How to create a timetabled event August 2011 UNIVERSITY OF HOW TO CREATE A TIMETABLED EVENT BRIGHTON Facility CMIS Training Version 3 HOW TO CREATE A TIMETABLED EVENT Facility CMIS Training Document revision notes: This document was revised in August 2011. New sections were added to cover ‘Only show available resources’ and ‘Locking and unlocking events’. Document style guide All menu items or fields that are referred to in this guide are shown in italics. When there are a series of menu items that need to be selected, the each stage in the sequence will be separated by > e.g. Bookings > New Bookings> Book 2 HOW TO CREATE A TIMETABLED EVENT Facility CMIS Training Contents Creating an event from the timetable view........................................................................... 4 Creating additional occurences of an event ........................................................................ 12 Locking and unlocking events .............................................................................................. 12 3 HOW TO CREATE A TIMETABLED EVENT Facility CMIS Training This document will show you how to create an event in Facility CMIS and indicate a requested room to be booked by Room Bookings Central. This document touches on how to create events for auto-rooming, but more specific information on this is provided in the ‘Event checking prior to auto-rooming’ training guide. These instructions assume you have logged onto CMIS. Navigation through this document is through the menu structure. Details of navigation through the Visual Control Path (VCP) is also included. Creating an event from the timetable view 1 Select a named Timetable view from the menu, a list of saved timetable views can be seen at the bottom of the sub menu list. VCP: Interactive Scheduling > timetable > select View 4 HOW TO CREATE A TIMETABLED EVENT 2 Filter to the appropriate room, module or course and the relevant weeks, if applicable. In the timetable graphical view place the mouse pointer at the time area and day for where the event is to be placed, right click and select New Event. 3 The Timetable event window will open. The Event details fields will default from where you selected the new event. If this is wrong then you can modify these details. The following fields need to be filled in: Facility CMIS Training Day (default from timetable view)Start time (default from timetable view ) Len (duration of event ) Weeks (defaults from the filter you are using in the timetable view). To change week range. Click on the Weeks button on the right hand side of the screen. Select Week range name or enter the room booking week numbers required. Source (defaults to your Dept). This should be the dept code of the person making the event, ensure this is correct or change. Owner(defaults to your Dept ) This should be the department code of the owner of the event, ensure this is correct or change. 5 HOW TO CREATE A TIMETABLED EVENT 4 Facility CMIS Training Module To enter module information. Click on the Modules field from the main event details section. Select the Department from the list. Select the Module from the list. The unnamed box next to the modules box is for you to add a module instance, if you are using these. (Module instances need to be set up in Data > Academic > Modules). Module Type this field can be used to record what type of event this is e.g. Lecture, seminar. In the Group box you can specify which module group(s) is attending this event. Module groups need to be set up in Data> Academic> Modules. To add this module or module instance/group to the event click New. Repeat this process for any additional modules or module groups that need to be added to this event. The module will now appear in the main details section Note: If your modules do not contain size information then you will need to enter a size value in the Capacity field (See no. 6 below). To check whether your module has a size go to Data > Academic > Modules and locate the module. 5 Lecturers To enter lecturers on the event. Click on Lecturers in the main event details section. Select a lecturer from the list. To add this lecturer to the event Click New. Lecturer should now be displayed in main details section. 6 HOW TO CREATE A TIMETABLED EVENT Facility CMIS Training Repeat the process for each additional lecturer if necessary. 6 Class Group (If these are used) To enter Class Groups click on Class Groups in the main details section Select Course Select Year Select Class group Select a Group Capacity: If the module or class groups on this event do not have a size associated with them. You will need to enter a size for the event in the Capacity field. This could be estimated size or actual size. (If your event is going to be auto-scheduled and you need to add separate capacity for each of the rooms required). Click on New to add this information to this event . Repeat the process for each additional class group or capacity. 7 Rooms Select Rooms from the main details section In the Room drop down list all rooms that are available at the time of your event will appear. You can, however, only book rooms that belong to your department through this screen. For rooms to be booked by somebody else you will need to indicate a room under Requested Rooms (See no.9). Rooms entered under Rooms are considered 7 HOW TO CREATE A TIMETABLED EVENT Facility CMIS Training ‘Booked’ to this event Select Site Select Room. Click New The room is added to the event. Additional rooms may be added. Repeat the selection and press New again for each room required. N.B. If this event is to be included in the auto-rooming run because you have additional room requirements then you need to tick the Fixed box. 8 Details If the event does not have any other information associated with it (e.g. a module or lecturer) the Description field should be used to give a description of the event. Additional information to be stored on the event can be entered here. This field is being shown on most reports and plasma screens, so do not put your own comments here. A standard form of description can be used and will be available to select from the list or you can enter free text. 9 Requested room In this field you are asking the system to find you a room to fit your event requirements. The event will be roomed by somebody else (usually Room Bookings Central). Click on Requested Rooms on the main details section. You can add as many requirements here as is necessary. 8 HOW TO CREATE A TIMETABLED EVENT Facility CMIS Training Select Site (Not always necessary if you want to use Campus or Zone. For details on using the campus field please see the ‘Using the Campus field’ worksheet) Select Zone Select Room ( may just enter site if no room preference is given) Select Type (e.g. Lecture theatre, Hall) To save these details Click New. Repeat this process for each additional room required. The requested room appears on the event. It is not guaranteed that this is the room you will be assigned. For room bookings note the Event id and send email to Room Bookings Central 10 Requesting additional rooms for the autoscheduler If you are requesting more than one room, you need to add a requested room for each room required (i.e. 4 entries for 4 rooms). If you have an event which needs multiple rooms and you are only able to allocate some of them from your own departmental rooms. Under requested rooms you still need to add the total number of rooms you require (including your own rooms you have already booked). In the example above this module has a size of 250, it is splitting down into three groups of approximately 85. One departmental room has been allocated (and fixedsee page 7), two additional rooms are required. Three entries have been added under requested room. The system will incorporate the room already assigned into the requested room request, and then assign 2 additional rooms. 9 HOW TO CREATE A TIMETABLED EVENT 11 Facility CMIS Training Further event details are held under Miscellaneous. If you do not want this information copied to next year’s dataset then make sure you uncheck the Copy to next year box. To save the event created click OK. When you return to the timetable view your new event should now appear highlighted in the timetable window as long as it still fits into the current filter. To find the event id, double click on your new event in the timetable view. The Timetable event window will open up. The event id is the number that appears before the date in the header. You will need to make a note of this number if you need somebody else to room the event for you. 10 HOW TO CREATE A TIMETABLED EVENT Facility CMIS Training Hint: When you click on the resource headings (e.g. modules, lecturers, rooms) the default setting will be for only the resources that are avaliable at the given time and date to appear in the drop down selection boxes. It may sometimes be necessary when timetabling to allow certain clashes. To be able to do this you need to be able to choose resources that are not available at the times that you have specified. To do this right click anywhere in the timetable window, you need to untick ‘Only show available resources’. 11 HOW TO CREATE A TIMETABLED EVENT Facility CMIS Training Creating additional occurences of an event 1 Select the event to be duplicated. Click once on the event in the timetable view Whilst this event is highlight move the mouse pointer to the new time and right click. Select Place event at new time on new day 2 A duplicate of the event is now created, a warning will display of any clashing items. Alternatively an event can be duplicated from the list view. Highlight the event in the list view and select Duplicate item. To modify any of the details, double click on the new event. The timetable event window will open for this event and you can change the details as required. Locking and unlocking events In order to prevent your events accidentally being changed or moved, it is possible to lock events. Locked events can only be unlocked and changed by somebody else within your department. Events can be locked from either the timetable window or the list view. 12 HOW TO CREATE A TIMETABLED EVENT Facility CMIS Training 1 To lock an event from the timetable view. With the event highlighted in the timetable view, right click and select the Locked option. A tick will appear beside it to show that the event is locked. 2 To lock a event from the list view, highlight the event and then select Timetabling > Locked. 3 When you return to the list view you will see that the locked events have a padlock icon attached to the flag on the left hand side. To unlock an event repeat the locking process and click on the word Locked. This will remove the tick and unlock the event. 13 HOW TO CREATE A TIMETABLED EVENT Facility CMIS Training Exercise 1 From a graphical timetable you are going to create an event, and assign it a room. 1 2 3 4 5 6 7 8 9 10 Open up one of your preferred timetable views. Clear any filters already on the timetable. Create a new filter, enter your site; one of your departmental rooms; in the weeks box put week 12. Click OK, will bring up a room timetable for that room in that week. Right click anywhere in the timetable view, in a place where the room is free. In the box that appears select New event. This will bring up an event box. Make sure that the Source and Owner are shown as you. Highlight Modules from the drop down boxes at the bottom of the screen, select Department, and any Module. Click New to add these to the event. Highlight Lecturers and chose a lecturer from the drop down list. Click New to add this Lecturer to your event. We will assume that the module assigned to this event has no size associated with it. Therefore we need to add a size in the Capacity field. Highlight Class Groups in the event window, under Capacity add a value of 25. Click New to add this Capacity to the event. Highlight Rooms. The original room should already be shown in the event window. Add another room to this event by selecting Site and Room from the drop down boxes at the bottom of the screen. Click New to add this room to your event. Click OK. This event should now appear in the timetable view. 14 HOW TO CREATE A TIMETABLED EVENT Facility CMIS Training Exercise 2 From a graphical view timetable you are going to create a new event for a module and give it a requested room. This event is for this year only, and so does not need to be copied to next year’s dataset. 1 Open up one of your preferred timetable views. 2 Clear any filters already on the timetable. Create a new filter, enter your department; and select a module from the drop down list. Click OK. This will bring up a timetable for that module. 3 Right click anywhere in the timetable view where there is not already an event. 4 In the box that appears select New event. This will bring up an event box. 5 Make sure that the Source and Owner are shown as you. 6 Click on the Weeks button on the right hand side. Select UOBSem 2 (Teaching weeks only). Click Select. 7 Highlight Lecturers and add a lecturer in the drop down box. Click New to add this lecturer to the event. 8 Highlight Requested Rooms. Select your site. Click New to add this to the event. 9 Highlight Miscellaneous. Uncheck the Copy to next year box. 10 Click OK. This event should now appear in the timetable view. 11 Highlight the event in the timetable view. Double click on it and the Timetable event window will open. In the very top pane in this window the six digit number displayed before the event is the event id. Make a note of this, as you will need to send this to the person who will room this event for you. Other related worksheets Filtering Editing events Using the campus field Week ranges in Facility CMIS Creating events using module requirements 15
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