TABLE OF CONTENTS
Preamble
Before constructing the timetable it is necessary to check the validity of the data that has been entered. This is called the Ctrl+Q check. Its purpose is to ensure that the file is free of errors and capable of creating a viable timetable during the construction process.
The Ctrl+Q check will provide feedback about data issues that need to be resolved prior to proceeding to the construction stage. Once all issues have been resolved and all requirements confirmed as valid, you will reach 'Champagne Stage'; a lauded and significant point in the timetabling process.
This document provides an overview of how to best use the Ctrl-Q check when working towards next year's file.
Ctrl+Q Check is not to be confused with the Health Check. It is best to think of the Ctrl+Q as validating the quality of data that has been entered in preparation for construction, whereas the Health Check provides ongoing feedback throughout the year on the finished product; your actual timetable. Follow the link below for more information about the Health Check.
E10 - Health Check
Preparing for a Ctrl+Q Check
Checking class data
Prior to conducting the Ctrl+Q check, is it necessary to first check each individual year level within the Class data screen. This provides the opportunity to ensure that the structure of each year group is correct.
Steps to checking class data year levels
- Check the line structure. Every class (except for Study Roster classes) must have an entry in the 'Line' or 'Link' column, or both. If both of these columns are left blank, E10will not know where to place the classes and will produce an 'Error classes' message when checking period allocations in the next step. It is also worthwhile checking that class links through the 'Link' column are correct. E10 - Class data > Line field - it's all about structure
- Check that spread requests are compatible. All classes that share the same line entry and have the same number of periods should have the same spread entry. E10 - Class data: Spread
- Check that period allocations total is correct under Class data > Period allocations. The whole year level period total should match the total periods per cycle available in the grid structure. The total period allocation of letter and number groups should also match. If your file has multiple rotations be sure to check all rotations using the filter at the top of the screen. E10 - Classes: Periods allocations
- Check the year structure to confirm that all entries produce a workable and desirable year structure. Click on the Year structure tab. A graphical display of the structure for that year group will display. Note that this is only an example solution which may change during construction. Check that the blocked periods and general structure appear correct. E10 - Year Structure
- Sign-off the year group. Once you have confirmed the line structure, you can record that the year group has been checked by pressing the 'Sign Off' icon in the action bar to the right of the screen. The icon will change from red to green to display that the year group has been checked.
- Repeat Steps 1 - 5 above for all year levels.
It is a requirement that all year levels are signed off before a Ctrl+Q check is conducted. Any subsequent changes to class data will require that the relevant year group is again signed off as having been checked. Conducting a Sample Staffing Check
Once all year levels have been signed off, it is necessary to confirm that teacher preference data is able to provide a workable solution. This is called a sample staffing check and is done through the 'Auto-staff' feature in Teachers > Staff allocations , located in the action bar to the right of the screen.
Note that although the Auto-Staff function will assign teachers in accordance with teacher preference data, this is to check that a solution is possible and highlight any issues. It is not necessary to keep this staffing solution; staffing can be cleared and reviewed at a later point during the construction process. Conducting a Ctrl+Q Check
Once all year levels have been signed off and a sample staffing conducted it is time to do a Ctrl+Q check.
To do so, click on 'Check Everything' under the Grid menu. The short cut - you guessed it - 'Ctrl+Q' can also be used.
This will produce up to two tables of issues.
Errors. These are important discrepancies that need to be addressed prior to achieving champagne and proceeding to construction.
Warnings. These do not prevent getting to the champagne stage, but it is a good idea to address the listed issues.
Reading the Ctrl+Q Check Table
The Ctrl+Q check table consists of the following.
- Title of the error
- Description of the issue and a recommendation for action. Note that in some instances there may be multiple ways of resolving the issue.
- Count of the number of times the specific issue occurs in the file. All instances of an error will need to resolved before champagne can be achieved.
- List of the specifics of each instance of the error
- The 'Take me There' button can be used to efficiently navigate to the screen in E10 in which the issue can be viewed and potentially resolved.
Using Ctrl+Q to Achieve Champagne
The initial Ctrl+Q check should be done once data for the following year's file has been entered.
Work through each error to resolve them and then run another Ctrl+Q check. Eventually, once all errors are resolved you will achieve champagne! This means that the current set of data is free of conflicting information - a significant stage in the timetabling process that you should feel proud in achieving. The file is now ready for construction in the Mastergrid.
Although it is possible to achieve champagne by resolving only the errors - leaving warnings outstanding - it is strongly recommended that warnings are also resolved, or at least noted and understood. Typically, changes to data are made throughout the construction process. It is a good idea to periodically run Ctrl+Q checks throughout the construction process to ensure that your data remains valid and conducive to constructing a viable timetable.
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