CASE21 CASES21 – The Timetabler integration

Topics covered• Ultranet overview• Timetabling data flow• Exporting data from CASES21• Importing data into The Timetabler• Exporting a timetable from The Timetabler• Importing a timetable into CASES21• Common issues• Timing• Discussion

Ultranet – Learner profile

Ultranet – Learner profile

• The Ultranet has a space called Learner Profile• Classes created in CASES21 flow through to Learner Profile• Provides students, parents and teachers with a single point of

access to rich data that profiles the student and their learning. • Timetabling information is displayed in one place and is available

online. • Also describes relationships between users across the

community.  

Ultranet – Timetable widget• A single point of access to the timetable data. • Provides quick access to relevant timetable information

including the ability to query the timetable to find specific information.

• This information includes the following:• A free room• A period when teachers are free; and• An individual/class timetable/day schedule.

Ultranet – Timetable widget

• Enables teachers to view their own and other teachers and students timetables.

• There are two views from the Timetable Widget:– Timetable Widget displays data for the whole day for the period,

class, room location and teacher/s; and– Timetable Widget More Details displays the Timetable Full Cycle

Report.

Ultranet – Learning tool

Ultranet – Learning tool• Can be used for planning, delivering and assessing learning activities • Allows collaboration in the learning process with lesson creation,

participation, evaluation, and dialogue.• Allows for preparation and delivery of courses and lessons• Sharing information, courses and resources within and across schools• Greater collaboration amongst teaching community• Directly linking learning standards and outcomes to learning tasks of

students• Assessing, tracking progress and managing learning pathways of every

student

Timetabling data flow

The Timetabler

CASES21

1.Reference

data exported

2. Timetable imported

Data mirror Ultranet

3. Hourly copy

4. Overnight

The Timetabler• Latest version 7 or above • Available now (on home page –check for updates)• Supports import/export to/from CASES21• Backup data regularly

Timetabling data flow• To maximise Ultranet features, class data is required• All student, teacher, room and subject data must be consistent across

both CASES21 and The Timetabler• Regular updates of students/staff from CASES21 to The Timetabler is

required• When timetable complete or when updates occur, import into CASES21• In CASES21 set timetable as the active timetable and across calendar

dates

Exporting data - CASES21 Students • Export student data – TT51003• Creates a comma delimited file consisting of the student ID, surname, first

name, gender, birth date, school year, home group, home group room and house. All students who have a status of active, future or leaving will be included.

"ABS0050","ABSOLOM","Zsuzsa","F",17/01/1999,"01","01B",,"GREEN H"

"ADE0050","ADEPOJU","Skye","M",20/10/1992,"08","08A",,"RED - H"

"AKA0001","AKAY","Darren","M",22/04/1994,"06","06B",,"GOLD - H"

"ALC0001","ALCOCK","Erin","F",29/01/1999,"01","01B",,"GREEN H"

"ALE0050","ALEXANDER","David","M",23/07/1997,"03","03B",,"RED - H"

Exporting data - CASES21 Staff• Export staff data - TT51002 • This will export a comma delimited file of staff whose timetable type is T.

The fields are: staff ID, surname, title and first name. "AC","RICHARDS","Ms","Angel" "AL","CARTER","Mr","Brett" "BA","STARKE","Mrs","Briedy"

Exporting data - CASES21 Rooms• Export room data -TT51001 • This will export a comma delimited file of rooms whose type is R. The fields

are: room ID, title, seating and description.

"A01","Ceramics",25,"Ceramics"

"A02","Art/Ceramics",25,"Art/Ceramics"

"A03","Art 2D",25,"Art 2D"

Exporting data - CASES21 Subjects• Export subject data - TT51005 • This will export a comma delimited file of subjects whose type is U. The

fields are: subject ID, full name, shortname, faculty and academic year.

"07AR"," 7 Art","7 ART","ARTS","07"

"07AR2","7 Art S2","7 ART","ARTS","07"

"07DR1","7 Drama S1","7 DRAMA","ARTS","07"

Exercise 1 – Exporting data from CASES21• Using your cheat sheet create the 4 export reference data export

files from CASES21.

Discussion – exporting data from CASES21• Who? (access, knowledge of student/staff changes)• When? • How often? (Weekly? Monthly?)• Where will the files be stored?• What will they be named?• When will the timetabler know they are available?

Importing data – The Timetabler• Import Students, Teachers & Room data using File | Import

Importing data – The Timetabler• Import subjects (options) using File | Import… a wizard starts up• Select CASES21

Magic happens• Timetable wizardry occurs…

Exporting data from The Timetabler• All Programs | Timetabling Solutions | The Timetabler Version 7TE | The

Timetabler V7TE• Click Configure

Exporting data from The Timetabler• Click Victorian Schools

Exporting data from The Timetabler• Tick Use CASES21• Click on the folder to browse for the location of the TT51005 Subject Export

file

Exporting data from The Timetabler• To check for pending errors on import, select Timetable Development

Exporting data from The Timetabler• On the Information menu, select Class Names

Exporting data from The Timetabler• Any subject codes with an * do not exist in CASES21

Exporting data from The Timetabler• To create export files for CASES21, select File | Export | Admin System

Exporting data from The Timetabler• Data Export Wizard – select Next

Exporting data from The Timetabler• Select CASES21• Select Browse for the destination folder for the export file

Exporting data from The Timetabler• Select Finish

Exporting data from The Timetabler• Export files created are Quilt.txt and Subject_selections.txt

Discussion – exporting data from The Timetabler• Who? • When? • How often? (Weekly? Monthly?)• Where will the files be stored?• What will the directory or zip be named?• When will the timetabler know it is available?

Importing a timetable into CASES21• Any student, room, staff or subject ID that is used in the import files must

pre-exist in CASES21. • If any one instance does not exist then the whole import process is aborted. • The import process does not create any missing reference data so it is

essential that there is a match between IDs used in the files and those that exist in CASES21.

• Using the previously discussed exports should help avoid this.

Importing a timetable into CASES21• CASES21 import located at: Timetabling | Import Export Data | Import

Timetable Data | Import Time Table Data from 3rd Party Product

Importing a timetable into CASES21• Select the folder containing quilt.txt and subject_selections.txt• Specify the year, semester and version• The quilt name will become a join of these 3 items with an S inserted

between the year and semester. eg 2009S1A quilt

Importing a timetable into CASES21• If the constructed name is the same as an existing quilt you will be warned

of the duplication. • If you proceed quilt and student subject selections are deleted and then the

import will create a new version.

Import errors• Import error shows as a small pop-up• Click OK to open up a grid on the import interface screen showing the

errors that have been found. Click Print Errors to print a report of these errors

Import errors• Errors - SU is for Subjects, SF for Staff, SM for Rooms and ST for Students. • No error is generated for a class-session in quilt.txt that has not been

assigned either a teacher or a room. • If any errors are encountered then the whole import process is aborted. Any

quilt of the same name as the attempted import is left in its original state.

Fixing import errors• Data related errors (missing or mismatched student/staff/subject/room) • Fixing errors:

• Ideally avoided if exporting base data from CASES21• Can create missing data in CASES21• Can amend timetable in The Timetabler

Creating rooms in CASES21• In CASES21 all rooms should already have been added as this data is

used in assigning home group locations, accident sites and group meeting places.

• The room screen is reached via Timetabling / Construction / Rooms / Add or Modify Room Details (SM11001).

Creating rooms in CASES21• Room type: only rooms which have the value R will appear in dropdown

lists within Timetabling. • This means that other ‘rooms’ like stairwells or corridors can be entered

for use as accident sites and not interfere with timetabling.

Creating subjects in CASES21• Every subject that is to be available for selection by the students needs to be

defined. This is done via: Timetabling / Construction / Subjects / Add or Modify Subjects (SU11001).

Creating subjects in CASES21• Maximum 5 characters• Only subjects where subject status has the value U will appear in the

Timetabling subject dropdowns. • A subject that is not being offered for a particular timetable, but which has

previously been offered should not be deleted.• The subject key entered needs to match that in The Timetabler• Create subject for bodies of knowledge eg MAT07, MAT08, ENG07, ENG08

etc

A subject is... • A body of knowledge that will be taught to a certain set of students during a

given timetabling period. • The number of students may dictate that there will be several classes of that

subject but each class learns exactly the same material for the same number of lessons and with the same assessment criteria.

• Each of the students will take every offered instance of that subject in the class to which they have been allocated.

• Different subjects imply a different body of knowledge, different assessment criteria or a different number of contact hours.

• The same subject can be offered again in a different timetabling period.

Subject examples... What not to doMATHS • this is no more than 5 characters. • does not meet the definition as there is no distinction between a Year 7

student taking MATHS and a Year 10 student taking MATHS. • MATHS is far too general.

MA10A • a home group designator as part of the subject code. • Such schools will have a MA10B, MA10C, etc one for each Y10 home

group.• An example of a too specific subject code as MA10A and MA10B are for

exactly the same body of knowledge.

Students in CASES21• Most timetablers will not have full write-access to student records. Students

are best maintained by the school’s enrolment staff. Data can be viewed (and in the first two cases, some fields edited) via:

• Students / Enrolment Transfer / Individual Enrol / Enter or Modify Student Enrolment Details – Daisychain version (ST11001)

• Students / Enrolment Transfer / Individual Enrol / Enter or Modify Student Enrolment Details – Tab version (ST11001T)

• Students / Records / Personal Details / View all Student Information (STV11001)

Students in CASES21

Staff in CASES21• In CASES21 all staff members should already have been added as this data

is used in assigning home group teachers, witnessing accidents and involvement in discipline or merit incidents.

• The staff screen is reached via: • Timetabling / Construction / Staff / Add or Modify Staff Details (SF11001)

• Staff / Records / Personal / Add or Modify Staff Details (SF11001)

• Staff / Records / Personal / View Staff Details (SFV11001)

Staff in CASES21

Staff in CASES21• Timetable related fields are on the second tab of the staff screen.

Staff in CASES21• Timetable related fields are on the second tab of the staff screen.

Staff in CASES21• ‘Timetable type’ field is important. In Timetabling, only staff with a value of T

(Timetable Available) will appear in any dropdown lists. • It is not possible to delete a staff record as the data must be retained for

accountability reasons.

Classes • Only classes with a teacher with a known identity (TO number) are sent to

Ultranet• VET students who are not enrolled at your school cannot be imported into

CASES21 via the timetable and therefore cannot be sent to the Ultranet

Exercise 2 – CASES21 data• Create subject RUS07 (Russian Year 7)• Create room MUL (Multi-purpose room)

CASES21 import – last steps• Once the Timetable is imported you need to specify over which date ranges

the timetable applies. Use: • Timetabling / Import Export data / Import TimeTable Data / Assign

Timetable to School Days; or • Timetabling / Construction / Creation

CASES21 import – last steps• Select ‘Run’, then ‘Yes’

CASES21 import – last steps• Select the timetable quilt which is to apply for the given date range • Enter the first and last dates to which the timetable applies (inclusive

dates) • Select the cycle day of the timetable which applies on the first date • Select if the cycle is Fixed or Rotating • Select ‘OK’

CASES21 import – last steps• Where a given date already has a timetable applied, a warning will be

generated and report KCC21001 will be produced

• Check the report that is generated and determine if the overwrite is correct.

• By clicking: • Yes you will overwrite the existing timetable assignments

which exist on the date ranges specified. • No you will not overwrite the existing timetable

assignments and the task will exit.

Timetable calendar assignmentsTo check which days have which timetables assigned you can: • Check each day individually using Modify Absentee Calendar

(KCC11001) accessible from Attendance / Management / Calendar; or

• Run the report Timetable Calendar Assignments (KCC21001) accessible from Timetabling / Construction / Creation or Timetabling / Import Export data / Import TimeTable Data :

Timetable calendar assignments• Where a timetable has been set for a given date it is displayed,

otherwise the day type is displayed (S – school day, W – weekend etc)

Timetable calendar assignments

Timing• Timetabling ‘plumbing’ between CASES21 and Ultranet:open late January

2011• Period attendance ‘plumbing’ open date - TBA

What can you do now?• Compare the Students/Teachers/Subjects/Rooms with CASES21 data• Create any missing entries in CASES21 or adjust in The Timetabler

Timetabling support• The Timetabler issues – Timetabler website &

http://www.timetabling.com.au/products/purchasinginformation/etrainers.aspx • Data mismatch issues – CASES21 user / Timetabler• CASES21 Technical import issues – ITD Service desk• CASES21 guides:

• CASES21 Timetabling guide: Section 9 Timetable Import & Export• CASES21 Administration guide: Chapter 3 Attendance

Questions?

Period attendance• Preference is for period attendance in CASES21• Ensure timetable has been imported first in CASES21• CASES21 absence calendar is up-to-date and timetable imported• Timetable set as the ‘active’ timetable• Follow the CASES21 Period Attendance procedures to generate KCC,

TXAS and SXAS records (blank records). • Open the Attendance | Period | Entry | Enter Period Attendance by

Class or Student (SXAS11001) format. Create blank records

• All Student IDs and timetable key data exported by external attendance packages are valid CASES21 values. Invalid CASES21 keys result in rejection of the entire file.

• Import period attendance