Course/Faculty Scheduler - SC Home
Contents
1. sumorrienned Class Size SumOfArtual Class Size figure 12 Show Conflicts Warning Conflict in Room Schedule Class to Class 163 Cc MW 11 00 AM 11 50 AM 120 KREGER MCHUGH 163 D MW 11 00 AM 11 50 AM 120 KREGER MCHUGH Main Assure All Fields Are Completed and Sub Assure All Fields are Completed 4120 1 3220 122 wj 0 BEN EEF EC EE figure 16 Tables Course Info Course Schedule Instructor Course Instructor Info Room Capacity tse E E EJ A Ed Relationships Tables and Relationships Instructor Nick Name Lab Instructor Room Lab Room Building Lab Building Day Lab Day Start Time Lab Start Time Finish Time Lab Finish Time Pianned Class Size Actual Class Size Note Pref code2. Actual Size field is completed in the Class Size screen There are three graphs e Demand by Year After a course number is selected the complete demand history for that course is shown totaled by year This should provide an overall trend on the demand for a given course e Demand by Year and Term After a course number is selected the complete demand history for that course is shown for each semester This should provide trends on course demand by semester e SAN Demand by Year This is the overall enrollment of students into SAN courses graphed by year 16 Course Faculty Scheduler Version 1 0 Copy Course Schedule Copy course schedule is used to duplicate an existing schedule into a new semester and year It is designed to simplify the process of creating a new course schedule To get to the Copy Course Schedule screen select Analysis then Copy course Schedule from the pull down menu There are three steps to the Copy Course Schedule screen e Copy From Required Select the year and term which is to be copied from The from schedule will appear in the lower portion of the screen Note Both year and term must be selected e Copy To Required Select the year and term for which a new schedule is going to be copied to Note Both year and term must be selected e Copy Schedule Now button Required The new schedule will not be created until this button is pushed Afterwards the new schedule will be shown in the l
3. 17 Copy To 17 Course Name 9 13 course number 4 5 7 9 11 12 13 14 15 16 Course Schedule 4 5 7 8 9 13 14 15 16 17 Course Schedule and Lab Schedule and Notes screens 7 8 15 16 Credits 9 14 D Day 10 11 16 18 Delete all records 13 Delete one record 12 Delete some records 12 Deleting 12 Demand by Year 16 Desire to Teach 15 Dot 9 E Edit Course Data 9 13 Edit Course Data screen 9 13 Edit Instructor Data 14 Edit Instructor Data screen 14 Exit 6 8 F Finish Time 10 18 Form view 5 Version 1 0 G General Notes 5 Getting Started 5 Getting Started 8 Goto 7 Graph 6 16 Graph screens 16 H How the CFS works 4 Incomplete Records 7 18 Instructor 7 11 14 16 17 18 Instructor Name 11 14 J Join of Course Instructor 14 Join of Course Instructor screen 14 L Lab Instructor 11 14 Lab Schedule and Notes 4 7 8 9 14 15 16 17 modifying a course number 13 N Nick Name 14 15 18 O Overview 4 P Planned Size 15 Pref 9 Pull Down Menu 6 R Record navigation 6 Reports 6 Room 10 15 16 17 18 Room Capacity screen 16 19 Course Faculty Scheduler Version 1 0 S spread sheet view 5 SS Number 14 Same Course Twice 7 18 STAFF 14 SAN Demand by Year 16 Start Time 10 18 Screen Navigation 6 7 System Requirements 4 Section 9 Sor
4. 900AM 950AM 120 KREBE i Mw 10 00AM 10 50AM 122 KP gt the Analysis pull down menu there are two o different check for incomplete records All incomplete records will appear in a small screen at the top of the form The records can be edited directly in this form or in either of the schedule screens e Show incomplete records in schedule This checks to assure the Course Section Day Start time Finish Time Room Building Nickname and Planned Class Size fields have been completed e Assure Course Section Day Time Instructor is complete This checks to assure the minimum fields for a schedule have been completed This includes Course Section Instructor Nick Name Day Start Time and Finish Time fields are complete Same Course Twice From the Analysis pull down menu Assure same Course Section is not schedule twice performs the check of assuring that no two courses with the same section have been duplicated in the schedule If a duplicate is found is needs to be corrected and the analysis needs to be run again 18 Course Faculty Scheduler A Adding a course 12 Adding or modifying a course number 13 Analysis 6 7 15 17 18 B Building 10 16 18 C Capacity 10 15 16 Change the semester or year 11 Class Size 15 16 18 Class Size screen 15 16 Combo boxes 5 Conflict screens 7 17 Copy Course Schedule 7 17 Copy From 17 Copy Schedule Now button
5. NS Ld ES LI esc Er AD t t ed derd 9 DAY EE EN ER acd Sot hc sg BE etus Citi bt esiste veri Si Se E sa VI NUI M E 10 START TIME ues ui ae ive Ir p Io me ade e a m eee 10 FINISH TIME eer S CUI DARIN e DO EO Tet tes pes ite E eee ON 10 BRUTE DING Me a aen es Beans 10 Ios RE Enc 10 INSTRUCTOR NAME EER GR leue A Te ae Ga ele aa Ne a SEE BES 11 SELECT LABINSTRUCTOR 5 EE Ee a tnn n RE ee 11 SORT BY ins Ie AES SE N i decades ta ree A uen tanken EM ci 11 CHANGE THE SEMESTER OR YEAR TO BE SCHEDULED cccccescsesceseseececeseseesessnnseseeseesececeeeeeeeeeeeeseeececeeseees 11 ADDING A COURSE OFFERING TO AN EXISTING SCHEDULE eie ese ee ee ee see ee enne ee nee nnn en enhn ee rennen nasse nnn 12 DELETING ONE SOME ALL RECORD S IN THE ACTIVE SEMESTER YEAR eie ee see esse see ee ee ee ee ee ee ee ee ee ee ee 12 Delete ONC VE CORE ORE EER EE NE OE ME OE N eel esq ose 12 Delete some records x siti pee GERE ENSE A FEET XR E AS ge BR ONE vee ek Deed 12 Delete all records ie bee be ete I IR bec P ditor e eoe DE GE ARS 13 ADDING OR MODIFYING A COURSE NUMBER ON A RECORD ccccccccessssssceeeessseeeseeeseeseesesssssseeeesseeseesenstsasaaeas 13 EDIT COURSE DATA SCREEN ooscssscccsscsscsascsssseosaastestectsossessonsesccsseveossssesbadsossesvestantesessscesesesencsseacnsee 13 EDIT INSTRUCTOR DATA SCREEN er ees ee sees sd ee Eed eene ese es ee seks ede eo sees oge d geoes
6. bar The Print Schedule by Course is the current course schedule sorted first by course number then by section The Print Schedule by Instructor is the current course schedule sorted by Instructor name Each instructor is printed on a separate page for easy distribution Analysis Sort Goto The Analysis pull down has six choices The selections are described in the Conflict screens Copy Course Schedule Incomplete Records and EVE EEN Sort Golo Window Help Find Conflicts in ROOM Schedule Find Conflicts in INSTRUCTOR Schedule Copy Course Schedule Show incomplete records in schedule Assure CoursejSection Day Time Instructor is completed Assure Course Section is not scheduled twice Same Course Twice sections of this manual Day Time Instructor Location Always use GoTo to navigate the CFS This is the same as the screen navigation buttons on the toolbar This is used to get to the different See Sort By in the Course Schedule and Lab Schedule and Notes screens section of the manual Window Help Course Schedule Lab Schedule and Notes Edit Course Data Edit Instructor Data Join of Course Instructor Class Size Room Capacity screens within the CFS This pull down should always be used to move between screens due to some code that is executed in the process Course Faculty Scheduler Getting Started When the CFS is started the Starter screen will appea
7. ese doe de 14 JOIN OF COURSE INSTRUCTOR SCREEN onee seoenvoosensnsenonvververenenssenenenseneneervenn 14 CLASS SIZE SCREEN co iese II 15 Course Faculty Scheduler Version 1 0 PG E PU P ROOM CAPACITY SCREEN es0oesseeosonenneonessensessssonsonsnnssonssennenassnsene RE EE 16 GRAPH SCREENS eere TERE GE AE AE EE 16 COPY COURSE SCHEDULE anne pees gese sb ee gees ee ee etna se SEE Ee SR Se Ee ESE EER ER ER EE EED ee 17 CONFLICT SCREENS EE EE OE EE EN EE 17 INCOMPLETE RECORDS ese see se sees see se ese ese See See See Dee See EE Ee ttn seta sene tene Re EE Ee EE eaaet 18 SAME COURSE TWICE 18 Course Faculty Scheduler Version 1 0 Overview Welcome to the Course Faculty Scheduler CFS The CFS is designed as an automated aid in the creation of course schedules for Miami University s SAN department The CFS does not create schedules but provides an environment that will ease the task of creating a schedule Once a schedule has been created you can work from copies to create unique schedule for any semester desired All information can be entered into the CFS from either the Course Schedule or Lab Schedule and Notes screens If needed information is not available the CFS will provide instructions on what should be done System Requirements Minimal hardware and software requirements 386 Computer or better DOS 5 0 or
8. higher Microsoft Windows version 3 1 or higher Microsoft Access 2 0 4 megabytes of RAM 8 is recommended Hard disk with at least 3 megabytes free for product installation and data retention How the CFS works The CFS helps create schedules for the Miami University course catalog The scheduler is for use as a stand alone product in creating department level course schedules The CFS is an interactive aid for the creation of a course schedule offerings The desired schedule is entered using the Course Schedule and or the Lab Schedule and Notes screens As data is entered into a schedule CFS checks the entry validity If the CFS requires additional information such as the course number a message box is presented giving the user instructions on how to add the information When the schedule has been created analysis can be performed at the user request to assure that e All the needed fields have been completed e No instructor has been schedule twice for the same time e No class room has been scheduled twice for the same time Course Faculty Scheduler Version 1 0 Getting Started It s as easy as 1 2 3 1 Enter the CFS by starting Access and selecting CFS mdb You will be taken to the Course Schedule screen 2 Select the year and semester you want to schedule 3 Start entering the desired schedule by entering a course number The balance of the data can be entered at any time If you are starting a new schedule you man
9. the forms the data entered is forced to be written to the appropriate tables Course Faculty Scheduler Screens Forms associated with Course Faculty Scheduler Forms Copy Course Schedule Course Info Course Schedule Graph Demand by Year Graph Demand By Year amp Term Graph San Demand by Year Instructor Course List Instructor Info Lab Schedule Main Assure All Fields Are Completed Main Assure course day section start instructor Room Capacity Show Conflicts Starter Sub Assure All Fields are Completed Sub Assure course day section start instructor figure 1 Ed Ed s Es is ac e o Ed ol Es Gl Ge i c o d Starter Course Faculty Scheduler Start Exit Steven Schwartz MicroSoft Access Miami University Ver 1 0 1995 figure 2 ee Edit View Records Oen EEE ee E mij KREGER E HKREGER por ww eoe vesoew KREGER pre gt ru e FIN Course Info figure 5 figure 6 Instructor Course List figure 7 Class Size Room Capacit Graph Demand by Year Select Course to Graph gm rl Course Demand by Year figure 10 Graph Demand by Year amp Term Select Course to Graph 106 2 Course Demand by Year amp Term Number of Students SUMMER 1 1993 figure 11 Graph San Demand by Year SAN Enrollment by Year 1200 1000 1994
10. the top record with the mouse by selecting the left most area The area will change color Hold down the shift key then select the bottom most record by selecting the left most area ofthe record with the mouse All records between and including the ones selected will be marked with a different color in the left most column After the records have been selected use the delete key to delete the desired records 12 Course Faculty Scheduler Version 1 0 View Records Repo Can t Undo Ciz Undo Current Field Esc Delete all records Select all records using the delete some records method or go to the pull down menu and select Edit then Select All Records After all records have been selected use the delete key to delete the records Delete Select All Records Find Replace Adding or modifying a course number on a record A course number can be added to a record or modified by moving the cursor down to the course field to be modified If a course number is already in that field delete it before entering a new course number After the course number has been entered move on to the next field to be modified or changed When you leave the field the CFS will check the validity of the course number entered Ifit is not valid a message box will provide instructions NOTE No changes can be made to the CFS until a valid course number is entered If you try to exit CFS with out entering a valid course nu
11. which directly tie to a table For example the Course Schedule puts information directly into the Course Schedule table Edit Instructor Data puts information directly into the Instructor Info table No screen updates more then one table However the data displayed on a screen can be from many tables The Course Schedule and Lab Schedule and Notes screens have been highly developed Code has been added in all the data fields to allow the use of the arrow keys In many of the fields queries to the data base are executed as the user tries to leave the field This is to assure that the entry is valid before writing the data to the tables Ifthe entry is determined to be invalid an error message is displayed and the exit event is canceled The checking of data and canceling of the event prevents an Access error Pull down menus are provided for entering data into the course number building room and instructor fields To provide a real time selection the pull downs execute queries before showing the options The select instructor pull down is History of the CFS Goal The goal of the project was to gain experience in database applications Proposal The CFS was conceived to fill a need for Miami University s Systems Analysis department chairman The requirement was to design a system that would simplify the process of creating course schedules for future semesters The first proposal consisted of a system that generate a schedule using line
12. Scholarly Commons at Miami University http sc lib miamioh edu Computer Science and Systems Analysis Computer Science and Systems Analysis Technical Reports Course Faculty Scheduler Downloaded from Miami University Scholarly Commons Computer Science and Systems Analysis Computer Science and Systems Analysis Technical Reports Miami University Year 1995 Course Faculty Scheduler Steven Schwartz Miami University commons admin lib muohio edu This paper is posted at Scholarly Commons at Miami University http sc lib muohio edu csa_techreports 24 a ZLN ir 1 9 MIAMI UNIVERSITY DEPARTMENT OF COMPUTER SCIENCE amp SYSTEMS ANALYSIS TECHNICAL REPORT MU SEAS CSA 1995 001 Course Faculty Scheduler Steven Schwartz School of Engineering amp Applied Science Oxford Ohio 45056 513 529 5928 COURSE FACULTY SCHEDULER by Steven Schwartz Systems Analysis Department Miami University Oxford Ohio 45056 Working Paper 95 001 April 1995 Miami University Masters in Systems Analysis Masters Project Course Faculty Scheduler Steven Schwartz April 10 1995 Course Faculty Scheduler User Manual Attached is the pages that need to be changed out with the manual See you on May 7th I want to thank you and all the other great instructors I have had while at Miami University This has truly been a great experience Steve Schwartz Course Faculty Scheduler Version 1 0 O
13. VERVIEW BEE M P R 4 SYSTEM REQUIREMENTS Ho ie cid te pii e etie a rte er ee e ee di ee e er ee ds 4 HOW THE CES WORKS lites Ge e ee tre DAD e Oc anderen ange Ted ee eder a E OT eo teu Ge Ge E ex eU 4 GETTING STARTED GE GE ea tp e vierten test po rr REIP donate AS 5 GENERAL NOTE G ccsccsssscssssescossesees EE Tiene sen EE OS RE EE 5 COMBO BOXES online Ro eu etu bert Ths wa gh eg a den gud Ra eas Mag ta En ee sos Ed 5 THE TOOL BAR A O 5 Form view and spread sheet view sese eene eene eene enhn ene eene een nennen 5 hi EE EE etn en oM eo Wr id se b d oh ee esee oett 5 Record navigation KOR OE EE EE ts N EE ON EE EN 6 Screen Navigation DR ves esa o eR IR REPE EE ee UR ee N EE E Ee ee ceat oe peu a ee 6 Dp 6 POLE DOWN MENU asus N EE N EE EE N OE 6 REPORTS oren RE EE eisen EE EE OE EE 6 EIE TI AME 7 SORT na EE DO OE tase 7 GOTO nin seamen ied A ale dene e tne EO een ee Eats 7 GETTING STARTED 54 esee tree en al En i rae tet E LER RIEN aste ede 8 COURSE SCHEDULE AND LAB SCHEDULE AND NOTES SCREENS oee 8 COURSE SCHEDULE a2 32 Mine Ud eni eur qot dice du ds 8 LAB SCHEDULE AND NOTES nue ete A ortae geht dep Be eee ine 8 COURSE NAME RD Se n timet eerte tert o eee Ser E edd Re EN 9 CREDITS nn aan tienes ebat tete cain Sia as Pe erit e Reed 9 DOT REL In TEE 9 SECTION o osi od AME Le D Md Tea UE y ee ee gat 9 PRED
14. ar programming techniques This proposal was rejected due to the lack of control 2 that would exist on the schedule created rnat WORDE A le Based on the first proposal it was suggested that an interactive aid for the creation of course schedules be developed Microsoft Access was selected af the tool for developing the CFS A few of the reasons for selecting Access were e No software had to be purchased since Access was available both at school and at home Access is a versatile tool capable of being a stand alone database application or that can serve as the client side of a client server application After developing a basic understanding of Access and its capabilities a description of the CFS was developed along with a working model of the basic concept In developing the working model the tables and relationships were designed and entered into the CFS Based on these tables the main user interface was designed Basic Design Description All data entry is performed on forms screens which directly tie to a table For example the Course Schedule puts information directly into the Course Schedule table Edit Instructor Data puts information directly into the Instructor Info table No screen updates more then one table However the data displayed on a screen can be from raid tables The mS and Lab Schedule and Notes screens have been highly developed Code has been added in all the data fields to allow the use of the arrow ke
15. chedules The course schedule table was modified allowing the lab schedules to be entries in that table The Lab Schedule and Notes screen was developed as a copy of the Course Schedule screen with extra fields added to accommodate the lab instructor lab building lab room lab day lab times and notes fields Initial testing also revealed errors in the application execution The worst of these errors caused the system to lock up Checks were created for each field to verify field entries before Access wrote them to the tables This eliminated the errors After viewing a few of the printouts based on the screens I decided that good screen layouts do not make good printed layouts A few printed reports were created to improve readability The last changes were made to keep the user away from the database window The custom toolbar was split into two parts One part contains the exit and the other part contains the balance of the toolbar functions The display of the exit form button is controlled so that an unskilled access user cannot get to the database window Possible improvements e Add data integrity checks to the fields in the Edit Course Data Edit Instructor Data Join of Course Instructor Class Size and Room Capacity screens e When a new course number is added and after it has been checked as being unique add an append query to add the Join of the new course number to the instructor Staff Maintenance manual overview The manual i
16. e I pull down menu s are used to change which semester and year are being scheduled Only the semesters shown on the pull down list are valid Any year can be selected even if it is not on the list 11 Course Faculty Scheduler Version 1 0 Adding a course offering to an existing schedule To add a new record to a schedule select either the add new record button from the toolbar or move the cursor to the last record on the for Thi d will contai data The course number should be the firs new record Note that once the process of adding a new record has started you can not leave the CFS until a valid course number has been added to the record After a valid course number has been added the other fields can be completed in any order when desired Deleting one some all record s in the active semester year Delete one record Select the record with the mouse on the left most side An arrow will appear and the area around the arrow will be a different course then the none selected records After the record has been selected use the delete key to remove th Ifthe cursor is on any field ofthe record to be deleted go to the pull down menu and select Edit then Select Record This will cause the area on the left most side to change color Then select the delete key to remove the record Delete some records To select more then one record to be deleted at the same time they must be adjacent to each other Select
17. eduler Version 1 0 Instructor Name Instructor name can only be selected from the pull down menu Before an instructor can be selected the course number field must be filled in Only valid instructors for that course are shown For an instructor to be valid they must be entered into the Enter Instructor Data form and be assigned to the course number through the Join of Instructor Course form The Select Available Instructor combo box contains added information including the number of credit hours an instructor has been assigned Information that tells if the instructor is active is displayed and the instructor s desire to teach that course is also displayed Note that the credits assigned is based on the instructor who teaches a course Instructors assigned to labs o not get any credits added to this list Select Lab Instructor Same as Instructor Name except this is the lab instructor information Lab instructors are not assigned any course credits for the combo box Select Lab Instructor Sort By There are four predefined sorts for data viewing e Course Default The schedule is sorted by Course then Section e Day Time The schedule is sorted by day then time then instructor e Instructor The schedule is sorted by instructor name then day then time e Location The schedule is sorted by building then room then day then time Change the semester or ear to be scheduled The change semester Change Semester and th
18. enter 11 00AM type 1100AM Finish Time When a start time is entered in the start time field a finish time will automatically be calculated The finish time will be the Start Time 50 minutes if the first day entered in the day field is either M W or F The Finish Time will be the Start Time 1 hour and 15 minutes if the first day entered in the day field is either T or R The Finish Time can be manually changed if desired Note If the Start Time is changed check the Finish Time The Finish Time is recalculated every time the Start Time filed is edited Building This is where the class will be held Kreger will be entered by default Building names can be changed by either using the Select Building pull down or directly entering a valid building name Every time the building name is changed the room number will be deleted forcing the reentry of a room number This is to ensure only valid room numbers are entered If an invalid building name is entered an error message will appear instructing the user to add the information To add a building go to the Room Capacity screen Room This is where the class will be held Room numbers can be entered by either using the Select room pull down or directly entering a valid room for the building shown If an invalid room number does not exist in the data base for the Building shown an error message will appear To add a room number go to the Room Capacity screen 10 Course Faculty Sch
19. hat will appear in some of the screens The Nick Name is intended to provide easier direct entry into the instructor field The nick name used must be unique e e Instructor Name Required The name of the instructor as it is used in course scheduling SS Number Optional Active Optional This field is displayed in the select Available Instructor and Select Lab Instructorpull downs found in the Course Schedule and Lab Schedule and Notes Screens e Notes Optional Join of Course Instructor screen This screen is used to make an instructor available to teach a course An instructor can not be assigned to teach a course unless the instructor is assigned to that course number The Join of Course Instructor screen has five data fields amp Note When adding a new course number for the first time be sure to make an entry of the new course number and STAFF Staff is used as the default 14 Course Faculty Scheduler Version 1 0 mmm instructor if none is added when a course number is added to a schedule or changed in the schedule e Course Number Required The course number which is receiving a new instructor e Nick Name Required The nickname of the instructor to be available to teach the course number selected e Desire to Teach Optional This field holds one character The meaning of the entry is to be defined by the user The value entered in this field will appear in the select instructor or select lab
20. here a new course schedule can be added Screen Navigation on sk Used to get to different screens within the CFS These are the same at the Goto pull down menus Exit Exit the active form Pull Down Menu The pull down menu can be found at the top of the screen An overview of the menu choices is shown below File Edit View Records Reports Analysis Sort GoTo Window Help Reports Analysis Sort and GoTo are unique to the CFS The details of each are listed below File Edit View Window and Help are standard pull downs in Windows Records is a standard pull down in Microsoft Access These are not covered by this manual Reports TES Analysis Sort GoTo Window The Reports pull down accesses two main sraph Course Demand by Year NEET functions Graphs and printed reports Graph SAN Demand by Year Graphs is covered in the Graph Screens Print Schedule by Cours gt i E SIUE by rn section of this manual The printed reports section contains two reports These reports are for the current schedule being displayed When the Print Schedule by course or instructor is selected the report will be previewed on the screen first The report is designed to print in landscape mode To change the printer settings select File then Print Setup from the pull down menu To print select the printer Course Faculty Scheduler Version 1 0 on the tool bar To cancel select the open door on the tool
21. instructor pull downs in the Course Schedule and Lab Schedule and Notes screens This field is provided to aid in the instructor selection process when developing a schedule e Notes Optional When you enter this screen the CFS is ready for the entering of a new course instructor combination To enter a course number or instructor nickname either select an entry from the pull down menu s Enter Course Number or Enter Nick Name respectively or enter the data directly in the respective field When entering data into the field the CFS will be checked to assure the entry is valid If an invalid entry is made an error message will be displayed with instructions Class Size screen The information on this screen is used to create Analysis information If the Analysis graphs are not going to be used the information on this screen does not have to be filled in This screen is provided to enter the planned and actual class sizes for the year semester course and section shown To change the year or semester us the Change Semester and or Change Year pull downs found in the Course Schedule or Lab Schedule and Notes screens Even though this screen is intended to edit the planned and actual size fields the user can also edit the course section room building capacity day and instructor fields For information on the course section room building day and instructor fields go to the Course Schedule and Lab Schedule and Notes
22. mber that schedule record will be deleted by the CFS The course schedule can also be added or modified by using the Se ect Course pull down menu amp bi This can found only on the Course Schedule screen The pull down menu will show valid course numbers If the desired course number is not shown it must be add See adding a course number UN Window Help Course Schedule Lab Schedule and Notes Edit Course Data Edit Instructor Data Join of Course Instructor Class Size Room Capacity Edit Course Data screen To get to the Edit Course Data screen select GoTo then Edit Course Data from the pull down menu ee pap E The Edit Course Data screen is designed to keep basic information about a course There is a large notes section to hold all comments e Course Name Required The name of the course as it appears in the course catalog e Number Required The course number iis Ee 13 Course Faculty Scheduler Version 1 0 e Credits Required Total credits for a course If a course has a lab the credits are included in this value e Notes Optional Edit Instructor Data screen To get to the Edit Instructor Data screen select GoTo then Edit Instructor Data from the pull down menu The Edit Instructor Data screen is designed to keep basic information about a Instructors There is a large notes section to hold all comments e Nick Name Required This is the name t
23. ower portion of the screen Conflict screens The show conflicts screen is displayed when Find Conflicts in Room Schedule or Find Conflicts in Instructor Schedule is selected from the Analysis pull down menu The screen shows two course that are in conflict at one time Warning Conflict in Room Schedule Class to Class c D Mw Mw MCHUGH MCHUGH 11 00 AM 11 00 AM 11 50 AM 11 50 AM 120 120 KREGER KREGER Course Faculty Scheduler When a conflict is found a message box will be displayed If Yes is selected the conflict checking is stopped Make the desired changes in the Course ER Schedule or Lab Schedule and Notes screen When the changes are complete the Check for Room or Instructor Conflict can be started again There is no need to close the conflict screen If no is selected the CFS will ignore the conflict found and continue checking the rest of the schedule The message at the top of the conflict screen describes the type of conflict As shown above there is a room schedule A conflict in the room schedule exists Would you like to correct it now Skip over it No 17 Course Faculty Scheduler Version 1 0 conflict in the class to class schedule There is also checks for class to lab and lab to lab schedules Incomplete Records One or more fields in each record is not completed Finish Time A 850AM 120 E n 1 120 KREGER NI Mw
24. r To start the CFS select the Start Scheduler button To exit select the Exit Microsoft Access button Course Schedule and Version 1 0 Course Faculty Scheduler je i Exit MicroSoft Access Steven Schwartz Miami University Ver 1 01995 Lab Schedule and Notes screens This is where schedules are created and modified Course Schedule Every time the CFS is started the Course Schedule screen is presented The schedule of the year and term that was worked on last will be displayed on this screen Most data needed to create a schedule can be entered from this screen File E To Window Help dit View Records Reports Analysis Sort Go m ad Lab Schedule and Notes If lab schedules or notes need to be added to the schedule these functions can be accessed from the Lab Schedule and Notes screen Course Faculty Scheduler Version 1 0 COEM Window Help Course Schedule Lab Schedule and Notes Edit Course Data Edit Instructor Data Join of Course Instructor Class Size Room Capacity Showing which semester and year is being scheduled This part of the screen shows the semester and year that is being worked on The fields are fed from the current record If a new record is being added the display of semester and year will be blank until a valid course number is added The CFS takes you to the Course Schedule screen when you start To get to the Course Schedule screen from othe
25. r places within the CFS select GoTo then Course Schedule from the pull down menu To get to the Lab Schedule and Notes screen select GoTo then Lab Schedule and Notes from the pull down menu Course Name The course name is shown but can not be changed from this screen To change the Course Name go to the Edit Course Data screen Credits The course name is shown but can not be changed from this screen To change the Course Name go to the Edit Course Data screen Dot This field holds one character and automatically puts a period in front of it This field is for the user s purposes only Section This field holds one character and will convert the entry into capital letters Section numbers are used to make duplicate course unique for a given semester year Pref Pref Code The field is provided for user proposes only Course Faculty Scheduler Version 1 0 Day Day represents the days of the week a course will be offered M T W R F and S are the only valid characters No other entries can be made into this field All entries will be shown in capitals The days are defined as follows M Monday T Tuesday W Wednesday R Thursday F Friday S Saturday Start Time This is the time a course is planned to start for the Days shown in the Day field The CFS puts in a template on the time format The does not need to be entered To enter 8 00AM type 0800AM The first 0 is to fill in the space To
26. s broken down into sections Each section is in alphabetical order Screens Is listed by the names found in the forms section of the database window A picture is shown of each screen Tables Shows the tables columns relationships and indexes The first page shows the relationships graphically Queries The first part of the section is a cross reference listing each query and showing what it is used by and what it uses The balance of the section is the SQL for each query Forms Lists each form their properties including record source the objects associated with the form and code that is unique to that form Some basic information of each object is provided This information includes control source and events Reports This section is set up like the forms section Macro The macro actions and all properties associated with them are listed Module This section lists code that is not associated with a specific form Notes Please note that the design of the Course Faculty Scheduler CFS is based a few major design criteria e The CFS will be run with the forms maximized This is accomplished at the start of the program e The Course Schedule screen is always active even when not visible Fields in that form are refereed to through out the program e Navigation has been designed to be done through the GoTo selection on the pull down menu The macros executed keep the house clean by not letting forms remain open By closing
27. screens section in this manual For information on the capacity field go to the Room Capacity screen section of this manual e Planned Size Optional The planned number of students to sign up for the current course section 15 Course Faculty Scheduler Version 1 0 e Actual Size Optional The actual number of students that enrolled tin the current course section e Course Section Room Building Day and Instructor refer to Course Schedule and Lab Schedule and Notes screens e Capacity refer to Room Capacity screen Room Capacity screen The Room Capacity screen provides two functions e Allows the addition of a building and room combination making that building and room available when creating a course schedule e Provides room capacity information for comparison of planned class size Room Capacity has four fields and one pull down selection box e Building Required Building where classes can be held Room Number Required Room Number within the building selected Capacity Optional The maximum number of students for that class room Notes Optional Select Building Combo Box Shows the building names already being used When a building is selected it will be added to the active record If desired building is not shown just enter the name of the desired building Graph screens The graph screens are provided for analysis of demand The data for the graphs is only available if
28. t 6 7 11 T Sort By 11 Sorting 5 Tool bar 5 20 History of the CFS Goal The goal of the project was to gain experience in database applications Proposal The CFS was conceived to fill a need for Miami University s Systems Analysis department chairman The requirement was to design a system that would simplify the process of creating course schedules for future semesters The first proposal consisted of a system that generate a schedule using linear programming techniques This proposal was rejected due to the lack of control that would exist on the schedule created Based on the first proposal it was suggested that an interactive aid for the creation of course schedules be developed Microsoft Access was selected af the tool for developing the CFS A few of the reasons for selecting Access were e No software had to be purchased since Access was available both at school and at home e Access is a versatile tool capable of being a stand alone database application or that can serve as the client side of a client server application After developing a basic understanding of Access and its capabilities a description of the CFS was developed along with a working model of the basic concept In developing the working model the tables and relationships were designed and entered into the CFS Based on these tables the main user interface was designed Basic Design Description All data entry is performed on forms screens
29. y want to copy an old schedule to the new year semester and modify the schedule from there General Notes Combo boxes Combo boxes can be found at the top of each screen For example in this c fuse ie Select Course i combo box shows course number 141 This means that the current active record has a value of course number 141 To display valid choices from the combo box select the down arrow and valid choices will appear If the desired selection is not shown use the scroll bar to fine it The Tool bar ele ale l cS m sell ef EED DP eon data oaa vel Szef Room Form view and spread sheet view The left button allows a spread sheet view ofthe data Data can be edited i in this view but many of the built in functions are lost The right button puts the CFS into the form view allowing full functionality Sorting md The left button is used to find a record in the open data set that matches a string that is entered The other two buttons allow sorting of the data in either ascending or descending order based on the column where the cursor is Course Faculty Scheduler Version 1 0 Record navigation The record navigation buttons are used to navigate within the Move to the first record Moves to the previous course in the schedule up one record Moves to the next course in the schedule down one record Move to the last record Create a new record Moves to the end of the list w
30. ys In many of the fields queries to the data base are executed as the user tries to leave the field This is to assure that the entry is valid before writing the data to the tables If the entry is determined to be invalid an error message is displayed and the exit event is canceled The checking of data and canceling of the event prevents an Access error Pull down menus are provided for entering data into the course number building room and instructor fields To provide a real time selection the pull downs execute queries before showing the options The select instructor pull down is unique in that it provides the only method of updating the instructor field This intended to forces the user to use the select instructor pull down menu which provides up to date information on credits already scheduled All data checks are done through the use of SQL queries except in the analysis section Code was written to check for conflicts The decision to use code for conflict checking was made after many failed attempts to derive workable SQL statements Development of the history screens was done after the completion of The Course Schedule Course Info and Join Of Course Instructor screens To feed the history screens the class size and room capacity screens were developed to accommodate the entry of history data Testing Testing of the CFS was performed using data from an old course catalog Early testing revealed problems in dealing with lab s
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