in CASES21<br />
  84. 84. Staff in CASES21<br /><ul><li>Timetable related fields are on the second tab of the staff screen.</li></li></ul><li>Staff in CASES21<br /><ul><li>Timetable related fields are on the second tab of the staff screen.</li></li></ul><li>Staff in CASES21<br /><ul><li>‘Timetable type’ field is important. In Timetabling, only staff with a value of T (Timetable Available) will appear in any dropdown lists.
  85. 85. It is not possible to delete a staff record as the data must be retained for accountability reasons. </li></li></ul><li>Classes <br /><ul><li>Only classes with a teacher with a known identity (TO number) are sent to Ultranet
  86. 86. 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</li></li></ul><li>Exercise 2 – CASES21 data<br /><ul><li>Create subject RUS07 (Russian Year 7)
  87. 87. Create room MUL (Multi-purpose room)</li></li></ul><li>CASES21 import – last steps<br /><ul><li>Once the Timetable is imported you need to specify over which date ranges the timetable applies. Use:
  88. 88. Timetabling / Import Export data / Import TimeTable Data / Assign Timetable to School Days; or
  89. 89. Timetabling / Construction / Creation </li></li></ul><li>CASES21 import – last steps<br /><ul><li>Select ‘Run’, then ‘Yes’</li></li></ul><li>CASES21 import – last steps<br /><ul><li>Select the timetable quilt which is to apply for the given date range
  90. 90. Enter the first and last dates to which the timetable applies (inclusive dates)
  91. 91. Select the cycle day of the timetable which applies on the first date
  92. 92. Select if the cycle is Fixed or Rotating
  93. 93. Select ‘OK’ </li></li></ul><li>CASES21 import – last steps<br /><ul><li>Where a given date already has a timetable applied, a warning will be generated and report KCC21001 will be produced
  94. 94. Check the report that is generated and determine if the overwrite is correct.
  95. 95. By clicking:
  96. 96. Yes you will overwrite the existing timetable assignments which exist on the date ranges specified.
  97. 97. No you will not overwrite the existing timetable assignments and the task will exit. </li></li></ul><li>Timetable calendar assignments<br />To check which days have which timetables assigned you can: <br /><ul><li>Check each day individually using Modify Absentee Calendar (KCC11001) accessible from Attendance / Management / Calendar; or
  98. 98. Run the report Timetable Calendar Assignments (KCC21001) accessible from Timetabling / Construction / Creation or Timetabling / Import Export data / Import TimeTable Data : </li></li></ul><li>Timetable calendar assignments<br /><ul><li>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) </li></li></ul><li>Timetable calendar assignments<br />
  99. 99. Timing<br /><ul><li>Timetabling ‘plumbing’ between CASES21 and Ultranet:open late January 2011
  100. 100. Period attendance ‘plumbing’ open date - TBA</li></li></ul><li>What can you do now?<br /><ul><li>Compare the Students/Teachers/Subjects/Rooms with CASES21 data
  101. 101. Create any missing entries in CASES21 or adjust in The Timetabler</li></li></ul><li>Timetabling support<br /><ul><li>The Timetabler issues – Timetabler website &
  102. 102. Data mismatch issues – CASES21 user / Timetabler
  103. 103. CASES21 Technical import issues – ITD Service desk
  104. 104. CASES21 guides:
  105. 105. CASES21 Timetabling guide: Section 9 Timetable Import & Export
  106. 106. CASES21 Administration guide: Chapter 3 Attendance</li></li></ul><li>Questions?<br />
  107. 107. Period attendance<br /><ul><li>Preference is for period attendance in CASES21
  108. 108. Ensure timetable has been imported first in CASES21
  109. 109. CASES21 absence calendar is up-to-date and timetable imported
  110. 110. Timetable set as the ‘active’ timetable
  111. 111. Follow the CASES21 Period Attendance procedures to generate KCC, TXAS and SXAS records (blank records).
  112. 112. Open the Attendance | Period | Entry | Enter Period Attendance by Class or Student (SXAS11001) format. Create blank records
  113. 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. 114. Import period attendance</li>