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TimeTable Assistant Application - Sample Reports

Pete Self     -       peteself@nesterenkosoftware.com
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TimeTable Assistant Application - Sample Reports
(Page Order - click or scroll down)
1. Sample Reports - Introduction
2. Most Commonly Used Report - 'Master Schedule Report'
3. Teacher and Room Linear Reports
4. Other Special Reports
5. Reports Which Support the Timetabling Process (building the Master Schedule)
6. General Information
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Timetable Assistant - various reports and explanations: Master Schedule

1. Sample Reports - Introduction - TimeTable Assistant Application

The application provides reports and analysis tools that are used by a variety of users throughout the entire school year.

Below are some of the many reports available within the Timetable Assistant application.


2. Most Commonly Used Report - Master Schedule Report - TimeTable Assistant Application

The most commonly used report is the Master Schedule Report. (Used during the Timetabling process, but also throughout the year by Guidance and other users.) My initial goal was to create a report which would display the entire Master Schedule on one page. A typical school of 950 students would fit on one page. An option to print this report on 8 1/2 X 14 would allow a school of approx 1200 students to fit on one page. Larger schools would take two pages to display this report. Although the reports shown would accomodate a reasonably typical school with two semesters and four or five periods per day, the application does allow for other options - the user can configure the application which allows the user to map Semester/Blocks into specific columns. The current version of the application allows up to 20 columns to be displayed. The vast majority of schools would fit in the 'typical' (10 columns) format as displayed in these sample reports.
If you have a format which is different from the samples provided, feel free to contact me to discuss the possibility of configuring the application to meet your needs.
More and more users can routinely print to colour printers. The application displays courses 'At Max' or 'Over Max' in colour, if printed to a colour printer.
'Master Schedule Report' Notice the highlighting of 'At Max' or 'Over Max' courses.
Sample Master Schedule Report - without notations etc.
And this report is similar but supports the Timetabling process by displaying Total Students (Load) and Section count by period:
Master Schedule - Showing Load Totals and Section Counts

Master Schedule By Department Report - Great for Department Heads and Timetablers:
Master Schedule by Department


3. Teacher and Room Linear Reports - TimeTable Assistant Application

Teacher Linear and Room Linear
'Teacher Linear Report'
'Room Linear Report'
'Teacher Linear Report by Department' Great for Department Heads (Shows entire schedule for all teachers within the department)


4. Other Special Reports - TimeTable Assistant Application

Special Reports which highlight problem areas (expecially used by Administration)
'Master Schedule - Courses Over Maximum Report'
'Master Schedule - Courses At Maximum or Over Maximum Report'
'Master Schedule - Courses With Low Enrolment Report'

As well, some 'Specialty' reporting is available which attempts to help with some of the special, exception language which may be included in Collective Agreements.
For instance, one School Board allows a teacher's workload to exceed the Maximum by up to four in each Semester. This report 'flags' any teacher whose workload exceeds this limit.
Another Board allows a teacher's workoad to have at most 3 courses in a year exceed the Maximum.

The following report displays, by Teacher, only the courses which are Over Max.
'Master Schedule - Teacher Class Size Over Max Report' - Only Courses Over Max

The following report displays, by Teacher, all of the courses for any teacher who has at least one course Over Max.
A guidance Counsellor requested this report. It allows the counsellor to be able to keep track of the workload of any teacher who has at least one course over Max.
'Master Schedule - Teacher Class Size Over Max Report' - All Courses of any Teacher with at least one course over Max


5. Reports Which Support the Timetabling Process - TimeTable Assistant Application

The Master Schedule Report is the most used report, but this version displays a count of classes by period and displays the total class load by period etc.
View Sample 'Master Schedule Report With Load Totals' ie Show Total Load by Period etc.

Options provide the ability to display only specific Course Levels (based on 5th character of course code) or specific Subjects (1st character of course code)
When timetabling, it is often helpful to isolate only certain courses, to be able to see that certain streams of students will likely be able to be scheduled into most courses.
Or, to view all courses within a Subject area, to be able to see that teachers and rooms will likely be available etc.
'Master Schedule Report With Class Load Totals' But With Only Math Courses
'Master Schedule Report With Class Load Totals' But With Only U and M level Courses
'Master Schedule Report With Class Load Totals' But With Only O C E L level Courses

Simulated Load. While in the 'Simulated Load' stage of timetabling, it is possible to also extract the 'Simulated Class Load' for each course section and then display those values on the various reports.
Master Schedule - Show Simulated Load and # Requests
Master Schedule - Show Simulated Load without # Requests

Especially when nearing the end of the Timetabling process, it is important to see which courses do not have a teacher and/or room assigned.
The Teacher linear and Room linear provide great visuals to be able to see which courses do not have a Teacher assigned and which teachers are available in specific periods (similar for Rooms).
Courses which have not been assigned a Teacher are listed at the end of the report - available teachers in that period can easily be located.
Note: The two following reports were created from slightly different data from above - I eliminated the teacher and/or room from some courses, to attempt to simulate the status of the timetable during the timetabling process. If you timetable the way we have done, obviously early in the timetabling process there would be many courses with unassigned rooms and teachers. As you near the end of the process, this is a critical report for quickly finding courses with unassigned teacher and finding a teacher who is available to teach during that period.
'Teacher Linear Report' Showing some courses without Teacher Assigned Specifically, look at the end of the report to see the 'bunch' of courses that do not have a teacher assigned eg. zTch1, zTch2 etc.
'Room Linear Report' Showing some courses without Room Assigned Specifically, look at the end of the report to see the 'bunch' of courses that do not have a room assigned eg. zRm1, zRm2 etc.

Master Schedule Available Seats Report - Timetable Assistant application
View Master Schedule Available Seats Report

Since it is likely that a user would want to also focus on specific groups of courses or streams/pathways, or programs etc., in order to view just those specific groups, a user could perform a selective import on the 'Timetabling 1' tab, then view the Available Seats Report.
Suppose a user wanted to see just the available seats within Academic courses.
View Master Schedule Available Seats Report - Academic Courses Only

Users could also view Available seats for a specific Department or a specfic Program (based on 6th character of course code - IB, French Immersion.)
Suppose a user wanted to see just the available seats within the Science Department.
View Master Schedule Available Seats Report - Science Courses Only

During the timetabling process, we all do a variety of analyses when working through the process. The Master Schedule Available Seats Report provides an additional tool for timetablers.


6. General Information - TimeTable Assistant Application

The Master Schedule Report provides a visual of the timetable in a grid - Periods from left to right and Grades from top to bottom. A main goal when developing this application was to display a typical 4 or 5-period, 2 semester school onto the width of one page (10 columns). Schools with unique timetables can also be accommodated on more than one page width-wise. The main information displayed are Course code and section and course size.
This report also provides various symbols and flags for analysis. Combined courses are identified. As well, courses that are over the prescribed Maximum size or at the Maximum size are flagged. Courses with low enrolment are noted. Courses appearing in more than one period, such as double-credit tech courses are noted. Unique courses scheduled into a special timeslot such as an Instrumental Band which might gather before school and might be scheduled into AM rather than a regular block, are noted as appearing on the report in a period other than when they actually occur.

During the timetable creation period, the application provides absolutely essential visual reports that are used by the timetabling group as the Master Schedule is built. A separate tab on the Main Menu provides the tools and reports that are used by the timetabling group. Among the differences here are Course Counts and Class Load by Period and Grade.

The Guidance department uses the Master Schedule Report throughout the entire year, but relies on it very heavily during the busy counseling periods during January/February and June/September.

School administration use the application for a variety of purposes, especially to monitor high or low class sizes. High-enrolment classes can be monitored closely with respect to any collective agreement maximums; As well, during semester 1, often changes are made to the Semester 2 timetable - perhaps a low-enrolment course is cancelled, or teaching staff changes for a variety of reasons, or additional staffing is received. The reports provide the necessary visual analysis to help identify where these changes should be made.

School-board staffing committees can easily analyze each school timetable. This is typically done as school timetables are completed and possibly submitted for discussion.

If the collective agreement contains maximum size language, there are special reports included which identify courses that may be over these maximums. These reports can be used during meetings which are typically held to discuss any of these issues.

Many other reports are also provided.