Timetabling. Timetabling solutions. solutions. CONSTRUCT MANAGE AND PUBLISH YOUR TIMETABLE

Timetabling solutions Timetabling solutions CONSTRUCT MANAGE AND PUBLISH YOUR TIMETABLE www.timetabling.com.au Welcome to Timetabling Solutions’ ...
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Timetabling solutions

Timetabling solutions

CONSTRUCT MANAGE AND PUBLISH YOUR TIMETABLE

www.timetabling.com.au

Welcome to Timetabling Solutions’ Information Booklet The Timetabler Version 8.1 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 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 Paul R. Wood Managing Director

The Timetabler... > Won whole of state tender to supply South Australian Government schools 1999 – 2013 > Won whole of state tender to supply Tasmanian Government schools 2006 – 2013 > Won enterprise tender to supply Brisbane Catholic Education schools 2007 – 2013 > Used by over 60% of independent schools in Australia > Used in NZ, China, UK, Malaysia, Vietnam, United Arab Emirates, Indonesia, Papua New Guinea and more > Current supplier to TAFE Tasmania > Exports data to popular administration systems, reporting packages and eLearning packages (your system can be added for free) The Timetabler Version 8.1

TABLE OF CONTENTS The Timetabler V8 .1..........................................................................................................................................................4 Student Options Module...................................................................................................................................................5 Timetable Development Module ......................................................................................................................................6 Daily Organiser Module ....................................................................................................................................................7 General Access Module.....................................................................................................................................................8 TimetableFind Module ......................................................................................................................................................9 Web Preferences ® ..........................................................................................................................................................10

Importing and Exporting data .........................................................................................................................................11 SYSTEM REQUIREMENTS.................................................................................................................................................12 

The Timetabler Version 8.1.................................................................................................................................12



Limits ...................................................................................................................................................................12 Student Options Module Limits ..............................................................................................................................12 Timetable Development Module Limits .................................................................................................................12

SOFTWARE MAINTENANCE AGREEMENT .......................................................................................................................13 

Free Version Upgrades ........................................................................................................................................13



Unlimited Installations ........................................................................................................................................13



Timetabler Classroom .........................................................................................................................................13



Free Installation & Tech Support ........................................................................................................................13



Web Preferences® (fully hosted).......................................................................................................................13



Web Preferences Manager (fully hosted) ...........................................................................................................13

PURCHASING INFORMATION ..........................................................................................................................................16 

The Timetabler Included with each purchase: ...................................................................................................16



12 Month Software Maintenance Agreement (SMA) .........................................................................................16



TimetableFind (read only access to timetable information)...............................................................................16



Web Preferences Manager (WPM) .....................................................................................................................16

The Timetabler Version 8.1

The Timetabler V8.1 The Timetabler V8.1 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 in Australia. 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 Timetabler modules are:

Student Options

> Define the Student Options parameters > Enter/import Student Options information > Define grid constraints > Create the grid > Print class lists and summaries > Import grid into the timetable

Timetable Development

> Define timetable parameters > If required, import grid lines > Enter/import Timetable Development information > Perform checks > Construct timetable automatically or interactively > Publish to General Access, DayMap, TimetableFind (Macs) and Student Administration systems

Daily Organiser

> Connect Daily Organiser with timetable file > Define structure of Daily Organisation > Enter staff and class absences > Assign replacements > Publish to General Access, DayMap and TimetableFind (Macs)

General Access

> Read only access for staff, students and administrators > Installed easily on your network in 2 minutes > Print, view or send to MS Excel > All timetables and class lists with or without photos > One license provides unlimited installations per site

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. The Timetabler Version 8.1

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

The student options file (*.sofx) stores information about students, including:

You can have more than one student file. You can organise your files to include students in:

• Student Details and Preferences • Options • Grid lines • Classes • Curriculum rules to check what the students have chosen

• The whole school • Two or more Roll Classes • A Year Level • A Roll Class

Our data files are easily transportable and are approximately 1MB per 750 students.

The Timetabler Version 8.1

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.

Timetable Development Module This module is the keystone of The Timetabler V8.1. 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 multi-campuses. 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 timetable file (*.tdfx) is easily transportable and stores information about the timetable including: • Teachers • Rooms • Courses • Schedule of classes An average timetable file size is approximately 2MB.

The Timetabler Version 8.1

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, eg home group period, yard duty areas, yard duty sessions, yard duty time names.

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 Daily Organiser Module can be set up to handle three different types of replacements from within your own staff: “Under allotted”, “In lieu of” and “Extras”. The “under allotted” have less than a full teaching load/duties. These people can be given uncounted replacements before anyone else. “In lieu of” replacements can be given to staff who have lost a class today for example, where students are attending an excursion.

The Timetabler Version 8.1

These teachers need to be used on the day that they have lost the class. “Extras” can be used for the remaining staff. Often schools have industrial regulations governing this type of replacement e.g. no more than 18 extras per year, or no more than 1 extra over a 10 day cycle. The Daily Organiser Module can also handle short term or casual replacement teachers which are termed “Emergency Teachers.”

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’ photos can also be displayed. The General Access module is included in the purchase price of The Timetabler.

The Timetabler Version 8.1

TimetableFind Module

(Available for AUD$990)

It provides an alternative to General Access for those schools requiring an Apple Mac application

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. TimetableFind can be purchased for AUD$990. Version upgrades of TimetableFind are supplied to schools whilst on a Software Maintenance Agreement.

The features include: > Lists of students attending any special activities, for which timetable 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.

The Timetabler Version 8.1

> 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.

Web Preferences ® Web Preferences® is a fully hosted web based application that allows students to submit their subject preferences online, removing the burden of having to enter student preferences into The Timetabler manually. There is no software to install or maintain, just log onto the website. There are two versions available;

Web Preferences Manager

Web Preferences

AUD$990 per annum

Free whilst on Software Maintenance

In addition to Web Preferences, the Manager also has;

> Control the Opening and Closing status that students will be able to submit their preferences.

> Create Preference Groups; allows subjects to be grouped for preference selection. For example, choose at least 1 Maths subject from this group, choose at least 3 subjects from this group. These rules can be enforced. > Control the minimum number of preferences that a student must enter for a group of subjects and the total number of subjects/units that a student must select overall. > The ability to enter reserve (or backup) preferences for a group of subjects that allows a student to enter preferences plus reserves from the available subjects. > The ability to restrict the subjects a student can select through the use of prerequisites and restrictions. For example, if a student does not have the required prerequisite to study Yr 11 Home Economics then the subject does not appear for selection.

> Create a rich text opening message for students such as “choose 5 subjects and nominate a reserve preference at Preference 6”. > Create a rich text closing message for students such as “print this receipt and have your parent or guardian sign and return to…” > Nominate the maximum number of preferences a student can submit. > Nominate the maximum number of times a student may change their submission.

> Create rich text subject descriptions, opening messages, selection instructions and receipt instructions. > Upload your school logo to be displayed on the student portal. > Generate a wide range of reports showing who has and has not submitted and how many times, including what they have submitted. Reports on how many students have requested a particular subject and allows the administrator to view trends in what is popular, in real time.

If you require the advanced features of the Web Preferences Manager, however you do not have the time to create and manage the student portals yourself, Timetabling Solutions can do it for you for AUD$395 per student group. The Timetabler Version 8.1

Importing and Exporting data These features of the Timetabler Version 8.1 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 8.1 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. Please note: Some administration systems do not have the facility to easily import data from outside their system.

 Exporting The Timetabler Version 8.1 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.

We currently export to the following systems, (please tell us if yours is currently not there so we can add it in for you for free) aSchool, CASES21, Catholic Education SA, Deltalink, Denbigh, EDSAS, Edumate, eMinerva, LearningPoint, MarkBook, Masterfile, PC School, Principal, Quad, ReportCard2.0, ReportMaker,SACS, SchoolPro,SIMON, SM Reports, SWIFT, Synergetic, TASS, VASS

The Timetabler Version 8.1

SYSTEM REQUIREMENTS  The Timetabler Version 8.1 For successful installation and use of The Timetabler V8.1, your system must meet the following requirements:  Microsoft Windows XP, VISTA or Windows 7, Windows 8 (32 or 64Bit)  1 Gigabyte (GB) of RAM as a bare minimum, 2GB is recommended 

Minimum screen resolution of 1024 x 768. We recommend wide screens with 1280 x 800



A keyboard, mouse or compatible pointing device

Microsoft Office 2003-2013, Excel and Word are recommended for use with many reports Prior to release, the program is put through an extensive testing program. Our Product Lifecycle page on our website displays 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.

 Limits The Timetabler Version 8.1 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 8.1 are set by the field sizes of the programs data model. These are;

Student Options Module Limits

Timetable Development Module Limits

> 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 > Number of subjects students can select from per year level - up to 255

> 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

The Timetabler Version 8.1

SOFTWARE MAINTENANCE AGREEMENT Products and services supplied under your Software Maintenance Agreement for a period of 12 months.

 Free Version Upgrades During your 12 months of Software Maintenance, any upgrade that is released is automatically given to you free of charge.

 Unlimited Installations You may install and activate The Timetabler Version 8.1 on as many machines as you wish. Software Activation codes are available from www.timetabling.com.au

 Timetabler Classroom You are able to access and print all training lessons. Access our timetabling white papers, searchable knowledge base and other support material for timetablers.

 Free Installation & Tech Support This includes any installation support occurring outside the guaranteed 60 days of purchasing the program for computers that meet the System Requirements.

 Web Preferences® Service provided by Timetabling Solutions that allows students to submit their subject preferences online. Features: opening/closing status, rich text messages, set maximum preferences, set maximum submissions.

 Web Preferences Manager (fully hosted) Web based application that allows specific rules and layouts to be created for the student portal of Web Preferences. Features include; rich text editing for all messages, create preference groups, control minimum preferences to select from a group, and the total number overall, reserve preferences, prerequisites, restrictions, subject descriptions and powerful reporting.

Software Maintenance Agreements are not sold to individuals, prices exclude GST.

The Timetabler Version 8.1

Available for AUD$990 p.a

“Timetabling Solutions is the most professional yet personable company I have come across.” Sharlene Tattersall, Timetable Coordinator, Geelong Baptist College VIC

“Making the blocks is a simple process with The Timetabler’s amazing ability to find the best fitting solution for the majority of students at our school. I can highly recommend ‘The Timetabler’.” Steve Hubbard, Head of Studies, Toorak College VIC

“We have used Timetabling Solutions timetable construction service for three years now and the benefits are immeasurable. The process is detailed and communication with Timetabling Solutions is efficient and reassuring, leading to a timetable that not only meets our immediate needs but which we can adapt throughout the year if necessary.” Keith Birch, Ibstock Place School, UK

“Every educational innovation needs a practical solution. The Timetabler has been pivotal to our growth for over a decade.” Brett Pulleyblank, Dean of Evaluation and Structure, Haileybury College, VIC

“The Timetabler is a remarkably robust and sophisticated piece of software.” David Armstrong, Assistant Deputy Headmaster, St Philip’s College, NT

The Timetabler Version 8.1

“the Daily Organiser module, the allocation of students to classes and the development of the actual timetable are each handled by different people in our school. The Timetabler provides a perfect platform for this high level of cooperation to occur.” Geoff Roberts-Thomson, Deputy Principal - Head of Senior School, Oxley College, VIC

“Timetabling Solutions as an organisation is the total package! As a College we could not be happier with their product; which is backed up by an engaging, friendly expert team.” Scott Marsh, Deputy Headmaster, William Clarke College, NSW

“The Timetabler does everything we need it to. The trainers at Timetabling Solutions explain things in such a clear, concise way – everything makes perfect sense.” Trish Harris, Timetabler/Daily Organiser, St. Joseph’s College – Echuca, VIC

“I often tell staff at our school – I could devise a ‘good’ timetable, but by consulting with staff at Timetabling Solutions we will get the ‘best possible’ timetable each year.” Warwick Adams, Director Of Studies , The Illawarra Grammar School, NSW

“This was the BEST professional development I have done in 20+ years. Best presenters I’ve seen and highly knowledgeable. All courses are well structured.” Neil McManus, Rostrevor College SA

The Timetabler Version 8.1

PURCHASING INFORMATION  The Timetabler Included with each purchase:    

One site license (additional installations supplied with Software Maintenance Agreement) Main modules (Student Options, Timetable Development, Daily Organiser, General Access) 1 participant can attend a 4 day public Overview course 12 month Software Maintenance Agreement (SMA)

Price categories: Determined at the time of purchasing, does not restrict future growth.

1 - 199 Students 200 to 399 Students more than 400 Students

AUD$3,490 AUD$5,990 AUD$9,890

Additional campuses can be added for AUD$1,390.

 12 Month Software Maintenance Agreement (SMA)      

First 12 months is supplied with initial purchase. Renew at AUD$1,390 Free version upgrades Unlimited installations Free technical support and bug fixes (training calls on how to use the software are AUD$45 per first fifteen minutes or part thereof, then AUD$15 per five minutes or part thereof) Access to Web Preferences (allows students to enter subject selections online) Access to Support section of website

 TimetableFind (read only access to timetable information)  

Native Mac OS X application that can be run on all Macintosh computers on your school network. AUD$990 Site License (version upgrades supplied with SMA)

 Web Preferences Manager (WPM) 

AUD$990 per annum. Full access to the Web Preferences Manager application to build your own student portals. 60 minute demonstration/tutorial available with purchase. Additional phone/email support is available at AUD$45 for the first fifteen minutes or part thereof, then AUD$15 per five minutes or part thereof. WPM is a fully hosted web application, no software to install.

Timetabling Solutions only sells products to schools, not individuals. All prices are exclusive of GST. Valid till 1/1/14 The Timetabler Version 8.1