Difference between revisions of "Automatic Scheduler"

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This program uses the current Master Schedule Editor and the student`s course requests to build a schedule for each student.  Each committed run which includes the student schedules that were created and Master Schedule Editor used for the run. This run will be saved for future use.  The schedule runs are saved so that if adjustments are made to the current Master Schedule Editor and/or student requests and another run is made, the best run can be chosen to be used for the students` schedules.
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__NOTOC__
 +
'''This program uses the current [[Master Schedule Editor]] and the student course requests to build a schedule for each student.  Each "committed" run includes the student schedules that were created and the specific [[Master Schedule Editor]] used for the run. After committing, the schedule runs are saved so that if adjustments are made to the current Master Schedule Editor and/or student requests and another run is made, the best run can be chosen to be used for the student schedules.'''
  
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===Steps to Take Prior to Using the Automatic Scheduler===
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===<u>'''Steps to Take Prior to Using the Automatic Scheduler</u>'''===
−
Click the following link to open the '''[[New Year Scheduling Flow - Request Based Schools]]''' overview guide.  The overview guide has the general flow of scheduling procedures, including the usual order of steps that are needed prior to using the [[Automatic Scheduler]].
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*Click the following link to open the '''[[New Year Scheduling Flow - Request Based Schools]]''' overview guide.  The overview guide has the general flow of scheduling procedures, including the usual order of steps that are needed prior to using the [[Automatic Scheduler]]. There is also a Scheduling Guide which can be accessed by clicking the following link:  '''[http://wiki.edgear.net/wiki/w/images/2/2b/WebPams_Scheduling_Guide.pdf WebPams Scheduling Guide]'''
 +
* The user must run the '''[[Audit Request Validity]]''' program first and then the '''[[Audit Master Schedule Seats vs Requests]]''' program second to identify potential problems BEFORE the Automatic Scheduler is ran.
  
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There is also the Scheduling Guide which can be accessed by clicking the following link:
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==='''<u>Video</u>'''===
 +
[[media:SC-AutoSched.mov|Automatic Scheduler video]]
 +
 
 +
==Menu Location==
 +
 
 +
'''Scheduling''' > '''Loaders''' >  '''Automatic Scheduler'''
 +
 
 +
==Setup Options==
 +
 
 +
[[File:autoschedsetup2.png]]
 +
 
 +
For this specific setup box, see the definitions below.
 +
 
 +
'''Year''' -  Set to the new upcoming school year. Note that after July 1st of each year, it will always default to the next school year as a safety feature for a user not to accidently run this program in the current school year.
 +
 
 +
'''District''' - Default value is based on the user's security settings. It will be limited to their district only.
 +
 
 +
'''School''' - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.
 +
 
 +
'''Grades''' -  Leave blank or select all to include all grade levels.  Otherwise, choose the desired grade level.
 +
 
 +
'''Select Custom Codes''' - Select the custom codes created in the Custom Codes Management to filter the student list.
 +
 
 +
'''Select Special Codes''' - Leave blank if all special codes are to be included into the report.  Otherwise, choose the desired special code.
 +
 
 +
'''Master Schedule''' - Select "Live" to edit the active master schedule records, select "Oct1" to edit the October master schedule backup records, or select one of the names of a "Copied" master schedule is one exist.
 +
 
 +
'''Reschedule manually scheduled items''' - Check the box to have the Auto Scheduler undo any schedules that were put in manually. '''Do not check''' if you do not want the Auto Scheduler to reschedule these students.  Manually scheduled means that a person used a program like the Schedule Maintenance to schedule students into certain sections one by one.
 +
 +
'''Initialize Counts''' - Check the box to have the Auto Scheduler count the number of students in each section and display those counts in the Master Schedule Editor. This option should always be checked.
 +
 
 +
'''Allow teacher requests''' - Check the box to have the Auto Scheduler schedule students to a specific teacher that was requested in the "Tea" column of the program [[Load Student Course Requests]].
 +
 
 +
'''Schedule special ed students''' - Check the box to have the Auto Scheduler schedule special education students.  This box is typically checked.
 +
 
 +
'''Set to request status only''' - Check the box and then click on '''New Run''' so that the Auto Scheduler will not go through the entire scheduling process.  It will only undo the schedules from the students and set them back to request status. Also using the "Select Students" field,  certain students can be selected to set back to request status.
 +
 
 +
'''Use general alts for unscheduled groups 8 or 9''' - Check the box to substitute ''General Alternate'' courses for unscheduled courses in Transcript Groups 8 or 9.
 +
 
 +
'''Schedule by team''' - Check the box to have the Auto Scheduler schedule students to courses that have the same team as the student.
 +
 
 +
'''Allow all overloads''' - Check the box to have the Auto Scheduler exceed the maximum number set in the Master Schedule Editor when scheduling the students.
 +
 
 +
'''Master Schedule Grade Level Match Selection'''
 +
 
 +
'''Student Grade''' - Select to '''only''' use the courses from the school's [[Master Schedule Editor]] matching the student's grade level. This is usually used for '''elementary''' but will work for high school as it is hard coded to make the adjustment when a 9-12 grade level is chosen.
 +
 
 +
'''Requested Course Grade''' - Select to use all courses from the school's [[Master Schedule Editor]] with no regard to grade level to leave the course selection wide open. This is usually used for '''middle/high school'''.
 +
 
 +
'''Select Students''' - Click to select from a list the students that need to be scheduled, unscheduled, etc.
 +
An example is when using the "Select Students" field, only the selected students will be used in the "Set to Request status Only" procedure.
 +
The list will be limited to the students that match the criteria that has been selected in the previous setup items.
 +
*For example, if a certain grade level is chosen, the list of student names displaying will only be that grade level.
 +
 
 +
'''Clear Counts''' - Click to clear the seat counts, reset to zero, in the Master Schedule Editor for selected grade level(s) '''but this will not undo the schedules from the students'''. The clear counts selection only resets the master schedule counts to 0 prior to an auto scheduling run.
 +
 
 +
'''New Run''' - Click to perform a new run of scheduling students according to their requests.
 +
*This program has no regard to gender, race, GPA, etc.
 +
*When a New Run is started, the scheduling process will run on the server and not prevent the user from working in other programs.
 +
*The user can click on the Task Status button to view the status of the new run. When complete, the run information will appear in the report. 
 +
*Scheduling runs are stored when '''NEW RUN''' is clicked and, after the schedules are processed, a "Run#" is selected to commit the schedules.
 +
*Previous Runs are initially displayed in descending order to show the latest Runs on top.  Click on the "Run#" header to change the sort order between descending and ascending.
 +
'''Previous Schedules''' - Click to see all previously stored scheduling runs.
 +
 
 +
To find definitions for standard setup values, follow this link: [[Standard Setup Options]].
 +
 
 +
===<u>'''Performing a '''New Run''' in the Automatic Scheduler</u>'''===
 +
Click the button '''NEW RUN''' to begin a new scheduling run.
 +
 
 +
After clicking "NEW RUN", a confirmation box will appear to verify the setup options selected.  Click "Yes" to continue or "No" to make adjustments to the setup box.
 +
After the Auto Scheduler has finished processing, a box will appear with the date and time the Auto Scheduler finished processing, the number of students processed, and instructions to click the run number in the table to commit the schedules if desired.  Click '''OK'''.
 +
 
 +
==Main==
 +
 
 +
[[File:autoschedmain2.png]]
 +
 
 +
Upon clicking "OK", a table will appear on the screen listing the current scheduling run and any previously committed scheduling runs.
 +
 
 +
'''You will only be able to see the newly altered schedules in the [[Master Schedule Editor]] when the new "Run #" is selected to commit the schedules. Only then will the newly committed student schedules be reflected in the [[Master Schedule Editor]].'''
 +
 
 +
 
 +
===Column Headers===
 +
 
 +
'''Run#''' - This will provide the number of previously committed scheduling runs plus the current scheduling run. Click on the number to commit the schedules for the run selected.
 +
 
 +
'''[[Abandons]]''' - This will show the number of students who could not have all requests scheduled. Click on the number to view the list of students abandoned, the classes that could not be scheduled, and suggestions why they could not be scheduled.
 +
 
 +
'''Overloads''' - This will show the number of sections that exceeded the maximum.  Click on the number to view the course name, grade level, and the section number of the course overloaded.
 +
 
 +
'''Success %''' - This will show the percentage of students (that had previously entered course requests) that have all course requests scheduled. Note that this also includes students that have no course requests entered as fully scheduled as well.
 +
 
 +
'''Who Ran''' - This will show who performed the scheduling run.
 +
 
 +
'''When Ran''' - This will show the date and time of the scheduling run.
 +
 
 +
'''Who Committed''' - This will show who clicked on the "Run#" to commit the scheduling run.
 +
 
 +
'''When Committed''' - This will show when the scheduling run was committed.
 +
 
 +
'''Start Time''' and '''Finish Time''' - This shows when the schedule run started and when it finished running.
 +
 
 +
'''Gd Level(s)''' - This will show the grade levels selected on the setup box.
 +
 
 +
'''Stu Cnt''' - This will show the number of students, with at least one course request loaded,  that were processed during the scheduling run.  Students with no course requests loaded are not included in this total. When the user clicks on the number a student roster screen will display.
 +
 
 +
'''MSched Cnt''' - This will show the number of Master Schedule Editor sections processed during the scheduling run and the Master Schedule Editor will appear.
 +
 
 +
'''MSched Name''' - Master Schedule name used in the scheduling  run.
 +
 
 +
 
 +
The user may rerun the Automatic Scheduler as many times as needed to get the "Success %" as close to 100% as possible.
 +
 
 +
After each run, the user can make edits to the  [[Master Schedule Editor]] to increase the percentage.
 +
 
 +
Also review [[Abandons]] and Overloads and make adjustments to students' requests, if needed.
  
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'''[http://wiki.edgear.net/wiki/w/images/2/2b/WebPams_Scheduling_Guide.pdf WebPams Scheduling Guide]'''
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To commit students' schedules, click on the desired '''Run#'''. Once a run is committed, all that is left to do is to manually schedule the students that are on the [[Abandons]] list.
 +
 
 +
To find definitions of commonly used column headers, follow this link: [[Common Column Headers]].
 +
 
 +
==Bottom==
 +
 
 +
[[File:auto sched bottom.png]]
 +
 
 +
 
 +
'''Setup''' - Click to go back to the Setup box.
 +
 
 +
'''Task Status''' - When a New Run is started, the scheduling process will run on the server and not prevent the user from working in other programs. The user can click on the Task Status button to view the status of the new run. When complete, the run information will appear in the report.
 +
 
 +
[[Standard Print Options | '''Print''']] - This will allow the user to print the report.
 +
 +
'''Help''' - Click to view written instructions and/or videos.
  
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===Video How-to===
 
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[[media:SC-AutoSched.mov|Automatic Scheduler video]]
 
  
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===How-to===
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----
 +
[[Scheduling|'''Scheduling''' Main Page]]
  
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#Log in to WebPams
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----
−
#On the left, click on the Scheduling panel to open it.
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[[WebPams|'''JCampus''' Main Page]]
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#Click on "Loaders"
 
−
#Under "Loaders", select "Automatic Scheduler"
 
−
#On the Setup Box:
 
−
#*Year should be set to the new upcoming school year
 
−
#*"District" and "School" should be defaulted based on security
 
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#*“Grades” should be left blank if all grade levels are to be included into the scheduling process.  Otherwise, click in the box to the right of “Grades” to select the desired grade level to be included.  If all grades are selected, the Automatic Scheduler will always start with the highest grade level first
 
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#*If a team is selected in the "Student Teams" field, the program will only schedule students who are on the team selected.  Leave blank to schedule all students regardless of team
 
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#*For the "Allow Overloads" drop down, select the number of students allowed to exceed the maximum in a section
 
−
#*#Note:  The box "Allow all overloads" is required to be checked for the "Allow Overloads" option to function
 
−
#*Check the box to the left of "Reschedule manually scheduled items" to have the Auto Scheduler undo any schedules that were put in manually
 
−
#*#Manually scheduled means that a person used a program like the schedule maintenance program to schedule students into certain sections one by one
 
−
#*Check the box to the left of "Initialize counts" to have the Auto Scheduler count the number of students in each section and display those counts in the Master Schedule Editor
 
−
#*#This option should always be checked
 
−
#*Check the box to the left of "Schedule by team" to have the Auto Scheduler schedule students to courses that have the same team as the student or to courses with no team affiliation
 
−
#*Check the box to the left of "Allow teacher requests" to have the Auto Scheduler schedule students to a specific teacher that was requested in the program "Load Student Course Requests"
 
−
#*Check the box to the left of "Schedule special ed students" to have the Auto Scheduler schedule special education students
 
−
#*#This box is typically checked
 
−
#*Check the box to the left of "Allow all overloads" to have the Auto Scheduler exceed the maximum set in the Master Schedule Editor when scheduling the students
 
−
#*#Once "Allow all overloads" is checked, select the number of students to go over the maximum by clicking in the "Allow Overloads" drop down
 
−
#*Check the box to the left of "Set to request status only" so that the Auto Scheduler will not go through the entire scheduling process, it will only set the students' schedules back to requests
 
−
#*Click the button "SELECT STUDENTS" to select from a list the students the Auto Scheduler will schedule.  The list will be limited to the students that match the criteria that has been selected in the previous setup items
 
−
#*Click the button "CLEAR COUNTS" to clear the seat counts, reset to zero, in the Master Schedule Editor for selected grade level(s)
 
−
#*Click the button "PREVIOUS SCHEDULES" to see all stored scheduling runs
 
−
#*#Note:  Scheduling runs are stored when "NEW RUN" is clicked and, after the schedules are processed, a "Run#" is selected to commit the schedules
 
−
#*Click the button "NEW RUN" to begin a new scheduling run
 
−
#*#Note:  Starting the Auto Scheduler process will no longer delete currently scheduled items.  Current schedules will only be altered when a "Run#" is selected to commit the schedules
 
−
#*After clicking "NEW RUN", a confirmation box will appear to verify the setup options selected.  Click "Yes" to continue or "No" to make adjustments to the setup box
 
−
#After the Auto Scheduler has finished processing, a box will appear with the date and time the Auto Scheduler finished processing, the number of students processed, and instructions to click the run number in the table to commit the schedules if desired.  Click "OK"
 
−
#Upon clicking "OK", a table will appear on the screen listing the current scheduling run and any previously committed scheduling runs.  The items that appear in the table are:
 
−
#*"Run#" will provide the number of previously committed scheduling runs plus the current scheduling run
 
−
#*#Click on the number to commit the schedules for the run selected
 
−
#*"Abandons" will show the number of students who could not have all requests scheduled
 
−
#*#Click on the number to view the list of students abandoned, the classes that could not be scheduled, and why they could not be scheduled
 
−
#*"Overloads" will show the number of sections that exceeded the maximum
 
−
#*#Click on the number to view the course name, grade level, and the section number of the course overloaded
 
−
#*"Success %" will show the percentage of students with all schedule requests scheduled
 
−
#*"Complete %" will show the percentage of students with no empty periods
 
−
#*"Who Ran" will show who performed the scheduling run
 
−
#*"When Ran" will show the date and time of the scheduling run
 
−
#*"Who Committed" will show who clicked on the "Run#" to commit the scheduling run
 
−
#*"When Committed" will show when the scheduling run was committed
 
−
#*"Gd Level(s)" will show the grade levels selected on the setup box
 
−
#*"Stu Cnt" will show the number of students processed during the scheduling run
 
−
#*"MSched Cnt' will show the number of Master Schedule Editor sections processed during the scheduling run
 
−
#Review abandons and overloads and make adjustments to students' requests and/or the Master Schedule Editor
 
−
#Rerun Automatic Scheduler as needed to get the "Success %" as close to 100% as possible.
 
−
#Click on the "Run#" associated with the schedule run desired to commit students' schedules.
 

Latest revision as of 14:41, 20 July 2023

This program uses the current Master Schedule Editor and the student course requests to build a schedule for each student. Each "committed" run includes the student schedules that were created and the specific Master Schedule Editor used for the run. After committing, the schedule runs are saved so that if adjustments are made to the current Master Schedule Editor and/or student requests and another run is made, the best run can be chosen to be used for the student schedules.

Steps to Take Prior to Using the Automatic Scheduler

Video

Automatic Scheduler video

Menu Location

Scheduling > Loaders > Automatic Scheduler

Setup Options

Autoschedsetup2.png

For this specific setup box, see the definitions below.

Year - Set to the new upcoming school year. Note that after July 1st of each year, it will always default to the next school year as a safety feature for a user not to accidently run this program in the current school year.

District - Default value is based on the user's security settings. It will be limited to their district only.

School - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.

Grades - Leave blank or select all to include all grade levels. Otherwise, choose the desired grade level.

Select Custom Codes - Select the custom codes created in the Custom Codes Management to filter the student list.

Select Special Codes - Leave blank if all special codes are to be included into the report. Otherwise, choose the desired special code.

Master Schedule - Select "Live" to edit the active master schedule records, select "Oct1" to edit the October master schedule backup records, or select one of the names of a "Copied" master schedule is one exist.

Reschedule manually scheduled items - Check the box to have the Auto Scheduler undo any schedules that were put in manually. Do not check if you do not want the Auto Scheduler to reschedule these students. Manually scheduled means that a person used a program like the Schedule Maintenance to schedule students into certain sections one by one.

Initialize Counts - Check the box to have the Auto Scheduler count the number of students in each section and display those counts in the Master Schedule Editor. This option should always be checked.

Allow teacher requests - Check the box to have the Auto Scheduler schedule students to a specific teacher that was requested in the "Tea" column of the program Load Student Course Requests.

Schedule special ed students - Check the box to have the Auto Scheduler schedule special education students. This box is typically checked.

Set to request status only - Check the box and then click on New Run so that the Auto Scheduler will not go through the entire scheduling process. It will only undo the schedules from the students and set them back to request status. Also using the "Select Students" field, certain students can be selected to set back to request status.

Use general alts for unscheduled groups 8 or 9 - Check the box to substitute General Alternate courses for unscheduled courses in Transcript Groups 8 or 9.

Schedule by team - Check the box to have the Auto Scheduler schedule students to courses that have the same team as the student.

Allow all overloads - Check the box to have the Auto Scheduler exceed the maximum number set in the Master Schedule Editor when scheduling the students.

Master Schedule Grade Level Match Selection

Student Grade - Select to only use the courses from the school's Master Schedule Editor matching the student's grade level. This is usually used for elementary but will work for high school as it is hard coded to make the adjustment when a 9-12 grade level is chosen.

Requested Course Grade - Select to use all courses from the school's Master Schedule Editor with no regard to grade level to leave the course selection wide open. This is usually used for middle/high school.

Select Students - Click to select from a list the students that need to be scheduled, unscheduled, etc. An example is when using the "Select Students" field, only the selected students will be used in the "Set to Request status Only" procedure. The list will be limited to the students that match the criteria that has been selected in the previous setup items.

  • For example, if a certain grade level is chosen, the list of student names displaying will only be that grade level.

Clear Counts - Click to clear the seat counts, reset to zero, in the Master Schedule Editor for selected grade level(s) but this will not undo the schedules from the students. The clear counts selection only resets the master schedule counts to 0 prior to an auto scheduling run.

New Run - Click to perform a new run of scheduling students according to their requests.

  • This program has no regard to gender, race, GPA, etc.
  • When a New Run is started, the scheduling process will run on the server and not prevent the user from working in other programs.
  • The user can click on the Task Status button to view the status of the new run. When complete, the run information will appear in the report.
  • Scheduling runs are stored when NEW RUN is clicked and, after the schedules are processed, a "Run#" is selected to commit the schedules.
  • Previous Runs are initially displayed in descending order to show the latest Runs on top. Click on the "Run#" header to change the sort order between descending and ascending.

Previous Schedules - Click to see all previously stored scheduling runs.

To find definitions for standard setup values, follow this link: Standard Setup Options.

Performing a New Run in the Automatic Scheduler

Click the button NEW RUN to begin a new scheduling run.

After clicking "NEW RUN", a confirmation box will appear to verify the setup options selected. Click "Yes" to continue or "No" to make adjustments to the setup box. After the Auto Scheduler has finished processing, a box will appear with the date and time the Auto Scheduler finished processing, the number of students processed, and instructions to click the run number in the table to commit the schedules if desired. Click OK.

Main

Autoschedmain2.png

Upon clicking "OK", a table will appear on the screen listing the current scheduling run and any previously committed scheduling runs.

You will only be able to see the newly altered schedules in the Master Schedule Editor when the new "Run #" is selected to commit the schedules. Only then will the newly committed student schedules be reflected in the Master Schedule Editor.


Column Headers

Run# - This will provide the number of previously committed scheduling runs plus the current scheduling run. Click on the number to commit the schedules for the run selected.

Abandons - This will show the number of students who could not have all requests scheduled. Click on the number to view the list of students abandoned, the classes that could not be scheduled, and suggestions why they could not be scheduled.

Overloads - This will show the number of sections that exceeded the maximum. Click on the number to view the course name, grade level, and the section number of the course overloaded.

Success % - This will show the percentage of students (that had previously entered course requests) that have all course requests scheduled. Note that this also includes students that have no course requests entered as fully scheduled as well.

Who Ran - This will show who performed the scheduling run.

When Ran - This will show the date and time of the scheduling run.

Who Committed - This will show who clicked on the "Run#" to commit the scheduling run.

When Committed - This will show when the scheduling run was committed.

Start Time and Finish Time - This shows when the schedule run started and when it finished running.

Gd Level(s) - This will show the grade levels selected on the setup box.

Stu Cnt - This will show the number of students, with at least one course request loaded, that were processed during the scheduling run. Students with no course requests loaded are not included in this total. When the user clicks on the number a student roster screen will display.

MSched Cnt - This will show the number of Master Schedule Editor sections processed during the scheduling run and the Master Schedule Editor will appear.

MSched Name - Master Schedule name used in the scheduling run.


The user may rerun the Automatic Scheduler as many times as needed to get the "Success %" as close to 100% as possible.

After each run, the user can make edits to the Master Schedule Editor to increase the percentage.

Also review Abandons and Overloads and make adjustments to students' requests, if needed.

To commit students' schedules, click on the desired Run#. Once a run is committed, all that is left to do is to manually schedule the students that are on the Abandons list.

To find definitions of commonly used column headers, follow this link: Common Column Headers.

Bottom

Auto sched bottom.png


Setup - Click to go back to the Setup box.

Task Status - When a New Run is started, the scheduling process will run on the server and not prevent the user from working in other programs. The user can click on the Task Status button to view the status of the new run. When complete, the run information will appear in the report.

Print - This will allow the user to print the report.

Help - Click to view written instructions and/or videos.


Scheduling Main Page

JCampus Main Page

Retrieved from EDgear Wiki