Maintain Timetable Detail {STIME-2}

In this option, the timetable is actually constructed. When no previous timetable exists in the database, the entire timetable must be entered manually. Thereafter, option {STIME-6} may be used to copy existing timetables into future cycles. The generation of the weeks in {STIME-4} will depend on the set up of “Academic Year Start in Month” and the “Year Displacement Value” fields in {GCS-1}. The institution can indicate in which month and year the Academic Year should start. If it is set to ‘8’ and ‘+1’, ‘0’ or ‘-1’ then the first week of that year will be generated beginning in August. The Year will be the current year + 1, the current year or current year –1. If the cycle ‘1’ is linked to the first week of the specific year on {STIME-4}, the start and end date displayed in {STIME-2b2}, will be selected accordingly.

Restriction 'STIM' {SMNT-5}. This code is used to restrict the Lecturing Timetable options. When a query is executed the system will display all records, but users may insert, update or delete only information to which they have access.

Panel box 1: Search
Panel box 2: Timetable Information

Field	Type & Length	Description
Academic Year	YYYY	Insert a valid 'Academic Year' as defined on {STIME-4}.
Timetable Cycle	N2	The 'Timetable Cycle' as defined on {STIME-4}. The start (From Monday) and end date (To Friday) of this timetable cycle will be displayed.
Offering Type	A2	When a subject is offered in more than one 'Offering Type', each 'Offering Type' should be scheduled separately.
Day Code	A2	'Day Codes' are defined in option {STIME-3}. The day name will be displayed.
Period Number	N2	Supply the information that identifies the 'Period Number' during which activities are to be scheduled. 'The Period Number' must be valid for the timetable cycle under option {STIME-4}. The start time of the period will be displayed.
Start Time		The 'Start Time' will be displayed when the period number has been entered.
Building Code	N4	Supply the 'Building Code' in which the activity is scheduled. The building itself, as well as the floor and room in the following fields, must exist in the Space Inventory System for any activity to be scheduled ({SPCS-4} and {SPOPS-1}). The space need not, however, be designated as a classroom or a laboratory in the Space System, as the Timetable Subsystem will also schedule activities in offices, etc.
Floor Number	N2	Supply the 'Floor Number' of the space in which the activity is to be scheduled, as defined in {SPOPS-1}.
Room Number	A7	Supply the 'Room Number' of the space in which the activity is to be scheduled. If the building, floor and 'Room Number' have a date inactive < system date in {SPOPS-1} or the Timetable Cycle End Date > date inactive, the room is not active any more. The LOV will not display this 'Room Number' and the program will not allow it to be updated.
Seats	N5	The number of places in the above building, floor, room number combination, as specified in option {SPOPS-1}, will be displayed.
Department	N4	This field can only be used to assist the user in making use of the list of values facility on the subject code in the next field. If a 'Department Code' is entered, the list of values will only display the subjects for that 'Department'. The list of values on the lecturer will only list personnel linked to this 'Department' if it is entered.
Subject Code	A7	Supply the 'Subject Code' to be scheduled, as defined in the Academic Structure Subsystem {SACADO-10}. Only active subjects may be scheduled. Please take note that the LOV will only display the subjects defined for the 'Department' Code. If the 'Department' code field is NULL, then all subjects will be available on the LOV.
Equivalence Code	A7	This is a display only field that displays the link as setup on {SACADO-10} and field 'Interface Code' that links two or more subjects together for the purpose of sharing resources. Subjects with the same equivalence code will be scheduled together on a timetable on the same timeslot and lecturer.
Group Type	A1	This field is used to indicate whether the activity to be scheduled is 'Class', 'Practical' or 'Tutorial' contact. This information is used for the SAPSE Tables on contact hours. It also allows the user to schedule different groups for one subject and is defined in {SACADO-13}.
Group Value	A2	The 'Group Code' of the applicable 'Class', 'Practical' or 'Tutorial' group to be scheduled. The allocation of students to various class, practical and tutorial groups is handled under option {SREGC-6}. The list of values will show only valid groups for the subject code / offering type / group combination. A record must be created in {SACADO-13} for each offering type / group type combination that exists.
Lecturer	N9	Enter the personnel number of the 'Lecturer' responsible for this particular session. The name will be displayed. The list of values will show only in-service personnel on system date.
Qualification	A6	Validation will be done against {SACADO-17}. If the subject for a 'Qualification' is set to 'N' the 'Qualification' will not be available for selection on the LOV's.
External Timetable:
Relative Cycle		Validate and display the 'Cycle' as defined on {STIMEEX-23} if data exists.
Start / End	DD-MON-YYYY	The relative external timetable cycle will be displayed here, along with it's 'Start' / 'End Dates' as in {STIMEEX-23}).
Valid Clashes:
Clash Number	N5	Should records exist which are regarded as 'Valid Clashes' (e.g. more than one class group scheduled together), this field can be used to indicate such. The system will generate a sequential clash number for this first record. The other records, that must be scheduled, as a 'Valid Clash' must then be linked to the same 'Clash Number manually. These records will then be excluded from the validation reports on 'Clashes'.
Generate New Clash Number	Tickbox	Tick to start the generation of a sequential clash number.
Student Count
Number of Students	A1	A (Y)es can be entered here in respect of any existing timetable record and the system will count and display the 'Number of Students' in the particular group as defined in this record. (cancellations, exam only registrations, etc. will be excluded). This facility is useful when comparing the capacity of a venue with the number of students who are to use it.

Example:

Example Tab: Timetable Information (Table layout)

No 'dropdowns' or 'List of Values' are available on any of the fields, as this is developed to be a 'quick' creation of records by the users and the 'duplication' thereof.

Field	Type & Length	Description
Academic Year	YYYY	Input of new records will be limited to the 'Academic Year' defined under option {STIME-1}. Display field only.
Timetable Cycle	N2	The 'Timetable Cycle', defined in the control block, will default. Updateable field.
From Monday / To Friday		The start (From Monday) and end date (To Friday) of this timetable cycle will be displayed.
Offering Type	A2	The 'Offering Type' will default from the control block. When a subject is offered in more than one 'Offering Type', each 'Offering Type' should be scheduled separately. Updateable field.
Day Code	A2	'Day Codes' are defined in option {STIME-3}. The day name will be displayed. Updateable field.
Period Number	N2	Supply the information that identifies the 'Period Number' during which activities are to be scheduled. The 'Period Number' must be valid for the timetable cycle under option {STIME-4}. The start time of the period will be displayed. Updateable field.
Start Time		Display Field only.
Building Code	N4	The Relative External Timetable Cycle will be displayed here, along with it's Start and End Dates, (as in {STIMEEX-23}). Updateable field.
Floor Number	N2	Supply the Floor Number of the space in which the activity is to be scheduled, as defined in {SPOPS-1}. Updateable field.
Room	A7	Supply the Room Number of the space in which the activity is to be scheduled. If the building, floor and 'Room Number' have a date inactive < system date in {SPOPS-1} or the timetable cycle end date > date inactive, the room is not active any more. The LOV will not display this 'Room Number' and the program will not allow it to be updated. Updateable field.
Seats	N5	The number of 'Places' in the above building, floor, room number combination, as specified in option {SPOPS-1}, will be displayed.
Department	N4	This field can only be used to assist the user in making use of the list of values facility on the subject code in the next field. If a 'Department Code' is entered, the list of values will only display the subjects for that department. The list of values on the lecturer will only list personnel linked to this 'Department' if it is entered.
Subject Code	A7	Supply the code of the subject to be scheduled, as defined in the Academic Structure Subsystem {SACADO-10}. Only active subjects may be scheduled.
Group Type	A1	This field is used to indicate whether the activity to be scheduled is Class, Practical or Tutorial contact. This information is used for the SAPSE Tables on contact hours. It also allows the user to schedule different groups for one subject and is defined in {SACADO-13}.
Group Value	A2	The Group Code of the applicable Class, Practical or Tutorial group to be scheduled. The allocation of students to various class, practical and tutorial groups is handled under option {SREGC-6}. The List of Values will show only valid groups for the Subject Code / Offering Type / Group combination. A record must be created in {SACADO-13} for each Offering Type / Group Type combination that exists.
Lecturer	N9	Enter the personnel number of the Lecturer responsible for this particular session. The name will be displayed. The List of Values will show only in-service personnel on system date.
Qualification
Clash Number	N5	Should records exist which are regarded as valid clashes (e.g. more than one class group scheduled together), this field can be used to indicate such. A zero is entered on the first of the “valid clash” records and <COMMIT>ted. The system will generate a sequential clash number for this first record. The other records, that must be scheduled, as a valid clash must then be linked to the same “clash number”. These records will then be excluded from the validation reports on clashes.
Equivalence Code	A7	This is a display only field that displays the link as setup on {SACADO-10} and field 'Interface Code' that links two or more subjects together for the purpose of sharing resources. Subjects with the same equivalence code will be scheduled together on a timetable on the same timeslot and lecturer.
Relative Cycle		Validate and display the Cycle' as defined on {STIMEEX-23} if data exists.

Panel box: Bulk Delete of Timetable Records

Processing Rules for this Block

This screen displays data queried from panel box 'Timetable Information', however the user can enter and delete any combination of data for as long as it exits on the timetable information table.

The 'batch prompts' is the same as for the 'Timetable Information'.

Example: Run program for Academic Year 2020, Timetable Cycle 9 and Subject 1000000

Example: Display only records for Academic Year 2020, Cycle 9 and subject 1000000

Example: Run the program for Academic Year 2020, Timetable Cycle 9 only:

Example: Display all the subjects for Academic Year 2020 Timetable Cycle 9

Processing Rules
	Test for a valid subject and block combination
	Validate to prevent the save of timetable outside the cycle dates.
	To delete a class timetable on {STIME-2} manually or with the batch delete: Query the specific record. Press delete or run the batch program in either 'Trial' or 'Final'. If attendance records exists and the attendance indicator is tick (Y/N) on {SSTUDY-11} for the specific class timetable, then an error with message "Delete of this timetable entry not allowed. Students already captured for this period in attendance register." will be raised. When the attendance indicator {SSTUDY-11} is empty for the specific class timetable, then a dialogue with the warning "'Do you want to delete the timetable and the students attendance records?" will be displayed, prompting the user to confirm deletion. Status Field on the batch output report will indicate the status with either an 'ERROR' or 'OK' status.

Processing
Rules

Test for a valid subject and block combination

Validate to prevent the save of timetable outside the cycle dates.

To delete a class timetable on {STIME-2} manually or with the batch delete:

Query the specific record.
Press delete or run the batch program in either 'Trial' or 'Final'.
If attendance records exists and the attendance indicator is tick (Y/N) on {SSTUDY-11} for the specific class timetable, then an error with message "Delete of this timetable entry not allowed. Students already captured for this period in attendance register." will be raised.
When the attendance indicator {SSTUDY-11} is empty for the specific class timetable, then a dialogue with the warning "'Do you want to delete the timetable and the students attendance records?" will be displayed, prompting the user to confirm deletion.
Status Field on the batch output report will indicate the status with either an 'ERROR' or 'OK' status.

Date	System Version	By Whom	Job	Description
10-Jan-2007	v01.0.0.0	Amanda Nell	t133902	New manual format.
09-Nov-2007	v01.0.0.0	Melanie Zeelie	t133902	Proofread.
21-Oct-2008	v01.0.0.0	Magda van der Westhuizen	t151125	Update manual: Language Editing: Juliet Gillies.
22-Jun-2011	v01.0.0.1	Hermien Hartman	t175186	Added External TT Relative Cycle - Dates: Start / End to block 2; updated image for block 2.
10-Jul-2015	v03.0.0.0	Bea Swart	f206170	Prevent the save of timetable outside the cycle dates.
23-Jan-2018	v03.0.0.1	Precious Diale	t225259	Change the manual to include the equivalence code field.
04-Jun-2018	v03.0.0.2	Precious Diale	t225259	Update the manual to include the bulk delete / press button.
28-Jun-2020	v04.1.0.0	Magda van der Westhuizen	T227331	Conversion to INT4.1 ADF technology.