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Timetabling Solutions Information Booklet

Second Edition

The Timetabler Version 7SE

Welcome to Timetabling Solution's Information Booklet for

The Timetabler Version 7SE

Packed with a range of information, there is a solution here for every timetabling requirement. From our timetabling flow charts to our detailed summaries, this booklet will provide you with all the information required to make an informed decision on the best solution for your timetabling needs. Be assured of the success of the organisational requirements of your school, satisfy student subject choices and parent demands. Our website www.timetabling.com.au and our monthly emails will keep you informed of the latest developments in our software and timetabling issues. Our training and lesson library will provide you with the knowledge and skills to deliver the best timetable for your school's curriculum and constraints. We invite you to be a member of our timetabling community where professional service and a quality product are assured.

Paul R. Wood Managing Director

Timetabling Solutions www.timetabling.com.au

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The THE TIMETABLER VERSION 7 Timetabler Version 7SE

TABLE OF CONTENTS

The Timetabler Version 7SE..........................................................................................................................................................................3

Student Options Module ..............................................................................................................................................................................4

Working with Student Options Files (SOF) ...................................................................................................................................................5

Summary of Features ­ Student Options Module ........................................................................................................................................6

Student Options Flow Chart..........................................................................................................................................................................7

Timetable Development Module ..................................................................................................................................................................8

Working with Timetable Development Files (TDF) ......................................................................................................................................9

Summary of Features - Timetable Development ........................................................................................................................................10

Timetable Development Flow Chart............................................................................................................................................................11

Daily Organiser Module ..............................................................................................................................................................................12

Summary of Features - Daily Organiser Module ........................................................................................................................................13

Daily Organiser Flow Chart ........................................................................................................................................................................14

Exam Timetables ........................................................................................................................................................................................15

General Access Module ............................................................................................................................................................................16

Summary of Features - General Access Module........................................................................................................................................17

Web Preferences® ....................................................................................................................................................................................18

Web Preferences® - Five Easy Steps .......................................................................................................................................................19

Importing and Exporting Data ....................................................................................................................................................................20

Professional Services - Consultations .......................................................................................................................................................21 Professional Services - Timetable Constructions .......................................................................................................................................22

Professional Services - Curriculum Models ...............................................................................................................................................23

Professional Services - Data Entry .............................................................................................................................................................24

Software Maintenance Program ................................................................................................................................................................25

Limits ..........................................................................................................................................................................................................26

System Requirements ................................................................................................................................................................................27

Money Back Guarantee ..............................................................................................................................................................................28

Purchasing The Timetabler V7SE ................................................................................................................................................................29

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The Timetabler Version 7SE

The Timetabler V7SE is a sophisticated software program for constructing, managing and publishing your timetable. It is developed and supported by professional timetablers and used by over 60% of independent schools.

The program is designed in modular format to enable schools to tailor the installation and use of the program to suit their needs. Different modules make it easier for the user to see the logic behind the timetabling process.

The main modules are:

Student Options Module Timetable Development Module Daily Organiser Module

Create Elective lines, Grid lines or Blocks

Develop Timetable

Manage Daily Timetable Changes

1 2 3 4 5 6

Define the Student Options Parameters Enter Student Options Information Define Grid Constraints Create the Grid Print Class Lists and Summaries

1 2 3 4 5 6

Define Timetable Parameters If required, Import Gridlines from Student Options Enter Timetable Development Information Perform Checks Construct Timetable Test Timetable Construction

1 2 3 4

Connect Daily Organiser with Timetable Data Set up structure of Daily Organisation Enter Staff and Class Absences Assign Replacements

Prepare Grid copy (import) into the timetable

You are ready to begin Timetable Development

You are ready to manage Timetable changes

General Access Module

Provide public access to:

Staff timetables Student timetables Class lists Daily Organiser changes

All our software is covered by a 60 day Money Back Guarantee. Your satisfaction is our greatest priority and we will do everything we can to ensure we meet your expectations.

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The Timetabler Version 7SE

Students Options Module

The Student Options module enables students to be offered a choice in their course of study and you to assign options to students based on their nominated preferences. This module then creates the best grids to satisfy student, curriculum and resource requirements. This module can also be used just to enter student details to obtain course lists, individual student timetables, etc.

The Homepage for Student Options allows the user to select from the following tasks:

Can I import student data from our Administration system? Yes, a wizard steps you through the easy and straightforward process. Can our Year Level Coordinators all enter data at the same time? Yes, the Multi-User function allows up to nine staff to work on nine sets of the same data at the same time. With a simple double click, each screen is automatically updated. How can we ensure our student choices satisfy our curriculum requirements? There are extensive curriculum checks, such as the number of students who have nominated or not nominated specific groups of options. Can I get a summary of the number of staff and rooms we will need? Once the student preferences are recorded, and curriculum checks made, the Tallies screen provides vital information for decision making on such areas as number of staff required, number and size of classes to run and number of rooms required. The options are then placed on a grid. This can be done automatically (using the program's Create function) or interactively, or a combination of both. Can the whole year be planned and still cater for different courses in different terms? Yes. The grid can have up to nine sub-grids, so that courses for different terms (or semesters) can be planned together. Options can be specified for one or more sub-grids.

How does it assign students to classes? Once the grid has been developed the program's Auto function will assign options to students in a few seconds. There are various features that give you extra control when auto assigning options. You can lock in students to courses that have started on one subgrid and are yet to begin on another. It is also possible to exempt certain students. You can specify any option that must be assigned to all students and easily change any options already assigned; an excellent feature when counselling students. The module has a large number of reports, based on fields such as roll class, house, home group, year level and gender. Student Options is connected to the Timetable Development module to enable individual timetables for each student, from within both modules. Can I order students' subject preferences? Yes, The Timetabler is the only program in Australia that allows you to do this. Its advanced algorithms can develop better grid lines as the preference order is taken into account. Can I enter reserve preferences? Yes, The Timetabler automatically assigns students' reserve preferences saving you many hours of counselling.

Can you create complex grid lines or block structures? Yes, The Timetabler automatically creates grid lines using:

1. Different subject weightings 2. Rules regarding subjects which can or can't be grouped together 3. Semesterised or term based programs 4. Complicated curriculum rules, for example, students must be assigned exactly one Art unit and less than 3 Technology units

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The Timetabler Version 7SE

Working with SOF Files

The Student Options file (STUDENT.SOF) stores information about students, including:

· Student Details and Preferences

(Student Options)

You can have more than one student file. You can organise your files to include students in: · The whole school · A Year Level · Two or more Roll Classes · A Roll Class

· Options · Grid lines · Classes · Curriculum rules to check what the students have chosen

· Generally, a Student Options file will consist of students who select from the same choice of options, usually this is the same year level. However, you can easily change your file structure later to cater for acceleration and other curriculum requirements. Using the Import facility you can combine year levels into one file or separate a file into different groups.

When you create a new Student Options file you must define the Student Options Parameters: · Number of lines in your grid · The number of characters that comprise the option codes Timetabling Solutions www.timetabling.com.au

· Sub-grid (semesterisation) parameters (if required) · Add sub-grid, line and suffix parameters (if required) · Edit the name of roll classes, year levels, home groups, and houses (if required) · Number of Student subject choices 5

The Timetabler Version 7SE

Summary of Features

(Student Options)

Information

> Student names, gender, units to be assigned, roll-class, code, year level, house, home group are entered. > Global edits and sorting of student details. > Student information can be imported from other databases (including Excel, text, csv files), compared with existing database and selectively incorporated. > Option name, number of sub-grids to be placed on, weighting in number of units and gender restrictions are among the Option details that are entered. > Preferences entered in the order students want them or globally. Preferences recorded on other databases can be imported. > Multi-User module for simultaneous entry of preferences (allows up to nine users simultaneously) > Tracking feature to make sure students have the prerequisites for their preference nominations. > Conflict matrix displays students who nominated each pair of options or students wanting any combination of three or more options. > There is an item to list students who haven't nominated at least one or more options from a list of selected options. > Additional constraints to consider when creating the grid and assigning options to students. > Tallies providing vital information to assist in deciding what subjects to run and number of classes / staff required.

Grid

> Create grid lines automatically and/or interactively. > Automatic assigning of students according to their preference order. > Interactively assign students to courses; provides detailed information on class sizes etc., so you can decide what courses are appropriate. > Multi-user feature can be used for Interactive assign also, so counselling sessions can be concurrent. > Students can be 'locked' into certain subjects, even if auto assign is used later. > The 'same' students can be allocated options at different times. > Options can be 'tagged' to account for different unit weightings. > Can generate individual student timetables, through links with the Timetable Development module, without leaving the Student Options module. > Ability to import student class assignments into an established grid.

Reports

> Grid Report shows for each option, the line it was placed on, the number of students assigned and the maximum number allowed. The number and names of students that missed having particular options assigned, and options not assigned are readily available. > Class lists are provided. Students assigned to particular classes and those not assigned are available. Additional columns can be added for notes > Success Rates report shows the number of options assigned and not assigned and the overall percentile success rate for each preference. Student names applicable to these numbers are readily available. > Reports show the options assigned to each student, in preference order and by grid line.

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The Timetabler Version 7SE

Student Options Flow Chart

1

Define the Structure of the Grid

Decide on the number of Student subject choices

Decide on the number of Grid Lines

Import Manual Entry

Import

2 3 4

Enter Student Details

Enter Student Options

Manual Entry

Manual Entry

Enter Student Preferences

Students enter Preferences using Web Preferences®

Check Student Preferences

Check Curriculum requirements have been met using Nominate Prerequisites Enter Resource constraints (staff & rooms) Join options on a Grid Line Create a Grid Line using exclusive join, eg Maths Block

5

Define Grid Constraints

6 7 8

Create the Grid

Automatically Create Grid

Assign Students to classes on Grid

Print Class Lists and Summaries

Prepare Grid to import into the timetable

Check class codes Assign Roll Classes to each class You are ready to begin Timetable construction

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The Timetabler Version 7SE

Timetable Development Module

This module is the keystone of The Timetabler Version 7SE. Its numerous exclusive features assist you in the preparation, planning and construction of your timetable. It allows you to make allocations interactively or automatically, addresses any curriculum, specific constraints and easily manages multicampuses. It identifies problems and suggests possible solutions with features such as Clash Matrices and Look Ahead Tests. Editing tools allow you to make changes easily, including features to show teacher, room and seating availability. This module manages yard duty automatically and allows user defined load weightings to one decimal place.

The Homepage for the Timetable Development Module allows the user to select from the following tasks:

Can I export timetable and student data to our admin system? Yes, a wizard steps you through the easy and straightforward process. There is also the ability to customise your own settings. Can I control part time constraints? Yes, this can be controlled in two ways. If a teacher requires a particular day or period/periods off, they can be made unavailable at these times. Alternatively, if a teacher requires one day off per cycle but does not mind which day, this can be controlled by entering the number of floating days off that they require. Can the program handle a 10 day cycle with week-to-week spread? Yes, in fact it can handle up to 20 days per cycle. The program allows best and second best spread. For example, a 10 period subject would be allocated 5 periods in each week or if you elect 6 periods in one week and 4 periods in the other week. Can I timetable meetings? Yes, these can have particular names and you can decide whether a meeting should or should not count toward a teacher's load. The load value can be decimalised.

Can I timetable some subjects with doubles and some without doubles? Yes, you simply indicate when doubles are allowed to occur during the day and which subjects require doubles. The program will then automatically take this into account when constructing your timetable. Can my timetable be generated automatically? Yes, once all of your constraints have been entered and you have used the tools to test that your timetable is possible. The program will automatically generate a clash free timetable if it is possible. If it is not possible you will be told what you need to change to make it possible. How do I room the timetable? The timetable can be roomed automatically or interactively. There are numerous features to control room availability as well as the number of seats available in a given room. Can I make changes to my timetable after it is finished? Yes changes can readily be made at any stage of the timetabling process. Can I print individual teacher and student timetables? Yes, in addition to individual student and teacher timetables there is a wide range of printouts available. Some of these include room, faculty and master timetables.

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The Timetabler Version 7SE

Working with TDF Files

(Timetable Development)

Files

Before you can start developing your timetable you need to establish a timetable file that stores information about your timetable. The timetable file stores information about the timetable including: To begin constructing your timetable, you define your timetable parameters or structure. When you define your timetable parameters, you define: Timetable structure, periods and days, double periods, triple periods, quadruple periods, define teacher movement between sites, loading of periods, e.g., home group period., yard duty areas, yard duty sessions, YD (Yard Duty) time names.

· Teachers · Rooms · Courses · Schedule of classes

You can change your timetable parameters at any stage.

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The SUMMARY OF FEATURES Timetabler Version 7SE

(TIMETABLE DEVELOPMENT) (Timetable Development) Summary of Features

Information

> Days in cycle, number of sites, day names, periods suited for doubles, triples, quadruples or moving between sites, period load sizes, yard duty details entered and edited. > Period load values can be entered to distinguish between lessons and assemblies. > Faculty and year level names specified. > Courses can be imported from the Student Options module with room capacity entered to ensure that suitable rooms are allocated. Course constraints eg. blocks, doubles, triples and quadruples entered. > Meetings and unscheduled duties entered. > Blocking, semi-blocking across year levels/roll-classes and banding > Room usage records to ensure optimum use of specialist rooms. > Teacher allotments calculated and listed. Provision for flexible part-time teachers, floating days off. > Numerous data consistency checks made automatically. >The following information is able to be imported; Teachers, rooms, faculty names, course information, unscheduled duties, teachers in faculties, classes in faculties, yard duty details.

Reports

> Master, teacher, room and student timetables using the standard

printing process or fully formatted Excel displays (with up to 255

individual timetables (worksheets) per work book).

> Printouts in a variety of formats. For the master timetable, the display options include: Timetables for all roll-classes or selected roll-classes on one display. Timetables by year level or for selected year levels. Timetables for each day on separate displays or on one display. Colour coding of multi roll-class groups appear in Excel display.

Yard Duty

> Choose where and when yard duty occurs > Auto allocation of staff to yard duty that 'counts' towards a teaching load. >Yard Duty to 'count' or 'not count' towards a teaching load > Yard Duty can be printed on individual teacher timetables

Print Outs

> Master timetable including free teachers and rooms. > Class lists. > Yard duty timetable, exam, room and student timetables. > Teacher timetables with or without load displayed. > Faculty timetables. > Teacher loads. > Course information (curriculum structure)

Construction

> Part-time teachers and time-based constraints entered. > Clash matrix test checks if data can fit and, if not, identifies the problem. > Unnecessary potential clashes caused by rooms listed. > Look-ahead test lets you know if it is possible to proceed and, if not, takes you to the source of the problem and suggests solutions. Otherwise, takes you to the 'tightest' area of the timetable. Checklist ensures appropriateness of interactive allocations. > Allocations made interactively or automatically. > Simple edits, various rooming tools.

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The TIMETABLEVersion 7SE Timetabler DEVELOPMENT

FLOW CHART Timetable Development Flow Chart

1 2 3 4 5

Import (copy) Grid lines from Student Options into Courses

Enter Information

Periods/Days Teachers Rooms

Courses Room Groups - RURs MRCG's

Printed Reports Perform Checks

Check Teacher Allotments Check Curriculum - All Courses Check difficult rooms using RUR reports Check potential Rooming problems

Check if your timetable is possible

Check staffing problems using Clash Matrices Test You must solve problems

Construct Timetable

Place MUSTS, eg, Sport, Part timers, etc Place Yr 12 - check Teacher SKEWNESS Use RUR reports to place difficult subjects, Elective lines, PE doubles, etc

Test Timetable Construction

Use Test Function

Can't continue...

Can continue...

Solve problem

Direct what to do

Use CHECK Spread Doubles Singles Clashes

Use the TEST function to determine the next most difficult subject placement. Do you get the message `2 or more groups to allocate.'?

Spread problem

Spread problem or compromise

NO Make one placement OR Solve problem

YES Try AUTO Timetable completed

NO There is a problem to fix

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YES Room and Print Timetable

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The DAILY ORGANISER MODULE Timetabler Version 7SE

Daily Organiser Module

The Daily Organiser module is designed to assist in the management of daily administrative tasks such as selecting replacement teachers to cover teacher absences, lesson cancellations, student absences, student excursions and changes to student attendance at lessons. The daily amendments can be viewed through the school network using the General Access module.

The Homepage for Daily Organiser allows the user to select from the following tasks:

Can I plan for future events? Yes, calendar activities can be entered for students and staff ahead of time. When the day of the event is reached the staff involved will be automatically made absent. If a staff member is under load can I give them more replacements than other staff? Yes, in fact you can indicate how many uncounted replacements the particular staff member should be assigned to for each cycle. Can I include emergency teachers to take replacements? Yes. You can also include information regarding contact details, availability and areas of preferred teaching. You can also include relief teachers that replace a teacher who is going to be absent for a known period of time, for example, long service leave or maternity leave. How does the program know who should take the replacement? You can adjust the priority level for each staff member. For example if a part time staff has a load of 0.6 then their priority level can be adjusted to take 60% of replacements compared to a full time staff member who should take 100%. The program also takes into account how many

replacements the staff member has done over the last 10 days, whether they had a class that was cancelled and whether they should be assigned replacements that do not count. The program will then list the staff that are available to take a replacement in priority order for the particular period. Can I assign staff to replace yard duty? Yes. Can I collapse a class? Yes. Numbers and names of students involved in specified activities are easily obtained so that the decision to collapse a class is simple. How does a staff member know when they are to take a replacement class? A bulletin can be printed and distributed displaying a variety of different information. The changes affecting individual students, teachers and rooms can be exported to the General Access module so that staff can check the changes to their timetable for the current day on their own computer. They can also view and print the bulletin from this module.

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The SUMMARY OF FEATURES Timetabler Version 7SE

(DAILY ORGANISER) of Features (Daily Organiser) Summary

Information

> Automatically reads timetable data from Timetable Development module. > User defined reasons for teacher absences. > User defined reasons for lesson cancellations. > Add/edit details for emergency and relief teachers. > Priority weighting on replacements taken by teachers. Useful for part-time teachers > Fine-tune arrangement for over or under allotted teachers.

Reports

> Numerous reports including free teachers vs cancellations, absence list, check overall coverage, room and teacher changes. > Teacher and lesson absences over any user defined time range. > 'Find' a student, teacher or room (i.e. display timetable). > Numbers and names of students to assist in collapsing lessons. > Construct teacher and message bulletins (for General Access module).

Events

> Specify and automatically read calendar activities (future absences). > Record teacher absences (for period or day). > Record lesson and yard duty cancellations. > Arrange temporary room change. > Specify replacement teachers-available teachers listed in priority order and with prior replacement history. > Replacements can be given a load value. > Duties other than replacements can be counted. > Yard duty replacements can be decimalised. > Emergency teacher availability. > Numbers and names of students involved in specified activities - useful to assist in collapsing classes.

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The Timetabler Version 7SE

Daily Organiser Flow Chart

1 2

Set up Daily Organiser files

Set up structure of Daily Organiser

Set dates for under allotment value to reset

Define classes that do not need supervision, eg, Year 12 Define under allotted staff, part-timers Define Emergency and relief teachers Define absence reasons

3

Enter staff and class absences

Choose day and date Manually enter staff and class absence or excursions Use calendar activity to enter absences or excursions

4

Assign replacements

Use under alloted staff first-uncounted replacement

Use in lieu of uncounted replacement Use staff for counted replacements

5

Reports

Print individual reports Print teacher bulletin

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The EXAM TIMETABLES7SE Timetabler Version

Exam Timetables

Exam Timetables can be created in three ways:

Using the Student Options Module to create an Exam Grid: Using the Timetable Development Module to create an Exam Timetable:

Exam Grid

> An exam grid can be created using the current grid lines > The exam function will collapse all multiple classes into one exam > Each grid line represents an exam time slot > You can nominate the number of exam time slots required > The exam grid is created automatically > Students are automatically assigned to their exam classes > You can choose to not conduct an exam for some subjects > Change the order of the exam time slots > Generate two exams for the one subject e.g. Music Theory and Music Practical

Timetable

> Uses a copy of the current timetable > The exam grid is imported into the appropriate roll class > Exam grid lines can be staffed and roomed > The current timetable can be modified to accommodate the exam timetable

Using the Daily Organiser Module for Exam Supervision:

Supervision

> Organise an exam supervision for a part or whole day > A lesson can be cancelled and those teachers who have a lesson cancelled will be at the top of the priority list to take an exam supervision > Rooms can be scheduled for exam supervision

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15

The GENERAL ACCESS MODULE Timetabler Version 7SE

General Access Module

General Access is a module of The Timetabler which provides network access to individual teacher, room and student timetables, student lists, student activities and school bulletins. Students and teachers can also be displayed. The General Access module is included in the purchase price of The Timetabler.

Students Teachers

Individual student timetables are viewable and printable. Daily and cycle teacher timetables, lesson attendance lists with student photos and the Daily Bulletin are viewable and printable.

Timetabler IT Staff

Displays up-to-date data from the Timetable and Daily Organiser modules. Available for all computers on your school network with a single license. Simple configuration.

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The SUMMARY OF FEATURES Timetabler Version 7SE

(GENERAL ACCESS) of Features (General Access) Summary TimetableFind for Apple Mac Users

Timetabling Solutions, in partnership with Object-Craft, a Melbourne based Development Company, have designed and developed a Macintosh publishing module for The Timetabler. TimetableFind is a native Mac OS X application that can be run on all Macintosh computers on your school network and no additional licenses are required. It provides an alternative to General Access for those schools requiring an Apple Mac application.

Information

> A multi-user program that can be accessed from all computers on network with the one license. > Publishes information from Timetable Development and Daily Organiser modules. > Cycle timetables for teachers, rooms and students. > Print All Teacher Class lists on separate pages. > Daily changes to teacher, room and student timetables. > Teacher and message bulletins from Daily Organiser module. > Lists students attending each lesson. > Lists of students that attend lessons taken by a certain teacher or in a certain room. Lists of students attending any special activities, for which timetabling changes have been made in the Daily Organiser module. > Provides automatically amended lesson lists resulting from timetable changes made in the Daily Organiser module. > Can generate general student lists (by roll class, house, year level, home group, gender or any combination). > Ability to sort on codes or names. > Student and teacher photographs appear on screen with individual timetable displays if required.

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The WEB PREFERENCES7SE Timetabler Version

Web Preferences®

Web Preferences®is an online service provided by Timetabling Solutions for schools with a current Software Maintenance Agreement who are using The Timetabler Version 7SE. The Web Preferences®module allows students to submit their subject preferences online, removing the burden of having to enter student preferences into The Timetabler manually. Once a school has their student and option information in the Student Options V7SE module all that is required is to download and complete the Web Preferences Registration Guide found on our website. Each student is given a simple instruction guide with a unique user name and password. Selections are entered online between dates specified by the school. The number of times a student may go online and make changes to selections is also specified by the school. An authentication slip can be printed and signed by the student's parent or guardian. The preference information is then automatically read in The Timetabler Version 7SE.

Students

Students enter their subject selections online following the instructions set by the school with the assistance of the Registration Guide.

Timetabler

Preference information is automatically read in The Timetabler V7SE.

Timetabling Solutions www.timetabling.com.au

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The WEB PREFERENCES7SE Timetabler Version

Web Preferences®-Five Easy Steps

How to use the

Web Preferences® Module:

5 easy steps is all it takes! Step 1.

Person at the school is to have Student and Option information in The Timetabler V7 Student Options Module.

Step 3.

Timetabling Solutions records the submitted Registration Guide and sends an email back to the school containing all the required details for the school to commence the process.

Step 2.

Person at the school downloads the Web Preferences Registration Guide from our website which establishes the various parameters, messages and instructions they wish their students to receive when entering their preferences. Once completed this is emailed to Timetabling Solutions.

Step 4.

Person at the school distributes students' user names, passwords and relevant instructions.

Step 5.

Students enter their selections via the internet according to the parameters and instructions set previously by the school in the Web Preferences Registration Guide. Once the closing date for entering selections is reached, Timetabling Solutions sends the information to the school which is then automatically read by The Timetabler V7SE.

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The IMPORTING AND EXPORTING Timetabler Version 7SE

Importing and Exporting Data

These features of the Timetabler Version 7SE enable the easy flow of data between your administration system and your timetabling software. They have been designed to ensure ease of use, flexibility and reliability.

> Importing:

The Timetabler Version 7SE imports information generated by other programs, using CSV, text files or Excel. Student details, option details, subject preferences, teachers and rooms can all be imported simply and easily.

> Exporting:

The Timetabler Version 7SE can be configured to create export files for any of its data fields in a simple text format, with or without inverted commas. The delimiter may be comma, tab or pipe. This file can then be manipulated by the user to be read by any administration system or other software package. Popular administration systems have been added to a drop down list. Additional systems are added upon request.

Please note: Some administration systems do not have the facility to easily import data from outside their system.

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The Timetabler Version 7SE

Professional Services

· Consultations · Timetable Constructions · Phone / Email Support · Trial Timetables · Curriculum Models · Data Entry > Professional Services - Consultations

With more than a thousand timetables constructed by our consultants, Timetabling Solutions is the premier source for timetabling services worldwide. We can analyse your school's requirements and recommend a curriculum model. We can analyse your current timetable and make recommendations as to how to achieve more constraints or use the functions of the program differently to improve your timetable. We have many clients who have their timetable constructed by our consultants. Other schools bring their partly completed timetables and work with a consultant to finish the construction of their timetable. This service maximises the skill of the consultant with the knowledge and decision making abilities of the client to achieve a timetable in the minimum amount of time. Consultations at our office or at your school are available on any timetabling matter.

> Professional Services - Phone / Email Support

Assistance is immediately available by phone / email on any timetabling matter. Clients can email their data so that our fully trained and accredited consultants can quickly identify the area of need and assist in using functions while under instruction. Phone tutorials are available on any timetabling matter. A pre paid 5 hour block of phone tutorial time is available, otherwise phone / email tutorials are charged per quarter hour or part thereof.

Our consultants are highly trained and fully accredited, with experience in every possible curriculum/constraint requirement gained from successfully constructing more than a thousand school timetables nationally and internationally.

Timetabling Solutions www.timetabling.com.au

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The Timetabler Version 7SE

Professional Services

> TIMETABLE CONSTRUCTION Outsource Mode

Outsourcing the construction of your school's timetable is both a time and cost efficient means of ensuring the best timetable for your particular requirements. It saves time and effort and frees senior personnel to focus on roles for which they are trained. Our consultants are highly skilled and experienced in all types of timetables. They have successfully constructed hundreds of timetables for schools. Their knowledge of curriculum and timetabling constraints is unique. Our processes for constructing a school's timetable ensure that we understand your requirements completely before construction begins and we provide you with a detailed report upon completion. We provide three options for outsourcing constructions: · Option 1. We construct your timetable according to your constraints; the school provides the staff loads and student grid lines. · Option 2. We set up your student grid lines, and construct your timetable according to your constraints, the school provides the staff loads. · Option 3. We set up your student grid lines, allocate staffing and construct your timetable according to your constraints. The fee is based upon our estimate of the time required to construct a clash free timetable according to your constraints. Clients are provided with a written quote with a fixed price range prior to the commencement of the construction. Allow between 6 and 12 weeks depending upon choice of option and size of school.

> TIMETABLE CONSTRUCTION Consultation Mode

Many schools bring their timetable data and work with a consultant to finish the construction of their timetable in a few days, the vast majority in less than a week. This service maximises the skill of the consultant with the knowledge and decision making abilities of the client to achieve a timetable in the minimum amount of time. The client is responsible for the accuracy of the given data and decides on the priority of constraints. The average time taken for a clash free draft timetable is one day plus one day per 200 students. (For example: Five days, 9am to 4pm, for a school of 800 students) All fees are based upon the days or part thereof between 9am and 4pm, and are charged at our daily rate. Time can be extended each day at the hourly rate. If student timetables are required then add approximately one day. (i.e. Six days, 9am to 4pm, for a school of 800 students) If student grid lines for options or elective subjects need creating, then add approximately one day per 200 students in the grid. If any constraints or data is changed by the school after commencement then allow extra time to reset the parameters and rework the construction.

Timetabling Solutions www.timetabling.com.au

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The Timetabler Version 7SE

Professional Services

> CURRICULUM MODELS ­ Trial Timetables

Trial Timetables are the perfect way for a school to assess the true effects and costs of implementing a different curriculum structure or timetable model, before they commit themselves to making the change. A trial timetable provides vital planning information such as: · The actual effect on student learning. · The actual changes to teaching practice. · The actual changes to the daily running of the school. · The actual number and type of rooms required. · The actual number of classes for each subject. · The actual number of staff required to timetable the proposed curriculum. · The actual shortfall or excess in any human or physical resources. The trial timetable enables all staff to see the effect of implementing a new curriculum model or timetable structure. As well as the overall understanding of the new model, all staff can have an individual timetable to be able to assess the actual change to their particular role as well as the changes for their students.

> CURRICULUM MODELS ­ Implementation

The construction of the trial timetable can be accomplished in outsource mode or consultation mode.

(a) Outsource Mode - We do all the work. Outsource mode has a set fee which reflects how long it takes to gather the data and constraints plus the time it will take to construct the trial timetable. We apply the required changes to your timetable within the constraints and resources you set. A written quote and completion date is provided.

(b) Consultation mode - Your staff work with us. Consultation mode has a fee based on the time working with one of our experienced consultants. Your senior staff will be involved with the decision making and assisting with the work. The trial timetable can be constructed at our office or in your school. Depending upon the extent of the changes required, allow one day plus one day per 200 students. If different student option grid lines are to be trialled as well, allow an extra one day per 200 students who are to be in the trial option grid.

Timetabling Solutions www.timetabling.com.au

23

The Timetabler Version 7SE

Professional Services

> DATA ENTRY - Outsource Mode

Your current timetable can be entered into the new software by Timetabling Solutions. This service allows the school to begin using the software in minimum time, saving valuable time for key school staff. It ensures that all the functions of the program are correctly used to reflect your particular curriculum and constraints. The timetable can then be used immediately. It can be used as the basis for the construction of your next timetable and also assists with staff training. The process is quite simple: · We send a Data Checklist to the school requesting the relevant information, eg hard copy of the current timetable and yard duty timetable if applicable. Electronic copy of rooms, teachers, students and codes etc. · We enter all the student and timetable data. · The school then receives the program complete with their existing timetable, ready for use. · Allow up to 4 weeks depending upon size of school.

> DATA ENTRY - Consultation Mode

We coordinate and assist your staff in the correct entry of data for your current timetable. This service ensures the costs of putting your current timetable into the new software are kept to a minimum and at the same time provides a flying start to training. Enter the current timetable with no changes. Allow one day plus one day per 300 students. For example: 4 days for 900 students. Enter the current timetable with class code changes. Allow up to two days plus one day per 300 students. For example: 5 days for 900 students. An example would be to enter data for a semester two timetable into the new software from a semester one timetable. Enter the current timetable and construct a new timetable with some changes. Allow at least one day plus one day per 200 students, ie 6 days for 900 students. An example would be to enter the first semester timetable data and construct a second semester timetable with the changes and new codes.

Timetabling Solutions www.timetabling.com.au

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The Timetabler Version 7SE

Software Maintenance Program

*Complimentary for the first twelve months when you purchase The Timetabler Version 7. (Including Upgrades)

During your 12 months of Software Maintenance, any upgrade that is released is automatically given to you free of charge

Free Version Upgrades

You may install and activate The Timetabler Version 7SE as many times as you wish. Software Activation codes are available from our website www.timetabling.com.au

Unlimited Licenses

We will email you personally the latest updates of the program either as an attachment or a direct link to a download site, with timetabling tips, news of forthcoming events, training courses and details of the latest program updates. You may have as many staff on this email list as you wish.

Monthly Updates

You are able to access and print all training lessons from our website whenever you wish.

Lesson Library

Every time you install The Timetabler Version 7SE software and require full access rights you will need a software activation code. These codes are available from the Support Page of our website anytime and require your school user name and password for access.

Online software activation

Free Installation and technical support

This includes any installation support occurring outside the guaranteed 30 days of purchasing the program for computers under warranty.

Additional Products

You will have access to new products that are developed and released onto the Software Maintenance program. Current Additional Products include:

You are able to access Timetabling White Papers, eTrainer Software Simulator, Searchable Knowledge Base, and Timetabling Resources from our website.

Timetabler Classroom

Allows students to submit their subject preferences online, removing the burden of having to enter student preferences into The Timetabler manually. (Only available with Version 7SE)

Web Preferences®

Timetabling Solutions www.timetabling.com.au

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The Timetabler Version 7SE

Limits

The Timetabler Version 7SE can be used to timetable any type of school curriculum structure. There are no limits to the number of students, teachers, rooms or classes that can be timetabled using The Timetabler. The only practical limits when using The Timetabler Version 7SE are set by the field sizes of the program's data model. These are:

Student Options Module

> Number of subjects students can select from per year level up to 255 > Lines on Grid - up to 40 > Number of Sub -Grids - up to 9 > Student Code - up to 15 alphanumeric characters > Student Name - up to 40 characters > Subject Code - up to 15 alphanumeric characters > Subject Name - up to 40 alphanumeric characters

Timetable Development Module

> Days in cycle - up to 20 > School sites timetabled simultaneously - up to 4 > Number of Periods per day - up to 36 > Teacher Code - up to 15 alphanumeric characters > Teacher Name - up to 40 characters > Room Code - up to 15 alphanumeric characters > Room Name - up to 40 alphanumeric characters > Class Code - up to 15 alphanumeric characters > Class Name - up to 40 alphanumeric characters

Timetabling Solutions www.timetabling.com.au

26

The Timetabler Version 7SE

System Requirements

For successful installation and use of The Timetabler V7SE, your system must meet the following requirements: · Microsoft Windows 2000, Windows XP (including SP2) · PC with 300 megahertz (MHz) or faster processor · 128 megabytes (MB) of available hard disk space · Super VGA (1024 x 768) or higher resolution monitor · CD-ROM or DVD drive · Keyboard and Microsoft Mouse or compatible pointing device The Timetabler Version 7SE meets all the essential requirements of Microsoft's Designed for Windows XP program. There are only two guidelines that we do not meet and these are minor points that result from the product being written in Borland Delphi. They relate to the sizing of some windows when using 120 DPI system fonts ­ note that the normal size of the system font is 96 DPI. We digitally sign all our executable files and all our distribution and installation files. Prior to release, the program is put through an extensive testing program. Our Product Lifecycle page on our website clearly shows our support policies. We use the Microsoft Access database file structure for our data files. However, we register our data files in Windows and if a user double clicks one of our data files, the associated module will open and load the data. Our printing engine provides users with the ability to save any of our reports in PDF (Adobe Acrobat), HTML (able to display in any web browser), RTF (can be opened by Microsoft Word), as text files or as Formatted Excel workbooks.

Timetabling Solutions www.timetabling.com.au

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The Timetabler Version 7SE

60 Day Money Back Guarantee

Your satisfaction is our greatest priority and we will do everything we can to ensure we meet your expectations. Your Timetabling software is covered by a 60 day Money Back Guarantee*. The 60 Day period begins on the day of delivery to the address stated on your purchase order. Within this 60 Day period you may return the software to Timetabling Solutions to the address stated on the invoice in its original packaging with the invoice, complete and in reasonable condition, having deleted all traces of it from your computer(s) and having made no copies. We encourage feedback from our clients to assist in our development and we provide support plans to see our clients through their most challenging timetables. One of the many ways we support our clients is by providing 12 months Software Maintenance with every investment made in our software. For 12 months clients have access to the following support free of charge:

Free Version Upgrades

Any upgrade that is released within 12 months of your purchase is automatically given to you free of charge. Updates are emailed monthly to as many of your staff as you wish.

Free Technical Support

Online searchable Technical Support database (phone support offered during business hours) for computers under warranty with operating systems using Windows 2000, and Windows XP (including SP2).

Lesson Library

You are able to access and print all training lessons from our website www.timetabling.com.au whenever you wish while your Software Maintenance Agreement is current.

* Terms and conditions apply. For more information please contact our office.

Timetabling Solutions www.timetabling.com.au

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The Timetabler V7SE

Purchasing

With every new purchase of The Timetabler you receive:

> The three main modules; Student Options, Timetable Development and

Daily Organiser.

Purchase price

> Schools with more than 400 students: AUD$7,596 + GST. > Schools with 200 to 399 students: AUD$3,798 + GST. > Schools with 1 to 199 students: AUD$1,899 + GST.

> 3 days free training at any of our scheduled training courses for 1

participant. (New purchases only, does not apply to upgrades)

> The General Access module which can be installed on all machines on

your network under the one license.

Upgrade price

In recognising the investment that you've already made in The Timetabler software, an upgrade costs significantly less than the full product. For upgrade prices please contact our office. A 12 month Software Maintenance Agreement is included in the purchase price and can be renewed for AUD$1,095 + GST. Prices valid until 31st December 2006

> 12 months of Software Maintenance: protects your investment by

providing free version upgrades, unlimited licenses, free technical and installation support, online software activation, Web Preferences®, monthly updates, access to our Lesson Library and many other specials which are announced from time to time.

Payment Plans

Part payments or deferred payment plans are available upon request.

Timetabling Solutions www.timetabling.com.au

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