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Article owned by: The 'Timetabling Optimisation Project - Phase 2' Group,  Written by Marie Soffe & Rob Broadley                  published by Information Systems and Support

 

Brief: 

Otago Polytechnic introduced Syllabus Plus in 2019 for the purpose of whole-of-institution timetabling. It is a scheduling application which is the data source for EBS. EBS displays the timetables for lecturers and administration staff.

For further support on how to use Syllabus Plus, please click here case creation
 to log a job for a representative from Information Systems and Support to contact you and provide any help required.  

 
Detail:


PART 1

I want to know about:

           


PART 2​​​​​​
I want to know about:

 

 

 


PART 1


About Syllabus Plus (Syllabus +, Syl Plus, S+)

Otago Polytechnic introduced Syllabus Plus in 2019 for the purpose of whole-of-institution timetabling. It is a scheduling application which is the data source for EBS. EBS displays the timetables for lecturers and administration staff. 
 



EBS in turn provides the timetable information to Moodle, the platform students’ use for their study.


 

WEBSITEhttps://scheduling.op.ac.nz/Scientia/Portal/  

Please note that to have access you will first be trained, and after training your login User ID and password will be confirmed. 


HELPFUL PEOPLE 

  • Sue Eden

  • Diane McKenzie 

  • Rob Broadley 

  • Marie Soffe 

 

Syllabus Plus has three component applications for timetabling:  
 

  • Enterprise Reference Data Manager (RD) 

  • Enterprise Course Planner (CP) 

  • Enterprise Timetabler (TT)

 


 

These applications form the interface to the Syllabus+ Database (SDB) that stores the data, rules, requirements, constraints, and other information needed to create the timetable.  
 

RD (Reference Data Manager) sets the basic information and rules for the institution, its teaching spaces, and other teaching resources. It also manages staff information and availability.  
 

CP (Course Planner) manages Programme information such as courses taught (known as Modules); maximum number of students in a Module; and the teaching patterns for each Module, such as number of lectures per week, number of tutorials/week, staff requirements per session, and room/location requirements/session.  
 

TT (Enterprise Timetabler) is used to manipulate individual events, adjusting them to meet any requirements not already caught in RD or CP. TT has two versions:
 

  • Enterprise – most Users will work in this version
      

  • Classic – Super Users may work in this version as it has extra functionality enabling the User to manipulate the system when there are issues such as unavoidable clashes 
     

  • Syl+ requires Internet Explorer to run. Component modules are installed and launched from the web portal 

    • Important: While all modules can be running at the same time, a User should only launch one module at a time and let that fully load before loading the next module. This will avoid clashes over module access to the database  

 

  • The component programs are very mouse driven: many fields can only be manipulated by clicking into them and selecting options

 

  • Syl+ creates a copy the database on your local device

 

  • Syl+ does not automatically synchronise with the central server. Users can enable an auto-refresh to automatically update l but must manually write back any changes. This means there is potential for data sync issues. 

    • Recommendation: Enable Auto-refresh (Tools > Options) and set it to happen every 10 minutes (minimises interruptions)

    • Recommendation: Set Auto-refresh in the first module that is opened as the first action taken then open other modules as desired

    • Recommendation: Write-back changes as made by clicking on the Save icon after every change or short burst of changes

    • Note: Auto-refresh only needs to be set in one Syl+ module and then the setting applies to all concurrently opened modules.

  • Syl+ uses a first-in-first-served reservation method, timed from last write-back (save) and refresh

    • This means that there is a possibility that a desired schedule is unavailable due to the actions of other Users

    • Clash resolution is via negotiation with other Users – phone call, email, MS Teams Chat, personal visit

  • The success of Syl+ is heavily dependent on the quality of the inputted data. It is important to get the data structures and collected data right before attempting to do any timetabling

  • All component modules are customisable but these customisations reside only on the device the User is currently using.  

 


What is required before setting up data in Syllabus Plus

(Please note that you need to have completed training in Syl+ before being granted access.)


To ensure that best outcome means having the correct data entered at the start. There is quite a lot of information that needs to be collected before entering any data into Syllabus Plus. The following is the information needed: 

  • Occurrences – eg. 20-DUN-S1. These are set up in EBS (note EBS feeds the information into Syllabus +) by Student Registry after receiving confirmation from each School 

  • Classes in a week – number of lectures, tutorials, practicals etc  

  • Class size – this is based on the planned number of students and is really important for room allocation 

  • Staff availability – this information is sourced from the Head of School or their Administrator 

  • If using Syllabus + as a Booking System then a written draft timetable is required 

  • If you are needing to stream classes or divide into groups you need to set this up in EBS – refer appendix - 1 

 

The information needs to be entered in the following order: 

  • RD – Reference data – locations, zones, teaching periods, staff availability 

  • CP – Course planner – modules, student sets, pathways, activities 

  • TT – Enterprise timetable – activities 


Logging into Syllabus Plus


Syllabus Plus is hosted through the application named Scientia. Syllabus Plus is made up of three modules, as mentioned above. You can choose to login into all three modules or just the one you need for the particular data you are entering. A good habit to get into is writing-back (saving) and refreshing regularly.
 

 

  • Sometimes you may need to repeat this a few times which will not break Syl+ if you need to 

 


Order of entering data into Syllabus Plus

 

Below is our recommendation for the order of uploading data into each module of Syl+ which from our experience is best for data integrity.   Each Syl+ module contains specific fields which are listed under each module 

 

A – Reference Data Manager (RD) – EDRM 

RD is made up of Institution, Time Constraints and Resources. Any changes or checking will mostly occur under Resources. Under Resources the fields that a Use is most likely to review will be Staff. Below is our recommendation for the order of uploading data into each module of Syl+  

  • Named Availability – you will have obtained this information from you Head of School / Programmes / Team Leader which indicates the times that Lecturers are available to teach 

  • Teaching periods – these are usually already in Syl + and have been set by our Facilities Co-ordinator 

  • Week Pattern for Constraints – this sets the weeks for each course, semester, block or customised 

     

B – Course Planner (CP) 

  • Programmes – these should already be set up, if not check with your Head of School / Programmes / Team Leader 

  • Modules – (courses) these should also already be set up, if not you request our Facility Co-ordinator to set up for you (Sue Eden)  

  • Planned size 

  • Weeks 

  • Mandatory or optional 

  • Pathways –currently not used by OP 

  • Templates – you may or may not choose to use templates; refer to Part 2 of the Manual on how to set up templates 

  • Student Sets – these are particularly useful if you have to stream classes or divide classes into groups 

     

C – Enterprise Timetabler (TT) 

  • Activities – previously created under Course Planner 

  • Room – suitability set up already in Course Planner 

  • Day/Time – adjustment via Resources 

  • Lecturers – adjustment via Resources 

  • Combined Timetable – this is where you can see scheduled modules and available time slots 

  • Master Timetable – an overview that looks similar to the Combined Timetable 

  • Resources – this is where rooms, times, lecturers can be adjusted 

 
 


Logging off Syllabus Plus

Before logging off check that the changes you have made are what you intended. Remember to regularly click both Write Back and Refresh to save your changes. 
 

  • Click X in top right-hand corner of each (CP, RD, TT) if one or some are open 

  • On the last one this pop up message will appear 

 
 

  • Click Ok to save to the device you are currently working on 

  


Personalising Syllabus Plus to your preferences 


The setting up is specific to the device you are using. This means that if you change devices you will need to set up personal settings again. 


Reordering columns 

Throughout Syllabus Plus you will find tables that have columns. The columns can be moved around, dropped off or columns added to match your preference.  

Note that a setting will only be set up on the device you are using at the time. This means that if you use another device you would need to set that device up as well. 

 

For example: 

 

 
 

Note the Allocated Location Name, Scheduled Weeks, Scheduled have been ordered differently. This was done by clicking on the column you wish to move and dragging it to the preferred location. 

 

Placeholder – Staff  

Sometimes you may not know who will be teaching on a particular course (module) or activity (class) therefore is is really useful having a Placeholder when allocating staff. It is also useful if you discover that a lecturer is already teaching in a particular time slot and you wish to secure (save) that time slot and room for a particular activity.
  

 
 


Auto Filter – in TT (Enterprise Timetabler)  

The Auto Filter is really helpful when trying to search for a lecturer, module or location. The lists for each a quite long and without the Auto Filter can mean a significant amount of scrolling down to locate the intended lecturer, module or location. The filter row is a setting that will only be set up on the device you are using at the time. This means that if you use another device you would need to set that device up as well. 

  • Go to Views (left-hand side) to enable the Auto Filter Row 

  • Right click over Name 

 

 

  • In the pop-up menu click on Show Auto Filter Row 



Setting 'Tabs' - useful for checking

 
Tabs are very useful if you need to check between the various Views; with the most commonly used ones being Location, Staff members, Modules. If you wish to use this feature you need to set it each time you login into Enterprise Timetabler. There appears to be no way to set it as a default setting. 
 

  • Click on Timetables 

  • Click New Timetables  

  • Click on new Module 

  • Go to Views and change Module to Locations 


 

  • If you want Staff, click on Timetables

  • Click New Timetable

  • Go to Views and change Module to Staff members

 

  • Click Refresh 


Commencement of loading data in A, B and C 

Once you have all the data you require you can now commence entering your data into Syllabus Plus. 

It is recommended that you work through A, B and then C. And there are two key points to remember: 

  • Regularly Write Back and Refresh 

  • If deleting, double check that this is what you intend as there is no recovery of removed data option 

 


A – Data entry for requirements in Reference Data (RD)  

The EDRM is in Reference Data (RD) is where the base data is set for resources such as location type and staff for suitability and availability. The Timetabling Co-ordinator is the person who sets up the definitions for: 

  • Locations (rooms) 

  • Zones (collections of Locations), Departments/Schools/Colleges (henceforth School) 

  • Teaching periods such as terms, blocks, semesters 

  • Staff availability 

  • Other institutional information usually imported from EBS 
     

Once the locations, zones etc. have been entered into the EDRM it can be rolled over annually but should always be checked as there can be changes in staff, programmes and courses. 

 

 

Process for updating the EDRM 
 

  • Go to RD – Reference Data Manager and click on it to open up the EDRM 

  • Go to Resources  

  • Click on Show – adjacent to Staff 

  • Locate the staff member you need to update and select by clicking on their name 

  • Can use Auto Filter to avoid lengthy scrolling – refer above 
     

 

 

 

  • Click on Form View at bottom of the window 

 

 

  • To update Availability click on Named Availability
     

 
 

  • To customise – Click on Use custom availability 

 
 

  • Teaching Week Pattern – Greying the week slots indicates the week a course is being taught (note it’s the opposite to the timeslots)  

  • Week Pattern for Constraints – Greying out the week slots indicates the teaching weeks of the course (Blocks, Terms, Semesters, Custom) 

  • Greying out is done by holding down your cursor over the slots that you wish to change  

  • Day and Time grid – Greying the timeslots indicates the day and times a staff member (lecturer) is unavailable 
     

Whiting out is done by first clicking on the white square and then holding down your cursor and dragging across the slots you want to change (can be used for correction if you inadvertently grey out slots) 

 

 

  • Remember to Apply and click Ok 

  • Write-back and Refresh regularly 
     

 
 


B – Setting up course structures in Course Planner (CP) 


Course planning is the key component of Syl+ as a timetabling solution. The data inputted here will be used to create the student groups, teaching streams, teaching activities, room, staff, and time reservations.  

 


 

Process for entering data into Course Planner 
 

When CP is first launched, it will show everything as set to 0%. The User needs to select the School or Schools they wish to work with and then the various sections will populate with statistical data 

NOTE: Refresh regularly as you are making changes (Dashboard > Refresh All) 
 

Programmes of Study 

  • On the Scientia dashboard click on CP (note: sometimes Scientia will ask you to login, this is due to inactivity within Scientia) 

  • First check that all your Programmes of Study are present  

  • Click on “Show” (Total). If something is missing check with Head of School / Programmes. If programme has been approved by the Academic Panel then check with our Facility Co-ordinator (Sue Eden) 

Modules 

  • Click on Modules (courses), again check that everything is correct. If not you can either set up yourself or request our Facility Co-ordinator (Sue Eden) to set up on your behalf 

Programmes of Study 

  • Click on “Show” (Total) to set which Modules (courses) are mandatory (compulsory) or optional (elective) 

  • Search for the Programme and select 

  • Click on Mandatory Modules field (on the same line as the Programme)
     

 
 

  • Move the Modules that are mandatory from the “Not Associated” window to the “Associated” window (Associated as a mandatory / core course) 
     

 
 

  • Click Apply 

  • Before clicking Ok, check that there are no mandatory modules in the optional window 

  • If there are mandatory modules to be removed from optional click on the window and transfer to “Not Associated” (with Optional)  

  • Click Ok 

  • Choose the Programme course that you  

  • Click Apply 

  • Click on Pathway Generator 
     

 
 

  • Click Apply 

  • Click Ok 

  • Click Write back 

  • Click Dashboard and Refresh All
     

CHECKLIST 

  • Check programme information 

  • Check module information 

  • Set mandatory / optional 


 


C – Scheduling courses in Enterprise Timetable (TT) 

Enterprise Timetabler is used to generate and manipulate the timetable into something workable. It is also used to create one-off or discrete/independent bookings, such as team meetings, and missed or Variant Activities.  



Process for setting up activities (classes) 

  • Click on TT on the dashboard (note: sometimes Scientia will ask you to login again, this is due to inactivity within Scientia) 

  • Select the Module that you want to create the Activity for

 

 

  • Click Edit 

  • Click Create Activity to open the Activity Editor 

 


 

  • Edit the Name and Description 

           Note: DO NOT EDIT THE HOST KEY

   


 

  • Click on Duration to set the time allocation for the activity (eg. a 2 hour timeslot = a duration of 4) 

 


 

  • Click on Activity Type to set the type of activity (such as lecture, tutorial) 

 


 

  • Click on Planned size and type the maximum number of students for this activity

 


 

 

  • Click on Zone and select the campus area

 

   

  • Click on Availability (if different from the Module)  

  • Note: Setting Teaching Week Pattern sets Week Pattern for Constraints to match 

  • Check that you week patterns match 

  • If not, click on Use Custom  Availability to create your teaching pattern (weeks and times) 

  • Click Ok 

  • Check that week pattern is correct on the week indicator bar 
     

 
 

  • Click Write Back 

  • Click refresh 

 

Process for allocating resources to an activity  
 

  • Click on Timetabler on the dashboard (note: sometimes Scientia will ask you to login again, this is due to inactivity within Scientia

  • Select the Module that you want to create the Activity for 

 


 

  • In the module view click the Activity to access Resources

 
 

  • Resources are now accessible 
     

  • There are two options for allocating resources: 

    • Booking method (this will schedule activity)

Search the Current field 

  • Click on the Day/Time Search (right-hand side)

  • Select the day/s and time/s 

  • Repeat this process for Location and then Staff 

  • Click Accept 

  • Click Write Back 

  • Click Refresh  

 

  • Scheduling method (doesn't automatically schedule) 

Go to Requirements 

  • Click on the Day/Time + (plus symbol) 

  • Select the day/s and time/s 

  • Click Change Requirements 

  • Repeat this process for Location and then Staff 

  • Click Write Back 

  • Click Refresh  

 

 

Process for scheduling an activity  
 

There are three options for scheduling an Activity. The one you opt for will be down to your personal preference. 


Option 1 

  • Click on TT on the dashboard (note: sometimes Scientia will ask you to login again, this is due to inactivity within Scientia) 

  • Select the Module that you want to create the Activity for from the List or type in the Module in the Auto Filter 

 


 

  • Select the activity in the Activities list  

 


 

  • Click Scheduling 

  • Click Schedule 

  • Click Write Back 

  • Click Refresh 

 

Option 2 

  • Select the activity in the Combined Timetable 

  • Right-click on Blue Diamond 

 
 

  • Click Schedule Here 

  • Click Write Back 

  • Click Refresh 

 

Option 3 

  • Right Click on the activity 

  • Click Schedule 

  • Click Write Back 

  • Click Refresh 


 


Making Adjustments to Activities 

General 

In this section it will show the process for: 

  • Un-scheduling 

  • Altering 

  • Deleting activities 

 

Process for un-scheduling an activity  
 

  • Click on TT on the dashboard (note: sometimes Scientia will ask you to login again, this is due to inactivity within Scientia) 

  • Select the Module that you want to create the Activity for from the List or type in the Module in the Auto Filter  

 

 

  • Select the activity in the Activities list 

 

 

Option 1 

  • Click Scheduling 

  • Click Unschedule 

  • Click Write Back 

  • Click Refresh 

 

Option 2 

  • Select the activity in the Combined Timetable 

  • Right-click on the activity 

 

  • Click Unschedule 

  • Click Write Back 

  • Click Refresh 

 

Option 3 

  • Right Click on the activity in the C 

  • Click Unschedule 

  • Click Write Back 

  • Click Refresh 

 

Process for altering an activity  
 

  • Click on TT on the dashboard (note: sometimes Scientia will ask you to login again, this is due to inactivity within Scientia) 

  • Select the Module that you want to create the Activity for from the List or type in the Module in the Auto Filter  

 

 

  • Select the activity in the Activities list 

 

 

  • Unschedule – refer above 

  • Make your changes – refer above 

  • Reschedule – refer above 

     

Process for deleting an activity  
 

  • Click on TT on the dashboard (note: sometimes Scientia will ask you to login again, this is due to inactivity within Scientia) 

  • Select the Module that you want to create the Activity for 

  • Select the Activity to be deleted 

  • Click Edit 

  • Click Delete Activity  

  • Use the pop up window to check that this is the correct Activity to be deleted 

     
     

  • Click on Ok 

  • Click Write Back 

  • Click Refresh 

 


One Off Bookings 

Most Schools have a Module set up to create one off bookings. If your School does not have a Module for one off bookings (meetings) contact our Facilities Co-ordinator (Sue Eden) to set one up for you. This is the best method for booking classrooms for meetings because it will appear on the timetable in EBS Shape under a Room search and is the same process as setting up an Activity. 


  

 
 


 

Here is a view of where to check a room timetable in EBS 

 




 

Process for scheduling a one off booking (meetings)
 

The process for scheduling a meeting is the same as scheduling an activity. It is a good idea to change the Activity name and add a description to the Activity. Please refer to the example. 

 

 


Useful Tips 

More to come
Watch this space 
 


Terminology 

Programme – a Programme of study, such as the Bachelor of IT, Diploma in Carpentry, or Bachelor of Nursing 


Module – a Course within a Programme, such as “IN605002 Databases 2” and “EL401601 Academic Listening and Speaking 4”. Contains information about the maximum number of students to be taught. Modules come in two types: 

  • Mandatory (Core) – required courses  

  • Optional (Elective) – optional courses for programme completion (topping up to meet the required total credits for a programme)  
     


Student Set – A group of students, or Stream, in a Module  


Students – in Syllabus Plus this is used for allocation 
 

Pathway – a combination of Mandatory (Required) and Optional (Elective) Modules that together comprise a Programme 

 

Template – describes the combination of Activities that comprise a Course and creates sufficient instances of each of these Activities to meet the number of students in the Module. Each Activity has a maximum number of students that will be taught in that type of Activity 


Activity – an activity is a class or session that students attend, such as lectures, tutorials, practical classes 


Variant – these are used to make a one-off or short term change to a scheduled activity 


Jointly Taught – where two or more student groups or courses are scheduled to be taught by the same lecturer in the same location at the same time 


Activity Type – describes what type an Activity is such as lectures, tutorials, practical classes 

 
 

Zone – Is the Campus where the Activity will be located as defined in RD (Albany Street, Auckland, Cromwell, Forth St, Sargood) 


Location requirement – this the type of teaching space that is required for an Activity (classroom, workshop, computer lab) and how many teaching spaces are needed. Rooms can be specified if the room is equipped for a specific activity such as ceramics classroom 


Staff Requirement – number of staff to be allocated to teach the Activity. A specific staff member can be selected 


Student Set – A group of students, or Stream, in a Module  


Timetabling Co-ordinator – sets up the timetabling data (User) 


Write-back – this is the same as Save in other applications (Word, Excel etc) 


Refresh – this updates the data                                                                                   
                     
                        

 



Booking System – this is where a timetable will rely on an external timetable (usually written) that is the information for uploading into Syllabus Plus where the person timetabling is recording in Syllabus Plus the actual timetable 


Scheduling System – this is where the data such as occurrences, availability and suitability etc are entered into Syllabus Plus and it decides the timetabling of time slots and rooms 
 


EBS Shape – Timetable Display for Staff 
 

EBS Shape (EBS) is display system where staff can see the schedule of the courses. EBS also shares this data to Moodle the platform where students can see their timetables.  

 

EBS provides information to Syllabus Plus such as course occurrences.  

NOTE: The Facility Co-ordinator and Timetablers are the only ones that can see into Syllabus Plus hence the access to EBS for all other staff.  

EBS is also needed for classes that need streaming. The Timetablers need to first need to assign the students to streams before connecting the streams to Student Sets within Syllabus Plus. 
 


How to stream classes in EBS

 

Before you create and assign streams in Syllabus Plus you first need to set up your streams in EBS.  
 

 

  • Click on “Tools” 

  • Then select “Manage Learner Groups” 

  • Enter the course code of the course you are streaming 

  • Select the course / occurrence 

Text Box

  • Right click on the course name                                      

  • Then type in the Group Name – eg. Stream One, Stream Two etc 

  • Repeat for the number of groups you require 

  • Save 

  • Go to “Unassigned Learners” 

 
 

  • Click on the Learner and Right click this will bring up a Pop-Up window “Add to Group” 

  • Select the Group and then save 

  • You can do multiple Learners by using Ctrl & Click 

  • Click on Courses (UIOs) and then click on the course listed below 

  • In the Date/Time Information field click on the Group Code and select the group name that you need to add 

  • Save

Text Box
 


Student sets in Syllabus Plus 

Before you can use student sets in Syllabus Plus you need to set up your streams in EBS. After you have created streams in EBS, the sync process will use them to create the student sets in Syllabus Plus. 

 

How to use student sets in Syllabus Plus 
 

  • Click on TT on the dashboard (note: sometimes Scientia will ask you to login again, this is due to inactivity within Scientia) 

  • Select the Module that you want to create the Activity for from the List or type in the Module in the Auto Filter 


 

  • Select the activity in the Activities list 

 


 

  • Click Edit

cid:image001.png@01D67180.6619AE80 

 

  • Click Edit Student Sets 

 


 

  • Move the required “Stream” from Available to Selected 

   
 

  • Click Apply 

  • Click Write-back 

  • Click Refresh 

 

 


PART 2


​​​​​​
Advanced Functions

Part 1 provides guidance ideally suited to those who are new to Syllabus Plus and back-up staff.
Part 2 provides guidance for those who are regular timetablers.

For the 2021 OP timetable, Syllabus Plus will be used as a booking system to allow time to remedy any bugs and enable in-depth training.

Some of the processes in this Part of the manual can be used in the basic setting up of timetabling, such as how to copy an Activity.

In this Part there is a section on Classic Syllabus Plus, but please note that there will only be a few timetablers who will have access in addition to our Facility Co-ordinator.


Copying Activities in Enterprise 

Enterprise Timetabler is used to generate and manipulate the timetable into something workable. It is also used to create one-off or discrete / independent bookings, such as team meetings, and missed or Variant Activities.

Before making any additional copies ensure that you have the desired naming convention applied to your Activities.



Process for making a single copy of an activity (classes)

 

  • Click on TT on the dashboard (note: sometimes Scientia will ask you to login again, this is due to inactivity within Scientia)

  • Select the Module that you want to copy the Activity for



 

  • Click the Activity

  • Click Edit


 

  • Click Copy Activities

  • Click Write Back

  • Click Refresh


Process for making multiple copies of a single activity
 

  • Click on TT on the dashboard (note: sometimes Scientia will ask you to login again, this is due to inactivity within Scientia)

  • Select the Module that you want to copy the Activity for  



 

  • Click the Activity you wish to copy

  • Click Edit  



 

  • Hover over Copy Activities

 

  • Click on Configure Copy Activities

  • Change the number of copies to additional number of copies

  • Go to Base and change to Activity

  • Click Create

  • Click Write Back

  • Click Refresh

 

Process for making a single copy of several activities

 

  • Click on TT on the dashboard (note: sometimes Scientia will ask you to login again, this is due to inactivity within Scientia)

  • Select the Module(s) that you want to make copies of Activities for
    Click all the Activities you wish to copy

  • Click Edit

  • Click Edit  


 

  • Click Copy Activities

  • Click Write Back

  • Click Refresh


 

Process for making multiple copies of several activities
 

  • Click on TT on the dashboard (note: sometimes Scientia will ask you to login again, this is due to inactivity within Scientia)

  • Select the Module(s) that you want to make copies of Activities for

  • Click all the Activities you wish to copy

  • Click Edit

  • Hover over Copy Activities

 

  • Click on Configure Copy Activities

  • Change the number of copies to additional number of copies

  • Go to Base and change to Activity

  • Click Create

  • Click Write Back

  • Click Refresh


 


Using Filters

Filters are used to limit the amount of data you are looking at when working with the various components in Syllabus Plus. Below is how to use Filters in Timetabler. The process is identical for Course Planner.

 

How to use Filters for multiple selection


Using “Location” as the example to list a variety of rooms that met the criteria.
Nb. the filter can also do modules and staff

  • Go to TT (Timetabler)

  • Set the view (eg Locations) 

 

 

  • Right click on the Name heading

    



 

  • Select Filter Editor...

 

  • Set up the filter by clicking on the <enter a value>

  • Type in the start of a Location name

  • Click on “And” to open the menu

 

 

 

  • Click on “Or”

  • Click on the “+” beside “Or” to add a condition

  • Type in the start of the second Location name on <enter a value>

  • Click OK to apply the Filter


NOTE: repeat the highlighted steps above to add further conditions



  


 


Creating Jointly Taught Activities (JTA) in Enterprise Timetabler (TT)


The purpose for JTA’s is to enable a User to join different student cohorts together so that they share resources such as staff, location and time in Activities. Examples of this:

  • First year degree and diploma students into the same class

  • Orientation across all student streams or groups

  • Bringing different cohorts together for presentations

IMPORTANT: Ensure that each module has the same week pattern

Primary Activity (Parent) – this is the activity where changes are made that will be shared with the sharing activity / activities (Child)
Sharing Activity (Child) – this is a subordinate activity of the Parent. If you make changes on the Parent activity these will also have the changes

 

Process for creating a Jointly Taught Activity (JTA)

 

  • Go to TT

  • Set up three tabs – modules, location and staff

  • Go to Modules tab

  • Set your filter to list the modules you will be working with
     

    For more information see the section – 'Using Filters'

  • Select the Module that you want to be the “Parent”

  • Create an Activity

  • In Activity Editor add these details: Type, Duration, Availability (ignore planned size and zone)

  • Create a new Activity in each of the other modules you are working with to create the Jointly Taught Activity (JTA) and make no changes except

  • For each new Activity you’ve just created, set the Availability to match the Parent Activity week pattern, next

  • Select all of the modules that will be sharing the JTA

          

  • Select all the Activities that you want to join together in the JTA


 

  • Right click on the selected Activities and select Edit Weeks



 

  • Check that the Weeks shown in Week Editor are the week/s you require for the JTA

    1. Note: if there is a red exclamation mark, then you have a mismatch between the Activities, the week patterns are different

 

  • If the week pattern is different then correct each one so that they all match – same week pattern

  • Click on the Actions menu in the Tool Bar

  • ​​​Click on Jointly Taught Activity


     

    • this will bring up a pop-up menu similar to the one below

 

  • Select the Primary Activity – usually the top one in your list

 

  • Set the Activity Name
    (Use the standard format for your School / Timetabler preference)

  • Set the Description
    (eg. Description: BS503002/BX503001 – Grp 1 – Business Functions)

  • Click OK to create the JTA – this will merge all the selected Activities into one being the new JTA


 

  • Check the week patterns are identical for all activities on the Combined Timetable

Example of week pattern:
 

 

  • Click Ok

  • Schedule the JTA Activity as per the usual process

  • Click Write Back

  • Click Refresh

 

IMPORTANT:
Primary Activity sets the parameters: duration, type and zone


Best method for creating variations of Activities including Jointly Taught Activities (JTA) in Enterprise Timetabler (TT)

Sometimes a timetabler may need to vary Activities for a change of day, time, staff and / or classroom. Although Syllabus Plus has Variant functions, from experience we have found that functionality to be unreliable particularly when used on JTA’s.

The best method for creating a variation to a Jointly Taught Activity (JTA) is firstly create the JTA (as per the Create Process) and then adjust to the week/s you need to be different, remove those weeks from the original existing JTA and then schedule the JTA that is the ‘variation’.

Eg.
Original JTA: weeks 30-37
The new JTA variation: weeks 34-35
Original JTA: remove weeks 34-35; will now look like 30-33, 36-37


Process for varying an Activity or Jointly Taught Activities (JTA)

  • Go to TT

  • Change view to Modules

  • Select the Module for the Activity you need to vary

  • Click on the Activity

  • Click Edit menu and Copy Activity

  • Newly created Activity – right-click and select Edit Weeks, press Enter

  • In Edit weeks, for new activity, select the required weeks

  • Then go to the original Activity right-click Edit Weeks and remove those week/s

  • On the new copy (new activity) set the Resources

  • In Resources make the required adjustments – date, time, staff, and / or classroom

  • Click Schedule

  • Write-back

  • Click Refresh

  • The above process is similar for JTA’s except you fist need to create the JTA as per the Creating Jointly Taught Activities (JTA) in Enterprise Timetabler (TT)


Creating Variants in Enterprise Timetabler (TT)

Variants are very useful for making changes to an Activity such as alternating staff members, rooms or times and making one-off changes.

Examples:

  • Eight-week block – First four weeks is Fred Bloggs and second four weeks is Janet Smith

  • Normally taught in a Classroom but for two weeks needs a Lab

  • A lecture falls on a public holiday, cannot be cancelled and needs rescheduling

  • A staff member will be unavailable for two weeks

 

Process for creating a Variant
 

  • Go to Timetabler

  • Set Views to 'Modules'

  • Select the Activity that needs varying

  • Click on View

 

  • Click on Variant Mode



 

  • Select the week or weeks that you need to modify 


Example before selecting 

 

Example after selecting 

 

  • Click on Resources 

 

  • If the change required is a room 

    • Click on the “+” next to Location

 

  • Select the Number and Suitability, Or 

  • Chose the room under Manual Selection 

  • Click Change Requirement 

  • If correct, click No to the pop-up message 

 

  • If the change required is a staff member 

    • Click on t Click on the “+” next to Staff

 

  • Select the Number and Suitability, Or

  • Chose the room under Manual Selection

  • Click Change Requirement

  • If correct, click No to the pop-up message

 

  • If the change required is a Time

    • Click on the "+" next to Date/Time

 

  • Select the Day and Time

  • Click Change Requirement

  • If correct, click No to the pop-up message


 

  • Go to Schedule

 

  • Click Reschedule

  • Click Write Back

  • Click Refresh


IMPORTANT:
Delete Variant – removes the variant BUT leaves a gap in the weeks of the original Activity
Merge Variant Weeks – removes the Variant and restores the weeks to the original Activity






 


 

Further information & Support:

For further support on how to use Syllabus Plus, please click here case creation to log a job for a representative from Information Systems and Support to contact you and provide any help required.  

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