Central Timetabling Support Unit23 May 2015 CELCAT Room Booking Training Workshop

Central Timetabling Support Unit23 May 2015 Agenda Setting up Key concepts Creating an event BREAK Adviser Clash checking Printing Questions

Central Timetabling Support Unit23 May 2015

Central Timetabling Support Unit23 May 2015 Setting Up Connect to the server Log in / Change Password Set Options

Central Timetabling Support Unit23 May 2015 Log on Celcat6_Training Username - trainXX Password - trainXX

Central Timetabling Support Unit23 May 2015 Key Concepts - Resources Seven components which, together with time and date, make an event 1.Modules 2.Rooms 3.Students 4.Groups 5.Equipment 6.Staff 7.Teams

Central Timetabling Support Unit23 May 2015 Key Concepts - Classifications Seven groupings used to categorise events and resources 1.Course 2.Departments 3.Event Categories 4.Faculties 5.Fixtures 6.Layouts 7.Sites

Central Timetabling Support Unit23 May 2015 Key Concepts - Event An Event is created when one or more resources are combined for a period.

Central Timetabling Support Unit23 May 2015 EVENTS Rooms StudentsGroups Equipment Teams Staff Modules Departments Courses Fixtures Layouts Sites Faculties Event Categories

Central Timetabling Support Unit23 May 2015 Print / Print windowResourcesNavigationBrowse / Add / Delete Edit / Accept / Cancel Desktop Tool bar Status bar Open

Central Timetabling Support Unit23 May 2015 Filtering and Browsing

Central Timetabling Support Unit23 May 2015 Records

Central Timetabling Support Unit23 May 2015 Viewing Weeks Save / Load Weeks

Central Timetabling Support Unit23 May 2015 Calendar

Central Timetabling Support Unit23 May 2015 Creating an event

Central Timetabling Support Unit23 May 2015 Exercise 1 Exercise creating an event Exercise modifying an event

Central Timetabling Support Unit23 May 2015 Resource records CTSU create records for: –Rooms –Staff –Students Users create records for: –Modules –Groups –Teams –Equipment

Central Timetabling Support Unit23 May 2015 Exercise 2 & 3 Exercise adding resources Exercise adviser

Central Timetabling Support Unit23 May 2015 Clash Checking Dynamic / retrospective Resource double bookings % over capacity Clashes with global events % under capacity Staff / student breaks

Central Timetabling Support Unit23 May 2015 Clash advisor

Central Timetabling Support Unit23 May 2015 Exercise 4 Exercise clash checking

Central Timetabling Support Unit23 May 2015 Usage chart

Central Timetabling Support Unit23 May 2015 Exercise 5 Exercise usage chart

Central Timetabling Support Unit23 May 2015 Printing - setup Select weeks, days, and times to printSelect the grid orientationCreate headers and footersSelect font optionsChoose information to appear in the gridSet further options

Central Timetabling Support Unit23 May 2015 Exercise 6 Exercise grid print Exercise list print

Central Timetabling Support Unit23 May 2015 Web Publishing Web Publishing Example

Central Timetabling Support Unit23 May 2015 Rooms and Catering Booking System Book Seminar and Learning Centre rooms online Order delivered catering Open to any member of College staff Catering Website

Central Timetabling Support Unit23 May 2015 Central Timetabling Support Unit Central point in College for timetabling matters Training and documentation First line support Maintenance of back office data Upgrade testing Reporting Access arrangements Website -

Central Timetabling Support Unit23 May 2015 What to do if… You require a new staff, room or student records You have a general timetabling query You experience a technical problem You require CelCAT to be reinstalled

Central Timetabling Support Unit23 May 2015 Cross Charging Room cross charging only applies for rooms at South Kensington. Charges are calculated monthly The “department” and “module” field must be populated when booking an event. Cross charging

Central Timetabling Support Unit23 May 2015 Any questions?

Central Timetabling Support Unit23 May Web: Centraltimetabling Centraltimetabling Contacts