1. Estates & Commercial Services: Space Management and Timetabling
Session 2018/19 Timetable Preparation and Editing Period Briefing

2. Welcome Introduction Purpose
A briefing on the 2018/19 academic session timetable preparation and editing period.

3. Housekeeping
Toilets
Breaks
Fire Escape
Fire Alarm

4. Academic Year 2018/19 – 53 Week Year
Session 2018/19 will have a total of 53 weeks in order to realign week 1 in 2019/20.

5. CMIS was upgraded on 4th January this year to version 17.2.
CMIS 17.2 Upgrade
CMIS was upgraded on 4th January this year to version 17.2.
Changes included in this upgrade are:
Saving changes to sub groups
Timetable Filter Warning
Timetable Event Data Additions – In a timetable view, where you see the list of event data, there are now 7 additional columns of data you can add:
Weeks / Lecturer / Class / Department /Site / Room / Crs
Auto Disconnect Other Instances of Current User
Sub-groups: Prior to the upgrade, when making changes to sub groups in the courses section of CMIS, users had to click modify to save the changes on the sub group screen and then remember to also click modify on the courses screen. This second modify was often forgotten and so changes were lost. This has been fixed in the upgrade so there is now a Save button in the sub group screen and if a user forgets to click it there is a prompt to remind them.
Filter Prior to the upgrade a user could clear the full filter in a timetable view which would result in CMIS pulling all events for the full year. This can take a very long time to run and will sometimes crash CMIS. There is now a warning when the user clears the full filter so they can chose to not proceed with that option.
Data Additions: These 7 are duplicates of pre-existing columns, and are designed to allow you to set up 2 columns for the same resource but showing different pieces of information. For example you could use the 2 ‘Weeks’ columns side by side to allow both the weeks and the dates to be displayed at the same time.
Auto-disconnect: A user can now only have a single connection to CMIS. If you are in CMIS on one machine and try to log in on another you will see a message giving you the option of keeping the original machine logged in or closing that connection and allowing the new one.

6. Support Model for 2018/19
For the past 3-years SMTT have provided one-to-one sessions with all School Timetablers during the Feb-Apr period. These sessions provided refresher training and covered any changes to the timetabling process for that year.
With there being so many STT’s this has been a very time consuming task for SMTT and as there are no changes to the process this year it has been decided instead to offer group sessions in the Isabella Elder Training Room for any STT’s who would like a refresher.
These sessions can only accommodate groups of 4 STT’s at a time and should run for around an hour.
There will be a Doodle Poll issued where people can book onto a session if required.

7. Weekly Event Status Reports
Weekly reports issued to all Lead School Timetablers and Heads of School Administration during March and April.
Report details: number of events in CMIS by status (Cancelled, Provisional, Confirmed).
Broken down by Owning Department, STT, and Requested Room Type (CTT/Local).
Includes full list of event data - filter to check for errors.
No cancelled events remaining by end April (unless no longer required)
Allocations of local space to be made during same period.

8. Weekly Event Status Reports

10. Other updates: Windows 10 Upgrade Issue Staff Details
The Windows 10 upgrade presents a conflict with CMIS: please contact IT Services before upgrading to Windows 10.
Staff Details
New data set only contains staff (Academic or Admin contacts) with record on CORE
All lecturers available to all staff to assign to teaching events (2018/19)

11. Discussion Points:
Character limit on ‘Details’
Lecturer details updates
Course restructuring
Class sizes

12. Thank you!
Space Management and Timetabling Team Webpage
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