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
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Facility CMIS Training
Contents
Creating an event from the timetable view........................................................................... 4
Creating additional occurences of an event ........................................................................ 12
Locking and unlocking events .............................................................................................. 12
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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
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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.
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HOW TO CREATE A TIMETABLED EVENT
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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.
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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
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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.
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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
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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.
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HOW TO CREATE A TIMETABLED EVENT
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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.
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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’.
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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.
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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.
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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.
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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
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