1. Central Timetabling Support Unit23 May 2015 CELCAT Room Booking Training Workshop

2. Central Timetabling Support Unit23 May 2015 Agenda Setting up Key concepts Creating an event BREAK Adviser Clash checking Printing Questions

3. Central Timetabling Support Unit23 May 2015

4. Central Timetabling Support Unit23 May 2015 Setting Up Connect to the server Log in / Change Password Set Options

5. Central Timetabling Support Unit23 May 2015 Log on Celcat6_Training Username - trainXX Password - trainXX

6. Central Timetabling Support Unit23 May 2015 Key Concepts - Resources Seven components which, together with time and date, make an event 1.Modules 2.Rooms 3.Students 4.Groups 5.Equipment 6.Staff 7.Teams

7. Central Timetabling Support Unit23 May 2015 Key Concepts - Classifications Seven groupings used to categorise events and resources 1.Course 2.Departments 3.Event Categories 4.Faculties 5.Fixtures 6.Layouts 7.Sites

8. Central Timetabling Support Unit23 May 2015 Key Concepts - Event An Event is created when one or more resources are combined for a period.

9. Central Timetabling Support Unit23 May 2015 EVENTS Rooms StudentsGroups Equipment Teams Staff Modules Departments Courses Fixtures Layouts Sites Faculties Event Categories

10. Central Timetabling Support Unit23 May 2015 Print / Print windowResourcesNavigationBrowse / Add / Delete Edit / Accept / Cancel Desktop Tool bar Status bar Open

11. Central Timetabling Support Unit23 May 2015 Filtering and Browsing

12. Central Timetabling Support Unit23 May 2015 Records

13. Central Timetabling Support Unit23 May 2015 Viewing Weeks Save / Load Weeks

14. Central Timetabling Support Unit23 May 2015 Calendar

15. Central Timetabling Support Unit23 May 2015 Creating an event

16. Central Timetabling Support Unit23 May 2015 Exercise 1 Exercise 1.1 - creating an event Exercise 1.2 - modifying an event

17. Central Timetabling Support Unit23 May 2015 Resource records CTSU create records for: –Rooms –Staff –Students Users create records for: –Modules –Groups –Teams –Equipment

18. Central Timetabling Support Unit23 May 2015 Exercise 2 & 3 Exercise 2.1 - adding resources Exercise 3.1 - adviser

19. Central Timetabling Support Unit23 May 2015 Clash Checking Dynamic / retrospective Resource double bookings % over capacity Clashes with global events % under capacity Staff / student breaks

20. Central Timetabling Support Unit23 May 2015 Clash advisor

21. Central Timetabling Support Unit23 May 2015 Exercise 4 Exercise 4.1 - clash checking

22. Central Timetabling Support Unit23 May 2015 Usage chart

23. Central Timetabling Support Unit23 May 2015 Exercise 5 Exercise 5.1 - usage chart

24. Central Timetabling Support Unit23 May 2015 Printing - setup Select weeks, days, and times to printSelect the grid orientationCreate headers and footersSelect font optionsChoose information to appear in the gridSet further options

25. Central Timetabling Support Unit23 May 2015 Exercise 6 Exercise 6.1 - grid print Exercise 6.2 - list print

26. Central Timetabling Support Unit23 May 2015 Web Publishing Web Publishing Example

27. Central Timetabling Support Unit23 May 2015 Rooms and Catering Booking System Book Seminar and Learning Centre rooms online Order delivered catering Open to any member of College staff Catering Website

28. Central Timetabling Support Unit23 May 2015 Central Timetabling Support Unit Central point in College for timetabling matters Training and documentation First line support Maintenance of back office data Upgrade testing Reporting Access arrangements Website - www.imperial.ac.uk/centraltimetablingwww.imperial.ac.uk/centraltimetabling

29. Central Timetabling Support Unit23 May 2015 What to do if… You require a new staff, room or student records You have a general timetabling query You experience a technical problem You require CelCAT to be reinstalled

30. Central Timetabling Support Unit23 May 2015 Cross Charging Room cross charging only applies for rooms at South Kensington. Charges are calculated monthly The “department” and “module” field must be populated when booking an event. Cross charging

31. Central Timetabling Support Unit23 May 2015 Any questions?

32. Central Timetabling Support Unit23 May 2015 Email: ctsu@imperial.ac.uk ctsu@imperial.ac.uk Web: Centraltimetabling Centraltimetabling Contacts