E10 - Construct: Add classes method

Modified on Sun, 17 May at 11:02 PM

TABLE OF CONTENTS

Preamble
When to use Add classes
How to use Add classes
Setting flexible part timer days off
Common Questions
Health Check

Preamble

There are two methods to build a timetable on the Master grid:

Magic squares method
Add classes method

This document outlines the general process for using the 'Add classes' method. For 'Magic squares' refer to E10 - Construct: Magic squares method.

IMPORTANT
Read E10 - Timetable Construction Preparation Checklist before constructing a timetable.

When to use Add classes

A major consideration when choosing which option to use is by how the lines were generated.

If lines were not created cohesively, then use the Magic squares method.
If the lines were created cohesively, then use the Add classes method.

NOTE
Generate lines cohesively whenever possible, as this strongly supports a successful timetable, either using multi-year datasets or ‘timetabling around'. Refer to E10 - Multi-year datasets video and E10 - Elective data > Courses Action: Generate lines around existing lines in other year levels using 'Timetable around'.

Magic squares method

Combines independently generated lines in the Master grid.
Clears any previously assigned staffing (except where classes are hard coded to teachers) to look for a successful staffing and timetabling solution.
Used when lines were not generated using multi-year datasets or 'Timetable around'.

Add classes method

As the lines were generated cohesively across multiple year levels, the classes are able to be confidently staffed and timetabled onto the grid with no clashes (barring part timers).
Classes are added progressively to the Master grid, and analysing at each step.
Retains all staffing previously put in place.

How to use Add classes

Generally, add each year level starting from Year 12 down to the lowest year, including non-year level classes, such as support and Meetings. After adding each year level, run Improve.

To become familiar with the Master grid screen refer to E10 - Master Grid Overview

TIP
Every school is unique and has its own ‘tricky’ or problem areas. Therefore, it is important for each school to identify these specific challenges and attempt to add these areas onto the grid as a priority.

Step/Action	Notes
CTRL+Q	Ensure you have achieved the champagne stage before starting (Grid > Check everything or CTRL+Q) Also check: Teacher part timer requirements are updated Class data does not contain any old information in TeacherPref or RoomPref fields Class data contains the required spreads for all classes Subject rooms correctly reflects the rooming options and preferences for each subject.
Master Grid	Go to *Grid > Master Grid.* You may want to 'Favourite' this screen, as you'll be using it frequently. Ensure ‘Best timetable’ is selected.
Add classes	Click the Construct button on the action bar. In the Classes tab, select the blue plus symbol. Tick Classes in year. Enter ‘12’ into the Selection box (or whichever is the highest year level at your school). Click Add.
Assign periods	Depending on your set up, sometimes when classes are added to the grid they are not yet assigned to a day and period, hash symbols appear along the top of the grid. If this occurs, simply go to Construct > Periods > Assign to remove the hash symbols and see the period codes.
Improve	Go to Improve > Improve tab > Start. Let it run for a few minutes, or until there is no more improvement in the score being shown. *Refer to the link at the bottom of the document on solving clashes if clashes remain. Click on the small arrow in the pop up box to see the changes the system is attempting.
Add classes	Add Year 11
Improve	Improve again
Add classes	Add Year 10. If Yr 10 has a mixture of lined classes and floating classes, consider adding only the blocked classes at this stage (as these are the tricky bits). Block sizes >= this many classes: How many classes are in the block? Enter a number equal to or greater than a number that will pick up all the classes. eg, entering a 4 will add any blocks that have 4 (or more) classes connected.
Improve	Improve again
Add classes	Add Year 9, as per Year 10
Improve	Improve again
Add classes	Add Year 8, as per Year 10
Improve	Improve again
Add classes	Add Year 7, as per Year 10
Improve	Improve again
Add classes	If you added lines/blocks only in any year level, now add the floating classes. Change ‘Block sizes >= this many classes’ back to 1, and add each year following the same process: Add, then Improve.
Other tools	There are some further options on how classes can be added to the grid, apart from by year level. As the timetable develops, and if problems are occurring, it may be best to switch tactics in the order of adding classes. If you have classes of a particular faculty that are often hard to timetable, consider adding these classes at an early stage by selecting ‘Classes of faculty’ and entering the exact Faculty name into the Selection field. Class codes: Particular classes can be added, eg 7SCIA. Asterisks serve as wildcards. Eg add all 7SCI classes by entering 7SCI, or SCI* to add any year level with a course code of SCI. Year-long classes: Sometimes adding the year-long classes first can be helpful. Only classes with Double periods: May be used if school wants to first add the classes requiring doubles to identify if there are any issues with classes getting their double requests.

Setting flexible part timer days off

At some point as the timetable develops, part timer days off should be allocated. When exactly to do this is a tricky point, as each file and part timer requirements are different. Keep in mind – once set, the system locks these days off and schedules around them, without later adjustment. So, avoid setting them too early.

Navigate to Master grid > Staffing > Part-timers > Set days off.

‘Only where forced’: This will assign only teachers where there are no options as to which day they have off. When using this option, repeat this as new year levels are added. Improve to solve any resulting clashes.
‘Only where there are few choices’ or ‘Only where the teacher is partially on the grid’: This will assign only teachers where their timetable is developing. When using this option, repeat this as new year levels are added. Improve to solve any resulting clashes.
‘All part-timer days off’: If all classes are on the grid, then this can be used. Improve to solve any resulting clashes.

NOTE
It is possible to set the part timer days off, and later clear using the "Clear days off" button and reset them again as the timetable further develops.

Common Questions

1. I have been running it for a long time and but it doesn't fix the clash. Why?

You will need to analyse why it's not able to find a solution so you can make adjustments before running Improve again.

Working in the Master grid is an iterative process. It is normal practice to begin building a timetable, analysing as you go, making changes and starting over. Start over as many times as you need to, either the whole grid, or by removing certain year levels or only certain classes, and then proceeding, perhaps taking a different route to see where you end up.

For example, a user might find that building a timetable from Years 12 down to 7 is not working well for them. Perhaps they are having particular problems with clashes in the technology classes. They might remove all classes in Years 7, 8 and 9, and Improve the remaining grid. If it looks fine at this point, instead of adding Year 9 on, as they would likely have done previously, perhaps they might first add just the blocked classes in Year 9, then Improve. Then they might add the Technology faculty classes, and Improve. This may highlight any impossibilities in this department, such as there are simply not enough periods logistically to place all of the Technology classes on the grid and get the rooms they require. This is valuable information in understanding why problems may be occurring. This kind of process can be repeated in any area where problems are discovered.

Refer to E10 - Tips for solving clashes and spread issues.

2. Why is it not giving the class spread I need?

Check the spread request for the class in question in Class data > Spread column. If this entry is correct, play with the Spread weights and run Improve. Refer to E10 - Weights.

Investigate further if the issue persists, e.g. is it a part-timer causing the unwanted spread? Can you change their day off?

You, as the Timetabler, remain the most knowledgeable person when it comes to the specific needs of your school and what requirements can be relaxed. It’s important not to rely entirely on the program without applying your own judgment. There are often factors that a timetabler can intuitively recognise as effective or problematic—things that are difficult to capture or code within the system.

3. I can manually find a better solution to an issue. I repeatedly run Improve but why is it not getting there?

First, consider whether it has been given enough time to find that solution.

Second, check the Weights. They may have become unbalanced after playing with them in previous versions. Reset to defaults and run Improve again.

Keep in mind, its decisions are always based on whether making a change will reduce the overall penalty score with respect to the weights. As a result, you may occasionally see situations where, for example, two spread issues are resolved at the cost of creating a teacher clash (which is not actually feasible), simply because it lowers the total penalty score. Your definition of 'better' does not necessarily equate to a 'lower score' based on the current weights.

Explore different scenarios by manually moving lessons or blocks, pinning some and running Improve again, or remove year levels/classes and change the sequence of adding them as mentioned previously.

Refer to E10 - How to: Move a lesson or block to another period

Health Check

Review the Health Check summary screen regularly throughout the construction process. Refer to E10 - Health Check.

The Summary page provides a very helpful at-a-glance listing of issues, and each issue may be clicked to further examine the details.

Clashes > Teachers
Teachers > Busy days
Classes > Spreads

There is a balance between getting a clash free timetable and meeting class spread requirements, e.g. swapping teachers is sometimes needed to resolve a bad spread.

NOTE
When classes are moved around in the Master grid, their previously assigned rooms will be lost (unless a room is hardcoded to a class or there is only one room option for a class).
More information here on Master grid.