Maintain Timetable (Alternate) {STIME-9}

This option allows the user to handle the scheduling of the timetable in an alternative way by indicating the type of scheduling to be done, e.g. subject, person or venue.

The system will request the relevant information according to the choice made, then display all records already scheduled for the particular combination. The user may then move to a specific period and indicate that scheduling must take place, or ask the system to suggest possible venues where scheduling could be done. 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, the start and end date displayed will be selected accordingly.

Fields in this option:

The following sequence of actions must be followed:

On entering the option, indicate what type of scheduling must be done:
Timetable per (S)ubject, (P)erson or (V)enue

Timetable per (S)ubject

Block 1: Timetable Information: Scheduling Type

Field	Type & Length	Description
Timetable per	A1	Enter a "S" for Subject and <RETURN>.

Example:

Block 2: Timetable Information: Enter the Subject Information for the Timetable

Field	Type & Length	Description
		The user must supply the following information: Subject Code. Offering Type. Group Type (C, P or T). Group (the LOV will display values from {SACAD-14}, TAB - Class Group and Lectures for the year, subject, offering type and group type.
		Press <RETURN> and answer the next questions: Calendar Year (in respect of which scheduling must be done). Timetable Cycle (in respect of which scheduling must be done).

Example:

Block 3: Day Information for Timetable

Field	Type & Length	Description
	<RETURN> will automatically query the timetable and display the following information in respect of the subject / offering type / class group combination with which we are working.
Control Block		The number of students enrolled for this Subject Code, Offering Type, Group Type, Group Value and Calendar Year (cancellations, exemptions and examination only registrations are excluded.).
Timetable Periods		A grid with all the possible Timetable periods as defined on the system and the days of the week are displayed. If the combination with which we are working has already been scheduled, the information is displayed. An * indicates that there are clashes. If you wish to see the records involved in the clash, enter a “Y”. The timetable screen will be displayed and you can use <NEXT RECORD> to view these records. The information displayed is: Building, Room Number, Personnel Number, Group Type and Group value Should you wish to do additional scheduling, move the cursor with the <NEXT FIELD> command to different day records for the same period or with the <NEXT RECORD> key down to different periods. Two possible actions can be taken. If you wish to maintain a record (i.e. to schedule in a new period or to display the current scheduling, enter a “Y” and <RETURN>. The user is returned to the normal timetable screen. If it is a new period that is being scheduled, the following information is carried across: Calendar Year. Cycle. Day Code. Period Number. Subject Code. Offering Type. Group type. Group value. The user must enter the missing information and <COMMIT>. Enter the value ‘F’ if you wish to find a venue where the scheduling can be done. A <List of Values> with the Building Code, Floor and Room Number as well as the number of seats is displayed. If the Building, Floor and Room Number have a Date Inactive < Sysdate in {SPOPS-1}, the room is no longer active. The LOV will not display this Room Number and the program will not allow an update. However, if the Date Inactive > End Date of the cycle, it will be displayed in the LOV. Only venues where the number of seats is greater than the number of students enrolled for the supplied combination will be selected and only venues which have not yet been scheduled in that period will be selected. Enter “Y” against the venue, which you wish to use for scheduling and return. The venue information will also be carried across.

Field

Type
&
Length

Description

<RETURN> will automatically query the timetable and display the following information in respect of the subject / offering type / class group combination with which we are working.

Control Block

The number of students enrolled for this Subject Code, Offering Type, Group Type, Group Value and Calendar Year (cancellations, exemptions and examination only registrations are excluded.).

Timetable Periods

A grid with all the possible Timetable periods as defined on the system and the days of the week are displayed. If the combination with which we are working has already been scheduled, the information is displayed. An * indicates that there are clashes. If you wish to see the records involved in the clash, enter a “Y”. The timetable screen will be displayed and you can use <NEXT RECORD> to view these records.

The information displayed is:

Building, Room Number, Personnel Number, Group Type and Group value

Should you wish to do additional scheduling, move the cursor with the <NEXT FIELD> command to different day records for the same period or with the <NEXT RECORD> key down to different periods. Two possible actions can be taken.

If you wish to maintain a record (i.e. to schedule in a new period or to display the current scheduling, enter a “Y” and <RETURN>. The user is returned to the normal timetable screen. If it is a new period that is being scheduled, the following information is carried across:

Calendar Year.
Cycle.
Day Code.
Period Number.
Subject Code.
Offering Type.
Group type.
Group value.

The user must enter the missing information and <COMMIT>.

Enter the value ‘F’ if you wish to find a venue where the scheduling can be done. A <List of Values> with the Building Code, Floor and Room Number as well as the number of seats is displayed. If the Building, Floor and Room Number have a Date Inactive < Sysdate in {SPOPS-1}, the room is no longer active. The LOV will not display this Room Number and the program will not allow an update. However, if the Date Inactive > End Date of the cycle, it will be displayed in the LOV. Only venues where the number of seats is greater than the number of students enrolled for the supplied combination will be selected and only venues which have not yet been scheduled in that period will be selected. Enter “Y” against the venue, which you wish to use for scheduling and return. The venue information will also be carried across.

Example:

Timetable per Person

Block 1: Timetable Information: Scheduling Type

Field	Type & Length	Description
Timetable per	A1	Enter a "P" for Person and <RETURN>.

Example:

Block 2: Timetable Information: Enter the Subject Information for Timetable

Field	Type & Length	Description
		The user must supply the following information: Personnel Number.
		Press <RETURN> and answer the following next questions: Calendar Year (in respect of which scheduling must be done). Timetable Cycle (in respect of which scheduling must be done).

Example:

Block 3: Day Information for Timetable

Field	Type & Length	Description
	<RETURN> will do an automatically query the timetable and display the following information in respect of the personnel number with which we are working.
Control Block		The personnel number, title, surname and initials of the person we are working with.
Timetable Periods		The applicable information displayed in respect of personnel is: Subject Code, offering type, Class Group and Building code. An * indicates that there are clashes. If you wish to see the records involved in the clash, enter a “Y”. The timetable screen will be displayed and you can use <NEXT RECORD> to view these records. If you wish to maintain a record (i.e. to schedule in a new period or to display the current scheduling, enter a “Y” and <RETURN>. The user is returned to the normal timetable screen. If it is a new period being scheduled, the following information is carried across: Calendar Year. Cycle. Day Code. Period Number. Personnel Number. The group type defaults to ‘C’. The group value defaults to ‘A’. The user must enter the missing information and <COMMIT>.

Field

Type
&
Length

Description

<RETURN> will do an automatically query the timetable and display the following information in respect of the personnel number with which we are working.

Control Block

The personnel number, title, surname and initials of the person we are working with.

Timetable Periods

The applicable information displayed in respect of personnel is:

Subject Code, offering type, Class Group and Building code.

An * indicates that there are clashes. If you wish to see the records involved in the clash, enter a “Y”. The timetable screen will be displayed and you can use <NEXT RECORD> to view these records.

If you wish to maintain a record (i.e. to schedule in a new period or to display the current scheduling, enter a “Y” and <RETURN>. The user is returned to the normal timetable screen. If it is a new period being scheduled, the following information is carried across:

Calendar Year.
Cycle.
Day Code.
Period Number.
Personnel Number.
The group type defaults to ‘C’.
The group value defaults to ‘A’.

The user must enter the missing information and <COMMIT>.

Example:

Timetable per Venue:

Block 1: Timetable Information: Scheduling Type

Field	Type & Length	Description
Timetable per	A1	Enter a "V" for Venue and <RETURN>.

Example:

Block 2: Timetable Information: Enter the Venue Information for Timetable

Field	Type & Length	Description
		The user must supply the following information: Building Code. Floor Number. Room Number.
		Press <RETURN> and answer the following questions: Calendar Year (in respect of which scheduling must be done). Timetable Cycle (in respect of which scheduling must be done).

Example:

Block 3: Day Information for Timetable

Field	Type & Length	Description
	<RETURN> will automatically query the timetable and display the following information in respect of the venue with which we are working.
Control Block		The number of seats in the venue, the building code and description, floor code and the venue description as on {SPOPS-1}.
Timetable Periods		The applicable information displayed in respect of a venue is: Subject Code, Offering Type, Class Group and Lecturer Number. An * indicates that there are clashes. If you wish to see the records involved in the clash enter a "Y". The timetable screen will be displayed and you can use the <NEXT RECORD> to view these records. If you wish to maintain a record (i.e. to schedule a new period or display the current scheduling), enter a "Y" and <RETURN>. The user is returned to the normal timetable screen. If it is a new period being scheduled, the following information is carried across: Calendar Year. Cycle. Day Code. Period Number. Building Code. Floor Number. Room Number. The group type defaults to 'C'. The group value defaults to 'A'. The user must enter the missing information and <COMMIT>.

Field

Type
&
Length

Description

<RETURN> will automatically query the timetable and display the following information in respect of the venue with which we are working.

Control Block

The number of seats in the venue, the building code and description, floor code and the venue description as on {SPOPS-1}.

Timetable Periods

The applicable information displayed in respect of a venue is:

Subject Code, Offering Type, Class Group and Lecturer Number.

An * indicates that there are clashes. If you wish to see the records involved in the clash enter a "Y". The timetable screen will be displayed and you can use the <NEXT RECORD> to view these records.

If you wish to maintain a record (i.e. to schedule a new period or display the current scheduling), enter a "Y" and <RETURN>. The user is returned to the normal timetable screen. If it is a new period being scheduled, the following information is carried across:

Calendar Year.
Cycle.
Day Code.
Period Number.
Building Code.
Floor Number.
Room Number.
The group type defaults to 'C'.
The group value defaults to 'A'.

The user must enter the missing information and <COMMIT>.

Example:

Example: Available Venues

Example: Maintain Timetable

Processing Rules
	No special processing rules.

Date	System Version	By Whom	Job	Description
19-Nov-2007	v01.0.0.0	Amanda Nell	t133905	New manual format.
19-Nov-2007	v01.0.0.0	Melanie Zeelie	t133905	Proofread
02-Dec-2008	v01.0.0.0	Magda van der Westhuizen	t151124	Update manual: Language Editing: Juliet Gillies.