USER MANUAL Time-tabling (TSI) - Education Bureau

Copyright © 2017. Education Bureau. The Government of the HKSAR. All Rights Reserved.

USER MANUAL Time-tabling (TSI)

(Document 27e)

WebSAMS User Manual Version 1.0

Copyright © 2017. Education Bureau. The Government of the HKSAR. All Rights Reserved.

Table of Contents

1 MODULE OVERVIEW ............................................................................................................... 1

1.1 INTRODUCTION ........................................................................................................................ 1 1.2 FUNCTION CHART ................................................................................................................... 2 1.3 INTERACTION WITH OTHER MODULES ..................................................................................... 4

1.3.1 Security Module .............................................................................................................. 4 1.3.2 School Management, Staff and Code Management Module ........................................... 5 1.3.3 Staff One-to-One Replacement ........................................................................................ 5

2 OPERATION PROCEDURES .................................................................................................... 7

2.1 IMPORT .................................................................................................................................... 7 2.1.1 Import Data Set ............................................................................................................... 8 2.1.2 Load/Unload Data Set .................................................................................................. 10 2.1.3 Update Effective Period ................................................................................................ 12 2.1.4 Delete Data Set ............................................................................................................. 14 2.1.5 Finalize Result Set ......................................................................................................... 15 2.1.6 Release Final Result Set ................................................................................................ 16

2.2 EXPORT ................................................................................................................................. 17 2.2.1 Export Data Set ............................................................................................................. 17

2.3 REPORT ................................................................................................................................. 19 2.3.1 Master Class Timetable ................................................................................................ 20 2.3.2 Master Teacher Timetable ............................................................................................ 22 2.3.3 Class Subject Distribution List ..................................................................................... 24 2.3.4 Teacher Timetable......................................................................................................... 26 2.3.5 Class Timetable and Class Teacher Timetable ............................................................. 28 2.3.6 Room Timetable ............................................................................................................ 30 2.3.7 Subject Timetable .......................................................................................................... 32 2.3.8 Free Teacher List .......................................................................................................... 34 2.3.9 Free Room List .............................................................................................................. 36 2.3.10 Timetable for Collaborative Lesson Planning Period .................................................. 38


Copyright © 2017. Education Bureau. The Government of the HKSAR. Page 1 All Rights Reserved.

1 Module Overview

1.1 Introduction

WebSAMS Timetabling (TSI) is a module for school to schedule timetable through exporting school information to Standalone Timetabling Tool (STT) and importing the data and result set obtained from the STT. The imported result can also be used in School Management, Staff Module, Staff Deployment Module and Data Management Module Timetabling is developed to serve the following purposes: 1. To import and manage the data set generated from STT. 2. To export the school information to STT. 3. To provide various timetables and summary reports.



1.2 Function Chart

Import (2.1)

Export (2.2)

Report (2.3)

Import Data Set (2.1.1)

Load/Unload Data Set (2.1.2)

Update Effective Period (2.1.3)

Release Final Result Set (2.1.6)

Delete Data Set (2.1.4)

Finalize Result Set (2.1.5)



Flow Diagram

Export

STT

Import

Report

User export school information to STT

Setup school data, structure, lesson, period blocking and scheduling data set

User import and manage the data set generated from STT



1.3 Interaction with other modules

1.3.1 Security Module One of the functions of Security module is to create users and assign functional access control to each user. There are two default user groups available for TSI user: TSI_ADMIN and TSI_USER.

TSI_ADMIN

User assigned to this user group can operate all functions. The function access right is followed. This kind of user needs to load data set in [Timetabling (TSI)] -> [Import] before he can make access to other functions. In fact, different functions may require further pre-conditions. For more details, please refer to Section 2.



TSI_USER

User assigned to this user group is allowed to view the information and timetables from loaded data sets in [Timetabling (TSI)] -> [Report] based on the system date.

1.3.2 School Management, Staff and Code Management Module

Timetabling (TSI) module captures all relevant data from School Management, Staff and Code Management modules. During Data Import (Section 2.1.1), validation will be performed based on pre-defined rules for TSI.

Relevant data will be captured from the above-mentioned modules:

School Management

School Basic Information (week/cycle based, session/level, no. of school days per week/cycle).

School Facility with Capacity greater than zero for Room.

Class Basic Information (class teacher, home room, floating class indicator).

Compulsory and Elective Class Subject Information (subject teacher, number of periods per week/cycle).

Staff

Current Staff with teaching duty. Code Management

Retrieve Subject Codes. 1.3.3 Staff One-to-One Replacement



Staff One-to-One Replacement during appointment of staff will also trigger the corresponding changes in Timetabling. Based on the replacement date and staff information, all data sets with effective end dates later than the replacement date will be subjected to relevant update.



2 Operation Procedures

2.1 Import User can import and manage data set generated from STT within TSI module. A STT data set contains a set of essential data for timetable scheduling and the result set generated. It is also used to facilitate user to design different timetable setting based on the same set of school data. All data sets are independent. Any data changes in School Management and Staff modules will not affect the data in the data sets. The only exception is the One-to-one Replacement in Staff module. If the replacement takes place, the corresponding teacher replacement will be done on all data sets with the start date of the effective period equal to or later than the replacement date. For details, please refer to the user manual of Staff module.

After a data set has been created, the following data are non-modifiable. User has to confirm that the following data are prepared before importing the data set from STT.

Number of school Days

Week/Cycle Based indicator

Class Name

Teacher Name

Room Name

The following functions are available for import:

Import Data Set – Import the data set with result set generated from STT system.

Load/Unload Data Set – Load/Unload a working data set

Update Effective Dates – Change the effective dates

Delete Data Set – Delete an unused data set

Finalize Result Set – Set result set to finalize

Release Final Result Set – Release final result set to result set



2.1.1 Import Data Set

Function Description

User can import a data set in zip format which is generated from STT.

Pre-requisites

N/A

User Procedures

1. Click on [Timetabling (TSI)] [Import] in the left menu. 2. Click the [Import] button.

3. Input the Data Set Name 4. Input the data set file path

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5. Click on [Import] button.

Post-effects

The data set has been imported successfully.

Notes

i. There must be at least one class, one teacher and one room for a successfully imported data set.

ii. Data from WebSAMS (School Management and Staff) can be imported anytime in the system. If the inter year processing has started, the data of the new school year will be imported.

iii. To facilitate data set being copied for future use, it is advisable to create virtual staff and dummy room in Staff and School Management respectively before data import.

iv. Cross-Class Subject Group (Subject Block) will be handled by following logic, a. Separator (1 digit), subject block marker (2 digit), separator (1 digit)

and sub-group code (12 digit) will be appended to the end of short name of subject in Timetabling

b. Each sub-group will be captured as an independent Class Subject c. Each sub-group component will be captured as an independent Class

Subject component v. The subjects appeared more than once in a subject block are treated as

different subjects after appending the subject block and sub-group code. Hence, they can be joined to form a special lesson and then merged (different classes with same room and same subject) easily.

vi. If the data set is from different school, the result set cannot be set as final.

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2.1.2 Load/Unload Data Set


User must load a data set before starting Report functions. As different user can load the same data set at the same time, only the user who loads the data set first can have the right to access the report(s). User can unload the data set which can be available for modification by other user. Also, when the system times out or the user has logged out the system, the loaded data set will be automatically unloaded.

Pre-requisites

At least one data set exists

User Procedures

1. Click on [Timetabling (TSI)] [Import] in the left menu. 2. A list of data set is displayed.

3. To load a data set, Method 1 Select a Data Set record by checking the radio button aside WebSAMS Data Set Name. Click on [Load] button. Method 2 Click on the “X” icon in the column of “Load Result Set”.

4. To unload a loaded data set, Click on the “√” icon in the column of “Load Result Set”.

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3 Method 1

3 Method 2

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Post-effects

The selected data set is loaded/unloaded.

Notes

Only one data set can be loaded at a time to perform report.



2.1.3 Update Effective Period


User can modify the effective period of any data set.

Pre-requisites


User Procedures

1. Click on [Timetabling (TSI)] [Import] in the left menu. 2. A list of data set is displayed.

3. Click on the hyperlink of effective period of the data set. 4. Enter the effective start date and effective end date of the new data set.

5. Click [Save] button to save the effective dates.

Post-effects

The Effective Period is updated.

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Notes

1. The Effective Period cannot be overlapped among other Timetabling (TTL)/

Timetabling (TSI) data sets with a final Result Set. 2. There is no rule to limit the range of the effective period, except for invalid

format.



2.1.4 Delete Data Set


User can delete any existing data set. A data set with a final result set cannot be deleted unless the final result set has been released.

Pre-requisites


User Procedures

1. Click on [Timetabling (TSI)] [Import] in the left menu. 2. A list of data set(s) is displayed. Select a data set record by checking the

radio button next to WebSAMS Data Set Name.

3. Click on [Delete] button.

Post-effects

The selected data set is deleted.

Notes

The action is irrecoverable. You are advised to make sure that the data set serves no more purposes before deletion.

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2.1.5 Finalize Result Set


User can finalize the result set. A final result set can be used in School Management and Staff Deployment Modules. User can set it final if the result set is 100% finished and the effective dates of the result set should not be overlapped with those of other data set(s) with final result set(s) in Timetabling (TTL)/ Timetabling (TSI).

Pre-requisites


User Procedures


radio button next to WebSAMS Data Set Name.

3. Click on [Finalize Result Set] button.

Post-effects

The result set has been finalized successfully.

Notes

NIL

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2.1.6 Release Final Result Set


User can actively release data set(s) finalized by other user(s) in order to gain the right to modify it (them). Even though the data set has been released, other user(s) with the right to “view” only, will not get the right to ‘modify’ the data set(s) automatically. Those users needs to load the data set again so as to get the access right.

Pre-requisites


User Procedures


radio button next to Data Set Name.

3. Click on [Release Final Result Set] button.

Post-effects

The selected data set is released.

Notes

Compromise should be made among users beforehand as it is a matter of administrative arrangement.

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2.2 Export

User can export school information to STT. A STT data set contains a set of essential data for timetable scheduling and result set generation. It is also used to facilitate user to design different timetable setting based on the same set of school data.

The following functions are available for export:

Export Data Set – export school information of the data set into a zip file.

2.2.1 Export Data Set – export the data set with school information in a zip file.


User can export a data set in a zip file.

Pre-requisites

Only user belongs to School Head and/or TSI Admin user group(s) has/have access right to export data set.

User Procedures

1. Click on [Timetabling (TSI)] [Export] in the left menu. 2. Input the STT Data Set Name.

3. Select relevant School Year and School Level/Session for the data set. 4. Click on [Export] button.

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Post-effects

A zip file containing the school information of the data set will be generated.

Notes

If the data set is exported from different school, the result set cannot be set as final.



2.3 Report There are 10 reports in Timetabling (TSI) module.

Master Class Timetable

Master Teacher Timetable

Class Subject Distribution List

Teacher Timetable

Class Timetable and Class Teacher Timetable

Room Timetable

Subject Timetable

Free Teacher List

Free Room List

Timetable for Collaborative Lesson Planning Period Both Chinese and English versions of reports are provided. For each report, multiple report templates are supported. The functions of uploading/downloading report template are provided in Report module. User can download the default template and upload the customized one. For more details, please refer to the user manual of Report Management Module. Report can be generated by PDF(can be viewed by Adobe Acrobat Reader), Microsoft Word document (can be viewed by Microsoft Word), Microsoft Excel spreadsheet(can be viewed by Microsoft Excel), and Richtext (can be viewed by Microsoft Word) formats. Supported software should be installed on the user’s machine before the user can view the generated report. Report can also be generated by “To File” option, which generate and store the reports in server. User can retrieve the generated report later in Report Management Module. For more details, please refer to the user manual of Report Management module.



2.3.1 Master Class Timetable


User can create report of Master Class Timetable. Master Class Timetable report shows the daily timetable for all classes on the selected day.

Pre-requisites

1. A working data set has been loaded. 2. There must be a current result set in this Data Set.

User Procedures

1. Click on [Timetabling (TSI)] [Report] in the left menu. 2. A list of reports will be shown. 3. Click on the report “Master Class Timetable”.

4. A list of corresponding template(s) will be displayed. Click on the hyperlink of

a template.

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5. Report Parameter screen will be shown. 6. Select the following parameter(s).

i. Result set loaded – the current/final result set, if both are available. ii. Day – the school day for the report. iii. Option - Show Summary. iv. Orientation – Horizontal or Vertical. v. Format – PDF/WORD/RICHTEXT/EXCEL

7. Click on [Preview & Print] to view the report in pop-up window. 8. Click on [To File] to generate the report and save it in the server.

Post-effects

The Master Class Timetable report is generated.

Notes

1. Orientation Option is only provided for Built-in template. 2. For subject block subject, only subject short name and block name will be

displayed; its sub-group code will be hidden in the timeslot of the report.

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2.3.2 Master Teacher Timetable


User can create report of Master Teacher Timetable. Master Teacher Timetable report shows you the daily timetable for all teachers on the selected day.

Pre-requisites


User Procedures

1. Click on [Timetabling (TSI)] [Report] in the left menu. 2. A list of reports will be shown. 3. Click on the report “Master Teacher Timetable”.


a template.

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i. Result set loaded – the current/final result set, if both are available. ii. Day – the school day for the report. iii. Subject Format – show subject/subject component. iv. Option - Show Summary v. Orientation – Horizontal or Vertical vi. Format – PDF/WORD/RICHTEXT/EXCEL


Post-effects

The Master Teacher Timetable report is generated.

Notes


displayed; its sub-group code will be hidden in the timeslot of the report.

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2.3.3 Class Subject Distribution List


User can create report of Class Subject Distribution List. Class Subject Distribution List report shows you the distribution of periods on school days for each subject, and the subject teacher for the selected class.

Pre-requisites


User Procedures

1. Click on [Timetabling (TSI)] [Report] in the left menu. 2. A list of reports will be shown. 3. Click on the report “Class Subject Distribution List”.


a template.

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i. Result set loaded – the current/final result set, if both are available. ii. Class – any class. iii. Format – PDF/WORD/RICHTEXT/EXCEL


Post-effects

The Class Subject Distribution List report is generated.

Notes

NIL

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2.3.4 Teacher Timetable


User can create report of Teacher Timetable. Teacher Timetable report shows you the timetable for the selected teacher.

Pre-requisites


User Procedures

1. Click on [Timetabling (TSI)] [Report] in the left menu. 2. A list of reports will be shown. 3. Click on the report “Teacher Timetable”.


a template.

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i. Result set loaded – the current/final result set, if both are available. ii. Teacher – any teacher iii. Timetable Type – Winter, Summer or Winter & Summer. iv. Option – Show Summary

– Show Period Number v. Orientation – Horizontal or Vertical vi. Format – PDF/WORD/RICHTEXT/EXCEL


Post-effects

The Teacher Timetable report is generated.

Notes


displayed; its sub-group code will be hidden in the timeslot of the report. 3. The name of the special lesson will be displayed in the report.

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2.3.5 Class Timetable and Class Teacher Timetable


User can create report of Class Timetable and Class Teacher Timetable. Class Timetable and Class Teacher Timetable report show you the class timetable, and/or class teacher timetable, for the selected class.

Pre-requisites


User Procedures

1. Click on [Timetabling (TSI)] [Report] in the left menu. 2. A list of reports will be shown. 3. Click on the report “Class Timetable and Class Teacher Timetable”.


a template.

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i. Result set loaded – the current/final result set, if both are available. ii. Class – any class. iii. Timetable Type – Winter, Summer or Winter & Summer iv. Slot content – Subject / Teacher / Room v. Subject Format – subject/subject component. vi. Option – Show Summary

– Show Period Number – Include Class Teacher Timetable

vii. Orientation – Horizontal or Vertical viii. Format – PDF/WORD/RICHTEXT/EXCEL


Post-effects

The Class Timetable and Class Teacher Timetable report are generated.

Notes



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2.3.6 Room Timetable


User can create report of Room Timetable. Room Timetable report shows you the timetable for the selected room.

Pre-requisites


User Procedures

1. Click on [Timetabling (TSI)] [Report] in the left menu. 2. A list of reports will be shown. 3. Click on the report “Room Timetable”.


a template.

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i. Result set loaded – the current/final result set, if both are available. ii. Room – any room. iii. Option – Show Summary iv. Orientation – Horizontal or Vertical v. Format – PDF/WORD/RICHTEXT/EXCEL


Post-effects

The Room Timetable report is generated.

Notes



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2.3.7 Subject Timetable


User can create report of Subject Timetable. Subject Timetable report shows you the timetable for the selected subject on the selected class level.

Pre-requisites


User Procedures

1. Click on [Timetabling (TSI)] [Report] in the left menu. 2. A list of reports will be shown. 3. Click on the report “Subject Timetable”.


a template.

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i. Result set loaded – the current/final result set, if both are available. ii. Subject – any subject. iii. Class Level iv. Option – Show Summary v. Orientation – Horizontal or Vertical vi. Format – PDF/WORD/RICHTEXT/EXCEL


Post-effects

The Subject Timetable report is generated.

Notes

Orientation Option is only provided for Built-in template.

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2.3.8 Free Teacher List


User can create report of Free Teacher List. Free Teacher List report shows you the list of free teacher available on each timetable slot.

Pre-requisites


User Procedures

1. Click on [Timetabling (TSI)] [Report] in the left menu. 2. A list of reports will be shown. 3. Click on the report “Free Teacher List”.


a template.

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i. Result set loaded – the current/final result set, if both are available. ii. Format – PDF/WORD/RICHTEXT/EXCEL


Post-effects

The Free Teacher List report is generated.

Notes

NIL

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2.3.9 Free Room List


User can create report of Free Room List. Free Room List report shows you the list of free room available on each timetable slot.

Pre-requisites


User Procedures

1. Click on [Timetabling (TSI)] [Report] in the left menu. 2. A list of reports will be shown. 3. Click on the report “Free Room List”.


a template.

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i. Result set loaded – the current/final result set, if both are available. ii. Format – PDF/WORD/RICHTEXT/EXCEL


Post-effects

The Free Room List report is generated.

Notes

NIL

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2.3.10 Timetable for Collaborative Lesson Planning Period


User can create report of Timetable for Collaborative Lesson Planning Period. Timetable for Collaborative Lesson Planning Period report shows you the timetable of the selected Collaborative Lesson Planning period.

Pre-requisites

A working data set has been loaded.

User Procedures

1. Click on [Timetabling (TSI)] [Report] in the left menu. 2. A list of reports will be shown. 3. Click on the report “Timetable for Collaborative Lesson Planning Period”.


a template.

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5. Report Parameter screen will be shown. 6. Select the following parameter.

i. Result set loaded – the current/final result set, if both are available. ii. CLP – the Collaborative Lesson Planning period for the report. iii. Option - Show Summary iv. Orientation – Horizontal or Vertical v. Format – PDF/WORD/RICHTEXT/EXCEL


Post-effects

The Timetable for Collaborative Lesson Planning Period report is generated.

Notes

Orientation Option is only provided for Built-in template.

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Documents

USER MANUAL Time-tabling (TSI) - Education Bureau